Donating to Western Reserve Historical Society
Please Note Temporary Collecting Process Update
WRHS continues to actively collect and document the history of Northeast Ohio. Please note updates to our collecting process in response to the COVID19 pandemic. At this time we are accepting donations by appointment only. All procedures are subject to change as best safety practices and staff on-site schedules develop.
1. For the safety of our staff and guests, WRHS is reviewing all donation offers through email. Donations will be accepted by appointment only. Contact Margaret Roulett at firstname.lastname@example.org for library related materials such as documents, photos, letters, scrapbooks, journals, etc. Contact Eric Rivet at email@example.com for any object related material.
2. Unscheduled drop off or prospective donations will not be permitted. Contact Margaret Roulett at firstname.lastname@example.org or Eric Rivet at email@example.com if you have something you are interested in donating.
3. Incoming donations must be approved by WRHS prior to their arrival.
4. Once your donation has been approved, staff will coordinate a drop off day, location, and time with you. At the time of drop off, we will issue a temporary receipt so that the donor has a written record of making a donation.
5. WRHS will make arrangements to send the donor an official Deed of Gift.
Here are some Frequently Asked Questions about donating materials.
In order to maintain the integrity of the permanent collection, and to ensure the safety of the object until it has officially been accepted into the collections, the Western Reserve Historical Society has provided these FAQ’s and procedures for handling possible donations and/or purchases.
Q: What is the collecting mission of the Western Reserve Historical Society?
A: WRHS exists to collect, preserve, interpret and exhibit the possessions and to collect and make available for scholarly research the documentation of the diverse peoples who have made the Western Reserve and northeastern Ohio their home. In addition, we act to preserve and interpret historic properties within the same region.
Q: What does the Historical Society collect?
A: Our collecting interests are varied but all objects we seek to collect share the characteristic of documenting the Western Reserve. These objects include but are not limited to:
Administrative and financial records
Board and committee minutes
Conference and seminar proceedings
Fine and decorative arts
Grant files for approved and declined projects
Ledgers and receipts
Newsletters and newspapers
Oral history tapes and transcripts
Publications (annual reports, pamphlets, programs, etc.)
Studies and surveys
Q: What are the advantages to donating materials to the Western Reserve Historical Society?
A: There are many reasons, including:
- Removal of papers, records and memorabilia to the WRHS Library frees space in the work place or residence, and saves storage costs
- Papers, records and memorabilia, while always remaining fully accessible to the donor, are kept in a secure area preventing any unauthorized use or loss
- Only authorized personnel and verified researchers have access to the collections; limitations are set by the donor in consultation with the curator
- Collections are kept under correct environmental conditions with temperature and humidity controls
- Papers, records and memorabilia remain close at hand at University Circle, Cleveland’s educational and cultural center
- Papers, records and memorabilia will become part of the broad spectrum of historic documentation for greater Cleveland’s community
- WRHS ensures perpetual care and access to donated material
- Papers, records and memorabilia are processed and cataloged by professional archivists who create detailed finding aids to provide easy reference to topics or specific document location within the collection
- Records are housed in acid-free (chemically neutral) folders and containers to extend the useful life of the paper
- Records are kept under correct environmental conditions with temperature and humidity controls
- Reference and file retrieval services are provided to the donors in a timely fashion
- There is no cost to the donor
Q: How do I offer historic materials to WRHS?
A: Since WRHS is so large and collects in so many different areas, certain curators or archivists can serve as contacts. Please write to the appropriate person at the Western Reserve Historical Society, 10825 East Boulevard,
Cleveland, Ohio 44106 Or call (216) 721-5722. Please do not drop-off or send objects without first contacting the appropriate person. We want to make sure that your potential gift is properly identified and cared for.
- *For all manuscript and/or archival materials please contact Archives & Special Collections Manager, Margaret Roulett at x 1519 or firstname.lastname@example.org
- *For all furniture, decorative and fine arts including clothing and textiles, and domestic artifacts contact Curator of Collections & Exhibits, Eric Rivet at x1521 or email@example.com
- *For all transportation and industrial objects contact the Crawford Collection Manager Larry Davis at x1533 or firstname.lastname@example.org
- *For all books and published materials contact Archives & Special Collections Manager, Margaret Roulett at x 1519 or email@example.com
- *For all other questions regarding donations and/or tax deductions contact
- Curator of Collections & Exhibits, Eric Rivet at x1521 or firstname.lastname@example.org
Q: What happens then?
A: The Collections Management Team, which comprises all appropriate WRHS Leadership and Curators meets to review all potential donations. If accepted, the donor will be contacted and arrangements made for delivery of the objects and formal Deed of Gift paperwork issued which transfers legal title of the gift to WRHS. If declined, the donor will be contacted and given the reasons for denial. Limited storage space, duplication of objects, and condition of the offered piece as well as relevance to our mission affect the decision to accept an object.
Q: Does WRHS accept all donations?
A: We cannot accept everything. Organizing, cataloging, and preserving historical materials for the future takes so much space, time and money, that donations must be selected very carefully. The staff carefully consider each offer. Normally, objects and artwork need to be seen before a decision can be made.
Q: Will my materials be put on display?
A: Unless we designate your materials for a specific exhibit, they will not be put on display immediately. What you see at our museums is only a small part of the collections. The rest are carefully stored so that they will be available for future exhibits, for loan to other museums, or for on-going research and reference.
Q: How can I see my materials if they are not on display?
A: Documents, photographs and published materials are available for research and reference in the Library/Archives during regular hours. Requests to see artwork and objects should be made with the appropriate curator or Senior Registrar. Please give at least two weeks notice, although staff availability may be a determining factor.
Q: Is my donation tax deductible?
A: Yes. The donor is responsible for determining and documenting the value of donation. As a matter of ethics, WRHS staff cannot appraise materials. A list of appraisers is available through the Appraisers Association of America or your local Yellow Pages.
Q: Can I lend, rather than donate, my historic materials?
A: WRHS does not accept materials on long-term loan, nor does it agree to return items to heirs. Short term loans for specific exhibits are accepted. The Deed of Gift, signed by every donor, gives WRHS clear, unrestricted ownership of the materials.
Q: Can I leave materials to the Western Reserve Historical Society in my will?
A: Yes. Please contact Glenn Anderson, Jr., Senior Vice President of Advancement, email@example.com (216) 721-5722 ext. 1401. Please note that bequests must meet collections requirements.