Frequently Asked Questions

What is the Conservation/Preservation grant program?

The New York State Conservation/Preservation discretionary grant program was authorized under Education Law, Section 273.7(d) in 1984 and expanded in 1986 and 1990. Its purpose is to encourage the proper care and accessibility of research materials in the State, to promote the use and development of guidelines and standards for conservation/preservation work, and to support the growth of local and cooperative preservation programs.

The discretionary grant program provides modest financial support for projects that contribute to the preservation of significant research materials in libraries, archives, historical societies and other agencies within the State of New York, whether by conducting surveys, improving collection storage environments, reformatting or treating collections or other preservation activities described in these guidelines.

What types of institutions are eligible for NYS C/P funds?

Public libraries, academic libraries, historical societies, archives, museum libraries, municipalities and other not for profit organizations.

What types of institutions are NOT eligible for NYS C/P funds?

The 11 designated comprehensive research libraries: Columbia University Libraries; Cornell University Libraries; New York State Library; New York University Libraries; University of Rochester Libraries; Syracuse University Libraries; the Research Libraries of The New York Public Library; and the libraries of the State University of New York centers at Albany, Binghamton, Buffalo and Stony Brook.

Institutions wholly or in part under the control of any religious denominations in which any denominational tenet or doctrine is taught are constitutionally ineligible to receive State financial assistance.

How can I receive an application form?

You may obtain a copy of the discretionary grant form by calling 518-474-6971 or by sending an e-mail to jchiploc@mail.nysed.gov or from our web site.

When are the applications due?

The applications must be received in Library Development by the date specified (see information on current program). Under absolutely no circumstances will late applications be accepted.

Can I fax my application into the Library Development office?

No faxed applications will be accepted.

When will I find out if my application was funded?

Awards are usually made in the summer, depending on the state budget process. Award notification is made by mail. No information about your applications status will be given out over the telephone. Do not call the Program Office for information on the status of your application.

What types of materials are eligible for grant monies?

Materials of research value. This can include monographs, serials, manuscripts, archival materials, maps, architectural drawings, sound recordings, photographs, moving images and newspapers.

What types of materials are NOT eligible for grant monies?

Works of art on paper, paintings, sculpture and other objects.

What types of activities are fundable?

General preservation surveys, environmental surveys, photograph surveys, rehousing, repair, reformatting to microfilm or the reformatting of photographs to more stable photographic media, improvement to environmental controls and training activities.

I would like to have an inventory done of my archives, is this fundable?

No, you should contact the New York State Archives.

My libraries/archives needs organizing and cataloging, can I apply for funds for this?

No, this program ONLY covers the actual preservation activities. Contact the New York State Archives for grants to organize or arrange and describe archival collections.

Is scanning of photographs to CD-ROM fundable?

No, the scanning of any type of materials is not funded due to the instability of CD-ROMs and issues of long-term storage and migration.

This is my institution's first time applying for a conservation/preservation grant. Where should we start?

It is usually best to start with a general preservation survey. You may apply for funds to hire a qualified preservation consultant to conduct this survey. See the Guidelines for more information on general preservation surveys.

What types of projects have been funded in the past?

Click here for lists of projects that were funded in previous years.

Can my institution apply for more than one grant this year?

No, only one application is accepted per institution each grant cycle. There is no limit to the number of years that an applicant may apply.

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