{"id":75,"date":"2018-06-26T12:10:51","date_gmt":"2018-06-26T11:10:51","guid":{"rendered":"http:\/\/devon-archives.swht.wpengine.com\/?page_id=75"},"modified":"2025-05-16T09:35:57","modified_gmt":"2025-05-16T08:35:57","slug":"depositing","status":"publish","type":"page","link":"https:\/\/swheritage.org.uk\/devon-archives\/services\/depositing\/","title":{"rendered":"Depositing"},"content":{"rendered":"

Due to Covid-19 restrictions we have introduced different procedures for depositing archives and books.\u00a0 Please see our guides for details: Devon Heritage Centre<\/a> \/ North Devon Record Office<\/a>.<\/p><\/blockquote>\n

Introduction<\/h2>\n

We house records of public interest from a wide range of sources, for future preservation and for use in historical research, and are always pleased to receive new deposits.<\/p>\n

We\u00a0keep documents in secure and environmentally safe conditions. \u00a0We\u00a0also identify, arrange and list them according to approved professional standards, and in most cases, make them available for supervised research.<\/p>\n

What We Collect<\/h2>\n

We collect material that relates to Devon’s history or shows what Devon is like today. \u00a0Archives can include written records, maps, photographs, sound recordings and digital records.<\/p>\n

\u200bIf you have any documents which you think we might be interested in, please contact us<\/a> at either the Devon Heritage Centre, Exeter, or the North Devon Record Office in Barnstaple.<\/p>\n

\u200bIf the documents are accepted, then please send\u00a0the documents by post, or bring them to our centre in Exeter or to the record office in Barnstaple, making sure you remember to provide a contact name and address so we can send you an official receipt. \u00a0If you cannot forward or deliver the records to us, we may be able to collect them from you.<\/p>\n

\u200bA copy of the terms and conditions of deposit is available on request.<\/p>\n

What We Don’t Collect<\/h2>\n

We only collect archives that have a strong link to Devon. \u00a0If you have non-Devon archives that you would like to deposit, we can advise you where would be most suitable.<\/p>\n

\u200bWe can currently only handle some types of digital records.<\/p>\n

Ownership of the Records<\/h2>\n

Archives can be deposited with us either as a gift or a loan.<\/p>\n

Records that are deposited as a gift will legally belong to Devon County Council, and be managed by the South West Heritage Trust.<\/p>\n

\u200bDepositing records on long-term loan means you still own the records, but the South West Heritage Trust is the custodian, and cares for them on your behalf. \u00a0Parish and Parish Council records are always deposited on loan. \u00a0Records that are loans can be borrowed back if necessary (for example for an exhibition or anniversary celebration), and you have the option to be contacted if there are requests to publish material from your collection.<\/p>\n

\u200bPlease note that copyright ownership is a separate issue, and not always the same as ownership of a physical document.<\/p>\n

The Deposit Process<\/h2>\n

Please contact us before bringing in records or sending them to us.\u00a0 Email\u00a0 devonarchives@swheritage.org.uk<\/a>.<\/p>\n

\u200bIf you are depositing records in person, come to the reception at the Devon Heritage Centre. \u00a0Please see our\u00a0Directions page<\/a>\u00a0for information about how to find us. \u00a0We have a free car park and can help you bring in records from your car. \u00a0If you have a large quantity of records we may direct you to our loading bay. \u00a0A member of staff will go through the records with you, and then you will fill in a temporary receipt form together. \u00a0This form contains your contact details, details about the records, details of any records that need to have restricted access, and whether the deposit is a gift or loan. \u00a0You will be given a copy of this form to take home with you.<\/p>\n

\u200bWe will re-box the records in acid-free boxes and folders so it does not matter too much what you put them in to transport them here. \u00a0However, please make sure the records are in a reasonable understandable order. \u00a0Please make sure the records are dry and insect-free, and let us know about any mould or other damage to them.<\/p>\n

\u200bWe will accession the records so that we have a complete record of the deposit, and will send you a formal receipt. \u00a0This will give you the details of the reference numbers that have been given to your collection.<\/p>\n

\u200bIf we can, we will catalogue the records soon after deposit and send you a copy of the catalogue.<\/p>\n

\u200bIf you have to deposit records by post, we strongly advise you to use a courier or a ‘signed-for’ service. \u00a0Our address is:<\/p>\n

\u200bDevon Heritage Centre, Great Moor House, Bittern Road, Exeter, EX2 7NL<\/p>\n

