Documenting our past

Benefits Derived from Donations

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Documenting Our Past

Established in 1988, the purpose of City of Vaughan Archives is to identify, collect, preserve and make available records of enduring cultural and historical value that document the development of the City of Vaughan, including records from local societies and organizations.

Organizational records are useful not only for the study of the history of the organization itself but also for a deeper understanding of the social, political, economic, religious and cultural life of the City of Vaughan. They help document many aspects of Vaughan's past: agriculture, industry and business, economic development, the Great Depression, natural disasters, environmental issues, work and leisure, social and cultural norms, military history, architecture, transportation systems, education and its evolution, settlement patterns, and the treatment of minorities and the disabled.

Archival records of organizations are documents created by officers, members, directors, employees, and volunteers during the course of their normal activities. Organizations include but are not restricted to businesses, labour unions, environmental or social activist groups, charitable organizations, political parties, churches and church groups, professional associations, cultural organizations, and theatrical or musical groups.

Some of the organizational records which are of archival value: charters, constitutions, minutes, membership lists, correspondence, financial and legal papers, speeches, publications, planning documents, movies and videos, promotional materials, audio tapes, sound recordings, and digital documents.

Organizations with records at the City of Vaughan Archives: Free Mason -- Vaughan Lodge, Don Head Farm, Hawman Brothers Corporation, Independent Order of Foresters, Maple Orchestra, Don Risk Equipment, Vaughan Township Historical Society, various Vaughan Churches, Woodbridge Agricultural Society, Woodbridge Horticultural Society, York Music Festival Committee, Women's Institutes -- Burwick, Edgeley, Elder's Mills, Maple and Vellore.

Benefits Derived from Donations

Tax Deductibility

Some donors may be able to claim tax deductions for the value of their gifts. If your organization wishes to use the value of your records as a deduction, this should be discussed with the Archives when negotiating the terms of your donation agreement. Upon taking custody of the material, the City of Vaughan Archives will examine the documents, after which a certificate or tax credit may be issued on the basis of the appraised value of the documents. Tax receipts cannot be issued by the City of Vaughan Archives for records valued at more than $1,000.00. In such cases, appraisals must be conducted by independent appraisers or the National Archival Appraisal Board. Revenue Canada ultimately determines the value of the donation which is acceptable as an income deduction.

Preservation & Conservation

The professional staff at the City of Vaughan Archives will care for and preserve your organization's documents in a secure, climatically controlled environment. Conservation techniques will be employed as necessary to ensure the longevity of your records.

Access

The Archives will work with your organization to ensure continued timely access by your staff and members to your organization's non-current information assets for future consultations for fiscal, legal, marketing and other business needs. The Archives will control external access to records containing sensitive, confidential, or proprietary information. It will monitor the handling and use of documents to safeguard the records against damage or loss.

Records Management Consultation Services

The Archives may be able to advise your organization in the management of its information resources, the selection and identification of vital records, and in disaster planning. Donating your records to the Archives will free up expensive storage space that could be put to better use by your organization.

Corporate Memory

Donating your records to the Archives helps to identify and preserve the history and culture of your organization, not only for your present and future managers and members, but also for the community at large. It provides a permanent account of your organization's mandate, structure, functions, management, major achievements, social contributions and community involvement.

For more information contact:

City of Vaughan Archives
City Clerk's Department
City of Vaughan Civic Centre
2141 Major Mackenzie Drive
Vaughan, Ontario L6A 1T1
905-832-2281

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