Thank you for your interest in adding your item to the York Region Archives.
A record refers to an item or group of items that documents activities, events, or decisions and has enduring value for historical, legal, cultural, or research purposes.
Please tell us about the records you would like to donate. Include as much background information as possible relating to the material(s). Once you submit the form, staff will contact you.
Please do not drop off donations without contacting staff first.
Notice of Collection
Personal information submitted in this form is collected under the authority of the Municipal Act, 2001, S.O. 2001, c.25 and in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56. and will be used to respond to your request to donate to the Regional Archives and for statistical analysis. Your information will not be shared with anyone other than the Finance Department if a tax receipt is required.
Questions about this collection should be directed to the Regional Archivist at 1-877-464-9675 Ext. 71866 or email @email
Frequently Asked Questions
Why should you consider donating your records?
Private records capture the personal experiences and lives of residents, businesses and organizations in York Region. By donating these records, you share your story with our greater community, preserving it for current and future generations.
If your donation is accepted, you will receive a letter and certificate recognizing your contribution to the Archives.
What does the Archives collect?
We collect a wide range of materials in analogue and digital format about York Region including:
- Family history and genealogical records
- Business or organizational records including publications and press releases
- Promotional materials (advertisements, posters, brochures)
- Diaries and journals
- Photographs and negatives
- Scrapbooks and photo albums
What does the Archives not collect?
- Materials created outside of York Region and are not related to York Region, its local municipalities, residents, businesses or organizations
- Heavily damaged records that require extensive preservation efforts
- Records that are contaminated by insects, rodents and mould
- Duplicate materials (more than two copies)
How do we decide what to accept?
The Archivist determines if records are historically and/or culturally significant to the Region. Donations must meet our criteria and have long-term archival value. The donor must have legal rights to donate the records. If the donation is accepted, a deed of gift donation agreement needs to be signed to formalize the transfer of property to the Archives.
Please note that not all donations can be accepted. Any records that are not accepted will be returned to the donor and a suggestion may be made to donate to another institution that is more suitable.
What is a deed of gift donation agreement?
A donation is a legal transfer of ownership of archival material to York Region. If your donation is accepted, you will need to sign a deed of gift donation agreement.
The Regional Municipality of York is a registered charity and can issue tax receipts for donations in accordance with Canadian tax law. Tax receipts may be issued for donations valued over $10. Eligible donations valued under $1,000 can be appraised for the fair market value at the discretion of the Archivist.
What happens to your donation if it is accepted?
Once accepted, your donation becomes a part of the permanent Archives collection. It will be arranged and described according to Canadian archival standards, processed into archival safe enclosures to prolong its life and stored in a climate-controlled vault for preservation.
Your donation would be made available to the public and can be viewed in our Reading Room. Digital access copies may be made available online.
