American University Archives offer an opportunity for USAID alumni to find a home for personal memorabilia of their USAID service. We have often been asked by UAA retirees what could be done with these materials currently stored in boxes in their basements. We now have an answer!
The American University Library has a very impressive archival program. Several years ago the AU Library Archives created a Peace Corps Community Archive in which the Library collects, preserves, and makes available materials that were created and acquired by Peace Corps Volunteers. In collaboration with the USAID Alumni Association, the AU Archives are now offering a similar program for USAID alumni. This program is not intended to collect official USAID documents which are best donated to USAID’s Development Experience Clearinghouse (DEC). Rather, as is spelled out in detail in the information posted on the UAA website, American University is looking for “personal materials created and acquired by USAID alumni during their assignments, such as correspondence, diaries, film, photographs, memoranda, reports, scrapbooks, newspaper articles, host country documentation, presidential or other VIP visit schedules and documentation, and sound recordings …” and much more.
Please see the NOTE FOR USAID ALUMNI below to review the information about this program and follow up with the American University Archives if you are interested in this opportunity to preserve your valuable memorabilia in a manner which will make them easily available for students and researchers of development and culture in current and future generations.
Where to Place your USAID Archives: Leslie Nellis, the assistant librarian managing the Peace Corps archive at American University also manages the new USAID archive. John Pielemeier advises that, in early December, he drove his boxes over to the back loading dock of the AU library where he met Leslie, who seemed quite interested in both archives. She told John he might be the first USAID officer to give materials; so please be the second. Videos or photos were not discussed. They will also accept digital material, as Stu Callison recently submitted more than 10 GB of digital records. Ms. Nellis can be contacted at:
Leslie Nellis
Associate Archivist for Digital Initiatives and Records Management
American University Library
archives@american.edu
NOTE FOR USAID ALUMNI
American University Archives as Home for Personal Memorabilia of Retired USAID Staff
Below is a description of an opportunity for USAID alumni to find a proper home for the memorabilia of their USAID service. We have often been asked what could be done with these materials currently stored in boxes in their basements. We now have an answer!
The American University Library has a very impressive archival program and several years ago created a Peace Corps Community Archive in which they collect, preserve and make available materials that were created and acquired by Peace Corps Volunteers. In collaboration with the USAID Alumni Association, the AU Archives are now offering a similar program for USAID alumni. This program is not intended to collect official USAID documents which are best donated to USAID’s Development Experience Clearing House (DEC). Rather, as is spelled out in detail in the attached note, AU is looking for “personal materials created and acquired by USAID Alumni during their assignments such as correspondence, diaries, film, photographs, memoranda, reports, scrapbooks, newspaper articles, Host Country documentation, Presidential or other VIP visit schedules and documentation, and sound recordings……” and much more.
We urge you to read the below and follow up with the Archives if you have any interest at all in this opportunity to preserve your valuable memorabilia in a manner which will make them easily available for students and researchers of development and culture in current and future generations.
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American University Archives as Home for USAID Alumni Personal Memorabilia
The American University Library is collecting personal memorabilia from USAID Alumni in order to preserve and make available materials that were created and acquired by USAID employees during their foreign service. The collection is used to support student and scholarly research, create exhibits, and provide educational and public programs that document the experiences and impact of individuals who worked for USAID.
What We Need from You
Since 2019, the American University Library solicits donations from USAID Alumni. Materials created and/or acquired by USAID employees during their employment can be donated, such as: correspondence, diaries, film, photographs, reports, scrapbooks, and sound recordings.
Why You Should Donate Materials
Personal memorabilia from USAID Alumni is needed in order to create a living history of USAID and the communities where USAID Alumni have worked. In order to provide rich and detailed information about this history, it must include materials from as many different countries of service and time periods as possible. By donating to the archive you will be ensuring that your personal legacy of foreign service will not be forgotten; instead, your service will continue to have a positive impact for generations to come.
