Clayton History Society
Guidelines for Donations to the Collection
Clayton, Missouri became the location of the St. Louis County government and court in the late 1870's
and was incorporated as a municipality in 1913. The mission of the Clayton History Society is to preserve,
protect, and promote Clayton's unique history so that people may appreciate its past, present and future.
To fulfill that mission, the Clayton History Society seeks donations of originals, or copies, of relevant
documents and photographs pertaining to the History of Clayton, Missouri.
Scope of the Clayton History Society Collection
In general, the Clayton History Society collects books, documents, reports, manuscripts, maps, photos,
posters, postcards, brochures, advertising materials, local organization records, and oral histories
relating to living and working in Clayton, Clayton local governance, the built environment, and
individuals of note associated with Clayton.
The Clayton History Society can accept large or small donations of materials pertaining to matters
within the scope of its collection. To a very limited degree the Society can receive artifacts such
as furniture and artwork. Prior to the donation of materials, a representative of the Society will
work closely with donors to determine what materials best fit within the Society's collection.
Materials that are often of historic value are listed below. Please note that this list is not definitive. Other types of documents or items not included here may have historical value as well.
Materials of Historic Interest
Personal and family materials
Letters, diaries, scrapbooks
Books, maps, paintings
Speeches, research notes, lecture notes
Photo albums, photographs, biographical information
Video and audio tapes and other recordings
Local school yearbooks, newsletters
Organization and institutional materials
Articles of incorporation, bylaws, annual reports
Correspondence, meeting minutes, legal documents
Financial documents, planning documents, press releases
Publications, advertising materials
Event Materials, invitations, Programs, favors
Ballots, election memorabilia, campaign literature
Hotel and restaurant tableware and menus
When you desire to donate a collection or materials, please contact Sarah Umlauf at (314) 290-8553. A
Society member will be selected to review the materials you wish to donate and discuss with you the
appropriateness of the materials for the Collection. The Society prefers to take possession and ownership of your original documents, but will consider making electronic copies of them. The Society member will also discuss with you the most appropriate method of transporting the collection to the Society.
Once you and the Society have reached an agreement as to your donation, you must complete and sign a
Deed of Gift Form
. The printable form can also be found on the left sidebar of this page. If you have any concerns about
your legal rights prior to donating a collection, please contact your attorney or other advisor.
When a person writes a letter or diary, he or she possesses rights to those words and the ideas they
reflect comparable to the rights of an author who has just written a book. An organization may possess
similar rights. Those rights extend only to the material the donor actually created. For example, if you
are contemplating donating a collection consisting of carbon copies of letters you wrote to a friend and
letters that friend wrote to you, you have copyright interest in your letters but not those of your friend.
You may donate the physical property represented by both sets of letters because they are in your possession. You may also donate or withhold the copyright interest you have in your own letters.
In most cases, the users of your letters will be scholars, and there will be little economic benefit to
retaining copyright to a collection. Generally, the Clayton History Society asks a donor to donate both
the physical property and any copyright interests the donor may have to the collection. Nonetheless,
should you choose to retain copyright interest, you may do so by using a standard paragraph written for
that purpose. The information above is not provided as legal advice. Should you be concerned about your
legal rights prior to donating a collection, please contact your attorney.
We are a 501(c)3 non-profit organization. If you wish to take a tax deduction for the value of the donation
and/or for paying for shipping to the Society, consult your accountant and/or tax attorney as soon as
possible. By federal law, the Society (like any archives) cannot give advice on these matters and cannot
make appraisals. Archival appraisers are available in many major metropolitan areas. The Society of
American Archivists publishes a list of appraisers in its Directory of Consultants. It is available from
them by writing to SAA, 600 S. Federal Suite 504, Chicago, IL 60605. The relevant IRS publications are:
Publication 561, Determining the Value of Donated Property; Publication 526, Charitable Contributions; and
Instructions for and Form 8283, Noncash Charitable Contributions. The telephone number to request these
publications and forms is 1-800-TAX-FORM.