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Services for Historical Records Repositories

What are Historical Records Repositories?

Organizations that hold historical records are wide-ranging.  They can be distinct institutions designed for holding historical records, or they may be part of a university, local government, library, museum or historical society.   Historical records repositories are also know as archives or manuscript repositories.

Online Resources

9/11 Memory and History: What to save and how
Many people who lost family or friends on 9/11, or who are themselves survivors of the disaster, have treasured mementos of their loved ones’ lives, or of the event itself and its aftermath. This resource provides help with the hard decisions of which things to keep for yourself, what to save for history, what to discard, and it shows how to take care of the things you keep so they are preserved as a family or community legacy for future generations.

Historical Records Theft: Strategies for Prevention and Response
Resources for New York’s historical records repositories on how to achieve and maintain security for their collections, and steps they can take if records are stolen, lost, or alienated from their holdings.

Improving Electronic Records Systems in the SUNY System
Tools that provide SUNY archivists and Records Managers with the means to assess the scope of digital materials on campus, identify digital preservation challenges, and plan for the long-term future of their digital assets. 

Preserving Electronic Records in Colleges and Universities: Getting Your Program off the Ground
Learn about managing and preserving electronic records in the college and university setting. Although designed for college and university archivists, librarians, and records managers, this recorded workshop will be useful as well to individuals responsible for electronic records in other types of organizations, large and small.

Strengthening Archives: Online Learning for Historical Records Programs
Standards-based online needs assessment tool intended to help small to mid-sized historical records repositories in New York State evaluate and improve their ability to collect, preserve and make historical records available to the public.  

Documentary Heritage Program

The Documentary Heritage Program (DHP) is a statewide program designed to locate, organize, and make available the state's historical records that are critical to ensuring the survival of New York's documentary heritage.

Any organization that holds historical records and makes them publicly accessible may use the DHP's regional services and apply for a DHP grant. Such organizations include not-for-profit archives, libraries, historical societies, museums, and similar institutions within New York State. The DHP also works with various community organizations to help them ensure that their history is saved for future generations.

Find out more about the program and its services.

Local government historical records repositories are eligible for grants and field services through the Local Government Records Management Improvement Fund.


The DHP provides grants to not-for-profit organizations in New York State that collect, hold and make available historical records. Funding is available for the documentation of under-represented groups or subjects, arrangement and description of historical records, and archival needs assessment. The application deadline for DHP grants usually is the first working day of February. Learn more about the DHP Topical Priorities and view the most recent DHP application guidelines.

Documentary Heritage and Preservation Services for New York (DHPSNY)

DHPSNY is a program of the New York State Archives and State Library.  Through DHPSNY, New York organizations holding historical records and library research collections will have access to essential training and services, including archival needs assessments, preservation and conservation surveys, guidance with strategic planning, and access to a variety of educational programs and workshops. DHPSNY makes these important services available to organizations across New York for free and tailors them to each one’s specific needs. DHPSNY's goal is to improve each organization’s capacity to collect, preserve, and provide access to archival and library research collections according to professional standards and practices.

Other funding sources

The New York State Library’s Conservation/Preservation Program provides State funding for libraries and other organizations engaged in efforts to preserve deteriorating library research materials. Administered by the New York State Library's Division of Library Development,  the program encourages the proper care and accessibility of research materials, promotes the development of guidelines and use of technical standards for conservation/preservation work, and supports the growth of local and cooperative activities within the context of emerging national preservation program.

Other funding programs in New York State that may be helpful to historical records repositories include:

  • Greater Hudson Heritage Network
  • Museum Association of New York (MANY) 
  • New York Council for the Humanities
  • New York Landmarks Conservancy
  • New York State Council on the Arts
  • New York State Office of Parks, Recreation and Historic Preservation (OPRHP)
  • Preservation League of New York State

Federally funded grant programs that may be helpful to historical records repositories include:

  • Institute of Museum and Library Services (IMLS)
  • National Endowment for the Arts
  • National Endowment for the Humanities (NEH)
  • National Historical Publications and Records Commission (NHPRC)
  • National Park Service (NPS)
  • National Trust for Historic Preservation

For information on grant programs from private foundations, visit the website of the Foundation Center.  An independent nonprofit information clearinghouse, the Center's mission is to foster public understanding of the foundation field by collecting, organizing, analyzing, and disseminating information on foundations, corporate giving, and related subjects.


The State Archives offers a wide variety of workshops targeted to local governments, but open to all those interested in the topics.  Workshop titles of interest include:

  • Appraisal of Historical Records
  • Digitizing Your Historical Photographs
  • Disaster Planning & Response
  • Introduction to Historical Records
  • Managing Electronic Records
  • Managing Your Historical Photographs
  • Organizing Your Historical Records
  • Preservation of Electronic Records
  • Preservation of Historical Records

For further information on current offerings, visit the State Archives training site and go to ‘All Workshops by Subject’ then choose ‘Archives.’ 


The New York State Archives has a number of publications addressing aspects of the management of historical records, including appraisal, needs assessment and documentation.  Some of them are available in electronic form only, while others are in print form and can be ordered on-line.  View a complete listing of our publications on historical records issues.

Archives Month

October is Archives Month in the State of New York as well as American Archives Month in the United States. Find out how you can celebrate Archives Month and promote your institutions and its activities.