Grants & Awards: DHP: Grant Application & Reference Material:Grant Project Types

Documentation

The purpose of a documentation project is to identify and ensure the systematic preservation of papers and records not currently in historical records repositories that provide information on the people, groups, events or changing political, economic or social conditions of New York State. The ultimate goal of a documentation project is to contribute to building a comprehensive and equitable historical record that makes unique original source materials available to researchers and citizens. These materials enable us to better understand the present and to plan more intelligently for the future.

A documentation project typically consists of three phases - planning, surveying, and collecting – and usually takes at least two years to complete. It is strongly suggested that institutions interested in conducting documentation projects divide the work into at least two phases, beginning with planning. The following describes the three phases and the work each typically entails:

Phase One: Planning

• Identify and assign project personnel and/or any consultants.
• Define the chosen topic and become familiar with its history.
• Establish an advisory committee that includes people who are knowledgeable about the topic, its current dynamics and history, and about archives. (When working with under-documented population groups it is critical to the success of the project to include members of the community familiar with the group’s history and culture.)
• Develop a contact list that identifies individuals and organizations that are or have been involved in the topic being documented and are likely to have created records.
• Develop and the test a survey instrument to gather significant details about the groups of records held by individuals or organizations.
• Begin planning for the eventual placement of the valuable historical records surveyed in this project in an appropriate repository.
• Publicize your documentation effort.
• Create a work plan for Phase Two.

Phase Two: Surveying

• Conduct the survey and assess the results.
• Using the standard archival format known as MARC (MAchine Readable Cataloging), write archival descriptions of the groups of records identified. If you have questions about the MARC format, contact the DHP office.
• Identify and develop a relationship with an appropriate repository in which the valuable historic records surveyed in this Phase will eventually be transferred.
• Publicize your documentation effort.

Phase Three: Collecting

• Working with the selected repository, determine which records to save (appraisal)
• Donate or transfer records to the repository
• Electronic versions of the MARC records written in Phase 2 must be made available to the public on the Internet, or through the State Archives' HDI (Historic Documents Inventory). If you have questions about HDI, contact the DHP office.
• Publicize the documentation effort.

If you feel this outline does not fit your proposed project, please contact the DHP office.

The New York State Archives has published Documentation Basics: A Guide to Planning and Managing Documentation Projects (Pub #79) which offers detailed guidance in carrying out a documentation project. If you have questions about your Documentation project please contact the DHP office or your DHP regional archivist for assistance.

Requirements

• A Cost Share of at least 20% of the Total Project Cost (total DHP grant funds plus Total Cost Sharing contribution) is required for Documentation projects. All cost share contributions must directly support project activities and outcomes. See the Instructions for the Cost Share Form for more information.
• All descriptive work (typically the MARC records created in the second phase of the Documentation project) must conform to archival standards. If you have questions about MARC records, view the sample MARC record and/or contact the DHP office.
• In all three phases, grant recipients must publicize their Documentation project and should use the DHP credit line in all publicity material relating to the project.

 

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Complete DHP Grant Application Guidelines PDF format (Requires Adobe Reader)

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