6.5 Historical Archives Collection

6.5.1 Mission

The mission of the Springfield Town Library (STL) Archives is to preserve historic books, written materials, and images related to the history of Springfield, Vermont, and other nearby communities. 

6.5.2 Records Management and Preservation

Any new acquisitions will be added to the appropriate category within the established collection. A catalog number will be created that follows the existing numerical system and the Finding Aid will be updated.  All items in the archives shall be kept in acid-free, archival boxes or folders with the exception of the historic book collection. 

6.5.3 Collection Development 

The STL Archives collects materials that document the history of Springfield, Vermont, and other nearby towns. These records are of various types and formats, including photographs, postcards, pamphlets, letters, and other printed ephemera. Acquisition decisions must be guided by the relationship to the existing collection, gaps in current archival holdings, condition, and consideration of the costs of processing and storage. In selecting materials, the Library must consider the availability of the material through other community institutions or in a digital format. Additionally, materials will be selected with inclusion in mind for different racial, ethnic, cultural, economic, and religious groups. 

6.5.4 Donations 

The STL Archives depends upon the community and the public for donations of items. Donated materials that meet the library’s mission and fit within its collecting scope are appreciated and are accepted as space allows, with consideration given to their condition and perceived significance. All donations, including manuscripts, photographs, postcards, memorabilia, and ephemera, must be relevant to the existing collection, have unique and lasting value, and be in good physical condition. Once accepted, all donations to the collection are the sole property of the Town of Springfield, STL Archives. Donations cannot be accepted unless they are given to the Town of Springfield,  STL Archives without restrictions as to how the materials can be used. All donated items must be accompanied by a signed Deed of Gift form (Appendix W). 

6.5.5 Access

A majority of the items included in the archives are digitized and accessible online. Access to the physical items within the library is available by asking the librarian on duty for access. All items must be viewed within the library and the use of disposable gloves is required when touching any of the items.  

6.5.6 Deaccessioning Policy

The STL Archives reserves the right to deaccession materials at a later date if upon reappraisal they are no longer deemed to be of enduring value or do not reflect the subject areas and/or types of materials collected by the library. Duplicates may also be deaccessioned. Deaccessioned materials may be offered to a more appropriate institution, sold, destroyed as appropriate, unless the Deed of Gift form indicates a request to contact the donor or their designee.

Initial Adoption Date: September 13, 2022

Modification Date(s):

November 13, 2024: Reviewed and affirmed existing policy