Grants & Awards: DHP: FAQs:

Documentary Heritage Program FAQs

Application Guidelines

  1. Can an Arrangement & Description grant support work on more than one collection?

    Yes, Arrangement & Description projects can focus on one collection or on multiple collections.
  2. Are there specific archival standards and practices a project needs to follow?

    Arrangement & Description projects should follow best practices and archival standards. Such best practices and standards include: the finding aid template DHP makes available, HDI, MPLP, MARC, EAD, DACS, etc.

    DHP recommends no specific standards for Documentation projects, but we do make available several publications on Documentation (specifically #s 67, 69, 73-75, and 79) that outline best practices.

  3. What is a MARC record? Will we need to budget for training, software or equipment to create MARC records?

    A MARC (machine-readable) record is a catalog record which is designed to make information about a specific collection accessible online or via a repository's networked catalog. The record should describe the whole collection, not individual items in the collection. The DHP office can supply you with a sample MARC record. MARC records are not difficult for an archivist to write and do not require special software or equipment. Your project archivist should easily be able to create them.

  4. Can I use DHP funds to digitize formats such as photographs or oral history audiotapes?

    DHP does not support projects to create digital records in any media. However, Documentation and Arrangement & Description projects that involve existing digital materials are eligible for funding.

  5. If organizations are collaborating on a grant project, do we need to send mission statements for all collaborating organizations?

    Yes. The grant review panel will need to verify that the proposed project is compatible with the missions of all collaborating organizations.

  6. As yet my organization has not arranged & described any of our collections. What should we do about providing the sample finding aid which the DHP grant guidelines require?

    You may submit a sample finding aid created by the Project Archivist you intend to hire. If you have not selected a Project Archivist at the time of application, you will be required to submit his/her resume and sample finding aid to DHP for review if your application is funded.

  7. Can Arrangement & Description projects include re-housing of records?

    Yes. In fact, this is an excellent time to re-house the collections you are processing.

  8. Does DHP fund the arrangement & description of business collections?

    If the collection is held by an eligible repository, then the Arrangement & Description project would be eligible for funding.

  9. Does DHP fund the arrangement & description of artificial collections?

    Yes, an artificial collection would be eligible for funding. However the absence of provenance may decrease the archival value of the collection and merit of the grant application.

  10. Can digital records be included in an Arrangement & Description project?

    Applications that include historically valuable born-digital materials are encouraged. However, if the digital records are surrogates (digital copies of original photographs, for instance), they may not be included.

  11. Does the seven-page maximum for the Application Narrative include attachments?

    No. Attachments such as letters of justification, job descriptions, resumes, and sample pages from current finding aids are not counted in the seven-page maximum.