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.
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.
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.
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.
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 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.
The Minnesota Historical and Cultural Grants Program has been made possible by the Arts and Cultural Heritage Fund through the vote of Minnesotans on November 4, 2008. Administered by the Minnesota Historical Society.