Form

Name

First NameLast Name

Email

example@example.com

Phone Number

Please enter a valid phone number.Format: (000) 000-0000.

Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

What type of material are you offering?

Please describe the material - Tell us what it is, approximately how much there is and any dates you know.

Tell us what it is, approximately how much there is and any dates you know.

How is the material connected with Dublin Port? Please include any relevant people, vessels, companies, places or events.

If you have photographs of the material, please upload a few sample images to help us assess your offer. You do not need to photograph or scan the entire collection.

Which of the following best describes your position?

How would you like us to consider the material

I confirm that the information provided is accurate to the best of my knowledge. I have read the Terms and Conditions and Privacy Notice and understand that submitting this form is an offer for assessment, not a completed donation or transfer of ownership or copyright.

Terms and Conditions for Offering Material to the Dublin Port Archive

Please read these Terms and Conditions before submitting your offer.

1. Purpose of this form

This form allows you to offer archival material or objects for consideration by the Dublin Port Archive.

Submitting this form:

does not mean that the material has been accepted;
does not create a donation agreement;
does not transfer ownership, copyright or any other rights;
does not place the material in the custody of Dublin Port Company; and
does not require Dublin Port Company to accept, collect or store the material.

2. Information provided

By submitting this form, you confirm that the information you have provided is accurate and complete to the best of your knowledge.

You should disclose any known uncertainty relating to:

ownership or provenance;
the identity of the creator;
copyright or other intellectual-property rights;
personal, confidential or commercially sensitive information;
existing agreements or restrictions; and
the physical condition of the material.

3. Ownership and authority

You confirm that you are:

the legal owner of the material;
authorised to act on behalf of the legal owner; or
informing the Archive that ownership or authority has not yet been established.

Dublin Port Company may request evidence of ownership or authority before accepting the material.

Material will not be accessioned into the permanent collection until legal ownership has been established and the appropriate transfer documentation has been completed.

4. Assessment of the offer

The Dublin Port Archive may use the information and images submitted to assess:

the material’s relevance to its collecting remit;
its provenance and historical significance;
legal ownership and associated rights;
its physical condition;
conservation, storage and cataloguing requirements;
possible access restrictions; and
whether another repository may be more appropriate.

The Archive may request further information, arrange to inspect the material, accept only part of the offer, defer a decision or decline the offer.

Dublin Port Company will make the final decision regarding acceptance.

5. Delivery and temporary custody

Please do not post, deliver or leave original material at Dublin Port Company premises unless this has been arranged in writing with an authorised member of the Archive team.

If material is temporarily deposited for assessment, a separate Entry or Deposit Record will be completed. This will record the material, its ownership, the purpose of the deposit, the terms of temporary custody and arrangements for its return.

Temporary deposit does not constitute acceptance into the permanent collection.

6. Formal acceptance and transfer of ownership

If an offer is approved, the donation will be documented through a separate Deed of Gift or Transfer of Title signed by the relevant parties.

Unless otherwise agreed in writing, acceptance into the permanent collection will involve the unconditional transfer of legal ownership of the material to Dublin Port Company.

The material will not be treated as part of the permanent collection solely because this online form has been submitted or because it has been temporarily deposited for assessment.

You may withdraw your offer at any time before the Deed of Gift or Transfer of Title has been signed.

Once legal ownership has been transferred, the material cannot ordinarily be reclaimed unless the written agreement expressly provides otherwise.

7. Copyright and other intellectual-property rights

Ownership of material and ownership of copyright are separate.

Submitting this form or transferring ownership of the physical material does not automatically transfer copyright or other intellectual-property rights.

Any assignment or licence relating to copyright will be documented separately. You agree to provide, to the best of your knowledge, information about the creator, copyright owner and any third-party rights or restrictions affecting the material.

8. Uploaded images and files

You authorise Dublin Port Company to view, internally share and retain the images and files uploaded through this form for the purposes of:

assessing the offer;
communicating with you;
documenting the assessment and decision; and
administering any subsequent acquisition.

You confirm that you are entitled to provide the uploaded images or files for these purposes.

Please do not upload unlawful material or personal, confidential or sensitive information that is not relevant to the proposed donation.

9. Public inspection and access

Dublin Port Company has obligations under section 92 of the Harbours Act 1996 relating to the management, custody, care and conservation of its records and archives and arrangements for public inspection of its archives.

Material accepted into the Dublin Port Archive may be made available for research, education, exhibition, publication, digitisation and other appropriate purposes.

Access may be deferred, restricted or withheld where required or permitted because of:

data-protection legislation;
confidentiality or commercially sensitive information;
copyright or other intellectual-property rights;
legal or contractual restrictions;
physical condition or conservation requirements;
security or preservation concerns;
incomplete cataloguing or arrangement; or
the absence of appropriate access facilities or staff supervision.

Any restrictions accepted as part of a donation must be recorded in the relevant acquisition agreement.

10. Cataloguing, preservation and use

Acceptance of material does not mean that it will be immediately:

catalogued;
digitised;
exhibited;
published;
made available online; or
opened for public inspection.

Dublin Port Company may arrange, catalogue, describe, rehouse, conserve, digitise, migrate or copy accepted material in accordance with its archive policies and professional practice.

Decisions concerning preservation, description, access, reproduction and use will be made in accordance with applicable legislation and Dublin Port Company’s approved policies.

11. Appraisal and selection

The Archive may accept all or part of the material offered.

Unless otherwise agreed in writing, Dublin Port Company may identify duplicate, non-archival or out-of-scope material during appraisal. The proposed treatment of any such material will be discussed with the donor or documented in the relevant acquisition agreement.

Any subsequent removal or disposal of accessioned material will be governed by Dublin Port Company’s approved Collection and Disposal policies.

12. Loans and digital copies

This form is primarily intended for offers of donations to the permanent collection.

Temporary loans, deposits and offers of digital copies where the owner retains the originals are subject to separate assessment and written agreements.

Material will not be treated as a loan unless a formal loan agreement has been approved and signed.

13. Financial valuations

Dublin Port Company does not normally provide financial valuations of material offered to the Archive.

You should obtain independent professional advice if you require information concerning valuation, taxation or other financial matters.

14. Personal data

Dublin Port Company will process the personal data submitted through this form for the purposes of:

assessing and administering the offer;
communicating with you;
documenting decisions relating to the proposed acquisition;
preparing any subsequent acquisition agreement; and
maintaining appropriate acquisition and administrative records.

Further information about the processing of personal data, retention periods and your data-protection rights is available in the Dublin Port Company Privacy Notice:

https://www.dublinport.ie/privacy-policy/

https://www.dublinport.ie/data-protection/

15. Contact

You may contact the Dublin Port Archive about your submission or withdraw your offer before the transfer of ownership by emailing: dublinportarchive@dublinport.ie

16. Confirmation

By submitting this form, you confirm that:

I have read and understood these Terms and Conditions.
I understand that submitting this form is an offer for assessment and not a completed donation.
I confirm that the information provided is accurate to the best of my knowledge.
I confirm that I am the owner, am authorised to act for the owner, or have explained any uncertainty about ownership.
I have read the Dublin Port Archive Donation Policy.
I have read the Dublin Port Company Privacy Notice.