Behind the Lens: Foundational Planning Assistance

Welcome to Behind the Lens, where we offer an inside look at DHPSNY Planning & Assessment Services. Through this series, you’ll gain a deeper understanding of our assessment process and outcomes, with first-hand accounts from participating sites sharing their personal experiences. If you’re interested in learning more about previous Behind the Lens posts, see how we kicked things off with a spotlight on Preservation Surveys.

In this edition, we turn our focus to Foundational Planning Assistance. Designed to help organizations prioritize critical goals and set actionable next steps, this service aims to create a robust framework that supports successful collections care and management. Unique to this DHPSNY service, Foundational Planning Assistance is fully virtual, and applications are accepted on a rolling basis.

What is Foundational Planning Assistance? 

DHPSNY Foundational Planning Assistance is a service designed to guide collections caretakers through setting a framework for successful collections care. Working virtually, you and your facilitator will set achievable goals and establish priorities for the next six months to two years. At the completion of the process, you will receive a report outlining these priorities and providing recommendations and resources for accomplishing them.
 

How would my institution find Foundational Planning Assistance useful? 

As with all DHPSNY Planning & Assessment Services, Foundational Planning is a collaborative process, and recommendations are carefully crafted with your organization’s capacity in mind. The facilitator is there to guide discussion and provide suggestions, but the goals and priorities are driven by your vision for the future of your collections. Together, you’ll set achievable small steps to reach those goals.  

“DHPSNY helped us immensely while creating a sustainable plan to tackle our historical collections at The Utica Public Library. The Foundational Planning Assistance program took an overwhelming situation and made it less daunting with specific goals and achievable timelines. These small goals have allowed us to make consistent progress over the past year.” 
—Gabrielle Kinney, Utica Public Library 

How does the Foundational Planning Assistance process work? 

At the outset, you will be assigned a dedicated facilitator who will be your point person throughout the process. Starting with an informal call to discuss your goals and timelines, you’ll then be asked to complete a brief pre-survey on your own time to provide your facilitator some additional information. The core of the foundational planning process is the two virtual discussion sessions. During the first session your facilitator will walk you through a SWOT analysis to look at strengths, weaknesses, opportunities, and threats for your organization. This is also your opportunity to talk through your vision and overarching goals for the collections. 

“[Our facilitator] helped us to brainstorm as to where we should be going and what we should be focusing on first for the future of our organization including several things we hadn’t even thought about.” 
—Char Sendlakowski, Allegany Area Historical Association 

Bringing to the second session a list of potential action items, your facilitator will guide a discussion about the feasibility of the goals. After working together to finalize goals and set priorities, your facilitator prepares the report. View the Foundational Planning Assistance timeline.
 

What topics does Foundational Planning Assistance cover? 

The Foundational Planning process looks specifically at: 

• Collections management – What policies do you currently have in place or need to establish? How do you arrange and describe your collections? 
• Preservation – How are collections housed and stored? What concerns do you have about preserving the materials in your collections? 
• Access and Outreach – How do you currently or how do you plan to make collections publicly accessible? What methods do you use to share information about the collections? 
• Resource Development – What roadblocks are you encountering in reaching your collections care goals? Are there opportunities in New York State that may be of interest? 
   

What is included in the final report? 

The final report provides a structured framework for those goals you talked through in the two discussion sessions. Each goal is outlined in greater detail,including current status or progress and steps needed to accomplish that goal. Your facilitator will also provide recommendations for available resources and learning opportunities to help you be successful. The initial SWOT brainstorming slides, as well as the spreadsheet of initial goals, is also shared with the final report so that you have all of the documentation from the process available to you. 
 

What kind of a time commitment is it to participate in Foundational Planning Assistance? 

Foundational Planning is intended to be an accessible process. Besides completing the pre-survey and participating in two 1-1.5 hour virtual sessions, there is not a lot of active preparation needed besides coming with a willingness to discuss and provide your ideas. If you are ready to dive right in and can make the time to meet, from acceptance to receiving your report can usually happen within a six-month timeframe.
 

Is my institution eligible? 

All non-profit collecting organizations within New York State who hold historical records and/or library research materials are eligible for Foundational Planning Assistance. Organizations must also make, or be planning to make, their collections publicly available.
 

What else should I know about Foundational Planning? 

Foundational Planning is truly intended to be an accessible process that any group or organization can take part in, no matter where you are at in your collections stewardship journey. The intent is for you to leave the process feeling empowered to tackle some initial next steps and to help you navigate where to go for help or learning in the future as new challenges arise. And because so much of this process is driven by your organizational goals, the discussions are a great activity to get everyone talking in your group talking and committing to shared goals.  

Applications for Foundational Planning Assistance are accepted year-round and reviewed on a rolling basis. Applicants are notified of their acceptance status within one month of submitting their application. 

Visit our Foundational Planning Assistance page to learn more and apply. 

If you're unsure which service to apply for or whether your institution is ready, we encourage you to reach out to us! DHPSNY staff is available to answer your questions at info@dhpsny.org or 215-545-0613 ext. 337. 

Cover image: Allegany Area Historical Association