Acquisitions Policy

The Archives accepts materials in most formats, including paper, audiovisual, photographic, and electronic records. Appraisal criteria include: uniqueness and research value, physical condition, legal ownership rights, relevance to the repository’s mission, depth of documentation, and capability of the archives to provide proper care for materials in its custody.

Archival collections are open for use to all members of the Berklee community, and other interested patrons and researchers. Parts or all of some collections may be temporarily restricted per institutional policy and donor gift agreements. Materials should be as free as possible from legal restrictions that might diminish research potential.

In general, Berklee Archives seeks information and records created by, for, and about the Berklee community, including but not limited to the following:

Institutional records, from executive, administrative, and academic departments, offices, and committees:

• Organizational records
• Correspondence and memoranda
• Planning and production records
• Meeting records (agendas and minutes)
• Reports
• Newsletters and publications
• Subject, project, and event files
• Unique recordings and photographs
• Speeches and addresses

Personal materials from faculty and alumni

• Manuscripts
• Scores (published and unpublished)
• Biographical material
• Curricular and teaching materials
• Unique recordings
• Correspondence
• Photographs
• Performance ephemera, e.g. programs
• Speeches, lectures, talks

Special collections documenting:

• The evolution of jazz and jazz pedagogy
• The Boston jazz community (post-1945), especially the experiences and contributions of women and people of color
• Joseph Schillinger and the Schillinger System of Musical Composition
• Dance and musical theater pedagogy
• Technological innovations in music, especially Electronic Digital Instruments (EDI)

The following materials are out of scope for our collections at this time.

• Commercially available books, periodicals, scores, and sound recordings (contact Berklee Library)
• Instruments, costumes, and stage properties
• Duplicates of materials already held, unless the item has important associations or annotations
• Copies or surrogates of original material in other collections
• Materials without clear title or provenance, including photograph collections lacking identification
• Artwork

The Archives does not seek to acquire objects better suited for museum collections. Such memorabilia may, however, be accepted as part of larger collections if useful for exhibition or instructional purposes.

In addition, the following records are typically weeded from collections:

• Routine financial records (bank statements, invoices, cash receipts, etc.) will be securely destroyed
• Excessive duplicates (unless annotated) will be discarded or donated
• Publications produced by another office (e.g. concert programs, course catalogs, alumni publications, marketing collateral) with which the collection creator/donor had no discernible authorship will be reassigned

Donors will be asked to indicate in the Deed of Gift how Berklee Archives should handle disposition of out-of-scope materials identified for deaccession during processing.

For Berklee departmental or office records transfers:

• Call or email Berklee Archives to discuss the scope and timeline of your transfer. We can advise you regarding which records are appropriate for the Archives and schedule a pick-up or drop-off of the material.
• Assess and prepare your files: confirm that the records you wish to transfer are no longer needed for regular operations in your department, and remove duplicate or redundant files.
• When boxing, keep the current file order intact and maintain clear divisions between records series.
• Create an inventory of the records using a Records Transfer template (box-level or folder- or item-level) and label the corresponding boxes.
• Inform the archivists of any restrictions on access that apply to files being transferred. NOTE: Administrative files are automatically restricted for 30 years from the date of creation, and personnel files for 75 years.

For personal donations by faculty or alumni:

• Call or email Berklee Archives to discuss your collection. To assist with appraisal considerations, please provide any existing inventories or other documentation about the collection’s contents, condition, and context.
  • We request, at minimum, a box-level listing of materials. A folder- or item-level inventory is optimal.
  • Optionally, complete and submit this appraisal questionnaire
• Review our standard deed of gift. This legally-binding document can be tailored to suit the particular needs of the collection.

For all other donation inquiries:

• Call or email Berklee Archives to discuss your collection. To assist with appraisal considerations, please provide any existing inventories or other documentation about the collection’s contents, condition, and context.
  • We request, at minimum, a box-level listing of materials. A folder- or item-level inventory is optimal
  • Preferably, complete and submit this appraisal questionnaire
• Review our standard deed of gift. This legally-binding document can be tailored to suit the particular needs of the collection.

Berklee Archives is part of a non-profit organization and adheres to the following guidelines:

• Collections will only be accepted as donated gifts. Berklee Archives cannot give the donor any reciprocal gifts, financial or otherwise, in exchange for the donated collection.
• Berklee Archives cannot appraise a collection or individual items for monetary value.
  • If considering seeking a monetary appraisal of a collection for tax deduction, consult your tax accountant and/or attorney.
  • Please find a list of potential New England-area appraisers here: https://www.newenglandappraisers.org/listings/massachusetts
  • Donors are responsible for arrangement and payment for any monetary appraisal(s) of a collection.
• Berklee Archives does not pay for or reimburse donors for shipping and insuring collections or individual items. Donors are responsible for shipping costs, inclusive of insurance.