Preservation Surveys

Preservation Surveys are an important step in establishing and maintaining a preservation program for your institution. This service addresses preventive care with a focus on the physical environment of archives and library research materials. We’ll recommend changes to the physical environment that can help prevent or slow damage to collections. A preservation survey is a valuable tool for collections-care fundraising, and it is often a prerequisite for grants and other funding opportunities.

Preservation surveys focus on the various internal and external risks surrounding collections. Depending on your organization’s needs, we can conduct a preservation survey of an entire collection, a specific collection, or a particular collection format. All surveys will identify potential issues and solutions and include a guide to short- and long-term preservation activities.

The preservation survey process evaluates your institution’s general preservation needs for collections including:

• environment
• housekeeping
• pest control
• fire protection
• security and disaster preparedness
• collection storage
• collection handling
• exhibition
• potential conservation treatment(s)

DHPSNY will interview relevant staff members to identify preservation needs. The main product of the survey is a report with priorities for action, recommendations for addressing immediate preservation needs, and short- and long-term preservation goals. We encourage organizations to note all questions and concerns about collections care topics to discuss with their reviewer. Our preservation professionals can often share creative and affordable recommendations and solutions to your preservation problems. Six months after the completion of the report, the DHPSNY reviewer will check in with you to provide additional support. DHPSNY will offer your organization a virtual half-day program specific to one of the report’s recommendations. These support programs are unique to each applicant and built around subjects such as creating an integrated pest management system, building housing enclosures, or establishing an environmental monitoring system.

Is My Organization Eligible?

Your organization is eligible to apply for this service if it:

• holds historical records and/or library research materials
• sperate programs to preserve historical records and make them publicly accessible
• is a nonprofit cultural institution in New York State

How Can We Apply?

DHPSNY accepts applications year-round. Our team of library, archives, and conservation professionals in New York State reviews applications three times a year. Click here to learn more about DHPSNY's application review process.

The next application review deadline is November 21, 2025. DHPSNY will notify applicants of their application status by January 2026. Accepted organizations should be prepared to begin the assessment process by Spring 2026.

Questions? Please contact the DHPSNY team for assistance, questions about eligibility, or additional information at (215) 545-0613 ext. 337 or info@dhpsny.org.

Ready to get started? Click here to apply. If you’ve never used the online application platform Submittable before, click here for an overview and step-by-step instructions.