How to Participate

Review Your Submission Form

Cover page

• Tell us who you are (Whom would you like us to contact for further information?)

• Where to reach you (In what county is your institution located? What is the mailing address, e-mail, web address, phone and fax number of your institution?)

• Who is authorizing this submission (What is the name and title of the person authorized to submit materials?)

• Date

Submission form

• The name of the item or collection (What is its title? Is the item part of a larger collection? eg. The John Smith Collection)

• The date of the item or collection (When was the item created? For this part of the project, it must be before 1903)

• The number of the item or collection (What is the call number, negative number or any other information helpful to you in a citation?.)

• The extent and number of the items (How many items are there? How big are they in inches? How many pages are there?)

• The creator (Who made the item? Who wrote the item?)

• The place of origin (Where was the item created?)

• Provenance/History (Who has owned this item in the past? Example: George Washington letters that were passed down through the Smith family.)

• Brief description (Why should this item be included? Why is it historically significant? Are there any important places associated with this item? Are there any important people associated with this item? What color is it? Does it have any specific pattern, markings, or decoration?)

• Subject categories (If you were going to categorize this item, where would you put it? Remember they can fit in more than one category.)

• Cataloguing information (Is there a catalogue record? Is there an archival finding aid? Has it been digitized and at what specifications i.e. dpi, file size, and format)

• Notes (Is there anything else that you can think of to help us understand this item?)

Before you submit checklist

___ Have you filled out the form completely (see above)?

___ Have you included a copy of the catalogue record (if applicable)?

___ Have you included a copy of the archival finding aid (if applicable)?

___ Have you included a sample copy of the item you are submitting (mandatory)?

___ Have you made a copy of the form for your own records?

If you would like to see an example of a filled-out submission form please consult the sample form (Microsoft Word). Otherwise, feel free to contact us if you have any questions.

How to Participate