The best way that I've found to handle a donor is to have
a signed deed of gift that clearly spells out that the donation
is a donation and become property of the receiving organization.

Donors often become long-term users/friends/relationships and
should be cultivated, but archivists should not be afraid of being
firm, and in cases where necessary, to tell the donor "I'm sorry,
but I cannot accommodate that."    I'm usually more informal
and take time to often explain that we're here to preserve the
donation as well as to make it available.   Telling the donor that
we continue to be proud of their gift and the history evidenced
by the materials in the gift, also helps.

I try to remember to talk to donors as if I "was" the donor.  In
short, put yourselves in their shoes and see if you can work
with them by anticipating their concerns and worries.   In extreme
circumstances, be sure to keep your superiors aware of the
situation and how you're handling it so they're prepared if the
donor wants a higher authority's decision.

Dean

Dean DeBolt
University Librarian
Special Collections and West Florida Archives
John C. Pace Library
University of West Florida
11000 University Parkway
Pensacola, FL  32514-5750
Tele:  850-474-2213;   Fax:  850-474-3338

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