Illinois History Digital Imaging Grant Program Illinois State Library
The Illinois History-Digital Imaging grant program provides funding for eligible libraries to carry out projects involving the selection, digital capture, storage, and provision of web access to their important historical and cultural collections. Digital Imaging grants support the creation of digital collections while at the same time expanding access to those collections via the Illinois Digital Archives.
The priority of the program is digitization of original source materials relevant to Illinois' history and culture.
Grant projects will involve the production of both digital images and associated metadata in accordance with prescribed standards, and, depending on the format, could also involve the production of audio descriptions and/or transcriptions to enhance accessibility and comply with state and federal law.
The Secretary of State/Illinois State Library funds Illinois History-Digital Imaging grants resulting in the following outcomes:
- Illinois citizens have increased access to significant collections about Illinois' historical and cultural importance.
- Illinois citizens benefit from unique historical and cultural digitized materials readily available and accessible online.
The grant program includes the following objectives:
- To create broader access to Illinois historical collections.
- To promote standards and best practices in image and metadata creation, and web delivery.
- To help institutions overcome the "Digital Divide" caused by lack of technical experience and personnel.
Range of Awards and Funding Source
- Requests from $5,000 to $100,000 will be considered.
- Projects may be funded using Library Services and Technology Act (LSTA) funds, CFDA 45.310, provided to the State Library by the Institute of Museum and Library Services; or state grant funds provided to the Office of the Illinois Secretary of State/State Library.
- The Illinois History-Digital Imaging grant application is being offered in advance of the provision of the state budget. The State Library makes these grant applications available so that award notification may be released when legislative and gubernatorial approval of the appropriation is made. Obligations to fund this grant program will cease immediately without penalty or further payment being required if the Illinois General Assembly or the federal funding source fails to appropriate or otherwise make available sufficient funds.
- Application and Supplement must be submitted via email to ISL_grants@ilsos.net with a time/date stamp on or before Monday, April 16, 2018.
- The application must be submitted through the library agency's administrative headquarters with only one application per agency.
- Eligible library agencies may opt to partner with other eligible library agencies or cultural institutions to group smaller collections with a shared focus under one project.
- Generic letters of support from legislators or letters expressing general endorsement of the proposal are neither necessary nor encouraged.
- Do not attach resumes of staff.
- Local funds for the library may not be decreased as a result of being awarded grant funds.
- Application Due April 16, 2018.
- Digital Imaging Grant Program Supplement Due April 16, 2018.
- Instructions for Completing Fillable Grant Forms
- Library Data Entry Guidelines
Library agencies must have completed the 2018 Annual Certification and be recognized by the State Library as a full member of an Illinois library system.
- April 16, 2018. Application deadline.
- Awarded contracts are expected to start approximately June 15, 2018/July 1, 2018 and end on June 30, 2020.
- Activities and obligating grant funds may begin July 1, 2018. Although, use of local funds may be necessary to finance activities until the award check is received.
- Activities must conclude and grant funds must be obligated June 30, 2020.
- A virtual grant management workshop will be scheduled after July 1, 2018 for all project directors.
- Metadata and scanning training will be scheduled after July 1, 2018 for libraries doing the digitization and/or metadata creation in-house.
- Content created under this grant offering must be available through the Illinois Digital Archives.
- Materials to be digitized:
- Materials proposed for digitization must be appropriate per the Illinois Digital Archives' Collection Development Policy.
- Applicants must adhere to the Illinois Digital Archives' Best Practices/Digital Imaging Guidelines.
- The first priority for funding will be original source materials, examples of which include:
- Material that is not published or duplicated in other representations, including but not limited to diaries, letters, manuscripts, photographs, photographic negatives, prints or movie film, electronic media, musical scores, drawings, maps, glass slides, and not reproductions of original documents unless the originals no longer exist.
- Genealogical source materials of various types (excluding lineage charts) may be eligible for grant funding if they have historical value for researchers other than those from the immediate family.
- Newspapers and high school/college yearbooks are not eligible formats under this grant offering.
- If funding is available, materials that are not original source will be considered for inclusion.
- The intent of this offering is to digitize, not create, original source materials. For example, the creation of recorded oral histories would not be appropriate under this offering.
- Content created must be available freely to all via the web, without restriction or fee. A rights statement can be included, for example: The images in the XYZ collections may be viewed, downloaded and printed for personal or educational use, but commercial use is prohibited without permission. Questions may be directed to the library at firstname.lastname@example.org or (phone).
The following expenditures for grant funding under this offering will be allowable:
- Outsourcing is preferred.
- Contract for services with a vendor or other institution to outsource the scanning, indexing or the creation of metadata, transcripts or audio descriptions.
- If your proposal includes in-house digitization and/or metadata creation, budget travel and lodging for 1-2 people to attend two days of metadata and scanning training in Springfield. This is required.
- Hiring personnel to scan, index or create metadata, transcripts or audio descriptions.
- Purchase of equipment, supplies and software are allowable if the applicant demonstrates the administrative capacity and expertise to digitize in-house; and if the applicant demonstrates the capacity to continue the use of these items beyond the end of the grant, including identifying staff dedicated to the task of regularly adding content to the Illinois Digital Archives.
The Illinois State Library will not approve the following uses of grant funds:
- Construction, wiring, and capital improvements to the building.
- Meetings unrelated to project activities.
- Out-of-state travel.
- Cash donations or contributions
- Promotional items, memorabilia, gifts and/or souvenirs such as magnets, t-shirts, water bottles or coffee mugs.
- Subscriptions, warranties, maintenance contracts or licensing fees that fall outside the timeframe of the grant project.
Requirements for Training
- Projects that are producing digital images and/or creating metadata in-house are required to send at least one representative to a two-day, in-person training session at the State Library, Springfield. Date to be announced. For projects outsourcing digitization and metadata creation, this training is optional, but recommended.
- Grant management training will be available virtually after July 1, 2018.
The Illinois History–Digital Imaging grant program is competitive. Only complete applications from eligible library agencies will be considered for funding. Each application must stand on its own merit and is evaluated based on the information provided in the application and supplement PDF (Portable Document Format) forms.
Grants are awarded by the Secretary of State based on recommendations received from an LSTA Grant Review Committee following its review process. A grant review rubric will be used by the committee to evaluate all applications. A copy of the rubric may be requested via email to email@example.com.
In addition to evaluation of the application content, meeting the criteria for library agencies eligible to apply, and the recommendations of the Review Committee, additional factors taken into consideration include:
- Availability of grant funds.
- The applicant's past grant performance.
- Geographic distribution of the proposed grant awards.
Only the awarded grant applications shall be considered public information. Working papers, individual reviewer’s comments, notes, and scores are not public information. A summary of the review comments will be shared with the applicant.
Reporting Requirements for Awarded Projects
Grant recipients are expected to submit quarterly narrative, financial and final reports. A quarterly financial and narrative reports schedule is available via the following link to the Digital Imaging Grant Reporting Forms.
- Best Practices/Digital Imaging Guidelines Illinois Digital Archives
- Collection Development Policy Illinois Digital Archives
- Hosting Images with the Illinois Digital Archives FAQ