Donate Your Story

Every expatriate experience is unique, and your story matters. By donating your archive - whether personal letters, diaries, photos, or organisational records - you help preserve the history of global mobility and support research on expatriate life. Your materials will be properly stored, protected, and made accessible for future generations.

Whether you have lived in one foreign country or twenty, or your organisation has played a role in shaping expatriate life, we invite you to contribute. If you would like to donate your archive, please contact us.

Why to Donate

Donating your archive ensures your story is preserved, valued, and accessible for future generations.

Reasons to donate your story:

• support research on expatriate life: academic researchers rely on original, primary source material to study expatriate experiences. Your contribution - whether personal or organisational - helps build a richer understanding of global mobility, expat communities, and international transitions;
• preserve organisational history: organisations involved in expatriate matters play a vital role in shaping expatriate experiences. By donating your organisation's archives you help document the impact of expatriate-focused initiatives and services;
• proper preservation: we store all materials in acid-free folders under climate-controlled conditions, protecting them far better than an attic, garage, office storage, or digital files at risk of deletion;
• keep your collection intact: many individuals and organisations struggle to maintain their records over time. Documents can be misplaced, thrown away, lost, or discarded over time. At the EAC, we ensure that your archive remains together, protected, and accessible for future reference;
• receive a free digital copy: you can request a digital copy of your individual/family archive. This makes sharing it with family members easier and ensures your story is preserved in multiple formats. In the case of organisational archives, digitisation of records is not always possible due to the high human and financial resources involved. We discuss the possible steps and costs on a case-by-case basis;
• no cost to you: we cover postage for small donations and arrange collection for larger archives. If your organisation has a substantial collection, we can assist in reviewing and managing the transfer process;
• contribute at your own pace: gathering materials takes time, and we understand that archives may grow over time. You can donate your archive in instalments and add to it whenever you are ready;
• become part of expat history: whether you are an individual donor or an organisation, your materials will join a diverse collection representing the evolving experiences of expatriates worldwide. Your contribution ensures that the expatriate story is recorded for future generations;
• we respect and value your materials: we recognise the sentimental, historical, and academic importance of personal stories and organisational records. Your privacy is our priority, and we treat every collection with care and respect;
• your story, your voice: the EAC does not profit from your materials. Instead, we facilitate research that explores all aspects of expatriate life. Researchers' conclusions are their own and do not reflect the EAC's views.

The EAC, established under Dutch law, operates within the legal boundaries set by privacy laws and adheres to copyright regulations. We handle all donated materials with the utmost care and ensure that personal data is processed solely for the purpose for which it was provided. Our archival practices comply with the EU General Data Protection Regulation (GDPR), safeguarding both your privacy and the integrity of your collection.
By donating your material, you ensure valuable records - personal letters, diaries, memoirs or organisational documents - are preserved, appreciated, and not lost over time. If you are considering a donation, please get in touch.

How to Donate

Donating your archive begins with a conversation. Whether by call, email, or an in-person meeting, we discuss your material and whether it aligns with our collection. If your archive is relevant, we will ask about its size, format, location, and whether you are the legal owner.

The EAC primarily acquires archives through donation rather than loan, ensuring collections are permanently preserved and accessible for research. Ownership, custody, and publication rights are transferred to the EAC upon accession. All donors sign a donation agreement, which outlines the terms of the donation, including current and future use. Donors may set specific confidentiality, copyright, and access conditions, which are formally included in the agreement.

We evaluate each donation individually, but the following factors influence our decision:

• intellectual property rights: the donor must hold the rights to the material or obtain permission from the rights holder;
• physical condition: due to limited conservation resources, we prioritise materials in good condition. Exceptions may be made for rare or historically significant items;
• digital file formats: we accept digital records in formats that align with our archival registration system. Some digital formats may require conversion to ensure long-term accessibility;
• loans: loans are generally not accepted, except in special cases for organisational archives of still-functioning institutions, to be discussed on a case-by-case basis.

The EAC does not collect materials that:

• fall outside our scope or lack long-term research value;
• are duplicate copies of materials already preserved elsewhere (unless the copy has unique features);
• consist solely of photographs or videos without accompanying explanatory text;
• require special preservation environments we cannot provide, such as 8mm reels, videotapes, or analogue audio-visual formats (though we may accept digital copies);
• require digitisation at a significant cost, unless the donor assumes the expense.

The EAC aims to assist donors in finding the most appropriate home for their records. If the material does not fit within our scope, we may recommend a more suitable repository. The EAC does not typically purchase materials except in exceptional circumstances.
Transfer of materials takes place only after the donation agreement is signed by both the donor and the EAC. The method and timing of the transfer are discussed and agreed upon in advance.

We offer multiple options for transferring materials:

• in-person delivery: donors are welcome to bring their collections to the EAC;
• by mail: for smaller items, we can refund postage;
• professional transport: for larger collections, we can assist with reviewing and managing the transfer process;
• digital transfers: the transfer process for digital archives is arranged individually.

During initial processing, any duplicate or ephemeral materials are either returned to the donor or securely destroyed in accordance with EAC policy and the donor’s instructions.
The EAC adheres to European and Dutch laws concerning data privacy and intellectual property, including the General Data Protection Regulation (GDPR) and the Copyright Act. We are committed to making personal and organisational archives as accessible as possible while respecting any privacy restrictions agreed upon with donors.

If you are considering a donation, please get in touch to discuss how we can help preserve your archive.