The Okotoks Museum and Archives actively collects and solicits new artifacts and documents on a year round basis. If you have object(s) that you believe would add to the Okotoks Museum and Archives artifact and archives collections, please contact the Museum Specialist at 403.938.8969.
The Museum Specialist will discuss with you the item(s) you are proposing to donate to determine if the object(s) meet the Museum’s collection mandate and policies. If the items do not meet the Museum’s requirements, museum staff may refer you to other organizations that may accept your donation.
If the items meet the Museum’s requirements, the Museum Specialist will ask you to complete an Artifact Donation Form and, depending on the size and condition of the object(s), bring the object(s) to the Museum for consideration by the Museum’s Specialist and the Collection Committee. Museum staff or volunteers may contact you after the item(s) are submitted for review for additional information on the object(s). The object(s) then will be recommended to the Collection Committee for consideration at its quarterly meeting.
If you have questions, concerns, or issues, or you wish to check on the status of your proposed donation, please contact us.
The Okotoks Museum and Archives will not consider or accept a donation if conditions are attached to the offer.
How are potential donations reviewed?
Potential donations of artifacts are reviewed four times a year by a community-based Collections Committee to determine the artifact's suitability relative to the mandate of the Okotoks Museum and Archives. The committee also reviews the condition of the item and examines the existing collection to see if there are examples of similar items that have already been collected. If the item meets the Museum’s criteria, the item is then accepted into the collection.
Will the Okotoks Museum and Archives appraise my donation for its monetary value?
Under Revenue Canada, the Museum can provide appraisals for the monetary value of items with a value of under $1,000. Donations for objects valued at under $1,000 are evaluated by museum staff using a minimum of three industry-accepted contemporary sources.
Donations with a value of over $1,000 will need to be evaluated by a third-party appraiser. Since the beneficiary of the appraisal is ultimately the donor for taxation purposes, the Museum does not pay for third-party appraisals. Museum staff do not appraise objects for a third-party appraisal.
Can I take a tax deduction for my donation?
The Okotoks Museum and Archives is operated by the Town of Okotoks. The Town of Okotoks issues charitable donation receipts under Section 110(1) of the Income Tax Act. To ensure that you receive the maximum tax benefit, it is recommended that you consult with your own accountant, attorney, and/or Revenue Canada.
Will the Okotoks Museum and Archives exhibit the artifacts or documents in my donation?
The Museum cannot guarantee that any objects or documents donated to its collection will be exhibited. Only a small fraction of the collection is on view at any given time.
However, the Museum does maintain optimal conditions in its storage areas and galleries to insure the long-term preservation of all collection materials.
Does the Okotoks Museum and Archives accept long-term loans?
The Museum does not accept long-term loans. While it does accept loan materials on a short-term basis in conjunction with exhibitions and other programs, the Museum prefers to commit its resources to the storage and preservation of materials in the collection.
How do researchers access artifacts and documents in the Okotoks Museum and Archives collection?
Access to artifacts is available to researchers by appointment only. The Museum makes most of the prints, photographs, archives, manuscripts, architectural drawings, and published materials in its collection available to the public for research in its Research Room. To best help facilitate your research, contact the Museum at 403.938.8969 to make an appointment.
