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Madison LGBTQ+ Archive Collection Development Policy

The Madison LGBTQ+ Archive Collection Development Policy serves as a foundational document for guiding the acquisition, preservation, and accessibility of materials that reflect the diverse experiences, histories, and contributions of the LGBTQ+ communities in Dane County, Wisconsin. The purpose of this policy is to ensure that the collections adequately represent the multifaceted nature of LGBTQ+ identities, experiences, and movements. The Madison LGBTQ+ Archive Collection Development Policy is a living policy that will evolve to reflect the changing needs and priorities of the LGBTQ+ communities, the Madison LGBTQ+ Archive, and the UW Archives and Records Management department (UW Archives). 

In creating this policy, we consulted several examples from other LGBTQ+ archives across the country and relied heavily on the GLBT Historical Society in San Francisco, CA. We appreciated their thoroughness, clarity, and organization – and ultimately decided that their approach to collection development aligned closely with our approaches and aspirations.  

General Scope

The Madison LGBTQ+ Archive collects, preserves, and makes accessible LGBTQ+ histories across Dane County, Wisconsin, in order to honor the contributions of these communities; foster intergenerational dialogue; inform education; and inspire intersectional research, activism, and advocacy. Originally founded in 2007 as part of the Oral History Program of UW Archives, in 2015 the project expanded into the official Madison LGBTQ+ Archive to collect physical archival collections as part of University Archives and Records Management department at the University of Wisconsin-Madison. The archive is open to everyone and we actively engage in donor stewardship and collection development with Dane County LGBTQ+ communities. By actively collecting materials and oral histories, we endeavor to build and maintain a comprehensive and inclusive collection that supports research, education, advocacy, and cultural understanding.

Guiding Principles 

The Madison LGBTQ+ Archive Collection Development Policy is guided by four principles: 

  1. Diversity and Inclusion: We strive to include voices and stories from all parts of the LGBTQ+ communities in Dane County, Wisconsin, with particular focus on underrepresented and marginalized groups (including people of color, people with disabilities, and individuals with diverse lived experiences).
  2. Accessibility and Preservation: Materials and oral histories are organized and described in a manner that fulfills our commitment to accessibility while ensuring collections are available to researchers, faculty/staff, students, alumni, and the broader public. We prioritize conservation work and preservation efforts to ensure the long-term stability, accessibility, and usability of physical and digital materials so they continue to be available for future generations.
  3. Collaboration and Outreach: The Madison LGBTQ+ Archive actively involves collaboration with community organizations, the UW-Madison campus, activists, business owners, scholars, and other stakeholders to identify and possibly acquire relevant collections. Outreach efforts and events promote the collection and encourage community engagement and contributions.
  4. Privacy and Ethics: The process of identifying and collecting materials and oral histories for the Madison LGBTQ+ Archive follows ethical guidelines; respects the privacy and rights of individuals whose lives and stories are represented in collections; and works closely with donors when materials contain sensitive subjects to ensure expectations and hopes are met. All archives staff working for the UW Archives and Records Management department adhere to the Society of American Archivists Code of Ethics. 

Collecting Scope

The Madison LGBTQ+ Archive collections document a broad range of LGBTQ+ communities, organizations, and experiences with a focus on Madison and Dane County, Wisconsin. It includes oral histories, personal papers, photographs, ephemera, organizational records, and much more related to LGBTQ+ life from the 1910s to today. We recognize that LGBTQ+ historical materials are represented in a variety of formats; our collections reflect this variety and include both conventional and unconventional archival materials. 

Strengths and Priorities  

The Madison LGBTQ+ Archive collects different types of materials related to a variety of subject areas. 

Our collection strengths for types of materials include (analog and digital): 

  • Personal papers (documents, photographs, memorabilia, etc.) from local activists, writers, politicians, business owners, artists, and community workers
  • Ephemera such as posters, flyers, announcements, invitations, pamphlets, program booklets, etc. from individuals, groups, and/or organizations
  • Art and artifacts such as buttons, t-shirts, glassware, screen prints, uniforms, paintings, banners, quilts, signs, etc. Due to space and preservation considerations, consultation prior to donation may be needed.  
  • Oral histories and other sound recordings 
  • Photographs and audiovisual materials (photographs, slides, negatives, VHS tapes, audio recordings, film and moving images, DVDs, and CDs)
  • Scrapbooks, personal diaries/journals, and curated clipping files 
  • Newsletters, zines, journals and magazines that had limited distribution, and other unpublished/published materials that are not widely available in other libraries 

Our collection strengths for subject areas include:

  • LGBTQ+ friendly bars and restaurants (Lysistrata, Cardinal Bar, 602 Club)
  • LGBTQ+ community gathering spaces 
  • HIV/AIDS  
  • Political activism 
  • Local community organizational records (ex. New Harvest, OutReach LGBTQ+ Community Center, Apple Island) 
  • Personal and professional papers from artists, activists, business owners, health care workers, politicians, educators, etc. 
  • Research materials and documentation from authors (R. Richard “Dick” Wagner, David Carter)
  • Community event materials  

Collection data shows that the Madison LGBTQ+ Archive has a strong representation of the histories of white gay men and lesbians, cisgender people, and people with middle-upper socioeconomic statuses. We acknowledge the gaps in historical representation and seek to prioritize growth and expansion within our collections. We aspire to build partnerships with communities, organizations, and individuals with historical materials related to these collecting areas:

  • Black, Latine, Asian American and Pacific Islander, and other people of color LGBTQ+ communities, individuals, and histories
  • Transgender, intersex, and nonbinary communities, individuals and histories
  • LGBTQ+ Indigenous and Two-Spirit communities
  • Lesbian and queer women of color 
  • Material related to bisexual, pansexual, and asexual people, as well as other underrepresented queer sexual communities
  • LGBTQ+ people with disabilities/LGBTQ+ disabled people
  • LGBTQ+ people experiencing poverty and/or homelessness 
  • We are also actively seeking materials from pre-1969 (pre-Stonewall) LGBTQ+ activities

What we don’t collect

Below are the areas and resources that we either do not collect or are no longer collecting. On occasion, there may be types of digital materials that we are unable to accept. In general, we do not accept materials that are severely damaged. If you have questions about what might be considered damaged, please contact us to discuss. Additionally, we typically do not collect materials with no Dane County or Madison, WI connection. We make some exceptions when deciding whether to collect or not collect materials, so please consult with the Archives staff prior to donating. 

  • Publications and data
  • Type and access
    • Human and animal remains
    • Explicit materials from or including minors without explicit written consent from adult self or a parent and/or legal guardian
    • Materials to which access is restricted in perpetuity or for a period of time that the University Archivist (in consultation with staff) decides is beyond a reasonable limitation
  • Condition
    • Materials exhibiting mold or exposure to rodents/pests 
    • Severely damaged or extremely fragile items 
  • Size
    • Large plaques, awards, and trophies
    • Large artifacts/items that may be better suited for museum displays. Contact University Archivist for more information.
    • Portraits or large scale paintings. Contact University Archivist for more information.

Donation Process 

UW Archives staff are here to help donors through the donation process. While each scenario might be different, we are here to ensure that all parties involved are satisfied with the end result and have all the information needed. We have established Donation and Transfer Guidelines for University Archives that we follow for the Madison LGBTQ+ Archive donations process. We are happy to guide you through this process and appreciate you contacting us with questions and/or concerns prior to donating anything.

All appraisals are the donor’s responsibility, and all appraisal documentation will need to be shared with the UW Archives staff at the time of donation. 

Sensitive materials

Your materials to donate may contain sensitive and/or private information about yourself or others. We ask that you inform the UW Archives staff about any materials that have sensitive information and/or privacy concerns, especially if you want those materials to have a limited term restriction that would limit the access and use by others. During the donation process, you work with the University Archivist to decide term restrictions, and we document that decision within the Deed of Gift. We do not accept materials with indefinite restrictions. For oral histories, anything identified by the narrator as sensitive and/or confidential will be documented in the oral history release form and discussed with the Distinguished Oral Historian, Troy Reeves. 

Deaccessioning

Deaccessioning is an essential function and tool of collection development and curation. If materials are identified to be deaccessioned, donors will have the option to request materials be returned to them first via the Deed of Gift. If materials are not returned to the donor, they may be gifted/transferred to a more appropriate repository, or discarded. In identifying materials for deaccessioning, the UW Archives staff considers the following:

  • Does the material in question fall within the scope of a collection development policy, records retention schedule, and/or current collecting practices?
  • Has the material deteriorated in such a way that it cannot be reproduced or is beyond being accessible and usable? 
  • Have the materials been subjected to poor environmental conditions, resulting in mold, water damage, fire damage, or show evidence of being exposed to rodents/pests?  
  • Do any established externally imposed restrictions (such as donor agreements) apply to the material?

Policy Review

The Madison LGBTQ+ Archive Collection Development Policy was approved in November 2024. It was reviewed by UW Archives staff and other stakeholders. It will be reviewed and evaluated biannually to make sure it remains relevant and in line with collection priorities, professional standards, and the stewardship capacity of the UW Archives staff. In general, most collection decisions are made by the University Archivist who is in frequent communication with stakeholders, donors, and other staff at UW-Madison.