North Devon Record Office, Barnstaple Library, Tuly Street, Barnstaple, EX31 1EL<\/p>\n

Records Containing Sensitive or Confidential Information<\/h2>\n

Once the records have been listed, the catalogue will become available on our online catalogue<\/a>. \u00a0At this point, unless the records need to be kept confidential for any reason, the collection will then be available for researchers to consult in our searchroom. \u00a0Unless there are particular reasons why your collection should not be made available to the general public, anyone who is a registered user of the Devon Heritage Centre or North Devon Record Office will be able to look at your record. \u00a0All of our users have to abide by the searchroom rules, a copy of which is available on request.<\/p>\n

\u200bIf you would like access to any of your records to be restricted for personal reasons, please let us know at the time of deposit. We cannot accept records that we are never allowed to make available to the public, but we can restrict access to records for certain periods of time. \u00a0Some depositors already have guidelines that state their records should be closed for a set number of years.<\/p>\n

\u200bMany of our records contain information that is governed by the Data Protection Act and the Freedom of Information Act<\/a>, and we have systems in place to deal with this.<\/p>\n

Charges<\/h2>\n

There is no charge for depositing records as gifts, although as a charitable trust we welcome all donations towards the cost of caring for the collection. \u00a0If records deposited on loan are withdrawn at short notice, we may levy a charge to cover our costs.<\/p>\n

What Should Be Kept<\/h2>\n

There are several useful guides as to which records should be deposited with an archive, which should be kept within the organisation and which can be destroyed. \u00a0Please follow the links below to find our more:<\/p>\n

\u200bChurch of England Parishes<\/a><\/p>\n

Methodist Churches<\/a><\/p>\n

Oral History Deposit Guidelines<\/a>\u200b<\/p>\n

Depositing Digital Records<\/h2>\n

Digital records need to be deposited and cared for in the same way as physical records.\u00a0 Preserving digital records provides different and new challenges from paper records.<\/p>\n

A specialised digital preservation system is needed for their long-term care and to make them available for public use.\u00a0 Our Guidelines for depositing digital records\u00a0Guidelines for depositing digital records<\/a> explain which types of digital records we can currently accept for long-term preservation in our digital preservation system.<\/p>\n

Donations to the West Country Studies Library<\/h2>\n

We are happy to accept donations of\u00a0books and related items which will be added to the\u00a0West Country Studies Library<\/a>. \u00a0The donations will legally belong to Devon County Council, and be managed by the South West Heritage Trust.<\/p>\n

\u200bWe can only accept items relating to Devon which come to us as an outright gift; for practical purposes we cannot accept loans. Donations are catalogued and labelled and shelved either in our searchroom for general public consultation, or stored in purpose-built strongrooms, from which they can be requested. \u00a0If you have any items you would like to be considered for the library, please contact us on 01392 888700 or email\u00a0devonarchives@swheritage.org.uk.<\/p>\n

Final Statement<\/h2>\n

We are keen to receive records from individuals, businesses, solicitors, churches, clubs and societies, official bodies, families and estates. \u00a0The successful preservation of Devon’s written heritage depends upon an effective partnership between the creators or owners of records, and the South West Heritage Trust\u00a0as their official custodian.<\/p>\n

If you have any further questions, please contact us.<\/a><\/p>\n

Find Out More<\/h2>\n

For more information about depositing records with the Devon Archives and Local Studies team, please see our Acquisitions and Disposals policies and our Terms of Gift and Deposit.<\/p>\n

Devon Archives Acquisitions and Disposals Policy<\/a><\/p>\n

Devon\u00a0Archives and Local Studies Terms of Deposit<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

Due to Covid-19 restrictions we have introduced different procedures for depositing archives and books.\u00a0 Please see our guides for details: Devon Heritage Centre \/ North Devon Record Office. Introduction We house records of public interest from a wide range of sources, for future preservation and for use in historical research, and are always pleased to… Read more »<\/a><\/p>\n","protected":false},"author":9,"featured_media":167,"parent":13,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"1","_relevanssi_noindex_reason":"","footnotes":""},"class_list":["post-75","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/pages\/75","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/users\/9"}],"replies":[{"embeddable":true,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/comments?post=75"}],"version-history":[{"count":4,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/pages\/75\/revisions"}],"predecessor-version":[{"id":1519,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/pages\/75\/revisions\/1519"}],"up":[{"embeddable":true,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/pages\/13"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/media\/167"}],"wp:attachment":[{"href":"https:\/\/swheritage.org.uk\/devon-archives\/wp-json\/wp\/v2\/media?parent=75"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}