Archival Needs Assessments

As caretakers of historical records, we have a shared responsibility to collection creators and donors as well as the general public who benefit from access to these materials. Having a comprehensive archival needs assessment is an essential step in ensuring the continued preservation of your archival collections. This process will evaluate the strengths and weaknesses of your archival collections and establish a plan for further development.

An archival needs assessment will:

• identify and address specific organizational needs for better collections care
• evaluate operations for best outcomes
• address storage concerns
• answer questions about collection management topics and concerns
• pinpoint challenges and recommend solutions
• set priorities to guide the development of your archival collections

A DHPSNY staff member with professional archival experience will interview key personnel at your organization and evaluate the existing historical records program, policies, and facility. The final report will describe the current status of the archival collections, address needs and goals, and provide recommendations for short- and long-term planning.

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 writing a processing plan, developing discrete policies, or learning finding aid basics.

Is My Organization Eligible?

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

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

is a nonprofit, non-governmental 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.