United States Department of the Interior 

NATIONAL PARK SERVICE 

World War II Valor in the Pacific National 

Monument Attn: Curator 

1845 Wasp Blvd, Bldg # 176

Honolulu, HI 96818

Phone 808-422-3333

 IN REPLY REFER TO: 

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PROSPECTIVE DONOR INFORMATION 

FOR MUSEUM COLLECTIONS 

The World War II Valor in the Pacific National Monument is grateful for the opportunity to become caretakers of objects 

(artifacts, letters, photographs and memorabilia) associated with individuals in the U.S. Armed Forces and civilians assigned 

to and or operating/living in the Pacific Theater of Operations (including the China, Burma & India area of operations) and in 

the Home Front (West Coast USA, Hawaii, Alaska & U.S. Pacific Island possessions) during the World War II era. The 

Superintendent of this park, along with the Museum Curator, determines what is accepted into the museum collection. First 

and most importantly, items offered by donors must fit within the Scope of Collection Statement. Additionally, the number of 

similar items existing within present museum collection, as well as objects required for future museum themes and objects 

being held by partner institutions will be considered when making decisions to accept or reject objects into the parks museum 

collection. 

PROSPECTIVE DONOR’S SHOULD: 

Contact the National Monument’s Museum Curator either by phone or by mail (see above) or via email (see the park web site) 

Our preference is by mail where possible, first sending colored photographs or photocopies (Xerox) of the object(s) along 

with a completed Questionnaire Worksheet that is attached to this letter (see below for further instructions). 

DO NOT SEND ANY OBJECT(S) UNTIL THE PARK MAKES THE DETERMINATION TO ACCEPT THE OBJECT(S). 

PLEASE DO NOT ATTEMPT TO CLEAN, WRITE ON, USE TAPE OR STICKERS, OR FURTHER MODIFY 

OBJECT(S), AS IT MAY DAMAGE THE ITEM AND DEVALUE ITS HISTORICAL VALUE. IF POSSIBLE, PLEASE 

STORE ITEMS IN ACID FREE CONTAINERS. 

TRANSACTION BACKGROUND AND OVERVIEW: 

Accessioning is the first step in the process of establishing accountability for objects received. In the process of accessioning, 

the National Park Service accepts museum objects into its custody. Custody may be temporary or permanent; in either case, 

accessioning establishes the basis for legal possession of the object. Accessioning begins upon receiving the object(s), and 

ends upon completing necessary documentation and obtaining a signed Deed of Gift from you. 

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TYPES OF ACCESSION TRANSACTIONS: 

For our purposes, we will discuss gift transactions only, since most the World War II Valor in the Pacific National 

Monument acquisitions are of this type. 

Gift transactions are permanent and entail a transfer of ownership from you, the donor, to the National Park Service, the 

recipient. This transaction includes outright gifts, or donations, as well as bequests (gift through a will). The property must 

be owned by the donor, and the title of the property as well as the copyright, must be transferred to the National Park Service. 

All gifts are given unencumbered with no guarantee that an object will be exhibited, used for research, or similar management. 

LEGAL DOCUMENTS FOR ACCESSION TRANSFER: 

At a minimum, each accession must have a Deed of Gift (National Park Service Form 10-830) which is a legal document 

signed by both parties of the transaction. You will be receiving this document for review and signature during the process 

closing the transaction for the gift. Additionally, all accessions are required to have an Accession Receiving Report (National 

Park Service Form 10-95) completed. A copy of this document will be provided to the donor. In special cases, additional 

documents could be required. 

PROCEDURES FOR RECEIVING OBJECTS: 

GENERAL PROCEDURES 

In every case when an object is received by World War II Valor in the Pacific National Monument, an Accession Receiving 

Report is completed by a park employee using information available from the owner or individual delivering the object(s). 

The previously mentioned Questionnaire Worksheet is a separate non-official document that contains information provided 

by the donor, etc. that the National Park Service uses when completing the official Accession Receiving Report. The official 

document serves as a receipt for property when signed by the Superintendent or designated receiving officer. 

There are a number of steps that must be taken when the Curator receives museum materials: 

1- Unpacking and inspection: Objects received are inventoried to make absolutely certain that the object(s) sent correspond 

with written documentation on what was/was to be sent and ensuring that no damage has occurred during shipping and that no 

infestation or foreign matter is present. This is done when the object(s) arrives at the park. 

2- Recording the overall condition: Any presence of damage, infestation, foreign matter is recorded by the Curator. Should 

any of the before mentioned be observed, the Curator will assess these to determine whether the object(s) will be accepted. A 

written report will then be completed immediately clarifying the details of the issue(s), and a copy of the report will be 

provided to the owner and/or donor. 

3- Documentation of the transaction is amassed in this next step: The National Park Service must obtain as much information 

as possible on the object(s) - examples: collecting all known historic facts associated to the object(s), as well as information 

pertaining to the individual associated with the object(s). We would like to know why this item is special. Prospective donors 

should complete the attached Questionnaire Worksheet to address these concerns. 

