Document Your Story : Information about the agreement Form

Information about the agreement Form

Why do I need to sign an agreement to submit my diary, and what’s on the form?

It is common practice for archival repositories to request that collection donors (such as yourself) sign an agreement, often called a deed of gift, that outlines the rights and permissions that will be applied to the donated materials (such as your diary). Additional information about archival deeds of gift in general.

We have created a standard agreement (deed of gift) form specifically for this project. The standard Coronavirus/COVID-19 Pandemic Crisis: Document Your Story Project agreement form can be completed and signed online.

Summary of the type of information that is requested on the form:

Your name and contact information
Types of record(s) you plan to donate: written/photo/video/audio/etc., digital or not
Whether researchers may access your donated diary immediately (recommended) or after a period of time (for privacy reasons)
Whether you are willing to dedicate your intellectual property rights (copyrights) to the public (recommended) or if you wish to retain them
A few sentences about yourself (to provide context to researchers)

The agreement also includes a series of statements to which you are agreeing, most of which are standard for archival deed of gift forms:

I am the creator of the record(s) being donated and/or am authorized to donate these record(s).
Upon transfer to Special Collections and Archives, the donated record(s) are conveyed irrevocably to Wright State University.
Any additions to these record(s) shall be subject to the terms of this agreement.
My record(s) are being deposited in Wright State University Libraries’ Special Collections and Archives and will be open and available for the research use of scholars and the general public, as part of Special Collections and Archives’ mission to document and preserve the history of the Miami Valley of Ohio. (The date upon which the record(s) will be open for research is subject to my selection in the Access & Privacy section of this agreement.)
The donated record(s) may contain sensitive personal information about me, including personal health information, and that this information may be archived and shared (subject to my selection in the Access & Privacy section of this agreement); and that if I have included such information about others, that this information may be restricted for a period of time beyond that which I have selected, at the discretion of archives staff.
My record(s) will be protected under the terms of U.S. Copyright Law, which permits repositories to duplicate items in their collections for preservation, security, and/or dissemination for research, regardless of who owns the copyright. Under the “fair use” exemption, the law permits that researchers may publish portions of an item that is protected under copyright.
My record(s) may be used in materials including, but not limited to, audio and visual documentaries, presentations, exhibits, articles, printed matter, publications, and on the World Wide Web and successor technologies, and for promotion of Special Collections and Archives and its activities in any medium, in perpetuity (to the fullest extent permitted by my selection in the Intellectual Property rights section of this agreement).
My donation of these record(s) to Special Collections and Archives does not preclude any use that I myself want to make of the information in these record(s).
My first name, last name, city of residence, and the Brief Biographical Sketch I have provided above will be included with the collection to provide context to my record(s).
My complete address, telephone, and email contact information will not be made public.
I confirm that I am 18 years of age or older. (Note: Submissions by students under age 18 are welcome but require a different procedure.)

What if I am not comfortable with the terms and options available on the standard agreement form?

We hope that you will be able to find an agreeable option from the existing choices on the standard form. However, if at any point in the process you are uncomfortable with the available choices or have questions or concerns, please do not hesitate to contact us. We understand that a diary is a very personal thing, even in the best, most ordinary of times. We appreciate your willingness to share your thoughts and experiences with us for future generations of researchers, and we want you to feel comfortable about how your diary will be accessed and utilized.

What if I change my mind about donating after I complete the form?

This agreement form does not constitute an obligation to donate. It only governs how we will handle anything that you do place with us. We will understand if you have second thoughts and change your mind later about donating. We care about our donors (and potential donors) and want you to feel comfortable placing your diary with us. Please feel free to contact us if at any point you have concerns, doubts, or questions.