Policy Purpose
The purpose of this policy is to outline the mandate, scope and objectives of the Hamilton Public Library’s Local History and Archives collections and archival activities and the authority under which the department operates.
This policy articulates the key objectives with respect to the acquisition, preservation and access to materials in the Local History and Archives collections which will reflect the Mission Statement and Strategic Priorities of the Hamilton Public Library. The policy outlines process and expectation to assure transparency, accountability and preservation of trust.
Key Points Summary
- The library’s Local History and Archives Policy outlines the key principles and key objectives of the library’s archival collection development and access.
- The Local History and Archives Policy outlines the key criteria for the acquisition, access and reappraisal of archival materials.
- A central role of Local History and Archives is to collect, preserve and make accessible materials which illustrate the history of the Hamilton area and its peoples.
Definitions
Accession is the formal acceptance into custody and recording of an acquisition.
Acquisition is an addition to the holdings of a repository.
Archival Processing is the physical and intellectual control work done by archives employees to fully prepare archival materials for use, access and long-term preservation.
Deaccession is the removal of material from the holdings of a repository.
Digital Preservation is the management and protection of digital information to ensure authenticity, integrity, reliability, and long-term accessibility of digitized and born-digital information.
Digitization is the process of transforming analog information into digital form.
Preservation encompasses actions taken to extend the useable life of material and records by minimizing physical and chemical deterioration, preventing loss of information and ensuring continual access and use over time.
Reappraisal is the process of identifying material that no longer merits inclusion in a repository.
Policy Details
Mandate
The Local History and Archives collection exists to:
- Acquire, preserve and make accessible materials which illustrate the history of the Hamilton area and its peoples. The Archives collect and provides access to cultural heritage that makes a significant contribution to an understanding of the development of the City, its natural and built environments, its cultures and the people who lived, worked, and had an impact upon the Hamilton area.
- Acquire and preserve archival materials created by the Hamilton Public Library which illustrate the growth and development of the Library, including archival material identified through the corporate Records Management program.
- Manage and preserve defined Special Collections representing past collecting priorities of the Library including art, local government documents, Canadian history and rare books.
- Arrange and describe these materials according to archival principles and best practices to make them accessible to the public, unless access is restricted by legal requirements, Library Board policy or written agreement with the donor.
- Provide adequate and appropriate conditions for the storage, protection and preservation of analog and digital archival material.
- Provide reference and access services to individuals, organizations, or other groups interested in the holdings of Local History and Archives.
- Facilitate digitization projects, exhibition, outreach and programming to increase public awareness of the Hamilton area and its peoples, history and development.
The ultimate responsibility for the management of Local History and Archives is with the Chief Librarian acting in accordance with the general policies established by the Library Board. In practice, this authority is delegated to the Director, Collections and Program Development and the Manager, Local History and Archives.
The presence of materials in the Local History and Archives collection does not constitute an endorsement of their content or viewpoints by the Library Board. The Board recognizes that this policy is carried out in compliance and with due regard for all applicable legislation.
Scope of Acquisition
The archives will acquire material of cultural heritage value by donation, bequest, purchase, or transfer, regardless of medium, including but not limited to: textual records; photographs and other visual and artistic works; cartographic, technical and architectural records; audio and visual recordings as per the mandate. Material may be analog or digital in nature.
The Local History and Archives department will only accept material on a permanent basis, except when borrowing material for short-term loans for reproduction, research or exhibition.
Limitations of Scope
Notwithstanding intrinsic, informational or historical value of records, Local History and Archives will acquire records, taking into consideration the following:
- The resources required to make the material available for research purposes in a practical period of time.
- The extent and terms of any restrictions, the legal rights and/or requests of the donor to place the records in the Archives.
- The records’ relationship to the strengths and weaknesses in the existing holdings.
- The availability of appropriate storage facilities and the physical condition of the records in relation to the probability of being able to conserve them in a reasonable period of time.
- The acquisition mandates of other institutions.
- The Archives retains the right to reproduce materials by mechanical, electronic, or photographic means for security, research, access, conservation and long-term preservation purposes in accordance with applicable Canadian law.
Methods of acquisition
- Archival materials are generally acquired by donation and not by purchase. The Archives may determine to acquire material by purchase if it fulfils a critical gap within the collection with the approval of the Chief Librarian.
- Archival materials of private donors are accepted by gift, bequest, or transfer from another archival institution. A signed Deed of Gift is completed to transfer ownership and negotiated rights such as copyright of the records from the donor to the Hamilton Public Library.
- The Hamilton Public Library’s institutional archival records are retained primarily according to approved records retention policy. The Archives does not function as a repository for financial records or human resources records.
- The Archives does not generally accept fonds that have been willfully partitioned by a donor.
- In special circumstances, and in line with the Library’s Working With Us Policy, opens a new window, Local History and Archives may work in or develop partnerships with local organizations to improve community access to materials. In the case of each partnership, a letter of agreement or memorandum of understanding is signed defining the scope of the project and the rights and responsibilities of all parties.
