Condition Surveys

A Condition Survey is a valuable tool for institutions that have previously undergone a preservation survey (through DHPSNY or another program) and are now interested in evaluating the conditions of collection materials on a more granular level. Since a condition survey is designed to evaluate the materials in a discrete collection, this service will be offered only after an overall Preservation Survey has been conducted, and the major environmental and policy recommendations have been addressed by the institution. 

During the Condition Survey process, a conservator will gather data on a collection the institution has identified for the survey. This includes the condition of materials, the suitability of current housing and storage, and the conservation treatment needs of the collection.

The product of this survey is a written report that documents the condition of individual items in a discrete collection, determines and prioritizes future conservation treatment, and assists in incorporating the conservation needs of the collection into the overall goals and planning of the institution.  The report will contain an estimate of the number of items in the collection in vulnerable condition, as well as offering guidance on the conservation and preservation measures advisable for each category of vulnerability. Using this information, your institution will be able to develop an action plan for conservation customized to the needs of the materials surveyed.


Criteria for Participation

Eligible Institutions that are nonprofit, cultural institutions or local governments in New York State that:

  • Hold historical records and/or library research materials, and
  • Operate programs to preserve such records and make them publicly accessible

If you have questions about your eligibility, please contact DHPSNY.

DHPSNY's application forms are powered by Submittable. The online platform allows you to save your work and return if you are unable to complete in one sitting, as well as upload a variety of supporting materials directly within the form. 

Applications are accepted year-round and reviewed three times a year by an advisory committee of library, archives, and conservation professionals. Click here to learn more about DHPSNY's application review process.

The next 2024 Application Review Deadline is Friday, July 12. Applicants will be notified of their application status by early September 2024 and should be prepared to start the assessment process by Fall 2024. 

Click here to apply.

DHPSNY staff is available to assist you in completing the application form. Please contact the DHPSNY team for assistance, questions about eligibility, or additional information at (215) 545-0613 ext. 337 or

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