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Supporting archives that preserve survivor testimonies and evidence of atrocities starts with a conversation with the repository, not an unsolicited shipment. The most useful help may be a targeted donation, approved transcription or translation, metadata and discovery work, a carefully documented record transfer, or advocacy for stable public funding. Each archive has different collecting rules, rights obligations, privacy safeguards, staffing and storage capacity.
Ask what the archive needs now, what it can legally accept and how it protects survivors and witnesses. The United Nations Human Rights Council report A/HRC/60/32 links documentation and preservation with victims’ rights to truth, accountability and memorialization. The International Holocaust Remembrance Alliance (IHRA) recommendations likewise treat digitization, metadata, funding and responsible access as connected work. Your goal is not simply to put more files online; it is to help a repository preserve authentic evidence and make it discoverable without creating new risks.
Why does supporting these archives matter?
Survivor interviews, written testimonies, photographs, correspondence, trial records, migration files, restitution material and memorial records can document what happened, how people experienced it and how institutions responded. IHRA’s documentation guidelines describe this field broadly, covering material created across different countries, periods and formats rather than only famous collections. The alliance says archives, museums and other repositories hold “hundreds of millions of documents, films, recordings, and other material evidence of the Holocaust.”
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Support has to be specific. One repository may need money for digitization; another may need cataloguing or translation; another may not be able to accept a duplicate recording at all. As IHRA puts it, “There has to be an understanding that archives differ from each other in many ways.”
Which support route is right for me?
Use the archive’s stated priorities as the deciding factor. If no priority is published, send a short inquiry before donating, volunteering or transferring material.
| Route | Best fit | Ask before acting | Potential result |
|---|---|---|---|
| Direct donation | The archive has a current preservation, digitization or access appeal | What project is under-resourced, and can the gift be restricted to it? | Staff time, conservation, scanning, description or secure storage |
| Volunteer transcription or translation | You can follow a controlled workflow and confidentiality rules | Which languages, collections and hours are currently accepted? | More searchable and usable testimony |
| Offer a testimony or record | You control, or can document, the rights and provenance | Will the repository accept this format, and what consent or access limits apply? | Long-term stewardship in an appropriate collection |
| Metadata and discovery help | The archive has approved cataloguing or description tasks | What fields, terminology and quality checks does it use? | Researchers can find relevant evidence without altering originals |
| Policy advocacy | The institution needs stable public or philanthropic support | Which funding or legislative priority would remove the largest bottleneck? | More durable preservation and access capacity |
| Requested supplies | The repository has specified an exact item and standard | Does it accept in-kind goods, and what specification and delivery route apply? | Materials that fit the archive’s conservation system |
How do I offer a survivor testimony, recording or document?
Contact the repository before sending anything. A file that looks historically important can still be outside its collecting scope, subject to another organization’s rights, or unsafe to publish without restrictions.
- Identify the material. Give a concise description: interview, diary, photograph, letter, administrative record or other item; approximate dates; languages; places; people or events represented; and the physical or digital formats available.
- Explain provenance. State who created or recorded it, how it came into your possession, whether an original or master exists elsewhere, and whether another institution already holds a copy. Do not present an unverified account of origin as fact.
- Map rights and consent. Say who owns copyright or related rights, whether the speaker or creator granted permission, and whether any consent was limited to private research, education, or a named repository. The US Holocaust Memorial Museum’s oral-history FAQ notes that permission from the original organization may be needed before donating a copy and that some collections cannot be accepted.
- Describe restrictions and risks. Flag living people, descendants, medical or identifying information, threats, harassment concerns, cultural sensitivities and any promised embargo. Let the archivist determine whether a restriction is legally and ethically workable.
- Ask about formats and transfer. Provide file names, approximate duration, codecs or document formats when known, and whether you can supply a viewing copy rather than the master. Do not convert, rename or edit an original unless the archive instructs you to do so.
- Wait for written instructions. Confirm whether the repository wants a secure upload, a physical appointment, a rights form, a deed of gift or only descriptive information at this stage. Keep the material secure while the archive evaluates it.
An archive may accept a record for preservation without making it immediately public. That distinction allows staff to stabilize and describe evidence while applying reasonable restrictions. The UN report supports access to records about serious violations while allowing restrictions that protect privacy and security; IHRA similarly says open access does not override privacy regulations.
Can volunteering make a real difference?
Yes, when the work is assigned and quality-controlled by the repository. Transcription and translation can turn audio or handwritten material into searchable text, improve discovery and help researchers understand testimony in its original language. The US Holocaust Memorial Museum describes volunteer transcription and translation of oral testimonies and says volunteers do not have to be in Washington, DC. Its FAQ says the oral-history collection includes more than 30 languages; current opportunities and language needs should be confirmed with the institution.
