2008 Winter/Spring

Roundtables & Workshops

February 8, 2008

Let's Talk About the Handling and  Storage of Photographs

 10am – 12noon  (roundtable)

Dutchess County Historical Society, Poughkeepsie

Registration is $5.

The task of properly caring for a photograph collection can be overwhelming .  This informal roundtable will help you get the project under control by taking a few basic steps. Learn where to start in organizing the collection through what storage options are available.  

March 13, 2008                              

Software Options for Archival Collections Management

The Harness Racing Museum & Hall of Fame, Goshen

Registration is $10.

You are ready to put your archival collection on the computer, but how do you determine which  software to utilize.  There are several options available - you can use or customize a software program that is already on your computer, or create your own searchable database or purchase a commercial collections management software package. There are many factors to consider such as cost, training, report capabilities, hardware requirements, and flexibility Speakers will discuss their first-hand experiences using various software programs and packages to catalog their collections.  They will talk about Access, Word, Excel, Past Perfect, and Gallery Systems to name a few. Learn what to look for to best serve your needs and the pros and cons of each option.  You won't want to miss this important workshop if you are considering taking the next step in cataloging your collection.

May 2008                                                                                                               Creating a Finding Aid (tentative)                                                                            DHP/ARI (Archivists in Religious Institutions) collaborative workshop

Coming in June 2008                                                                                                The ABCs of Copyright Law (TBA)

NYS Archives' workshop

March 19, 2008

Preservation of Historical Records
Rockland County Archives, Pomona

Where and how archival records are stored, and how they are handled, are key elements in prolonging their lives. This workshop will explore the fundamentals of preserving records. Learn about: Appropriate environmental and housing conditions; Proper handling techniques; When it is appropriate to seek conservation treatment. For information & registration contact Linda Bull, 845-485-2633 or 485-2634; lbull@mail.nysed.gov

NYS Library workshop                                                                                                               May 23, 2208                                                                                               Oversize Archival Materials and their Preservation

Capital District Library Council, Albany

9:30am –4:00pm.

Registration fee:  $15

This workshop is an introduction to the preservation of oversize works on paper and other supports commonly found in archival collections. The history and productions of paper materials such as architectural plans, posters and wall maps will be discussed as well as basic repair techniques. For additional information contact Marianne Shepard, 518-473-0700; mshepard26@mail.nysed.gov

The AASLH is offering two sessions of its online course                                            Basics in Archives

March 10 - April 11 (registration now open)

June 2 - July 7 (registration opens April 28)

Cost:  $85 member/$95 non member

To register: www.aaslh.org/workshop.htm          

NEW YORK STATE EDUCATION DEPARTMENT - STATE ARCHIVES

DOCUMENTARY HERITAGE PROGRAM ANNOUNCEMENT

Legislative Authority

The Documentary Heritage Program (DHP) is a statewide program established in 1988 under Education Law, ** 140, 207; L. 1988, ch. 679.

The DHP is administered by the New York State Archives to ensure the identification, sound administration and accessibility of New York*s historical records.  

Purpose

One component of the DHP is the grants program.  Grant funds may be used for projects that support the DHP goal of ensuring the identification, retention and availability of historical records for underdocumented groups and subjects in New York State. 

Eligible Applicants

Applications will be accepted from not-for-profit archives, libraries, historical societies, museums community organizations and similar institutions within New York State, and from consortia or cooperating groups of such agencies. Projects to be carried out by service providers such as historical service agencies, colleges and universities, professional associations, or other not-for-profit institutions or systems which provide services to historical records programs, are also eligible for consideration.

Funding

It is anticipated that $100,000 in grant funds will be made available. Grants will be available in amounts from $1,000 to $25,000. Applicants may seek support for personnel; travel; service contracts, including qualified consultants; supplies; materials, and equipment needed for the project.

Important Dates for Awarding Grants

Grants in this cycle are for 12-month projects, from July 1, 2008 through June 30, 2009. Applications must be postmarked by February 1, 2008. It is anticipated that announcements of projects awarded funding will be made by June 20, 2008.

Grant Project Priorities

Four priority documentation areas have been targeted for attention in the Documentary Heritage Program:

1. Education Policy

2. World Trade Center - Attack, Response, Recovery

3. Deindustrialization and Economic Revitalization in Twentieth-Century New York

4. New Population Groups in Twentieth and Twenty-first Century New York.

Two secondary priority areas have also been identified for attention:

1. Mental Health Activities in New York

2. Environmental Affairs

Projects focusing on these areas will be given very high priority and applications in these areas are strongly invited. Applications focusing on other underdocumented groups and subjects, however, may also be submitted.

