Not very long ago we started scanning our Deeds of Gift, saving them in PDF/A format, and linking them to the gift transaction record in our collection management database. It is a similar workflow to the way we link image files of our collection objects. This takes care of the need to have an "off-site" copy of this important paperwork should a catastrophe happen. An added benefit is that it also allows quicker access to the documents for the staff who need to access them. We keep the original Deeds of Gift in the donor file, a copy in the registrar's file, and a copy in the object (curator's) file.
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Sofia Galarza Liu
Collection Manager
Spencer Museum of Art University of Kansas
Lawrence KS
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Original Message:
Sent: 01-20-2015 02:54 PM
From: Branden Wallace
Subject: Deed of Gift storage
The start of a new year brings closing up the last one. As I am preparing tidy up last years deeds of gifts I began to wonder if there is a better way of preserving these documents that we need access too. Are other institutions binding them? What products/methods are others using to preserve their Deeds of Gifts? Any new developments on the market?
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Branden Wallace
Collections Manager
Leslie-Lohman Museum of Gay and Lesbian Art
New York NY
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