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- Find the official opportunity. Use the archive’s volunteer page or write to its volunteer or collections office. Do not create an independent transcript and upload it elsewhere unless the repository expressly permits that workflow.
- Complete orientation and agreements. Ask about confidentiality, safeguarding, handling of graphic material, attribution, data security and how to report an uncertain word or a distressing passage.
- Use the supplied template. Preserve time stamps, speaker labels, inaudible markers and spelling conventions exactly as instructed. A transcript is an aid to the recording, not a replacement for it.
- Submit for review. Expect staff or another reviewer to check names, places, dates and translations. Tell the archive when a phrase is ambiguous instead of silently guessing.
- Protect working files. Store downloads only where the institution permits, avoid sharing links with others and delete local copies when its policy requires.
People who cannot transcribe may still help by checking catalogue entries, identifying places or languages, translating approved descriptions, or improving accessibility documentation—provided those tasks are part of the archive’s program.
How can a donation pay for preservation rather than create another problem?
Ask the archive to name the current bottleneck. A general gift may support conservation staff, digitization, secure storage, cataloguing, rights review or public-access systems; a restricted gift can be useful when the institution has agreed that the restriction matches its plan. IHRA encourages adequate funding and support and recommends prioritizing digitization, but digitization is not a single step: files also need description, rights information, storage and ongoing management.
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Before giving, ask four practical questions:
- Which collection or activity is most at risk?
- What can the archive complete with the proposed amount or recurring gift?
- Will the archive report progress without exposing confidential information?
- Can an unrestricted gift be more useful than a narrowly restricted one?
Advocacy can be as important as a one-time donation. Ask cultural ministries, universities, foundations or legislators to fund preservation as core infrastructure rather than a short campaign. The UN report calls for mechanisms to research, document and collect information, and for measures that prevent theft, destruction, concealment or falsification. A public comment, grant-support letter or local budget request is most effective when it names a repository’s documented need and the public benefit of meeting it.
Should I buy folders, boxes or scanning equipment for an archive?
Only when the repository requests a specific item and specification. IHRA identifies environmental conditions and inherently unsustainable media, including acidic paper, among risks to holdings, so archival-quality enclosures can matter. That does not mean an archive accepts unsolicited supplies or that a product described as “archival” meets its standard.
Ask for the exact material, size, certification, quantity, supplier or purchasing process, and delivery address. Some institutions may prefer a cash gift so their conservator can buy compatible materials. Do not send scanners, drives, storage devices or preservation chemicals without written approval; equipment can create security, compatibility, maintenance and training burdens.
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How should access be balanced with privacy and safety?
Responsible access means making evidence discoverable while limiting avoidable harm. Privacy laws, consent terms, threats to survivors or witnesses, and the safety of families and communities can require closed periods, redaction, controlled reading-room access or other restrictions. IHRA states that open access does not supersede privacy regulations. The UN report supports reasonable restrictions to safeguard privacy and security while recognizing the importance of access.
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When you donate or volunteer, provide context that helps the archivist make that decision: who may be identifiable, whether anyone is living, what promises were made to the interviewee, and whether publication could expose a person to retaliation or stigma. Do not pressure staff to remove a restriction because a document is historically important. Conversely, do not demand permanent secrecy without explaining the consent or safety basis; archives need workable, documented terms.
Access also includes description. A collection can be technically open yet effectively hidden if its languages, dates, creators and subjects are not recorded. Supporting metadata, translation and finding aids can therefore widen access without placing every original recording online.
What does “preservation” include beyond scanning?
Preservation is a chain of decisions: appraisal, lawful acquisition, stable storage, conservation, digitization where appropriate, metadata, rights management, access controls and continued stewardship. IHRA recommends digitizing collections and standardizing metadata, while warning that political decisions, socioeconomic factors, environmental conditions and unsustainable media can all threaten holdings.
The ICRC Archives Acquisition Policy illustrates why format and institutional fit matter. It covers eligible records and information in paper, audiovisual, electronic and other forms and describes the ICRC Archives as the organization’s official archival repository, including for digital archives. That policy should not be generalized to every institution, but it demonstrates the value of a clear collecting mandate and a defined place for digital material.
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When evaluating a project, ask whether it improves at least one of these outcomes:
- Durability: originals or files are protected from known physical, environmental or format risks.
- Authenticity: provenance, changes and permissions remain documented.
- Discoverability: consistent names, dates, languages and subjects help people find relevant records.
- Usability: transcripts, translations, captions or accessible descriptions let more people work with the evidence.
