Donating Artifacts to the Collection

Once you have decided to donate to The Essex and Kent Scottish Regiment Association, please fill out the Intention to Donate Form which is submitted online. Provide details with a brief description of every item (e.g. title, timeline, and provenance). All offers of donation will receive due consideration for relevance and provenance to The Essex and Kent Scottish, The Essex Scottish and/or The Kent Regiment by the Artifacts Committee. Once a decision is made to accept or refuse, a member of the Artifacts Committee will communicate with the potential donor for further arrangements. If approved you will be sent an Artifact/Archival Donation form.

Frequently Asked Questions (FAQ)

What is an Artifact/Archival Donation form?

It is a formal donation agreement or deed of gift outlining the full transfer of ownership from the donor to The Essex and Kent Scottish Regiment Association. It is signed by both the donor and a representative of the Association. It outlines that the donation may be used, exhibited or disposed of at the discretion of the Association.

Am I entitled to an income tax receipt?

Once the Artifact/Archival Donation agreement is signed by the donor, Association staff may issue an income tax receipt, if so requested. Canada Revenue Agency requirements state that a tax receipt must reflect the fair market value of the donation. To that end, any tax receipt request over $1,000 must be accompanied by an appraisal by a licenced, unrelated appraiser at the donor’s expense. In some cases, the appraisal may be a long process and the income tax receipt therefore delayed.

Will the artifacts be displayed?

The decision to physically display artifacts depends entirely on the Association’s needs and available space. Not all items are able to be physically displayed in either the Tilston Armoury (Windsor), Ansell Armoury (Chatham) or other designated locations on a permanent basis. All artifacts are published to the online collection as time and resources are available.

What happens to items that are not on display?

All donated artifacts are catalogued into the Association’s digital collection database and stored in a climate-controlled environment. The Association’s collection not on display can be accessed by donors, however arrangements with the Association Artifact Committee is required in advance. In addition, some of the artifacts may be loaned out to accredited institutions as part of Association outreach programs.

Can I borrow the donated artifacts back once they have been donated?

No. In general, because of the increased risk of loss or damage, the Association does not lend objects to individuals.

Will the artifacts be kept forever?

The Association’s collections policy contains a strong directive against the disposal of objects from its collections. However, in exceptional circumstances, the Association may dispose of items, following the Canadian Museums Association deaccessioning policy in the CMA Code of Ethics.

What if I change my mind?

By signing the Donation Agreement, you are acknowledging that you have the rights to transfer full ownership of the item from yourself or your organization to the Association in perpetuity. If you have any concerns, please contact us before signing.