Family History Collection Policy

Effective 8 March 2023 – PDF Version

Branch History and Goals
The Wellington County Branch was accredited by The Ontario Genealogical Society (Ontario Ancestors) on January 1, 2001, and services the geographical area of Wellington County and the City of Guelph. The Branch operates in accordance with The Ontario Genealogical Society Bylaws and regulations. The following policies and procedures provide clarification for the effective conduct of Branch business.
The objectives of the Branch are to:

  • promote, encourage and foster original genealogical and family history research in the Branch’s geographical area;
  • collect and preserve information, books, manuscripts, charts, maps, photographs, microfilms and related material relevant to genealogical and family history study;
  • encourage and instruct members in the ethical principles, scientific methods and effective techniques of genealogical and family history research;
  • publish and distribute books, bulletins, and other material as may, from time to time, be desirable to further the foregoing objects of the Branch;
  • raise funds for any of the foregoing objects and to accept donations, gifts, legacies and bequests;
  • support organizations external to Ontario Ancestors and within the Branch’s geographical area which have a shared interest in genealogy and family history.

Wellington County Branch Family History Collection
This document is intended to describe the Wellington County Branch Family History Collection and to outline the relevant procedures for purchasing, acquiring, maintaining, and deaccessioning materials. As library needs and resources change over time, this policy should be reviewed as needed (minimum every 5 years) and updated to reflect any required changes.

The purpose of the Wellington County Branch’s Family History Collection is to provide resources and services to support the needs of branch members and non-members who are researching their family history in Wellington County, Guelph, and beyond.

Collection Goals:

  • To acquire, maintain and make accessible a collection of quality resources that support the goals and objectives of the Wellington County Branch and The Ontario Genealogical Society
  • To develop the collection into the primary resources collection for those doing genealogical research in Wellington County and Guelph, wherever it may lead them.
  • To acquire and maintain a complete collection of Family Histories of people who lived in Wellington County and Guelph.
  • To develop our collection to reflect the myriad genealogical research needs of the ethnically diverse population of Guelph and Wellington County.

The Family History Collection includes items such as:

  • Family histories, particularly those that have a tie to Wellington County
  • Local and county histories
  • Photographs/digital images pertaining to Wellington County
  • Autobiographies and biographies containing genealogical material
  • Indexes to records in book format
  • Resources/publications relevant to genealogical research
  • Published monographs/periodicals
  • Scanned/digital items (book, family histories, yearbooks, scrapbooks, photographs) people are not ready to part with.

Selection Criteria:
The following considerations will be taken into account for materials, purchased or donated, to be added to the Wellington County Branch Family History Collection:

  • Wellington County Branch publications
  • Local connections/interest – material that is locally written or covers Wellington County and Guelph information
  • Relevance to genealogical research
    • Useful to someone researching or writing their family history
    • Support family history-related educational programs
  • Family histories and pedigree charts (donation only)
  • Currency of the topic, format, or title – replaces out-of-date material with the most recent edition
  • Authority and significance of the author – item has been created by a writer or a group known to be knowledgeable on genealogical topics
  • Alternate formats to ensure equity of access
  • Cost and budgetary considerations
  • Format and durability, ease of access, and use by members and non-members
  • Availability of materials from other sources – for example, the Guelph Public Library (GPL) or online access.
  • Space requirements and limitations – the branch does not maintain its own administrative office, library or archival space

Purchasing Resources
The branch has a limited budget for resource purchases and will selectively purchase items based on the above selection criteria. The resource purchasing budget is set by the Branch Council. All purchases are made by the branch Library Coordinator acting in cooperation with the branch Treasurer. A report of all purchased material is to be made by the Library Coordinator to the Branch Council each year at the November Council Meeting.

Donations and Bequests
A signed donation agreement must be received along with the donation confirming that the donated material becomes the property of the Wellington County Branch, Ontario Ancestors. This donation is made without restriction, including display, preservation, digitization, transfer, retention, or disposal of the property involved, either now or in the future.

