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Re: Originals and copies: deeds of gift and "permission to use" forms



Hi, Susie.

If the form is generated by your repository, then you should keep the original.  For Deeds of Gift, here's how I explain this in my letters of acknowledgement:

"Our Board of Trustees has approved a formal procedure for documenting gifts in kind.  We ask all of our donors to sign a Deed of Gift, to ensure that their wishes are respected.  We ask you to sign the enclosed Deed, and return it to us in the enclosed envelope.  We will then complete the form, and send you a copy for your own records.  If you should have any questions regarding this formality, please let me know."


Regards,

Judy Robins, C. A.,
Collections Supervisor,
Wood Library-Museum of Anesthesiology
520 N. Northwest
Park Ridge, IL  60068-2573

Tel:  847-825-5586

Fax:  847-825-1692

e-mail:  j.robins@ASAHQ.org



-----Original Message-----
From: Susie R. Bock [mailto:bocks@USM.MAINE.EDU]
Sent: Monday, July 01, 2002 10:53 AM
To: ARCHIVES@LISTSERV.MUOHIO.EDU
Subject: Originals and copies: deeds of gift and "permission to use"
forms


This may seem a very basic question, but I have been discussing
this with several colleagues and there are varying opinions.

Once you and a donor have signed a deed of gift, who keeps the
original and who keeps the copy? I argue that the respository
keeps the original since they might have to prove ownership.

The SAA brochure on deeds of gift doesn't give advice on this issue.

For a "permission to use" form I argue the other way. Since it is
the patron that might have to prove the right to use material, they
should get the original, and the repository granting the right to use
gets the copy.

Opinions?



Susie R. Bock
Head of Special Collections
University of Southern Maine Library
314 Forest Ave.
PO Box 9301
Portland, Maine 04104-9301
207-780-4269
207-780-4042 (fax)

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