The Archives is looking for photographs that conform to the State Archives of Florida Collection Development Policy (see our Collection Policy and FAQ2 and FAQ3). Within our policy of collecting Florida related photographs, there are several types of images we are most interested in acquiring. These include: but are not limited to, daily life, events, occupations, structures, historic landscape scenes, portraits of significant individuals, etc. Images of ethnic and racial minorities are under-represented in our collections, and are especially desirable.
Many, though not all, images scanned will be included on the Florida Memory website. State Archives staff will review each image based on its quality and its adherence to the State Archives of Florida Collection Development Policy. Many factors are taken into consideration. First, in conformance with our Collection Policy, the photo must relate to Florida history and culture. Second, the photo must have historical value. Finally, the photo must be of good quality and suitable for producing quality reproductions.
Images of good quality that adhere to the State Archives of Florida Collection Development Policy and were taken in Florida or have a direct relationship to Florida will be accepted. Our Collection Policy outlines the parameters for materials deemed appropriate for addition to the holdings of the State Archives of Florida. Photographs taken outside of Florida or with no direct relationship to Florida or Floridians may not be accepted.
After you check in at the security desk, you will be directed to the Imaging Lab on the 2nd floor. There a staff member will greet you and place your name on a list to await consultation. While you are waiting you can speak with Archives staff about the scanning and donation process and learn about other aspects of the Archives. Tours of Archives’ treasures will be provided in the Archives Reference room. The Museum of Florida History will also be open during the Archives Scan Day. Once your name has been called (we’ll call a cell phone number you supply if you intend to venture downstairs to the Museum or take the tour) you’ll meet with Archives staff to discuss your photographs. Archives staff will then gather information about the photos (please complete and bring a Donor Photo Information Sheet) while scanning your items. Archives staff will then return your originals, unless you decide to donate them permanently to the Archives (see FAQ2 and FAQ5).
During Scan Day, Archives staff will handle your photographs for the purpose of producing high resolution digital scans. You can either retain possession of the originals, or donate the originals to the Archives. If you donate your originals to the Archives, they will be kept in a climate controlled storage facility. Researchers will have access to your donation and it may appear on the Florida Memory website if it meets the criteria outlined in FAQ 2.
Out of courtesy to other participants in the Archives Scan Day, staff may limit the number of photographs scanned per individual. We have limited equipment, staff and time, therefore; patrons wishing to make large donations are encouraged to arrange for a special appointment at a later date. For the purposes of the Archives Scan Day, anything over 25 images will be considered a “large donation.”
The State Archives will need a description of each photograph explaining who, what, when, where, why, etc. Please see the Donor Photo Information Sheet for more information.
Other than your photos, please fill out and bring a Donor Photo Information Sheet. If you are bringing photos for someone else, please bring the contact information for the photograph owner.
The Archives requires strict archival standards for digital images and must produce the high-resolution scans in our own facility. This ensures the highest quality for users and is in line with best archival practices.
Yes. On scan day, you can bring original photographs to the Archives that you intend to have scanned or intend to donate and leave in our physical possession. These physical donations will be cared for according to archival standards as described in FAQ5.
The State Archives of Florida is interested in all unpublished and historically significant documents related to Florida. Please see our Donations page for more information. However, the Scan Day event will be devoted primarily to the scanning or donation of photographic materials. Please inform the Archives staff if you have additional materials that may be of interest. We will be happy to talk to you about these or set up an appointment to review the materials at a later date.