Depositing archives and library books
We are happy to receive the deposit of archives and library books at the Somerset Heritage Centre. We collect material that relates to Somerset’s history, reflects life in Somerset today, or tells the stories of people who have lived in Somerset, past and present. Archives can include written records, maps, photographs, sound recordings and digital records.
Making an appointment
Please contact us first either by email or telephone, so that we can discuss the proposed deposit.
Email: somersetarchives@swheritage.org.uk
Telephone: 01823 278805
If emailing us, please include details on the content of the collection, and the quantity. We will then advise you if they are suitable for deposit, or if they would best be deposited elsewhere. We will also arrange a convenient time for you to bring the documents to the Somerset Heritage Centre. We ask that appointments be made Tuesday-Thursday, 10am-1pm or 2pm-4pm, if this is not possible, please contact us to discuss alternative times. We ask for appointments to be made so we can ensure that a member of staff is available for you.
If you wish to deposit digital records please advise us of this, as these require separate guidelines, which can be found here. If you have oral history or sound recordings to deposit guidelines on preparing these for deposit can be found here.
Preparing the items for deposit
Please prepare the items you wish to deposit by following these guidelines:
- Remove all documents from poly-pockets.
- If they are stored in ring binders or lever-arch files, please remove these, and loosely tie the bundles together with string, or with elastic bands – if the folder had a title or useful information recorded on it, please note this on a clean sheet of paper placed at the front of the bundle.
- Remove any duplicate items, leaving one good, clean example.
- Please remove documents from frames.
- Place documents securely in bags or boxes. Any boxes will need to be stackable, so where possible please use boxes with lids, or ensure that documents do not protrude over the rim of the box. If you would like the boxes or bags returned, please let us know and arrange a date to collect them.
- If the deposit is a couple of volumes, which will sit safely on top of each other, there is no need to box or bag these.
- Please provide a list of the documents if this is possible.
- Include additional information about the collection, such as background and ownership. Please record this on a separate sheet/s of paper and place in the box or bag.
- If any of the documents contain sensitive personal information, and therefore may require restricted access under Data Protection legislations please record this on a separate sheet, or let us know when you bring it in.
- If depositing records for several organisations (e.g. parish records for 2 parochial church councils) please box or bag these separately, clearly labelling each accordingly.
Temporary receipt for deposit
Please complete this form prior to your visit and either email a signed copy of the form to us 48 hours before your visit (clearly including in your email the date and time of your appointment), or place a completed signed copy of the form in the box/bag. A copy of the form and details on how to complete it can be found at the end of this guide. We only need one form per deposit (not per box), and please retain a copy of this form for your own records.
If depositing records for several organisations (e.g. parish records for 2 parochial church councils) please complete a separate temporary receipt for each deposit.
If you are unable to complete the form, please record all the information requested on a separate sheet of paper, again placed in the box/bag. Please retain a copy of the completed form for your own records.
We will check this form with you during your appointment.
Arriving at the Somerset Heritage Centre
When you arrive, please bring the documents to reception and explain that you have some items to deposit. If you are unable to carry the documents to reception, let us know and we can bring a trolley to your car. A member of the Archive and Local Studies team will then accept the deposit from you.
Posting deposits
We are happy to receive small deposits through the post. Please pack the items securely and include a copy of the Temporary Receipt. We suggest sending items via a tracked system, such as Royal Mail Tracked or Special Delivery. Post the documents to:
Accessions Archivist, Somerset Heritage Centre, Brunel Way, Norton Fitzwarren, Taunton, Somerset, TA2 6SF.
If you are posting items internationally, please contact us to discuss any required valuation of them item. We are unable to pay customs fees.
Completing the Temporary Receipt
Date: The date the items are being taken or sent to the Somerset Heritage Centre.
Name of Depositor: This is the owner of the documents. For example, the Incumbent and PCC of the parish (e.g. Incumbent and PCC of Glastonbury St John), a parish council, a society, school, or business etc. If you are depositing your own personal records or the personal records of another individual, please record your/their name here.
Name of agent: This is the name of the person bringing the items to the Somerset Heritage Centre and will also be the person who will be sent the official receipt.
Address, Phone and email: This is the address, phone number and email address of the agent.
Details of documents: A brief description of the records being deposited, or the title/s of publications. Any further details on past ownership, history and access can be included on a separate sheet if necessary.
Format of records: Please indicate if the records are paper; digital; both; or other.
Type of deposit:
Gift (ownership will transfer to Somerset County Council, and managed by SWHT on their behalf)
Loan (the depositor will retain ownership)
Transfer (we will advise you when you contact us if the documents are a transfer)
Permanent Digital Loan (for digital records which cannot be gifted)
NB. If you are depositing items as a loan, we ask that you advise us of all future changes of contact details, so that we are able to contact you if we need to discuss the management of the collection. We are only able to accept library books as gifts.
The Service has the discretion to grant or decline permission to publish, broadcast or exhibit images or transcripts of records deposited digitally or on loan (only to be completed for loans), please indicate Yes or No.
Contact the depositor before the destruction of any records within the deposit Some documents deposited with us fall outside of our collections policy, duplicate our existing holdings or are not suitable for permanent historical retention. Please indicate ‘Yes’ if you would like these records to be returned to you, or if you would like us to contact you prior to further action. If you are happy for us to safely dispose of them, please indicate ‘No.’
NB. Please be aware that if you would like any documents to be returned to you, we will retain them for one month from contacting you, if they are not collected after this time, we will dispose of them confidentially. Depending on their quantity, an appraisal and disposal fee may apply.
Copyright owner if known: If the copyright owner is known please record it here, if unknown please leave blank.
Copyright Restrictions: Please note any copyright restrictions, otherwise leave blank.
I accept the terms and conditions of deposit. To be signed by the agent, which is the person bringing the records to the Heritage Centre.
Visit our website (https://swheritage.org.uk/somerset-archives/services/depositing/) for more details on what documents we are happy to accept on deposit and for further information on the process. If you have any queries on completing the form or on the process of deposit, please contact us and we will be happy to discuss them with you.
Costs for depositing at the Somerset Heritage Centre
There is no charge for depositing archives or library items at the Somerset Heritage Centre, however the costs associated with the care of our collections is considerable. These costs include providing archival grade packaging and boxes to ensure that our collections are preserved for future generations.
The South West Heritage Trust is a charity, and we would ask you to consider a donation towards our work to help us care for your deposit. Donations can be made via our website or in person when visiting us. Envelopes are available to make your donation eligible for Gift Aid.
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