Donate materials
Many railroad photographers are deeply concerned about finding permanent homes for their work. If you are one of them, you may wish to consider the Center for Railroad Photography & Art, which has an active, selective acquisitions program through our Railroad Heritage Visual Archive. Our interests span the world and the entire history of railroad photography, from the 1840s to today.
Collecting policy update
In late 2024, the Center’s board of directors revised the Center’s collecting policy to accept collections at three different levels based on the number of images accepted into the archive. Acceptance levels are described below.
| Full collection | Curated works | Small collection | |
|---|---|---|---|
| Definition | Large collection comprised of a single creator’s full working archive (all of the images they’ve created or preserved) | Partial and representative work by single creator, ideally curated by that creator | Partial and representative work by single creator, ideally curated by that creator |
| Image quantity | 10,000+ | 1,000–10,000 | 1,000 images or fewer |
| Acceptance criteria (must meet majority of list) | Significant creator Significant work Complemental to rest of archive Transferrable copyright Fair preservation status Well organized and described Sufficient funding to support long-term preservation | Significant creator Significant work Complemental to rest of archive Transferrable copyright Fair preservation status Well organized and described | Significant work Complemental to rest of archive Transferrable copyright Fair preservation status Well organized and described |
| Deciding bodies | Requires review by C&A Committee and approval from CRP&A Board of Directors | Requires review by C&A Committee and approval from CRP&A staff | Requires review and approval by CRP&A staff |
For more information regarding the revised policy, please see Out of the Archives columns no. 35 and no. 38 and our Dec. 2024 webinar, Behind the Scenes: CRP&A’s Collections Update.
Submissions
Because of the large number of railroad photographs in existence and because a great deal of specialized and costly work goes into processing photographs professionally, the Center carefully reviews all offers of photography donations before deciding which ones to accept. The two-step process begins with review by our five-member Collections and Acquisitions Committee. Their recommendations then go to our full Board of Directors for a final vote.
If you would like us to consider adding your collection to our archive, please get in touch with us by sending an email to info [at] railphoto-art [dot] org. Please describe your collection briefly, including, at a minimum:
- Size: the approximate total number of photographs and the amount of physical space they occupy
- Format(s): Slides, negatives, prints, etc.
- Range of years depicted, e.g., 1960s to 1990s
- Geographic regions depicted
- Railroads depicted
- Details about how your collection is currently housed
- Details about how your collection is currently organized and documented (please be accurate in your description)
- If available, send an example of your organization scheme and documentation
- If you note any preservation concerns such as water damage or vinegar syndrome, please let us know
- Submit a short bio (no more than one page) about yourself (or the collection’s creator)
- Send a selection of sample images (at least twenty-five)
Before submitting, we recommend that you download a copy of our collections management policy (206 KB PDF file). It provides valuable, additional information. Our Collections and Acquisitions Committee reviews all offers very thoroughly. Because the committee meets only twice a year, you may not receive a decision from us for a few months. When we decide that we are not able to accept a collection, we make every effort to suggest other, often nearby institutions that photographers might pursue as a home for their work.
Have questions? Please get in touch.
To learn more about the process of submitting a collection for consideration in our archive, please reach out to:
Adrienne Evans
Director of Archives & Collections
(608) 251-5785 ext. 4
adrienne [at] railphoto-art.org
Elrond Lawrence
Acquisitions & Marketing Coordinator
(608) 251-5785 ext. 4
elrond [at] railphoto-art.org