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Donations

The City of Kitchener welcomes donations of archival items which meet the mandate of the archives and are deemed to be of archival value.

Items we choose to accept are done so on a permanent basis and are subject to a donation agreement which outlines the conditions and/or restrictions relating to the donation (if any). All archival materials in the corporate archives are legally owned by the city.

We will accept donations of archival materials from the following:

Other government bodies or agencies such as the Archives of Ontario.
Elected representatives or their appointees.
Boards and special-purpose bodies affiliated with the city.
Members of the public.
Other historical/archival institutions.

We also accept donations of personal papers and other items, which in its sole opinion are deemed to be of archival value, if these items complement the existing corporate archival holdings or serve to fill a gap in the collection.

We may also accept archival materials for short-term loan for exhibits or reproduction purposes if the owner does not want or is unable to donate the original materials. These materials do not become part of the archives.

We may not accept:

Oversized/large items are subject to space availability.
Materials in extremely poor physical condition might not be accepted due to the unavailability of appropriate resources to restore them.

We will not accept:

Items which cannot be preserved under proper storage conditions.
Contaminated items due to the risk they may pose to staff, researchers and other archival materials.

In cases where the return of archival items to the city is not feasible, details on the location of these records will be added to the archives files and/or reproductions of the records will be requested as appropriate and possible.

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