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Donating Digital Records

Why Donate Your Digital Records?

Our community’s history is increasingly captured in digital formats—emails, digital photos and videos, word-processing files, and other media that tell the story of our people, places, and events. By donating your digital records, you help ensure these materials are preserved and made accessible for future generations.

What Types of Digital Records Can You Donate?

We welcome a variety of digital materials, including:

  • Photographs & Videos – Personal, community, and event-related media
  • Documents & Reports – Newsletters, meeting minutes, creative works
  • Emails & Correspondence – Letters that provide historical insight
  • Oral Histories & Interviews – Audio or video recordings with historical significance
  • Web & Social Media Content – Blogs, websites, and selected social media archives

If you’re unsure whether your materials are a good fit, we’re happy to discuss!

How to Prepare Your Digital Records for Donation

To ensure your records are preserved effectively, we recommend the following steps:

1. Organize Your Files

  • Group files by theme, event, or date, if possible.
  • Remove duplicates or irrelevant materials.
  • Ensure files are not mixed in with unrelated items.

2. Choose the Best File Formats

  • Preferred formats for long-term preservation:
    • Images: TIFF, PNG, or high-quality JPEG
    • Documents: PDF/A, TXT, DOCX
    • Audio: WAV, MP3
    • Video: MP4, MOV
  • If your files are in other formats, we can discuss the best approach.

3. Ensure Files Are Accessible and Secure

  • Check that files can be opened without proprietary software.
  • Remove digital signatures, passwords, and encryption.

4. Provide Context

  • A brief description of the files (who, what, when, where, why).
  • Names of people involved (if known and if permission is given).
  • Any restrictions on access or use.

5. Transfer Your Files

  • We accept files via:
    • Cloud storage (Google Drive, Dropbox, etc.)
    • External drives (USB, hard drive, etc.)
    • Email (for small files)
    • Other methods can be arranged based on your needs.

Get in Touch

If you’re ready to donate or have questions, we’d love to hear from you! Contact us to start the conversation.