Donating Records to the Archives
The Powell River Historical Museum & Archives has a mandate to acquire, preserve, and make available the documentary heritage of the qathet Regional District (qRD) from Jervis Inlet to Desolation Sound including Harwood, Hernando, Savary and Texada Islands. PRHMA staff are committed to the long-term preservation of the social, cultural, intellectual, economic, and political history of the qRD.
The Archives does not purchase records. We rely on the generosity of our donors to help us preserve our collective past through the gift of records. Please note that donors are required to schedule an appointment if interested in donating records.
We encourage you to read through each of the sections below when considering a donation to the PRHMA. If you have any additional question or are unsure whether your materials would be of interest, please contact us.
The Archives does not purchase records. We rely on the generosity of our donors to help us preserve our collective past through the gift of records. Please note that donors are required to schedule an appointment if interested in donating records.
We encourage you to read through each of the sections below when considering a donation to the PRHMA. If you have any additional question or are unsure whether your materials would be of interest, please contact us.
Frequently Asked Questions
What does the PRHMA collect?
The PRHMA accepts records from a variety of different sources, including:
We collect a wide variety of material in any format, digital and/or analog, including, but not limited to:
We are particularly interested in original, unpublished materials (diaries, photographs, personal or institutional papers), but secondary sources that cast light on the history of the qRD will also be considered.
It is our goal to collect records that show what the past was like – but keep in mind that current events will, before long, be considered as part of the past. Don't assume that we only want old stuff!
- Individuals and families
- Community organizations, groups and clubs
- Churches
- Businesses (large and small)
- Local governments
We collect a wide variety of material in any format, digital and/or analog, including, but not limited to:
- Papers, physical and digital
- Diaries, letters, and emails
- Photographs and digital image files
- Postcards
- Maps
- Art
- Movies and films, including film and digital video files
- Sound recordings, including analog and digital media
- Architectural and technical drawings and plans
- Original research
- Publications about the qRD, its communities, and its residents, or by noted residents of the qRD
- Family histories and genealogical material
We are particularly interested in original, unpublished materials (diaries, photographs, personal or institutional papers), but secondary sources that cast light on the history of the qRD will also be considered.
It is our goal to collect records that show what the past was like – but keep in mind that current events will, before long, be considered as part of the past. Don't assume that we only want old stuff!
What does the PRHMA not collect?
The PRHMA is eager to expand its collections, but reserves the right to refuse records. The following records will always be refused:
- Records not related to the qRD, its communities, residents, businesses, or organizations
- Contaminated records. Examples of contaminated records include, but aren't limited to, mouldy records and collections previously infested by rodents or insects
- Records which are in such poor condition that they require extensive conservation and preservation work
- Records of which we already have multiple copies
- Records that are not donated outright, either in their original form or as copy loans.
- We do not warehouse records for, or provide records management services to individuals or organizations. We only store records that are donated to us for permanent preservation.
Why should you consider donating your records?
Staff at the PRHMA are governed by a mandate to ensure the long term physical preservation of the records donated to the Archives. Additionally, records donated to the Archives will also be made available to the public for consultation and will allow:
- Genealogists to build family trees
- Historians to investigate our past
- Authors to write books
- Artists to create new cultural works
- Researchers to uncover the mysteries of the past
- Students to connect to the history of their local community
What about copyright?
Part of the purpose of collecting records is to ensure they are made available for the widest possible use and access. To that end, we request that any existing copyright or intellectual property rights, where held, be transferred to the PRHMA. Of course we recognize that this is not always possible, as donors/collectors may not be the holders of copyright. Even if copyright is not transferred to the PRHMA, copies will still be made for researchers in accordance with the fair dealing exemptions as outlined in the Canadian Copyright Act.
Where copyright is not transferred to the PRHMA, we request explicit permission to reformat to the records to a digital media format, and use the reformatted copies as widely as is allowed under the Act.
Where copyright is not transferred to the PRHMA, we request explicit permission to reformat to the records to a digital media format, and use the reformatted copies as widely as is allowed under the Act.
How to donate to the PRHMA?
In order to make the donation process as efficient as possible, please ensure that:
Please provide as much of the following background information as you can:
Don't worry or stress if you don't have all of this information or are still confused about if your records would be of interest to us. Contact us and we will be happy to discuss your donation.
When outright donation is impossible, the PRHMA is willing to consider copy loans, whereby records are temporarily transferred to the PRHMA for digitization by staff. The digital copies are then donated to the Archives, while the originals are returned to the owner.
If you are unsure whether your donation meets our collections mandate, please contact us. We may be able to refer you to a more appropriate institution if the materials are not a fit for our institution.
- You have the legal right to donate the records
- The records meet the criteria of what we collect and that they relate to the history of the qRD, past and present.
Please provide as much of the following background information as you can:
- Name of creator or creating organization
- Custodial history – who has held the records, and when
- Historical or biographical information about the creator or creating organization
- The nature of the records and the purpose for which they were created and/or used
- Any rearrangement of the records that may have occurred
- Any organizational systems used to arrange the records
- Who holds copyright
Don't worry or stress if you don't have all of this information or are still confused about if your records would be of interest to us. Contact us and we will be happy to discuss your donation.
When outright donation is impossible, the PRHMA is willing to consider copy loans, whereby records are temporarily transferred to the PRHMA for digitization by staff. The digital copies are then donated to the Archives, while the originals are returned to the owner.
If you are unsure whether your donation meets our collections mandate, please contact us. We may be able to refer you to a more appropriate institution if the materials are not a fit for our institution.
Does the PRHMA issue tax receipts for archival records?
The PRHMA is a charity registered with the Canada Revenue Agency and is authorized to issues receipts for income tax purposes. Tax receipts for donations of records that are known to have significant monetary value may be issued at the discretion of the Archivist. Archival records worth $1,000 or more are required to be appraised by a qualified appraiser. High-value artifacts may require multiple appraisals. The cost of appraisals is the responsibility of the donor.
