Hampshire Archives and Local Studies

Gifts and deposits

We are grateful to all the people who have passed their archives to the safekeeping of Hampshire Archives and Local Studies.

You can pass archives to us by gift or deposit

  • A gift passes ownership to us and secures their availability for all time
  • A deposit is particularly appropriate for extant organisations as ownership is retained. See our Terms of Agreement for Deposits.

We are always delighted to be offered documents relating to Hampshire or Hampshire people, or information concerning the whereabouts of such documents. We follow our collecting policy guidelines when deciding which documents to accept.

Our collecting policy is very detailed but some of the main points are as follows

  • Where documents relate exclusively or primarily to Portsmouth or Southampton they should be offered to the record offices in those cities.
  • Wessex Film and Sound Archive collects film and sound archives for Hampshire (including Portsmouth and Southampton) and also throughout the wider Wessex region.
  • We have facilities to make copies (various formats) of documents where owners wish to retain their archives in their own custody.
  • Hampshire Archives Trust provides help and guidance services for owners who wish to retain their archives in their own custody.

Digital archives

We also accept digital archives. These can be either born digital, i.e. created electronically, which includes text, spreadsheets, databases and digital photographs, or digital surrogates, e.g. scans of older photographs. As it is more complex to preserve digital material than paper and parchment, we would prefer you to deposit original items rather than digital surrogates, where possible.

  • In order to preserve digital material, we need to ensure that it is deposited in a suitable format. Please see our guidelines 16kb pdf
  • Our Digital Preservation Policy describes our approach to digital archives.
 

How we care for our collections

  • stored in temperature and humidity controlled strong rooms
  • protected by fire and intruder alarms
  • catalogued and indexed
  • made available to the public, as appropriate
  • conserved, as appropriate within the overall conservation programme