Donating Records to the Archives

The Archives accepts donations that meet its collections mandate, which is focused on records that document the changing landscape and identity of Winnipeg. We are interested in donations that will help us to preserve and make accessible a richer and more complete history of Winnipeg and its communities, one that reflects a diversity of experiences.

Original documents, photographs, maps, architectural drawings, sound recordings, moving images, pamphlets and reports, postcards, artifacts (evaluated on a case-by-case basis), and other types of records relating to Winnipeg and its residents.

Publications such as newspapers and magazines, photocopies, and single items without context and/or documentation. We also try not to get duplicates of items that we already have in the collection and prefer to receive original records, as opposed to copies. Please contact us if you have questions about whether we would be interested in your donation.

The Archives has the capacity to acquire and to preserve digital records according to professional standards. We review donations involving digital records on a case-by-case basis and make decisions based on the file size, format, and other criteria.

If you are interested in donating to the Archives, please email archives@winnipeg.ca and include as much background information as possible (e.g. name of creator, number of items, record types, subject matter, dates of creation, history of ownership, physical condition, and other details). We will contact you to discuss your donation. You may be asked to provide a list of the records being offered and biographical or historical information on the person or organization that created the records.

Donations undergo a review and approval process. Not all records are accepted. Decisions are primarily based on our collections mandate, completeness and depth of the material, physical condition as well as our capacity to care for the items being donated.

Donors will be given an Instrument of Gift or Agreement to review and complete. This documentation is important because it deals with ownership, copyright, and establishes any limitations on use and access that the donor might wish to impose.

The Archives prefers that there not be any access restrictions, but recognizes that records with sensitive and/or personal information may require special consideration.

Records that become part of the archival collection are typically accessible to the public and used for research, reproduction, publication, and exhibit purposes. Items may also be described and made available online through the Archives website.

Due to administrative costs associated with issuing tax receipts, materials must have an expected valued above $500 in order to be eligible for a tax receipt. Exceptions may be possible for materials accompanied by a third-party monetary appraisal. However, the Archives cannot accept external appraisal reports that do not meet professional appraisal standards. If you are interested in receiving a tax receipt, you must state this when discussing your donation.