Donate to the Southern Maryland Studies Center

Donated materials will be evaluated prior to inclusion in the Southern Maryland Studies Center archives. Those that are accepted for inclusion in the archives will be accessioned, processed, and preserved, while those that are not accepted for accession will be disposed of or returned according to the donor’s instructions included in the deed of gift. See "Donation Criteria" for more information about how we select items for inclusion in the collection.

All materials offered for donation must be accompanied by a basic inventory that identifies the contents of the collection, including a total number of items included (for small collections, this is the number of individual objects/papers; for larger collections, this is the number of boxes or containers).

The Southern Maryland Studies Center reserves the right to refuse, as a whole or in part, materials that do not support its Mission and Vision.

The SMSC may refuse collections that are more appropriately suited in another repository. Donations or gifts to the Southern Maryland Studies Center are considered personal property and are governed by the College of Southern Maryland Board of Trustees’ policies FIS:820, FIS: 821, FIS:823, and FIS:824.

In addition to the acceptance guidelines set forth in Board Policies FIS: 820, FIS: 821, FIS: 823, and FIS: 824, the SMSC also considers the following criteria in determining the suitability of material for acquisition:

Regional Relevance

The materials present a likely contribution to the documentation and interpretation of the history of the Southern Maryland Region. Materials related to the state of Maryland, as a rule, will not be accepted unless they contain information concerning the Southern Maryland Region that is otherwise not included in the collection or unavailable at another repository, such as the Maryland State Archives.

Inclusion

The materials intentionally fill archival silences, particularly regarding people of color, by amplifying the voices of marginalized communities within the Southern Maryland Region.

Programming Potential

The materials demonstrate usefulness for exhibit, research, or education relative to the Mission and Vision of the SMSC and its parent institution.

Research Potential

The materials provide context for current and future historical study, including but not limited to: clear provenance (where materials come from and how they are related to the Southern Maryland Region), clear identification (who are the individual(s) described or depicted in the materials and how they are related to the Southern Maryland Region), and clear contribution to the historical documentation of the Southern Maryland Region.

Condition

The materials do not require extensive or costly conservation treatment or pose a possible danger to existing collections due to mold, mildew, dust, pests, fire damage, significant embrittlement, or other harmful contaminants or damage.

Encumbrances

The materials are free of unreasonable use restrictions.

Duplication

The SMSC does not accept known duplicate materials of items already held in the collection, unless the copies currently in the collection are limited in number, are of historical rarity, or are in poor physical condition.

Records of Local Businesses and Organizations

• Architectural records
• Articles of incorporation
• Charters
• Correspondence
• Bylaws
• Reports
• Memoranda
• Meeting minutes and other materials
• Organizational charts
• Policy and procedure manuals
• Subject files
• Publications (generated by the organization)
• Fund-raising materials
• Speeches
• Photographs
• Newspaper clippings about the organization
• Press releases
• Public relations material

Records of Individuals

• Correspondence
• Diaries
• Speeches
• Scrapbooks
• Autobiographical sketches
• Professional files
• Photographs
• Films, audio, and video tapes