Documentary Heritage and Preservation Services for New York (DHPSNY) offers a variety of services that can help your organization better care for its collections. Participating in these services can often make your requests for collections-care funding stronger. If your organization holds archives or historic records, our services can help you meet your long-term preservation goals. Our Planning & Assessment Services are free to eligible New York organizations.
Each participating organization will be matched with a member of the DHPSNY team. Together, you’ll set achievable goals and establish collection priorities. You’ll receive a detailed report or planning document that is specific to your organization’s needs. These documents will become valuable tools to guide your organization’s collections care toward better preservation practices and greater accessibility. Stronger practices and wider access can help convince funders to give your organization money to realize your collection goals.
What Services Does DHPSNY Offer?
DHPSNY's Planning & Assessment Services consist of:
- Foundational Planning Assistance – Like the foundation of a home, an organization with a well-organized structure and goals will stand strong long into the future. If your organization needs help creating collection policies, or if you are unsure of where to begin, foundational planning is the place to start. This service is an approachable process designed to build capacity and strengthen collections care. Through a series of short, virtual meetings, this planning process focuses on setting achievable goals for the next two years and preparing for a more comprehensive assessment in the future.
- Strategic Planning Assistance – This service aims to help organizations think proactively about their future goals and hopes for collections. Working with a trained facilitator, the organization will shape a three-year strategic plan to serve as a roadmap for future decision-making and action. Strategic planning is helpful for organizations that are undergoing a shift in goals or priorities.
- Archival Needs Assessments – This process is best for those organizations that are looking for ways to make more of the collection accessible to the public. We’ll examine your archival program thoroughly, focusing on collections management practices and preservation. You’ll get a document outlining steps to take to improve your archival policies and practices to meet your access goals.
- Preservation Surveys – If your organization is most concerned with safeguarding your collection’s environment to avoid harm, consider applying for this service. This survey evaluates your institution’s preservation needs and collection environment as a whole. You’ll leave with a plan focused on preventive care and risk management. We’ll review current policies, practices, and conditions, and help you understand how to get started.
- Condition Surveys – If you already have a preservation plan in place and are looking for guidance on specific collections, a condition survey is a valuable tool. This service pairs organizations with a conservator to evaluate the conservation and preservation needs of a specific set of collection materials. You’ll get a report with detailed findings and recommendations for care. The resulting report provides vital information for organizations looking to fund the costs of conservation treatment.
Is My Organization Eligible?
Your organization is eligible to apply for these programs if it:
- holds historical records and/or library research materials
- operates programs to preserve historical records and make them publicly accessible
- is a nonprofit cultural institution in New York State
Note: Some services have additional eligibility requirements. You’ll find any extra eligibility requirements within each service page linked above.
How Can We Apply?
If you meet the eligibility requirements, the next step is to review the application process for the service that will most benefit your organization. Our application process is competitive, but we are available to help answer your questions along the way. DHPSNY shares application materials with an independent advisory committee. Seasoned library, archives, and conservation professionals make up our committee and will make recommendations to DHPSNY about which applications are strongest. If your organization isn’t successful at first, we will help you improve your application for resubmission. Learn more about DHPSNY's application review process.
DHPSNY accepts application materials for Planning & Assessment services year-round. We review requests for foundational planning each month. We review applications for all other services three times a year. The next application deadline is November 21, 2025.
Questions? DHPSNY staff is available to answer any questions you may have about which service may be the best fit for your organization. Please contact Amanda Murray, DHPSNY Program Manager, for assistance, questions about eligibility, or additional information at (215) 545-0613 ext. 337 or amurray@dhpsny.org.