We’re always pleased to hear from people who have records that they think may be of historical interest and would like to donate them to Dorset History Centre and ask that anyone who does contacts us to discuss their records – archives@dorsetcouncil.gov.uk.
To assist us with processing your records, getting them added to our online catalogue, repackaged in archival materials, and safely stored in our environmentally controlled repositories there are some steps that you should take before bringing your records to DHC.
Organise the material
Records like minutes and accounts should be sorted out into chronological order. For other material it may be more appropriate to sort and group by subject, type of material, or by person/family group. The order that is appropriate often depends on the type and quantity of material involved. Where exact copies of a record exist, then the one that is in best condition should be kept. You can also search our online catalogue to see if we already hold something, as we won’t usually accept duplicates of items we already hold.
There are some exceptions to this, so let us know if you have a duplicate of something we already hold, quoting the reference number, and we can advise further.
Prepare the material
For paper material to last a long time we need to remove items that can damage it, and store it in archive quality acid-free folders and boxes.
Paperclips and staples tend to rust which can damage paper and plastic pockets can decay and become brittle whilst also adding unnecessary bulk. Removing paperclips and staples not only protects the paper but also prevents large piles of paper from becoming lopsided. A simple fold of paper is the easiest way to keep any now loose items together and means a pencil note can be added referring to the contents and date. Any items that are in ring binders should be removed and the papers tied together in a bundle.
List the records
As the creator and/or owner of the records you likely have crucial information about them, knowledge about their creation, and the information within, and the more detail you can provide about them the better. This includes the dates records were created, who appears in photographs or where they were taken.
Also crucial is whether the records contain anything sensitive from a data protection point of view, we can still accept these records but may need to restrict access in line with data protection law. We can provide our listing form for depositors that contains columns for all the information required, which helps us to produce our catalogues.
Bring them to Dorset History Centre
Following the initial contact with an archivist at the History Centre, and the preparation of your records, an appointment can then be booked to bring your records to DHC where an archivist will go through the records with you and fill out a form confirming the donation. Contact us – archives@dorsetcouncil.gov.uk – for more information.