Types of Projects Funded

1. Projects to identify, survey, and plan for the systematic collection of records. These projects typically entail preliminary surveys to locate appropriate records; detailed inventories (at the collection or series level) to gather information on their origin, content, physical characteristics, and other traits; meetings and conferences to discuss documentation and collection issues; negotiation and acquisition, and development of reports, recommendations and plans. Cost sharing of at least 20% is required for these projects.   A State Archives publication, Documentation Basics:  A Guide to Planning and Managing Documentation Projects - Pub. # 79 explains the methodology that should form the basis for documentation planning initiatives.

2. Projects to arrange, describe, and make available historical records. These projects typically entail arrangement and description of records already in historical records repositories and of high priority in terms of research potential. All descriptive work must be done in conformity with standard practices for archival description, including compatibility with the MARC (Machine-Readable Cataloging) Format. A State Archives publication, Guidelines for Arrangement and Description of Archives and Manuscripts, describes standard descriptive practices, Applicants are strongly urged to read the manual before applying. There is a cost-sharing requirement of at least 50% for arrangement and

description projects.

3. Historical records strategic planning projects. These projects typically entail the hiring of an experienced archivist to evaluate and plan for archival program development. A comprehensive strategic planning project can pinpoint problems, recommend solutions, set priorities and guide the development of archival activity. DHP strategic planning projects do not address preservation or conservation needs. NOTE:  Funding for these projects in limited.  Applicants seeking funding in this category must first contact a DHP Regional Archivist or Regional Service provider for a needs assessment before applying in this category.  The needs assessment report from the DHP must be included in the application. Cost sharing of at least 50% is required for these types of projects.

4. Regional documentation planning projects.  These projects typically entail hiring an consultant and creating an advisory committee to organize the mass of possible subtopics for documentation within a broad topic area, decide which are most important to document, and determine appropriate documentation approaches. Priority will be given for projects to develop topics within the broad areas developed by the State Historical Records Advisory Board, namely mental health, environmental affairs, Latino history and culture, deindustrialization and economic revitalization, and new population groups in twentieth-century New York.  A State Archives publication, A Manual for Documentation Planning in New York State, Pub.  # 74 explains the methodology that should form the basis for documentation planning initiatives

Not Eligible for Funding

Several types of historical projects are not eligible for funding under the DHP. Where there is doubt about eligibility, a call to the State Archives is advisable. Ineligible funding areas include:

* Projects that do not have primary focus on New York State

* Newspapers, which are not considered to be historical records under the DHP law

* Preservation, i.e., physical work to conserve, restore, or repair records, or  reproduction for preservation purposes such as microfilming

* Creating oral history tapes or video tapes, or transcription of these

* Item-level description and indexing

* Purchase of collections

Additional Information:

Grant application forms, guidelines and publications, may be obtained from the State Archives or from the State Archives Web site, www.archives.nysed.gov. Potential applicants are strongly urged to contact the State Archives to discuss potential projects before submitting an application.  The DHP also provides regionally based grant information sessions at various dates and locations throughout the fall. Frequently Asked Questions (FAQs) will be posted on the State Archives website. 

For further information, please contact:

Dianne Macpherson, Regional Coordinator/Archivist

DHP Hudson Valley Region

Lower Hudson Conference

2199 Saw Mill River Road

Elmsford, NY 10523

914-592-6726

lowerhudson@msn.com

or

C. Raymond LaFever/Documentary Heritage Program

New York State Archives

Room 9C73 Cultural Education Center

Albany, NY 12230

Telephone: 518-474-6926

Fax: 518-402-5372

Email:

The State Education Department does not discriminate on the basis of age, color, religion, creed, disability, martial status, veteran status, national origin, race, gender, genetic predisposition or carrier status, or sexual orientation in its educational programs, services and activities.  Portion of any publication designed for distribution can be made available in a variety of formats, including Braille, large print or audiotape, upon request.  Inquiries regarding this policy of nondiscrimination should be directed to the Department*s Office for

Diversity, Ethics, and Access, Room 530, Education Building, Albany, NY 12234.