Processing/Cataloging Assistance Grant

Submitted by Pamela Vadakan on Fri, 05/17/2019 - 14:31

In order to "reveal" more of California's history, the State Library invites smaller libraries, archives, and history museums to apply for up to $10,000 for a project to process and catalog California-related library and archival materials from their unprocessed collection backlogs. Awarded projects can begin as early as June 1, 2019 and must be completed by August 31, 2019.

Materials processed and cataloged will be considered for the next round of nomination for digitization and inclusion in California Revealed’s online collection (Winter 2019/2020). Please refer to the California Revealed Guidelines for Participation:

To be considered for digitization, California Revealed prefers item-level records with minimal description for each object. Objects can be defined as simple or complex; for instance, a single document, an oral history consisting of several tapes, a book of many pages, or a folder of images.

Content must be of statewide and/or local historical significance that contributes to an understanding of the history of California and its people. Please see California Revealed’s selection criteria for additional details:

Please note indirect costs cannot be covered by this funding.

To be considered for a Processing/Cataloging Assistance Award, please fill out this Application:

Application deadline: Wednesday, June 1, 2019. 

  • Identify the deliverables (e.g., estimated number of materials to be processed and records to be created, with sample titles)
  • Propose a budget for the contract
  • Create a timeline to complete the work during Summer 2019 (between June 1 and August 31).

At the completion of the work, the partner submits an invoice for reimbursement of expenses (no later than September 15, 2019 because the contracts will be funded from this year’s Project funds).

Project features

  • The processing/cataloging proposal budget may include funds for staffing and supplies (e.g., file folders, archival boxes, and individual containers) needed to complete the work (but not for computers, other equipment, or storage furniture).
  • Institutions with successful proposals are awarded contracts. Project expenses incurred by the institution are reimbursed at the end of the contract after receipt of deliverables and documentation of expenses (e.g., receipts, payment stubs, invoices).
  • Project records will be considered for the next round of nomination for digitization and inclusion in California Revealed’s online collection (Winter 2019/2020).
  • California Revealed pays for digitization (using selected vendors nationwide), online hosting for public access, and digital preservation.
  • Each institution gets its own web page at the California Revealed website to display digitized materials from its collections.
  • Original materials are returned to the owning institutions following digitization.
  • Requests for high-resolution/publication-quality copies of materials in the California Revealed online collection are directed to the owning institutions to be filled in accordance with their own institutional duplication policies.

Project requirements
Catalog records created by the project must be in a spreadsheet, .csv or .xlsx, and must include minimum information or metadata about each object cataloged, including:

  • Title
  • Generation
  • Format
  • Number of parts
  • Dimensions or duration
  • Date created
  • Significance
  • Condition
  • Description
  • Creator
  • Rights

In order to maximize the discoverability of your description, we strongly encourage you to add the following:

  • Container/item annotations
  • Subject topics and entities
  • Spatial and Temporal Coverage
  • Genre (audiovisual recordings only)

For field definitions, please see Metadata Guidelines and Permissions Guidelines:

Awards are based on the following selection criteria:

  • significance of the proposed resources to local and state
  • clarity of the plan of work to complete the proposed project
  • cost of the proposed project relative to its deliverables

Questions? Contact Pamela Vadakan, Director, California Revealed

We hope you are able to take advantage of this opportunity to reveal more of California’s history!