New York State Library
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Gift Policy

The New York State Library accepts unsolicited materials on a restricted basis, according to the collection levels established in the Collection Development Policy and other issues, such as space and condition of items to be donated. A special focus is placed on New York State documents, local histories of New York State, genealogies of New York State, newspapers published in New York State and other materials directly pertaining to New York State. Contact a Librarian to discuss your materials.

The Library accepts digital copies of materials related to genealogy, local laws, and legal resources donated using our online donation form. The Library does not accept digital works submitted on a USB, CD, or DVD. Acceptable formats include TIFF, PDF, and PDF/A.

If a gift is added to our collections, it becomes the property of the New York State Library, and it will be processed according to the Library's established policies and procedures and its disposition will be in accordance with New York State regulations regarding the transfer and disposal of state property. Items not added to the Library's collection will be handled as deemed appropriate by the Library. State or Federal documents will be processed as required by law. The Library cannot accept any donation which has special conditions as to retention or treatment.

Exceptions to the above statements may be made in special circumstances with approval of a Principal Librarian, the Director, or State Librarian.

The Library will send a letter of acknowledgement if requested by the donor. It is the responsibility of the donor to assess the value of his/her gift for tax purposes. The Tax Reform Act of 1984 prohibits the Library, as an interested party and recipient of the gift, from appraising it.

In the case of large collections, in addition to reviewing a supplied list, Library staff may visit the donor and assess the collections before they are transported. In most cases gifts must be delivered by the donor or shipped at the donor's expense.

Questions? Ask a Librarian for more information.

Last Updated: February 27, 2024