Guide for Clients Preparing Manuscripts for Donation

Preparing Manuscripts for DonationsThe AIATSIS Collection contains the world's largest contextualised collection dedicated to Australian Aboriginal and Torres Strait Islander cultures and histories housed to best practice international conservation standards.

Items accepted into the AIATSIS Collections become part of the distributed national cultural collection of the Commonwealth of Australia.

The following information provides guidance in preparing your papers for transfer to the AIATSIS Print Collection.

Acquisition of papers/records into the Manuscript Collection

Materials accepted into the Manuscript Collection includes: field notes, correspondence, research papers, reports, maps, some photographs and ephemera This material becomes discoverable through our online catalogue, Mura: http://aiatsis.gov.au/collections/using-collection/search-collection.

Preparing material for transfer to the Print Collection

1. Survey the collection and prepare a document outlining its size (eg, number of boxes, linear meters of shelving it occupies or the number of items), the condition of the papers (ie, are they in good condition, damaged by insects, moulds or chemicals), where they are currently and where they were previously housed (e.g. shed, under the bed, etc.).

2. Complete and forward the Offer of Material Form (available here: http://aiatsis.gov.au/collections/donate-collection). In the form, alert us to potentially sensitive content to ensure it is handled appropriately. This could be done by including a note at the beginning of the file or attaching a note with a plastic clip to the specific item within a file.

3. Prepare a short “history” of the papers outlining the reason for their creation and Include biographical and any other details on their creator.

4. All material accepted into the AIATSIS Print Collections is via donation and in a small number of cases by deposit. A donation is a gift to the Collections and becomes part of the AIATSIS Collection. Access to donated papers is in accordance with the Copyright Act 1968 (Cth).

5. Maintain the original order of your records. Keep papers within files in their original order and files in their original folders or file covers. This ensures the

Preparing Manuscripts for Donation 2016 | 1

integrity of the records and maintains contextual information (e.g. who created the records, in relation to what activity, etc.).

6. Supply any lists of the documents, such as a file index or register, as they are valuable guides to the arrangement and content of the records.

7. If content in the papers requires further explanation or may be misinterpreted (eg. spelling of a name), attach a note to the file. All such explanatory notes assist the archivist who will eventually describe the material in a Listing or Finding Aid.

8. Remove any rusty paper clips and replace with plastic paper clips.

9. Leave all staples and metal file pins in place, as these will help maintain the order of the documents. They will be replaced later by the archivist if necessary.

10. Keep envelopes with their associated correspondence.

11. Do not repair any fragile or torn papers, as these will be done later by a conservator.

12. Do not use adhesive tape, rubber bands or lamination when packaging material

13. Inspect materials for insect or mould infestation and remove dust with a dry or soft cloth. For further details see Conservator’s note attached.

14. Do not fold large items such as maps, plans and posters. If too largeroll the items and place in a tube. If any further identification is required, write the information on a piece of paper and attach to the item with a plastic paper clip. Avoid writing on the item itself.

15. We may be able to supply a number of archival quality boxes, plastic clips or bags. For further details contact the Senior Archivist on 6261 4225.

16. Put files, folders and individual manuscripts from the front to the back of the box. Then name the collection and sequentially number each box eg. 1/total boxes, 2/total boxes etc.

Preparing Manuscripts for Donation 2016 | 2

Figure 1: Examples of rusty materials

Figure 2: Materials after rehousing

Preparing Manuscripts for Donation 2016 | 3