You are here

Describe

Cataloging Assistance Awards

What collections are hidden in your backlog?
Need a basic inventory, or, even better, catalog records?

In order to "reveal" more of California's history, the State Library invites smaller libraries, archives, and history museums to apply for up to $5,000 for a summer cataloging project to process, catalog, and rehouse California-related library and archival materials from their collection backlogs. The goal of this opportunity is the creation of item-level records to help organizations assess and prioritize their collection(s), and plan future preservation actions, including digitization.

Collections processed and cataloged with this funding will be considered nominations for California Revealed's 2020/2021 round of digitization. Nominations are due Friday, August 31, 2020.

Content must be of statewide and/or local historical significance that contributes to an understanding of the history of California and its people. Cataloged materials should follow California Revealed’s selection criteria:

  • statewide and/or local historical significance that contributes to an understanding of the history of California and its people
  • availability of discovery metadata
  • intellectual property rights in the public domain, held by the owning library, or secured from the rights holder, when possible
  • evidence of collaboration among community heritage organizations
  • technical limitations of equipment to digitize original resources
  • cost of digitizing nominated resources relative to available project funding

Also consider:

  • risk of loss due to physical condition and format obsolescence
  • titles most requested by users

For more information about the nomination process and our digitization program, please see our participation guidelines.

To be considered for digitization, California Revealed requires item-level records with minimum description for each object, provided in a .xlsx spreadsheet, using California Revealed's form.

To be considered for a Processing/Cataloging Assistance Award, please complete the Application Form.

Application deadline: Tuesday, March 31, 2020.

Application includes:

  • Collection(s) description
  • Deliverables (e.g., estimated number of materials to be processed, specify number of folder-level and item-level records to be created, with sample titles)
  • Propose a budget for the contract
  • Create a timeline to complete the work during Summer 2020 (from May 1st to August 1st)

At the completion of the work, the partner submits a copy of the records created as well as an invoice for reimbursement of expenses (no later than August 31, 2020 because the contracts will be funded from this year’s LSTA funds).

Project features

  • Funding can cover the creation of finding aids as well as item-level records, but favors the creation of item-level description.
  • Proposal budget may include funds for staffing, and can cover benefits. Minimum pay for catalogers must be $25/hour with benefits, or $28/hour without benefits.
  • Proposal budget may include funds for supplies (e.g., file folders, archival boxes, and individual containers) needed to complete the work (but not for computers, other equipment, or storage furniture).
  • Funding cannot cover indirect costs.
  • 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 (item-level records submitted in California Revealed's form) and documentation of expenses (e.g., receipts, payment stubs, invoices).
  • Materials processed and cataloged with this funding will be considered nominations for California Revealed's 2020/2021 round of digitization. Nominations are due Friday, August 31, 2020.
  • If nominations are accepted into California Revealed's digitization program, 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 (californiarevealed.org) to display digitized materials from its collection(s).
  • 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

An item 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.

Records do not need to to be MARC or RDA compliant, but at minimum, each catalog record must include the following description per item:

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

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

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

Please follow our Metadata Guidelines. Records that do not conform to program standards will need to be corrected before they can be ingested into California Revealed's repository.

Please consult our Permissions Guidelines.

Cataloging assistance awards are based on the following selection criteria:

  • Significance of the proposed resources to local and state history
  • 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
916.653.5074/pvadakan@californiarevealed.org

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