- At the discretion of the Archives, tax receipts may be issued based on Canada Revenue Agency rules subject to external appraisal by individual(s) qualified in appraising the material in question.
Access to Collections
Due to the rare and fragile nature of the Local History and Archives collections, access to collections housed in Local History and Archives is limited to persons consulting archival material and carrying out their research in the Local History and Archives Reading Room or other Library approved designated space. Within the Reading Room, library employees are on hand to provide assistance and proper supervision to ensure the safe care and handling of materials. Consistent with the Library’s Member and Service Commitment, opens a new window, Rules of Use, opens a new window outline researchers’ responsibilities in working with library employees to preserve the collection and are amended from time to time.
In line with the Library’s Borrowing Policy, opens a new window, researchers consulting material in person will be required to show identification verifying their name and address prior to viewing items from the collections. This information, along with phone number or email address, will be recorded and retained for statistical and control purposes before being anonymized and destroyed after a set period consistent with Ontario’s Municipal Freedom of Information and Protection of Privacy Act.
Local History and Archives balances a range of collections management, preservation and access priorities. Library employees do not provide research services, but can offer some direction and resources to researchers. This support may be limited in scope and duration and reassessed from time to time. Researchers are active participants in their work, including requesting specific material and interpreting their own findings.
Local History and Archives utilizes archival, digital preservation, digitization and metadata standards to support analog and digital access to Local History and Archives collections. The Library supports the principle of open access with regard to digitization initiatives while upholding the terms of existing donor agreements, copyright and applicable law and legislation.
Digitization of collections will be prioritized based on alignment with the Local History and Archives’ mandate, conservation issues, processing status and complexity, copyright, local relevance, public demand, digital preservation feasibility and access within existing resources.
Barring the extent and terms of any restrictions, the legal rights and/or requests of the donor to place the records in the Archives, no person shall be prevented from using archival materials unless it is determined that the materials are unprocessed and present a conservation risk, will be physically abused or used in a libelous or illegal manner. Due to a range of media carriers, digital formats and technological obsolescence, Local History and Archives may not be able to provide a means to access the information contained in collection material.
The Library retains the right to charge for any reproduction or other research service as per the Library Board’s Service Fees Policy, opens a new window.
Loans
Materials from the Local History and Archives collection may be loaned to other institutions or organizations only under the following circumstances:
- Authorization is obtained from the Manager, Local History and Archives (or designate).
- Documentation is provided for the loan.
- The borrower ensures adequate insurance, display, care and handling of the material on loan. If at any time Local History and Archives determines that the material on loan is not being cared for adequately, the Manager, Local History and Archives (or designate) may cancel the loan and request the immediate return of the material.
Digital Preservation
A responsive and relevant archive requires ongoing adaptation to technological change to ensure present-day records are safe and accessible for the people of Hamilton in the future. Digital information is important to our collective culture, knowledge base and history. Recognizing that analog and digital media both have different long-term preservation needs, Local History and Archives supports the active digital preservation systems and practices required to ensure a duty of care is extended to born digital and digitized material.
Collections Representation
Hamilton Public Library's Local History and Archives collections do not yet fully represent the many people and voices that make up Hamilton. The Archives is committed to a concerted effort to recognize, reflect, and amplify diverse voices and perspectives.
Records and descriptions of material held by Local History and Archives contain language or depictions of people which includes problematic wording, cultural references and stereotypes that are no longer used or appropriate today. The presence of materials in the Local History and Archives collection does not constitute an endorsement of their content or viewpoints.
Local History and Archives will actively update archival descriptions, contextualize records and develop a collection that illustrates the history of all Hamilton’s peoples.
Reappraisal and Deaccession
Material added to the Local History and Archives collection shall be held until such time as it is deemed to no longer fit the approved acquisitions policy and is deaccessioned. All information pertaining to the deaccessioning and disposition of material will be retained in the Archives' records.
Guiding Principles for Reappraisal and Deaccession
- Archivists must use professional judgment when reappraising collections. Exceptions are handled on a case-by-case basis.
- Although it is an important collection management tool, reappraisal does not always lead to deaccessioning.
- To ensure consistency, the process should be systematic and both procedure and outcomes thoroughly documented.
- Reappraisal and deaccession is a responsible archival practice for better management of collections.
Considerations for Reappraisal and Deaccession
- Legal issues of ownership of collections.
- Ethical issues regarding the disposition of collections in a transparent manner.
- Donor relations.
- Resource allocation.
Conflict of Interest
As per the Library Board’s Code of Conduct and Conflict of Interest Policy, opens a new window, Local History and Archives library employees will not formally, through trade or purchase for their own personal use, enjoyment, or profit, collect for their personal benefit archival materials which fall within the broad acquisition mandate of Local History and Archives.
Publish Date
June 2025