Primary contact4273 Line 34 R.R. # 5 Stratford
CA N5A 6S6
In May 2007, Perth County Council approved a new business plan for the Stratford-Perth Archives which included the following mandate. The business plan was subsequently reviewed and accepted by Stratford City Council.
The mandate of the Stratford-Perth Archives with respect to acquisition of archival records is:
to act as official repository for archival records created by the City of Stratford, the County of Perth and the Municipalities of North Perth, West Perth, Perth South and Perth East, their predecessors and their agencies, boards and commissions
to acquire archival records from private sources that document the history and development of Stratford, Perth County, North Perth, West Perth, Perth South and Perth East with due respect for the acquisition mandates of cultural-heritage partners.
The mandate of the Stratford-Perth Archives with respect to access of archival records is:
as a public institution that is open and equally accessible to all researchers to make archival records acquired by the Stratford-Perth Archives available for research in accordance with sound archival practices, available resources, any legal or ethical obligations or restrictions, and having regard to any limitations arising from the physical integrity of the records;
to promote awareness of and appreciation for the heritage of the City of Stratford, the County of Perth and its member municipalities by facilitating access to archival records acquired by the Stratford-Perth Archives, offering outreach activities; and cooperating with other heritage and archival organizations
to provide copying and authorization services to ensure that the commercial and non-commercial use of its archives holdings is carried out in an appropriate manner, within all applicable legal restrictions and to the financial benefit of the City of Stratford, the County of Perth and the Municipalities of Perth South, Perth East, North Perth and West Perth
to administer access to archival records in accordance with such other policies, practices or guidelines as may from time to time be determined by municipal councils
The mandate of the Stratford-Perth Archives with respect to preservation and maintenance of archival records is:
to maintain proper environment, facilities and resources for preserving the archival records acquired by the Stratford-Perth Archives for as long as their continuing value endures
to promote the responsible care and handling of the archival records acquired by the Stratford-Perth Archives; and,
to carry out the function of preserving and maintaining the archival records acquired by the Stratford-Perth Archives in accordance with such other policies, practices or guidelines as may from time to time be determined by County, City and Municipal Councils
The Stratford-Perth Archives may add to its holdings through direct or scheduled transfers and deeds of gift. Temporary loans of material for anything other than copying or exhibition will not be accepted.
All acquisitions will be accessioned.
The Stratford-Perth Archives may acquire records in any media format.
The Stratford-Perth Archives will not acquire records if it cannot acquire the funds to responsibly preserve and provide access to the records.
The Stratford-Perth Archives will not acquire artifacts unless they are inextricably integral to records being acquired. The Stratford-Perth Archives will refer donors to area museums regarding the acquisition of artifacts.
The Stratford-Perth Archives may select among records acquired in order to preserve the best, most succinct archival record.
The Stratford-Perth Archives is committed to the principle of respect des fonds.
Policy Statements for the Acquisition of Municipal Government Records
1. The Stratford-Perth Archives will acquire inactive archival records created and/or acquired by all business units of the Municipalities of North Perth, Perth South, West Perth and Perth East, the County of Perth, and the City of Stratford and their predecessors. Municipal records are the primary focus for acquisition.
2. Business units of the sponsoring municipal governments will be encouraged to transfer records to the archives under approved records retention schedules; however, direct transfer of unscheduled inactive records will be accepted if they are appraised as archival.
3. Government records will be appraised primarily on their value as evidence of the functions, policies, decisions, procedures and operations of the County of Perth, the City of Stratford, and the Municipalities of North Perth, Perth South, West Perth and Perth East.
Policy Statements for the Acquisition of Non-Government Records
1. The Stratford-Perth Archives may acquire archival records created by individuals, families, businesses or non-governmental organizations active within the sphere of the Municipalities of North Perth, Perth South, West Perth and Perth East, the County of Perth, and the City of Stratford and their predecessors.
2. The Stratford-Perth Archives will refer potential donors to the appropriate institution if the material offered falls within the acquisition mandate of another archives.
3. Stratford-Perth Archives will encourage donor organizations of a significant size to establish their own archives, but if this is not possible, Stratford-Perth Archives will pursue a partnership in which the organization transfers funds to assist in processing its records in return for having its records cared for by the Stratford-Perth Archives.
4. Stratford-Perth Archives will not accept donations of records for which the donor wishes to impose impractical or lengthy access or use restrictions.
5. The Stratford-Perth Archives will create an appraisal report for each donation, which must be approved by the Archivist.
6. If material is left at the Stratford-Perth Archives without proper acquisition documentation, the Archivist will make a reasonable attempt to contact the owner or creator of left material. If no owner can be found, the Stratford-Perth Archives will assume ownership and acquire or not acquire the material according to its acquisition policy.
The Stratford-Perth Archives will acquire archival records according to its approved mandate and acquisitions policy; however, material in the holdings of the archives which is not within the scope of its acquisition mandate, or not appraised as archival, will be deaccessioned. This policy applies to all material that was formally accessioned or described in the holdings of the Stratford-Perth Archives which does not fit the Archives’ Acquisition Policy. All deaccessioning will be fully documented through a deaccessioning form, signed by the archivist and filed in the appropriate collection case file. Descriptions of deaccessioned material will be removed from all finding aids and listings. Location registers will be updated to reflect deaccessioning. Reasonable effort will be made to find a more appropriate repository to preserve and provide public access to deaccessioned material. All other deaccessioned material will be securely destroyed. The archivist will be responsible for overseeing and authorizing any deaccessioning and maintain current and adequate deaccessioning policies, procedures and forms.