Local History – Collection Policy

The collection may also include originals or reproductions of print and non-print items, such as:

• Local histories and research papers, local genealogies (e.g., family histories, diaries) of those families/members who were a part of rural Waterloo Region’s past; where possible, the collection will be expanded to include stories/information from people and/or groups whose stories are not typically reflected in historical texts
• Regional and national newspapers and/or magazines containing articles about people, places and/or events of the rural Waterloo Region
• Indexes and bibliographies that include the Townships of North Dumfries, Wellesley, Wilmot and/or Woolwich
• Indexes to Ontario birth, marriage and death registrations that include the Townships of North Dumfries, Wellesley, Wilmot and/or Woolwich
• Census data for Waterloo County and Region – on print, microfilm or electronic format
• Audio-visual materials relating to the history of rural Waterloo Region

Photographs of rural Waterloo Region landmarks, people and events historic maps and atlases

• RWL branches are not equipped with special security, storage, conservation and/or preservation facilities, the focus will be on bound monographs and reprint editions.
• Non-book materials will be considered for permanent storage at RWL if appropriate conditions exist
• Digitization and/or microfilming of non-book material will be the preferred method to preserve this material and make it available, if appropriate and possible. Local history material not suitable for storage/handling at an RWL branch will be digitized, then transferred or donated to local or regional archives or heritage organizations that are publicly accessible and have proper storage, conservation and preservation facilities and staff.

• The Region of Waterloo Library does not accept unsolicited donations of books or other items.
• Books donated by local authors, or items of local historical significance must be approved by the Manager, Library Services, or designate, and may be accepted if judged by the library to be useful additions to the collection.  The same principles of selection that are applied to purchases are applied to gifts.

• The Region of Waterloo Library will generally not accept:
  • Non-print artifacts, such as 3-D objects
  • Items in need of repair, special storage or security beyond what is provided for the regular library collection
  • Collection items either too numerous or bulky to fit available shelf or storage space
  • Duplicate materials (duplicates will only be accepted if they are in better condition than the materials owned by the Library or if they are originals)
  • Materials unrelated to the local history of the Region of Waterloo
  • If the item(s) are accepted by the Library, a Donation to the Region of Waterloo Library form will be completed;
  • If the item(s) are not accepted by the Library, they will be returned to the patron; Library staff will provide a time frame for pick-up of the item(s).
• Once donated, all materials, whether physical or digital, become the property of the Region of Waterloo Library. As such, they may be added to the collection, sold, or disposed of as the library chooses. The Library is not responsible for informing the donor of such disposition.
• All local history donations will follow Policy II-6 Donations. Donations of digital items will also follow Policy II-10 Digitization.

• Local history items may be loaned to the library on a temporary basis, in order to be considered for addition to the collection. A Temporary Receipt Form will be completed.