Partner Archive Information

• What role do Partner Archives play in the Veterans History Project? How can my organization become a Partner Archive?
• My organization has signed the Partner Archive Agreement, but what if we also want to send some of our collections to VHP?
• What information does VHP need from a Partner Archive about each collection?
• When will the names appear on the VHP online database?
• What if my organization collaborates with another repository to house materials?

What role do Partner Archives play in the Veterans History Project? How can my organization become a Partner Archive?

Partner Archives are official Veterans History Project partner organizations that also serve as repositories for the interviews and materials they collect in connection with the Project. Sharing collection information with the Library of Congress provides nation-wide access to materials available on veterans. To become a Partner Archive, repositories must comply with the following criteria and return to VHP a completed Partner Archive Agreement form:

• provide free public access to materials at the archive, at least 16 hours per week in a research environment
• provide permanent storage, preservation, safe handling, and security for their VHP collections, adhering to accepted collection management standards for original audiovisual, manuscript, and photographic collections
• fully complete the Biographical Information Form and any applicable material log forms and return these to the VHP so the information can be added to the Veterans History Project online database.

My organization has signed the Partner Archive Agreement, but what if we also want to send some of our collections to VHP?

All collections housed in the Partner Archive will appear in the online database as donated by and housed at the Partner Archive. If the Partner Archive sends collections to VHP, they will be recorded as donated by the Partner Archive but housed at the Library of Congress. If applicable, a note will state that a copy of the collection is also retained at the Partner Archive. Please do not divide individual collections.

What information does VHP need from a Partner Archive about each collection?

Biographical Information Forms must be filled out for each collection, whether it is housed at the Partner Archive's location or at the Library of Congress. Please complete this form as completely as possible, since this is the only data VHP will have about the veteran/civilian's service, as we will be unable to refer to the collection to supplement the data. The amount of detail on the online database depends on the amount of detail provided on the forms.

Please note that all Biographical Data Forms must represent an actual interview/collection held at your repository (or sent to VHP) and collected in connection with the Project. The online database is not merely a list of names; it is a directory of Veterans History Project collections held either at the Library of Congress or a Partner Archive.

If possible, please also fill out an Audio and Video Recording Log, if applicable, and indicate the name of the interviewer. VHP would also appreciate a brief list of the materials in the collection. For example:

Bob Smith collection consists of 2 VHS tapes.
Eustice P. Graff Collection consists of 1 audio cassette and 15 original photographs.
Each collection generally consists of 1 audio cassette and 1 transcript.

When will the names appear on the VHP online database?

New names do not appear immediately on the online database; please allow the VHP staff time to properly organize and input the data.

All collections housed at the Partner Archive's location will appear in the online database as donated by and housed at the Partner Archive. If the Partner Archive sends collections to VHP, they will be recorded as donated by the Partner Archive but housed at the Library of Congress.

The Project's current focus is on first-hand accounts of US veterans who served in World War I (1914-1920), World War II (1939-1946), or the Korean War (1950-1955), Vietnam War (1961-1975), or Persian Gulf War (1990-1995). The Project greatly values and appreciates veterans' stories from additional combat arenas and those received will be processed as resources allow. Those US citizen civilians who were actively involved in supporting war efforts (such as war industry workers, USO workers, flight instructors, medical volunteers, etc.) are also invited to share their valuable stories.

What if my organization collaborates with another repository to house materials?

Only the organization that is retaining the materials needs to complete the Partner Archive Agreement form. The collecting organization needs to complete a Partner Information Form. In addition, please submit these forms together and/or cross-reference the relationship on both forms.

If you have additional questions please contact either your VHP Program Officer or Rachel Mears at (202) 707-0932 or rmears@loc.gov.