Donate to the Collection
If you are interested in making a donation please contact the archive at archives@american.edu or by telephone at +1 (202) 885-3256. Our archivists will be happy to answer your questions and guide you through the process of making a donation.
What do we accept?
Personal materials created and acquired by USAID Alumni during their assignment such as correspondence, diaries, film, photographs, memoranda, reports, scrapbooks, newspaper articles, Host Country documentation, Presidential or other VIP visit schedules and documentation, and sound recordings (no limitations on format, date of service, or country) Organizational records of USAID Alumni groups
Oral histories and memoirs of USAID Alumni and host country nationals
What do we not accept? Three dimensional artifacts Photocopies of materials
USAID publications not relevant to the country where you served Published materials about USAID in general
Videos and other media about the USAID in general
How do I donate to the collection?
- Please send donation inquiries to archives@american.edu.
- Please secure permission from the University Archivist before submitting any
- The physical transfer of collections can be done in person or by mail. Digital materials should be sent on CD-RW, USB Flash Drive, file sharing service, or Inquiries are welcome about alternate methods. When copying your files, please ensure that materials you are submitting are not read only so we can ensure their long term preservation.
- As part of the donation process, American University requires a deed of gift or copyright license agreement. (Click here to see a sample Deed of Gift.) These documents formalize the transfer of ownership and copyright for collections. The Society of American Archivists has a helpful brochure that explains the purpose of the deed of gift: https://www2.archivists.org/publications/brochures/deeds-of-gift
Frequently Asked Questions
Can you make copies of my materials or do you need the originals?
We prefer original materials whenever possible. American University Library does not, as a matter of policy, photocopy or digitize entire collections for donors. Donors are welcome to undertake this work themselves prior to donating their collection or to consult Archives staff as to whether digital surrogates are an acceptable substitute for the originals.
Do you want the letter, the envelope, everything?
Envelopes often provide helpful context such as address and postmark date, so we recommend including them.
Can I submit my digital material?
Born-digital materials are most welcome. Please consult the Archives staff about preferred file formats. Digital materials should be sent on CD-RW, USB Flash Drive, file sharing service, or email. Inquiries are welcome about alternate methods. When copying your files, please ensure that materials you are submitting are not read only so we can ensure their long-term preservation.
Do I need to have permission from USAID or from any host-country organizations whose materials I want to donate?
You may donate items if they were purchased or given to you. In certain instances, you can only transfer title but not copyright. This is dependent on the nature of the organization and whether the items are in the public domain or not. For example, government documents are often in the public domain and may be freely distributed. If you have questions about the status of items in your collection, please consult Archives staff.
Is the collection officially associated with USAID or the DEC?
The collection of USAID material is an independent archive housed at the American University Library. The National Archives holds the records of USAID, and the Development Experience Clearinghouse holds materials documenting oral histories of retired USAID staff, program planning documents, and past project descriptions USAID has sponsored.
What happens to material once I submit it?
American University Library offers an environmentally controlled, secure physical and digital storage space for your collection. Our trained staff will oversee your materials proper handling and use including rehousing and reformatting materials as needed.
Who will be able to access the materials?
AU Archives and Special Collections is open to the AU community and the general public. Any one is welcome to view our collections. Donors with concerns about third-party privacy are encouraged to establish access restrictions in consultation with Archives staff.
Can I access them later to see my things again if I want to?
Donors are welcome to visit the Archives and see their materials during regular business hours.
Is any of this tax deductible?
Gifts to American University Library are tax-deductible under Section 170(c) of the U.S. Internal Revenue Code, in accordance with IRS regulations. American University Library provides written acknowledgment of all charitable donations. American University Library does not, as a matter of policy, offer monetary evaluations.
Can I include the Archive in my estate plan to receive my collection after my death?
Donors are welcome to include American University Archives and Special Collections in their estate plan. If you decide to make a bequest, you should specify what materials you would like donated. It would be most helpful if you notified the Archives of your intention to do this.