4- Proof of ownership: This is required when receiving a gift. The park must obtain from the other party a written and signed 

testament of ownership. In the case of a gift, a statement of ownership is included as part of the Deed of Gift documentation 

that the donor must sign. 

5- Copyright: For legal purposes, it is desirable to obtain any applicable copyrights when receiving the gift. Effective January 

1, 1978, copyright property is separate and distinct from physical property and title and must be specifically conveyed in 

writing. Copyrights include the right to reproduce a work, to publicly display it, and to distribute copies for sale. We have a 

small general release in the Deed of Gift form, but many ask for an additional release when ownership is not clear. 

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FINAL CONSIDERATIONS: 

When a gift is received and accepted by the Superintendent, a Deed of Gift listing the object(s) is completed. 

The Superintendent and then the donor will sign the Deed of Gift. Because this is a legal document, this transaction will 

happen by mail. Upon completion of the paperwork, one copy goes to the donor. The object(s) are now considered National 

Park Service property and accessioned in to the World War II Valor in the Pacific National Monument collection as a gift. 

The park will send the donor a letter acknowledging the gift. 

Gifts can only be accepted unconditionally, as stated on the Deed of Gift document. No guarantees are made as to how or 

whether a particular object will be displayed, credited or otherwise utilized. 

Gifts to the National Park Service are tax-deductible to an extent permitted by law. If desired for tax purposes, it’s the donor’s 

responsibility to obtain a monetary appraisal of the object(s). 

Finally, if the object(s) is/are not accepted for reasons such as, not fitting with the park’s Scope of Collection Statement, the 

park does not have the facilities or staff to manage the object(s) or the object(s) are not in good condition. We may refer the 

donor to another museum and will return the object(s) to the person who sent them to the park. 

Reference: Section on accessioning and procedures was extracted and edited from the National Park Service Museum Handbook, Part II 

(2000) 

Rev. 1 March 2010 

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QUESTIONNAIRE WORKSHEET 

NATIONAL PARK SERVICE World War II Valor in the Pacific 

National Monument Attn: Curator 

1845 Wasp Blvd, Bldg # 176

Honolulu, HI 96818

Phone 808-422-3333

This worksheet is to be completed by prospective donors, donors, vendors, field collectors, lenders, etc. of 

objects in order to collect pertinent source information. Such information is one basis for determining if the 

object(s) or a collection being offered to the National Park Service is appropriate for the museum collection. It 

also assists in providing accurate information used during the accessioning process. 

Note 1- Objects being offered to the park must meet the criteria stated in the park’s current Scope of Collection Statement. 

Note 2- Prospective donors should include photocopies and/or photographs of the objects they are offering to the park’s 

museum collection. 

Note 3- The Superintendent of this park, along with the Museum Curator, determines what objects are accepted as part of 

the museum collection. Objects should not be delivered to the park without the expressed consent of the Superintendent 

or Museum Curator. 

Please Type or Print Clearly, if additional space is needed attach a separate sheet. 

Name of Rightful Donor: Mr./Mrs./Ms. ______________________________________________________________________ 

(First) (Middle) (Last) 

Rightful Donor Mailing Address: ____________________________________________________________________________ 

City/Province: __________________________________ State/Country _____________________ Zip Code: ______________ 

Rightful Donor Phone Number (include area code) ______________________________________________________________ 

Rightful Donor email address ________________________________________________________________________________ 

If objects are only on loan, indicate the proposed loan period: From: _________________ ; To: _____________________ 

Please complete the following to the best of your knowledge. 

1- Identify the object(s) (give a brief description of each object, indicate amounts, and condition, for large objects include 

dimensions and approximate weights.). 

(Example: Pearl Harbor civilian contractors ID badge issued to John Howard Smith, condition good, clasp missing) 

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2- Who is/was the original owner of the objects? If the person was a member of the Armed Forces, indicate the branch 

of service, rank/rating, and duty station/unit (ship, fort, air field, geographic area, etc) and the dates serving at the 

relevant duty station(s). (Example: Edward Lee Jones, Corporal USMC – Marine Det. USS Nevada (BB-36) Nov 1940 – 

Mar 1943 & Marine Corps Air Depot Miramar, Calif. Apr 1943 – Jun 1944) 

3- What is the relationship of the donor to the original owner, if any (wife of ..., grandson of ..., none, etc.)? 

4- How did the original owner obtain the objects (personal collection, military issue, salvage operations, purchase, etc.)? 

5- How did the donor obtain the objects, if person is not the original owner (inherited, found, auction, yard sale, 

purchase, etc.) indicate when and where, if known? 

6- If available, include additional relevant stories or background about the original owner (i.e. newspaper clippings, 

copies of service records, photograph of the individual, etc.) or other remarks about the collection. 

For NPS Curator use: 

Objects approved for acceptance: ____________ Objects disapproved for acceptance: ___________ 

Objects Received at VALR: ______________________________________________________ Date: ________________________ 

 (NPS Staff: Full Name and Title) (Received by NPS Staff) 

Not an official document - Rev: 1 March 2010 

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