ILLINOIS STATE LIBRARY
Illinois History—Digital Imaging Grant Program
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 accessible via the web from their home, work or library computers or electronic devices.
- Illinois citizens, including those who are unable to read standard print, have enhanced access to use digital collections through audio files on the Illinois Digital Archives.
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
- Awards will range from $5,000 to $100,000.
- Projects will be funded using Library Services and Technology Act (LSTA) funds, CFDA 45.310, provided to the Illinois State Library by the Institute of Museum and Library Services; and/or state grant funds provided to the Office of the Secretary of State/Illinois State Library.
Application Forms and Instructions
- Digital Imaging Grant Program Application
- Digital Imaging Grant Program Application Supplement *Attach as a separate document and submit with the application.
- Instructions for Answering Specific Application Questions
- Instructions for Completing Fillable PDF Grant Forms
- Applications must be submitted via email to ISL_grants@ilsos.net on or before Wednesday, October 1, 2014.
- Only one application per library agency will be considered for funding; however, library agencies may opt to partner with other eligible library agencies to group smaller collections with a shared focus under one project. If multiple library agencies are included in a single application, a single library agency must take the lead as the applicant and fiscal agent. Library agencies seeking to find partner library agencies can contact the Illinois Heartland Library System (IHLS) or the Reaching Across Illinois Library System (RAILS).
- 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.
- The library agency must agree to honor the current ILLINET Interlibrary Loan Code and all current resource sharing agreements.
- Local funds for the library may not be decreased as a result of being awarded grant funds.
- Eligible libraries must have certified through the Illinois State Library as a full member of an Illinois library system.
- Application deadline is Wednesday, October 1, 2014.
- Awards will be announced in November/December 2014.
- Required training on December 9, 2014
- All projects will start on January 1, 2015 and end on June 30, 2016.
- Required training in January 2015. Date to be announced.
- Grant funded activities may not start prior to January 1, 2015.
- 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, 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.
- Information about CARLI's (Consortium of Academic and Research Libraries in Illinois) Yearbook Digitization Project is available online. Supported by funds allocated by the CARLI Board of Directors, this project allows for CARLI Governing members to choose to have either yearbooks OR student newspapers digitized.
- 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:
- Contracting for services with a vendor or other institution to outsource the scanning, indexing or the creation of metadata, transcripts or audio descriptions.
- Outsourcing the work is preferred, especially if the library has a discrete collection to be digitized.
- Hiring personnel to scan, index or create metadata, transcripts or audio descriptions.
- Purchases of equipment/supplies/software are allowable if the applicant demonstrates the administrative capacity and expertise to digitize in-house; and if the applicant can demonstrate 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.
- All devices that connect to the Internet are subject to the Children's Internet Protection Act (CIPA) under the provisions of the LSTA.
The Illinois State Library will not approve the following uses of grant funds:
- Construction, wiring, and capital improvements to the building.
- Conferences including travel to attend and registration costs.
- Cash donations or contributions using LSTA grant funds.
- Promotional items, memorabilia, gifts and/or souvenirs such as magnets, t-shirts, water bottles or coffee mugs.
- Meetings unrelated to project activities.
- Out-of-state travel.
- Subscriptions, warranties, maintenance contracts or licensing fees that fall outside the timeframe of the grant project.
Requirement(s) for Training
- All funded projects must send at least one representative to a one-day, in-person workshop at the Illinois State Library, Room 403/404, Springfield, December 9, 2014.
- Projects that are producing digital images/metadata in-house must send at least one representative to an additional two-day, in-person training session at the Illinois State Library, Springfield, January 2015, date to be announced.
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.
In addition to evaluation of the application content, meeting the criteria for library agencies eligible to apply, and the recommendations of the Review Committee, 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.
- 20 U.S.C. Chapter 72, Subchapter II
- 15 ILCS 320/7 (g)
- 23 Ill Adm. Code 3030.10
- 23 Ill. Adm. Code 3035. Subpart G
- Best Practices/Digital Imaging Guidelines Illinois Digital Archives
- Collection Development Policy Illinois Digital Archives
- Library Services & Technology Act (LSTA) Funded Grants Administrative Manual
- Long Range Plan for Use of Library Services and Technology Act Funds in Illinois
- Illinois History–Digital Imaging Grant Workshop Recorded September 3, 2014