Tools of History: Online Access to Historical Materials of the South Central Region of New York

Deadline: April 10, 2010

General Information

This document contains general information about SCRLC Digitization Grants for project funding for contributors to ToolsofHistory.org (ToH).
 
The purpose of the funding is to facilitate the conversion of significant materials to digital format, thereby enhancing the quality of the region’s library information resources.  Proposed projects should meet the goals and activities as set forth in the SCRLC Digitizing Plan of Action and the Selection Criteria. SCRLC member institutions located in the 14 counties of the Council’s region are eligible to apply. Projects funded with SCRLC Digitization Grants must become part of the Tools of History program, in addition to any local collections.
 
Funding is available for projects that meet the Criteria for 2010 Granting Round below. Preference will be given to first time applicants. Funds awarded must be expended by December 31, 2010.
 
Grants will range up to $5,000 and are intended primarily to partially offset the technical and personnel costs associated with digitization projects. Approved uses for funds include hardware, software, outsourced services, consulting services, staffing, training, project evaluation, and promotion. The budget justification should explain all elements of the budget. Every component listed in the budget must be adequately described including institutional contributions, cash or in kind.

• Grant funds cannot be used for fringe benefits, travel costs, or conference fees.
• Grant funds cannot be used for permanent staff.
• Hardware (including computers, monitors, and scanners) requires a 50% match. 
• SCRLC owns scanners, computers, and software that are available for loan or use on-site.
• Cooperative projects are encouraged with the identified Lead Agency being a member of the Council.

Grant recipients must place their grant-funded collection in the Tools of History using the ToH CONTENTdm™ digital management software, hosted by SCRLC. SCRLC will continue to host successfully completed projects using CONTENTdm, at no charge to participants, for the foreseeable future.  Participants may have access to a password and two Acquisition Station seats.
 
Grant recipients must file a final report due on January 31, 2011.

Criteria for 2010 Granting Round

1. The purpose of this funding is to facilitate the conversion of significant materials to digital format thereby enhancing the quality of the region’s library information resources.  The Digitizing Advisory Committee has determined the following criteria for the 2010 granting round:
 
     Digitizing of objects that could include:

• Resources related to the region’s history, geography, culture, economy.
• Unique items related to regional/local history and culture.
• Regional resources of renown beyond the region.
• Documents, photographs, and other media relevant to the scope.
• Items with clear copyright and ownership rights.

     Planning or establishing digitizing projects that include:

• Planning activities using a consultant or other help
• Scanning or other appropriate equipment that will be used to support local digitizing efforts for ToH.
• Personnel used for local digitizing efforts (scanning and/or metadata).
• Outsourcing of digitizing activities.

     Other requirements are:

• SCRLC is providing the CONTENTdm™ platform for ToH and applications for fundable projects must indicate participation in this platform.  CONTENTdm™ is available to participants at no cost.
• Applicants must provide cash or in-kind funding matches for grant applications.  The value of the match must be 100% for hardware and 50% for other project components.
• Applicants must reference SCRLC Plan of Service 2006-2011.

      Low priority projects (currently):

• Newspapers.
• Institutional archives.
• Slide collections of general art works used in curricula.

 2. SCRLC member institutions located in the 14 county Council region are eligible to apply.

     Cultural institutions not currently members should contact Mary-Carol Lindbloom  or Matthew Hogan.  
 
3. Those who apply for digitization grants should provide evidence of knowledge and skills in digital conversion standards and best practices, or work with   partners or vendors with the necessary experience.
     SCRLC will provide a training program for those needing to develop the required skills. SCRLC has provided information at Standards & Best Practices about minimum standards and best practices that must be followed for participation in Tools of History.
 
4. The digital collections created with these funds must be made accessible without charge to the general public via the ToH website in addition to any local website. This will not preclude organizations from managing their collections for other institutional purposes.
 
5. Source materials must be in the public domain or the institution must demonstrate copyright or ownership rights to make the materials available.
 
6. A project evaluation will be expected along with a final report due Jan 31, 2011. Project evaluation should be directly tied to the purpose, goals, and objectives of your project. The project should have acceptable evaluation and design components including assessment methods that will describe measurable project outputs and outcomes.

Application Procedures

Complete the SCRLC DIGITZATION GRANT APPLICATION FORM.
 
Submit your completed application along with any appendices, etc. to Matthew Hogan at SCRLC (mhogan@scrlc.org), no later than 5:00 p.m. April 9, June 11, August 13, October 8, 2010.  Faxed copies will not be accepted.

Application Review Process

 SCRLC will determine whether an application is eligible and complete, and may contact applicants for additional information about their applications.   A panel that includes SCRLC staff, Digitizing Advisory Committee members, and other experts will evaluate applications.  SCRLC will make the final funding decisions based on the evaluations by reviewers.

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