Local History Collection Development Policy

Purpose and Scope of the Collection 

The purpose of the East Hampton Public Library Local History Collection is to preserve documents of historical relevance to East Hampton, Connecticut and its residents and institutions.  

The collection consists of primary and secondary source material for the purpose of local history research and to further the understanding of the civic, social, religious, cultural, political, and economic life in East Hampton, past and present. 

 

Selection Criteria 

The Local History collection may collect books, documents, maps, memorabilia, genealogical records, newspapers, identified photographs, and other items relevant to East Hampton. Three-dimensional objects and electronic and digital formats will be considered if they fit within the mission of the collection and can be stored properly. The Local History Collection does not serve as a legal repository for any material, including municipal material, and is not responsible for selecting, retaining, or providing access to any material required by law to be kept as official documents or archival records.   

The Library Director and/or their designee is responsible for selection and deselection of materials for the Local History Collection. The selection of materials for the collection will be evaluated using the following criteria: 

• Relevance to the history of East Hampton 

• Uniqueness and historical value of the item  

• Physical condition of the item  

• Space constraints and other considerations for proper storage of the item  

 

Donations 

The library welcomes donations to its Local History collection. All donated materials must be free of dirt, mold, moisture, and pests and should be in good condition. Three dimensional objects may be accepted if they fit the purpose and scope of the collection and do not require special storage and preservation needs. The donating agency or individual is responsible for determining the legal status and value of any and all donations to the East Hampton Public Library. Materials that do not fit within our collection policy will be referred to local historical societies. The library reserves the right to decline any gift offers. 

Due to HVAC and physical space limitations, the Local History Collection cannot serve as a climate-controlled archive for valuable or delicate items. Items that require specialized storage cannot be accepted.  

Items that will not be accepted:  

• Unidentified photographs, letters, or documents  

• Items unrelated, or only peripherally related, to the history of East Hampton 

• Duplicate materials, unless in better condition than those currently in the collection  

• Formats that are obsolete or that require transfer to up-to-date format to facilitate access. Examples include (but are not limited to) VHS tape, 8 mm film, floppy disks  

• Government records, such as meeting minutes  

• Items that have restrictions on use 

• Items that are in poor physical condition 

• Items that require conservation or storage that the East Hampton Public Library is unable to provide 

 

Collection Maintenance 

Local History materials, when appropriate and whenever able, will be preserved in acid-free folders, enclosures, and containers. The collection will be maintained in a clean, safe, and secure environment. 

Materials in the Local History Collection may be scanned and placed on the Internet for viewing, may be moved to another location within the library, and may be withdrawn from the collection if deemed no longer appropriate to the collection.  

East Hampton Public Library reserves the right to withdraw materials that do not fit within the scope of the Local History Collection. Withdrawn items may be returned to donors, offered to other depositories, or discarded.  

 

(Approved by the Library Advisory Board 8/5/24. Approved by the Town Council 8/13/24.)