- Responsible access: privacy, security and consent conditions travel with the material.
How can I choose an archive to support?
Start with an archive whose mission and collecting scope match the material or history you want to support. Then review its public policies and ask a few direct questions.
- Scope: Does it collect the relevant geography, period, community and format?
- Stewardship: Does it explain acquisition, storage, description, rights and access?
- Accountability: Does it identify responsible staff or a governing institution and provide a reliable contact?
- Community practice: Does it consult survivors, families or affected communities where appropriate?
- Capacity: Can it securely store, describe and preserve what you propose to give?
- Access clarity: Are restrictions explained, reviewable and consistent with privacy and security obligations?
A small local repository may be the best steward of a community collection, while a national or international institution may have stronger infrastructure for a particular format. There is no universal ranking. Ask the archive to explain its role and, if it cannot accept the material, whether it can refer you to a more suitable repository.
What mistakes should supporters avoid?
- Sending unsolicited files or originals. Staff may lack legal authority, storage or a way to document provenance.
- Assuming ownership equals permission. Possessing a cassette, scan or transcript does not necessarily give you copyright or the right to transfer it.
- Publishing first and asking later. Public uploads can expose survivors, witnesses or descendants and may be impossible to retract fully.
- Editing testimony for readability. Cleaned-up wording can erase pauses, uncertainty, translation choices or evidence of coercion. Preserve the original and let the archive define derivative versions.
- Creating uncontrolled duplicates. Multiple copies with different names or dates can confuse researchers and weaken provenance.
- Promising anonymity you cannot guarantee. Even a redacted account may be identifiable through context.
- Treating a volunteer transcript as authoritative. Mark uncertainty and submit work for institutional review.
- Buying generic “archival” products. Requirements vary by collection and repository; obtain written specifications.
- Expecting immediate public release. Conservation, rights review and privacy assessment may take time.
What can I do in the next 30 days?
- Days 1–3: define your contribution. List the material, skills, time and funds you can offer. Separate originals from copies and note any known restrictions.
- Days 4–7: identify two or three suitable repositories. Read their collecting, donation, volunteer and access policies. Keep the source institution’s contact details with your notes.
- Week 2: send a focused inquiry. Ask what is currently needed, whether your material fits, what rights documents are required and how sensitive information is handled.
- Week 3: follow the approved route. Complete a volunteer agreement, transfer description, donation form or targeted gift. Do not improvise a parallel upload or mailing.
- Week 4: document the outcome. Save confirmation of receipt, restrictions, attribution and next steps. If the archive declines, ask whether it can recommend a better repository and preserve your notes for future researchers.
For a first conversation, a useful message is: “I have [type and approximate amount of material] concerning [place, period or event]. I am seeking guidance on whether it fits your collecting scope. I can describe provenance, rights, consent and restrictions, and I will not send files until you confirm the secure transfer method. Are you currently seeking donations, transcription, translation, metadata help or funding for a named preservation project?”
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Use the IHRA Recommendations on Archival Access for guidance on digitization, metadata, funding, environmental risks and privacy. Consult IHRA’s documentation guidelines to understand the breadth of relevant Holocaust records. The UN Human Rights Council report A/HRC/60/32 sets out the relationship between documentation, truth, memory, accountability, preservation and reasonable privacy and security restrictions. For oral-history donations and volunteer transcription or translation, see the United States Holocaust Memorial Museum FAQ. For an example of a formal acquisition framework covering physical and digital records, read the ICRC Archives Acquisition Policy.
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Frequently Asked Questions
Can I donate a family member’s interview if I did not record it?
Contact the repository first and explain how you obtained the copy, who created it, whether an original organization holds the master, and what consent or copyright information you have. The archive may accept a referral or descriptive information while declining the copy until the rights holder gives permission.
Is it better to keep a testimony private or make it public?
Neither is automatically correct. An archive can preserve a testimony under a closed or controlled-access restriction while reviewing consent, privacy and safety; ask staff what access level protects people without making the evidence permanently undiscoverable.
What if my local archive has no volunteer program?
Ask whether it has a specific cataloguing, translation, transcription or description task that can be supervised informally, or whether it can refer you to a partner repository. Do not create a public parallel database without permission, because duplicate records can lose context and expose restricted information.
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Possibly, but the repository must assess format, provenance, rights, authenticity and long-term storage. Describe where the master is held and any differences between the copy and original; the archive may request a particular file or decline a duplicate.
How do I support preservation when I cannot donate money or records?
Use approved volunteer work, write a targeted funding or policy letter, help a repository identify languages or places in a finding aid, or share its official appeal. Ask the archive which contribution would reduce its current bottleneck rather than choosing a task or product on its behalf.
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