Collections & Research

Dayton History collects, preserves, interprets, and promotes the area’s past through a comprehensive collection of artifacts and archival materials reflecting the social, cultural, economic, religious, and political history of Dayton, Montgomery County, and surrounding regions. Special emphasis is placed on the city’s extraordinary legacy of invention and innovation. These materials support exhibits, research, preservation, and educational programs.

To fulfill this mission, Dayton History maintains three types of collections: the permanent collection, the educational collection, and the ephemera collection.

Permanent Collection

Dayton History’s Permanent Collection includes materials that document the social, cultural, economic, and political history of Dayton and Montgomery County. These accessioned items are organized into four categories: three-dimensional objects, archival materials, books, and photographs.

Contact

Collections & Research
937-293-2841 Ext. 114
research@daytonhistory.org

Artifact Donations

We are always seeking items that help us better tell the story of our region. To do so, we rely on donations from community members like you. Our collections include a wide range of artifacts — photographs, documents, textiles, and three-dimensional objects — that bring Dayton’s history to life.

Artifact Donation

Education Collections

The Education Collection consists of objects used by the education department for programs, outreach, and special interpretive events. These hands-on items are separate from Dayton History’s Permanent Collection and may include deaccessioned or duplicate artifacts, reproductions, or other materials designated for interactive use.

Ephemera Collections

The Ephemera Collection includes brochures, pamphlets, research papers, and other miscellaneous materials considered to have limited archival or secondary value and are easily replaceable.

Research & Reproduction Fees

All photograph reproduction requests must be approved by the Collections Manager and submitted to the Visual Resources Manager. Please allow at least two weeks for processing; rush fees apply for shorter notice. The Collections Manager or Visual Resources Manager may deny any request if duplication could compromise the integrity of the original photograph or negative.

The Visual Resources Manager oversees all photographic reproductions. Original images and negatives may not be removed from the building. Reproductions are provided in digital format and delivered via email, CD, or another approved method. Any exceptions, including outsourced reproduction work, must be arranged with the Collections Manager or Visual Resources Manager. Prepayment is required before delivery of all photographic reproductions.

Non-Profit Organization

$20.00 per image or $40.00 per image rush fee
$50.00 per hour research fee
(first half-hour free)
$75.00 per hour research rush fee

A 40% surcharge applies to nonprofit organizations wishing to use items for fundraising purposes. Permission for such use is granted at the discretion of the Collections Manager.

Dayton History Member

$15.00 per image or $25.00 per image rush fee
$30.00 per hour research fee
(first half-hour free)
$50.00 per hour research rush fee

Non-Member

$20.00 per image or $40.00 per image rush fee
$50.00 per hour research fee
(first half-hour free)
$75.00 per hour research rush fee

Additional fees apply for commercial use of images from Dayton History or the NCR Archive at Dayton History. Sales tax will be added to all orders for Ohio residents, and shipping and handling charges apply to mailed orders.

Credit Lines

Images from the NCR Archive must include the credit line: From the NCR Archive at Dayton History.
Images from other Dayton History photographic collections must include the credit line: From the collections of Dayton History.

Commercial Use

Dayton History reserves the right to license the use of photographic or audiovisual materials from its collections. Permission is granted for one-time use unless otherwise specified. Any unauthorized use may constitute a violation of U.S. copyright law.

Use fees are charged in addition to applicable reproduction fees.
All material must be accompanied by the appropriate credit line, as stated above.
A copy shall be provided to Dayton History of all published works containing materials obtained from the NCR Archive or other collections of Dayton History.
Visual materials will be charged a separate use fee. A minimum cost will be charged for all uses. This fee does not include preparation costs or research fees, which may apply. A surcharge will be added to orders to cover the cost of any additional work outside of the contracted procedures, such as film-to-video conversion. Dayton History reserves the right to limit the use of audio/visual material to a percentage of the original whole work or resource.
A signed Publication Release form must be on file at Dayton History prior to any published use of images from our collections.

