Documenting our past

Donating records to the Archives

Benefits Derived from Donations

Documenting Our Past

Established in 1988, the purpose of City of Vaughan Archives is to identify, collect, preserve and make available records of enduring cultural and historical value that document the development of the City of Vaughan, including records from local individuals and families.

These private records shed light not only on personal experiences but also reflect the social, political, economic, religious and cultural life of the City of Vaughan. They help document many aspects of Vaughan's past: the pioneer and immigrant experience; agricultural and economic development; education and health care; the environment; political and religious expression; recreation and leisure; family, ethnic and women's issues; transportation; population patterns and the growth of settlements in the community.

Archival records are documents created by individuals, or family members in the course of their daily lives and activities. They may be related to a private business, the family farm, a professional practice, activities of a social, political, environmental, recreational, or cultural nature.

Private records of archival value may include diaries, correspondence, post cards, journals, logs, architectural drawings and plans, maps, photographs, sound and video recordings, educational records, legal and financial documents, and electronic documents. Materials collected during the course of preparing a published work dealing with the City of Vaughan area -- notes, revisions, photographs, sketches -- are also of archival value. Essays and theses dealing with local and regional issues or historical events are also held by the archives.

 Individuals and families with private records at the City of Vaughan Archives include: Jean & Jesse Bryson, Hugh Cook, Del Brocco Family, Marion C Keffer, Catherine MacFarlane, Maynard Family, A Pacchiarotti, Redelmeier Family, James & William Russell, Bruce Snider, Mary Wood.

Donating Records to the Archives

Private records may be donated, loaned for copying, or placed on long-term deposit, with the understanding that they will be held in trust for future generations.

Please do not try to sort, weed or repair your records before the Archives has had an opportunity to view them. In order that all information of research value is retained in its proper context, it is important to preserve all of the records in their original order. Also, attempting to mend the records may cause irreparable damage, this activity is best left to trained conservationists who can treat the documents after the materials come into the Archives custody.

The Archives will appraise your records for their historical and cultural value, and determine what documents fall within the City of Vaughan Archives collection policy. At that time, we will be more than pleased to discuss with you the terms and conditions under which your private records can be donated to the Archives.

In signing a Gift Agreement with the City of Vaughan Archives you will be transferring to the Archives legal ownership and copyright (if you currently possess it). The City of Vaughan Archives will then have the authority to allow or disallow publication of any part of your records by researchers. If you choose not to transfer copyright to the Archives, researchers will be required to contact you to obtain permission for publication of information and images contained in your records.

The City of Vaughan Archives believes that there should be free and equal public access to all materials of private origin, with a preference for restriction-free donations, deposits or copy- loans. If you have any concerns relating to sensitive materials that might be contained in your records, you should discuss this with the Archives at this time. It may be possible to arrange for restrictions on access to portions of your collection for a specific time period.

Benefits Derived from Donations

Tax Deductibility

Some donors may be able to claim tax deductions for the value of their gifts. If you wish to use the value of your records as a deduction, this should be discussed with the Archives when negotiating the terms of your donation agreement.

Upon taking custody of the material, the City of Vaughan Archives will examine the documents, after which a certificate or tax credit may be issued on the basis of the appraised value of the documents. Tax receipts cannot be issued by the City of Vaughan Archives for records valued at more than $1,000.00. In such cases, appraisals must be conducted by independent appraisers or the National Archival Appraisal Board. Revenue Canada ultimately determines the value of the donation which is acceptable as an income deduction.

Preservation & Conservation

The professional staff at the City of Vaughan Archives will care for and preserve your documents in a secure, climatically controlled environment. Conservation techniques will be employed as necessary to ensure the longevity of your records.

Access

The Archives will work with you and your family to ensure continued timely access by your family members to your records, will control external access to records containing sensitive, confidential, or proprietary information. It will monitor the handling and use of documents to safeguard the records against damage or loss.

Family History and A Living Memorial

Donating your records to the Archives helps to identify and preserve the history of your family, not only for present and future members, but also for the community at large. It provides a record of your contributions and community involvement, and chronicles the experiences of individual family members for generations to come.

For more information contact:

City of Vaughan Archives
City Clerk's Department
City of Vaughan Civic Centre
2141 Major Mackenzie Drive
Vaughan, Ontario L6A 1T1
905-832-2281

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