Namibia Library & Archives Service



2257425-454025006991350-52387500REPUBLIC OF NAMIBIAMINISTRY OF EDUCATION, ARTS AND CULTUREAGREEMENT FOR DEPOSIT OF THE………………………………. CollectionIN THE NATIONAL ARCHIVES OF THE REPUBLIC OF NAMIBIAMade and entered into between:1.………………as the DEPOSITORofAddress:P.O. Box: Tel.:E-mail:(hereinafter referred to as “THE DEPOSITOR”)And2. THE NATIONAL ARCHIVES OF THE REPUBLIC OF NAMIBIAEugene Marais Street, WindhoekPrivate Bag 13250, WindhoekTel. 293 5211Fax: 293 5217Herein duly represented by Hertha Ndahambelela Lukileni and Sanet Steenkamp in their capacities as Chief Archivist of the National Archives of the Republic of Namibia and Permanent Secretary of the Ministry of Education, Arts and Culture(hereinafter referred to as “THE ARCHIVES”)WHEREAS the DEPOSITOR is the owner and holder of the archival materials of the materials named in Annexure A;AND WHEREAS the DEPOSITOR has come to the conclusion that the said archival materials are of importance to researchers into the history of Namibia;AND WHEREAS the ARCHIVES deem the access to these materials of importance to the people of Namibia;AND WHEREAS the DEPOSITOR has requested the ARCHIVES to provide professional and management services relating to these materials and to facilitate the access thereof by researchers, which services the ARCHIVES have agreed to provide;NOW THEREFORE THE PARTIES AGREE AS FOLLOWS:1.THE FOLLOWING DEFINITIONS WILL APPLY TO THIS AGREEMENT:ACCESSmeans the orderly process of allowing researchers access to materials, following the standards and practice of archives internationallyCOLLECTIONmeans the body of material deposited by the DEPOSITOR and left in the care of the ARCHIVES, as an entityINVENTORYmeans a systematic list of the material available, codified according to the original system applied by the Depositor, which list will expand as the collection expands; and following the standards and practices of archives internationallyRESEARCHERmeans any bona fide person who can reasonably show cause that he should be allowed access to the materials in question for reasons of research, be it for academic, publishing or private purposes.2.GENERAL2.1The Collection will be lodged with the ARCHIVES as a separate and distinct collection named “………. Collection”, and numbered Private Accession A……., clearly marked as such;2.2The collection will be kept distinct from all other material in the possession or under the auspices of the ARCHIVES and will at all times be kept apart as a separate entity.2.3Further records may be added to the initial deposit from time to time in mutual agreement.3.OWNERSHIP3.1The DEPOSITOR donates the Collection to the National Archives of Namibia, under the conditions specified in the Agreement, and transfers ownership of the Collection to the National Archives;3.2The DEPOSITOR shall at all times during normal business hours have access to the collection;3.3Copyright in all work created by the DEPOSITOR will continue to belong to the DEPOSITOR; in the case of correspondence, copyright will belong to the persons who wrote the individual letters.4.ACCESS4.1Access to the collection will be given by the ARCHIVES on behalf of the DEPOSITOR in accordance with the standard practices internationally for such access and more specifically in accordance with the provisions of this agreement and the Archives Act (no 12 of 1992);4.2The ARCHIVES will produce and maintain an inventory as a guide to users and an introduction to the collection and its material;4.3The ARCHIVES will ensure that its personnel will be in a positon to help users access the materials of the collection;4.4The ARCHIVES will be permitted to use items from the collection in exhibitions, whether to promote the work of the DEPOSITOR or to illustrate Namibian culture more generally; 4.5Microfilming, photo copying and digitization of material may be done in order to preserve material, under mutual agreement and consultation.5.MAINTENANCE AND DUE CARE5.1The ARCHIVES will at all times exercise due care with the collection;5.2The ARCHIVES will maintain the standards and procedures to ensure the safety of the collection against fire and flooding;5.3The ARCHIVES will maintain all standards and procedures to ensure that no part or material of the collection is lost through neglect, theft, or any other way.SIGNED at WINDHOEK on20__ AS WITNESSES:……………………………………………………. 2. ………………………………………………………….. ________________________________ as the DEPOSITORSIGNED at WINDHOEK on20______ AS WITNESSES:……………………………………………………. 2. ………………………………………………………….. __________________________________ Sanet L. Steenkamp, Permanent Secretaryfor and on behalf of the MINISTRY OF EDUCATION, ARTS AND CULTURE ................
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