Introduction

Not sure what to do with old photographs, magazines, memorabilia or souvenirs?

Donate them to the Wisconsin LGBTQ History Project!

Want to help? Join our Archives & Collections Committee!

Archives & Collections Playbook

• Collections Management Policy
• Records Transfer Policy

Collections Management Policy

Adopted by the Board of Directors: 2/24/2026

1. Purpose

This Collections Management Policy establishes the authority, ethical framework, and standards governing the acquisition, documentation, preservation, and access of materials collected by the Wisconsin LGBTQ History Project (WLHP).

This policy defines what the organization collects and why. Operational procedures and workflows are maintained separately. This policy applies to all materials owned by WLHP, whether physically housed at a designated custodial repository or managed digitally by the organization.

2. Scope of the Collection

The Wisconsin LGBTQ History Project collects and preserves materials that document the history, lived experiences, organizations, activism, and cultural life of LGBTQ individuals and communities connected to Wisconsin.

The collection may include:

• Oral histories and recorded interviews
• Photographs, video, and audio recordings
• Personal papers and correspondence
• Organizational records
• Publications, posters, and ephemera
• Born-digital materials

The collection is archival and documentary in nature. Three-dimensional artifacts are not actively collected unless they provide significant documentary value and can be responsibly
preserved.

3. Governance and Authority

Oversight of the collection rests with the Archives & Collections Committee. The Board member serving as head of the Archives & Collections Committee holds delegated authority for collection oversight between Board meetings. The head of the Archives & Collections Committee is authorized to sign Deeds of Gift and other collection-related agreements on behalf of the organization. If leadership of the Committee changes, this authority transfers to the new head of the Committee. The full Board retains final approval authority for deaccessions and major collection decisions.

4. Custodial Repository

In accordance with the organization’s Bylaws, the University of Wisconsin Libraries, Archives & Special Collections is designated as the official custodial repository for physical collection materials. The University of Wisconsin Libraries, Archives & Special Collections is also designated as beneficiary of the collection should the Wisconsin LGBTQ History Project formally dissolve.

5. Ethical Standards

The Wisconsin LGBTQ History Project adheres to the ethical principles of the American Alliance of Museums (AAM), the Society of American Archivists (SAA), and the International Council of Museums (ICOM).

The organization commits to:

• Respectful stewardship of community history
• Transparency in collecting and decision-making
• Protection of privacy and dignity
• Ethical oral history practices
• Avoidance of conflicts of interest

In accordance with the duty of loyalty, no board member, staff member, or volunteer may personally benefit from any collection activities, nor should any content be used for personal purposes until completely processed, cataloged, and added to the public and accessible collections.

6. Acquisition and Accessioning

Materials are considered for acquisition based on:

• Relevance to mission
• Historical significance
• Legal ownership and transferability
• Preservation feasibility

All materials must be formally transferred through a signed Deed of Gift or equivalent legal agreement before accessioning. Each accession will be documented and assigned a unique identifier. WLHP reserves the right to decline materials outside its scope or capacity.

7. Documentation and Records

WLHP maintains permanent records for all collection materials, including:

• Provenance and donor information
• Rights and licensing agreements
• Descriptive metadata
• Accession records
• Custodial location

Digital assets must be documented with consistent naming conventions and metadata standards.

8. Preservation and Care

WLHP is responsible for ensuring responsible stewardship of its collections. Physical materials housed at the University of Wisconsin Libraries, Archives & Special Collections are preserved according to professional archival standards. Digital materials will be stored using redundant backup systems until a formal digital preservation platform is adopted. The organization will take reasonable measures to protect materials from damage, loss, or unauthorized alteration.

9. Access and Use

The Wisconsin LGBTQ History Project is committed to open access, in alignment with the founder’s vision and longstanding Board agreement:

• Materials are made available under a Creative Commons framework requiring attribution.
• No prior permission is required for use.
• The organization does not charge reproduction, publication, or commercial usage fees.

Access may be restricted only when required to protect privacy, copyright law, or ethicalconsiderations.

10. Loans

Loans may be approved by the Archives/Collections Committee under written agreement, provided the borrowing institution ensures proper care and security.

11. Deaccessioning

Materials may be deaccessioned if they:

• Fall outside mission
• Are duplicative
• Cannot be responsibly preserved
• Present legal or ethical concerns

The Archives & Collections Committee initiates and reviews deaccession proposals. The head of the Committee presents recommendations to the full Board for final approval. If any material is sold, proceeds must be restricted solely to collection acquisition or preservation activities.

12. Policy Review

This policy will be reviewed at least every three years by the Archives & Collections Committee and the Board of Directors.

Records Transfer Policy

The University of Wisconsin-Milwaukee Archive (UWMA) will serve as the primary repository for physical manuscript records and three-dimensional objects donated to the Wisconsin LGBTQ history Project (WLHP.)

History Project Responsibilities

After WLHP has completed the digitization of donated items in its possession, the Archives & Collections Committee will transfer the records and objects to the UWMA. 

The transfer will include these requirements:

• WLHP is responsible for the transportation of the physical manuscript records and three-dimensional objects for appraisal. The transfer may be done on an as-needed basis, or on a schedule agreed upon by the archivists of both parties.
• WLHP will sign a gift form at the time of transfer the materials, including intellectual property rights, to the UWMA.
• WLHP will provide all information relevant regarding the original owner of the records.
• WLHP will clarify with the original donors (when possible) that all materials will eventually be transferred to the UWMA, and that the UWMA may or may not retain them.  

University of Wisconsin Archives Responsibilities

• At the time of donation, the UWMA will grant permission for WLHP to publish the scanned manuscript documents and images of the three-dimensional objects on the WLHP website and related social media.
• UWMA will notify WLHP if/when any transferred records are being deaccessioned.