The purpose of this Structured Option is to assist organizations with collection development to meet the needs of patrons by acquiring for local use microfilm or microfiche copies of historically valuable records such as newspapers or manuscripts.
Need and Rationale
Many one-of-a-kind, historically valuable records pertaining to Minnesota localities – the federal and state census, post office records, local newspapers, church records and manuscript collections, for example – are held by repositories in Saint Paul, Minn.; Washington, D.C.; Elk Grove, Ill.; and Salt Lake City, Utah. Travel to these repositories is not always possible. Fortunately, many of the records have been microfilmed to make them more broadly accessible. Having such resources available locally will make your collections more useful to patrons, volunteers and staff.
Work Plan and Timetable
A typical work plan begins with determining what records, newspapers, manuscripts, etc., are desired by your patrons and the public. Then use online catalogs to select the rolls of microfilm or sheets of microfiche you need, tallying the purchase price per roll/sheet and the shipping costs for your order.
Once you have received the microfilm/fiche, you will need to accession and catalog the materials in order to make them accessible to your patrons and the public. Cataloging entails labeling the microfilm/fiche and adding a call number, locator number or accession number. This work is part of the grant project; being able to retrieve microfilm/fiche is key to making it accessible.
Completing the Application
Getting started: Before completing the application form, plan your project as described above.
Putting it all together: Once you have determined how the desired materials will improve primary holdings in your reference collection, complete the application form for a structured grant. For the page one narrative, write a brief description of your organization and a short project summary. If the microfilm/fiche addresses a gap in your collections, note that here. Explain how the project will assist your organization in better serving your patrons and the public. On page two of the application, provide a detailed budget showing the items to be purchased and the costs per item.
Project Vendors: Following is a list of vendors available for this Structured Grant option. If you need to purchase microfilm/fiche from a vendor other than those listed below, contact Grants Office staff.
Minnesota Historical Society
345 Kellogg Blvd. W.
Saint Paul MN 55102
Catalog (once you get to the catalog record for a newspaper you want, click on what is in the "Location/Available" field; once there scroll down to where you see dates listed — each line that has "Filed as: ... " in the Call Number column is a roll of microfilm, "Current issues" have not been microfilmed)
Price List (scroll down to "Microfilm Duplication;" also Member Discount under "Payment")
Once you receive a grant, contact Copy Services for an order form, or call 651-259-3301
National Archives and Records Administration (NARA)
8601 Adelphi Road
College Park MD 20740-6001
Search NARA's microfilm catalog and order microfilm online
Or, print the Microfilm Purchase form (NATF Form 36) to mail or fax your order
Archives of the Evangelical Lutheran Church in American (ELCA Archives)
321 Bonnie Lane
Elk Grove Village IL 60007
Family Search/Genealogical Society of Utah (GSU)
Contact Susan Wilhelm for the appropriate order form
(please do not call unless you are having a problem: 1-801-240-6124)
Putting it all together: Once you have selected a vendor, complete the special structured grant application form for a mircrofilm grant. For the page one narrative, write a brief description of your organization and a short project summary. On the second page, list the microfilm/fiche you are purchasing, cost per roll, shipping and handling, tax if applicable, any discount that may apply, and total your order. Then fill in the vendor's name and address.
After the Project is Complete
After you have received, accessioned and made accessible the microfilm/fiche resources, you will be ready to complete your final report to close out the grant. When you describe what the project accomplished and how the public will benefit, be sure to discuss changes in reference use by researchers, volunteers and staff. Explain how you will track the use of your collections in the future.
Completing your final report is an important part of the project. It provides the Grants Office a means with which to evaluate and report on the success of projects funded through the grants program. The Grants Office will notify you by letter when your project has been closed out.