Course:2: Acquiring Your Collections
Lesson:Lesson 6: Documenting Your Accessions
Topic:Donor Files


Donor Files

Donor files are arranged alphabetically by last name. They should include donor contact information and correspondence. Keep files for donors and potential donors together. These files should also contain the transfer documentation for collections that have been donated. 

Governmental and organizational archives may not need to maintain a donor file. If transfer forms are used, they can be filed alphabetically by the name of the unit. If transfer forms aren't used, you can document where the records were transferred from in their accession records.

File drawer
Donor files can be maintained as paper or in a spreadsheet.