Pricing

Book or periodical illustration, films or videos, and other published work; restaurant, commercial or office display:
- $75.00 (Commercial)/$50.00 (Non-profit) each use
Use in digital projects (CDs, DVDs, and any website use):
- $125.00 (Commercial)/$75.00 (Non-profit) each use
Book covers, CD-ROM covers and any packaging or wrappers:
- $150.00 (Commercial)/$100.00 (Non-profit) each use
Photographic prints or digitized images for advertising, marketing, or promotional purposes:
- $200.00 (Commercial)/$150.00 (Non-profit) each use
Video, film or television; still image:
- $150.00 North American distribution/$300.00 worldwide distribution
Video, film, or television; audiovisual/film resource:
- $500.00 North American distribution/$750.00 worldwide distribution
  (per each increment of 10 minutes or less use of Dayton History or NCR Archive resources in the completed product)
  Example: 7 minutes = $500.00; 12 minutes = $1,000.00

Frequently Asked Questions

Does the museum accept anything?

According to our Mission Statement, Dayton History collects items relating to the history of Dayton, Montgomery County, and the greater Miami Valley region. If your donation does not pertain to our Mission Statement, our Collection Department staff will try to make suggestions for a more appropriate home for your artifact(s).

Where should I start?

The first step is to contact the Collections Manager by online form, phone, or email. The manager will review your proposed donation and determine whether it fits within the museum’s collection. If it does, you’ll be asked to schedule an appointment to bring the item in for further evaluation.

Should I just drop off my donation?

To ensure the safety and preservation of your historic items, please call the Collections Manager to schedule an appointment before bringing in your donation.

What is a Temporary Custody Agreement? How is it different from a Deed of Gift?

When you drop off a potential donation, you’ll be asked to complete a Temporary Custody Agreement, confirming that you’ve left the item for review. This is the first step in the donation process — the donation is not yet official. Once the Collections Manager accepts the item, you’ll receive a Deed of Gift form to sign and return. This legal document officially transfers ownership to Dayton History, completing the donation process.

Why do I have to fill out paperwork for my donation?

All donations must include signed paperwork to become part of Dayton History’s collections. Donors may choose to remain anonymous; however, signed documentation is still required to verify that the item legally belongs to Dayton History, regardless of the donation’s size or value.

What if I change my mind?

Once the Deed of Gift is signed, donations cannot be returned to the donor. Please offer items only if you are certain you wish to donate them to Dayton History.

What will Dayton History do with my donation once it is accepted?

Your donation may be placed in either the Permanent Collection or the Education Collection. Items in the Permanent Collection are preserved and cared for by trained professionals following the highest museum standards and are displayed only under safe and secure conditions. Items in the Education Collection are used by the Education Department for programs such as school tours, classes, summer camps, demonstrations, and other educational activities.

When will my donation be on exhibit?

Due to Dayton History’s rotating exhibition schedule, we cannot guarantee that your donation will be on display at any given time. Space limitations and conservation needs prevent us from exhibiting all artifacts simultaneously, and some items must be shown infrequently to protect them from light, handling, and other potential damage. However, exhibitions are not the only way we share our collections — Dayton History also makes artifacts available for research and study by appointment for scholars and members of the public.

Will my donation ever be loaned to someone else?

Artifacts from the Permanent Collection may be loaned to other museums or cultural institutions on a case-by-case basis. In accordance with Dayton History’s Collections Policy, artifacts cannot be loaned to businesses or individuals.

Do you take permanent or long-term loans?

No, Dayton History does not accept long-term loans of this type. Such arrangements can create confusion over ownership. Due to limited storage space and liability concerns, we cannot house artifacts not owned by Dayton History. Loans are accepted only for specific purposes, such as temporary exhibitions, and for a defined period of time.

Can I take a tax deduction on my donation?

Possibly. Dayton History is a chartered nonprofit and tax-exempt educational institution under Section 501(c)(3) of the Internal Revenue Code. The IRS prohibits museums from providing appraisals or participating in appraisal activities.

For your records, we recommend obtaining an independent appraisal before donating your items. If that’s not possible, Dayton History can make your donation available for inspection by an appraiser of your choice. Your signed Deed of Gift serves as proof of donation for tax purposes. Please consult your accountant or tax professional for additional guidance.