While we accept most donations, donations are evaluated against the above selection criteria and only those items meeting the criteria are added to the family history collection. If requested, tax receipts can be provided for donations in accordance with the CRA regulations and OGS by-laws.

Resource Formats in the Family History Collection:

  • Books — hard copy monographic publications either hardbound, paperback or looseleaf bound in duo tangs or binders
  • Family Charts — large format, as well as regular size format family charts
  • Family Histories Collection – normally includes a pedigree chart or other list of names and associate dates, and family stories and is unpublished. The branch aims to preserve these donated items and make them available to branch members and the public in accordance with the relevant Donation Form. Items in this collection may be scanned and digitized with names appearing in indexes on the branch website. Names with dates indicating that a person could still be alive or recently deceased are to be omitted from the website. These omissions are made out of privacy and identity theft concerns.
  • Archival and Private Papers Collection — As the branch is limited in available space and does not have a climate-controlled archival facility, potential donors are encouraged to seek homes for their collections elsewhere before donating them to the branch. In special circumstances and where possible, the branch may coordinate with the GPL to have items stored in the library’s archival area.
  • Digital information – pdf versions of our family history collection will be uploaded to our website in accordance with privacy and copyright requirements. Digital copies of branch resources also help in preserving the collection.
  • Periodicals – Limited periodical (serial) publications will be added to the collection if donated or received as a gift and meet the selection criteria above. Many genealogical periodicals include relevant articles and also offer the means of connecting searchers with possible relations in order to further their genealogical research.
  • Microform/microfilm Collection – The branch accepts donations of genealogically-relevant microfilm and microfiche that meet the selection criteria. Resources such as birth, marriage, and death records may be purchased from The Archives of Ontario.
  • CD and DVDs – The branch accepts donations of genealogically-relevant CDs and DVDs that meet the selection criteria.
  • Duplicate copies – one copy of all items is collected for inclusion in the branch collection housed at the GPL. Additional donated copies may be used for various displays, events, etc, or if relevant may be held by the branch Research Coordinator for use in responding to queries.

Processing and Storage of Resources

  • All materials purchased or donated to the branch are to be entered into the branch’s inventory (Lubib).
  • Most materials will be catalogued by the GPL and placed on the shelves in the Wellington County Branch Family History Collection section (non-circulating-reference) at the Main Library, 100 Norfolk Street. Valuable or rare items may be catalogued and stored in the library’s archives. Ownership of the material remains with the Wellington County Branch unless otherwise stated. Space and cataloguing services are provided by the GPL in accordance with the agreement signed in 1991.
  • Duplicate copies of donated material may be used for various displays, events, etc., and stored by the branch’s Project Coordinator. If relevant, duplicate material may also be held by the Research Coordinator for use in responding to queries.

Deaccessioning and Collection Maintenance
Material that is worn, damaged, lost or seldom used may be disposed of. Materials in need of repair may be fixed at the discretion of the Library Coordinator and within the funds approved by Branch Council. Materials required to improve the appearance and usability of the branch collection may also be purchased by the Library Coordinator and within the funds approved by Branch Council.

Materials that match the following criteria may also be removed from the collection:

  • Out-of-date content – e.g. “How to start your Genealogical Search” – 1957
  • A new edition has been released that supersedes a current copy in the collection
  • Out-of-date formats with available replacement
  • Does not match determined selection criteria – lack of relevance
  • Duplicate – we do not have room
  • Insubstantial – ephemera
  • In violation of current copyright laws – e.g., a photocopy of a book or magazine article submitted by someone other than the author/copyright holder

Deaccessioning Process

  • Items are stamped “WITHDRAWN” and submitted to the GPL cataloguer to have the item removed from the GPL catalogue
  • Notation is made in the branch’s inventory indicating that the item has been removed from the collection and the reason
  • Branch Library Coordinator determines if the item should be held for future sale or offered to members for a donation at a monthly meeting, event or conference, or if the item should be disposed of.