Archives collection policy

Effective date: June 18, 2025

Revised date:

Review schedule: Four years

Next review date: Spring 2029

This policy outlines the mandate, scope, acquisition, preservation, and access procedures for the Cochrane Public Library’s archives collect to ensure responsible stewardship of these valuable resources.

Mandate and scope

The Archives Collection is dedicated to preserving materials that document the historical, cultural, social, and economic development of Cochrane and surrounding regions.

Composition

The collection includes but is not limited to the follow materials:

Local newspapers and clippings dated back to the 1910s
Photographs (prints, negatives, slides, and digital formats) depicting community events, notable figures, and historical sites
Personal letters, diaries, and oral histories from residents with historical significance
Local maps, blueprints, and architectural plans relevant to the community’s development
Government and institutional records that document public decision-making and community planning
Audio and video recordings of local events, interviews, and historical documentation
Books and periodicals published locally or written about the community
High-level summaries from local organizations about their histories

Exclusions

To ensure focus and manage limited resources, the library does not accept the following materials for its Archives Collection:

Materials unrelated to Cochrane and its surrounding area, as defined in geographic scope
Duplicates of items already held in the collection unless they provide unique value (e.g. annotations, special editions)
Textbooks, encyclopedias, and general reference materials
Contemporary newspapers or magazines unless they contain significant local coverage
Minutes from organizations or groups not directly affiliated with municipal governance
Pamphlets, handouts, and ephemera not related to municipal history
Nicknacks, artifacts, and other objects requiring storage or specialized conservation
Items with unclear ownership or legal concerns
Materials in poor condition that cannot be reasonably preserved or digitized

Geographic scope

Materials must primarily pertain to Cochrane and its immediate surrounding regions, namely Arpin, Birchill, Blount, Brower, Buskegeau, Clute, Driftwood, Dunn Lake, Eastford, Fournier, Frederickhouse, Gardiner, Genier, Glackmeyer, Hanna, Hunta, Kennedy, Laroque, Nahma, and Norembega.

Exceptions may be made for items that have a strong connection to the local area, such as documents from former residents or businesses that had a significant local impact.

Acquisition of materials

The library acquires materials for the Archives Collection through donations, transfers, and selective purchases.

Donation guidelines

The library welcomes donations that align with the collection’s scope and priorities. Donors must provide as much contextual information as possible, including:

The source or origin of the material (e.g. personal collection, business, organization)
The names of individuals, events, or locations depicted or referenced in the materials
Any available documentation, such as letters, notes, or historical context related to the items
Any known copyright, privacy, or ownership

While the library will not accept the full record of an organization’s meeting minutes, it welcomes local groups to submit summary documents that highlight the group’s historical milestones, key decisions, and community contributions. A suggested template will be available to guide organizations in preparing a submission suitable for inclusion in the Archives Collection.

The library currently accepts audio and visual materials – including photographs – in digital formats only.

Criteria for inclusion

To be added to the Archives Collection, an item must meet basic collection requirements. Specifically, it must meet all the following criteria:

Fits within the collection scope
Is unique or adds new information to the collection
Has adequate documentation
Is in good physical condition
Can be reasonably preserved

Materials will also be assessed based on the four following criteria to determine the item’s relevance to the collection:

Geographic and temporal connection
- The item originates from or directly concerns the community or its immediate region
- It dates from or relates to historically significant periods or milestones relevant to the community
Thematic connection
- The item relates to important local themes such as governance, education, business, social movements, demographic changes, cultural life, or public health.
People and groups
- The item involves individuals or groups significant to the community’s history, including leaders, activists, or everyday citizens illustrating broader trends.
- It may represent stories of under-documented or marginalized populations.
Community impact and legacy
- The item documents events, decisions, or developments that led to meaningful, lasting changes in the community’s social, economic, cultural, or physical landscape.

All potential acquisitions will be reviewed by a minimum of two staff or committee members, who will assess the materials using the library’s Archives Collection Acquisition Evaluation Criteria.

Preservation and conversation

The library is committed to the responsible care and preservation of archival materials in alignment with our capacity and resources. Our goal is to ensure long-term access to historically significant items through appropriate storage, conservation practices, and, when possible, digitization.

Current preservation measures include the following:

Storage in acid-free containers and climate-controlled environments
Limited handling and use of gloves when necessary
Digitization efforts to reduce physical wear and improve access

While we strive to preserve all materials in our holdings, we recognize that some may be deaccessioned if they fall outside our collection scope, duplicate existing content, or present preservation challenges beyond our current means. All such decisions are made with consideration for the long-term interests of the collection, community, and historical integrity.

Access and use

The Archives Collection is available to the public under the following conditions:

Materials must be viewed in designated areas under staff supervision
Requests for access must be made in advance
Reproductions may be provided at the discretion of library staff, with all applicable costs covered by the requesting party. Subject to copyright and condition limitations

Deaccessioning

The library reserves the right to remove materials that no longer fit the collection’s scope due to irrelevance, duplication, deterioration, or constraints related to space, resources, or evolving collection priorities.

Deaccessioned materials may be returned to donors, transferred to other institutions, or disposed of responsibly.