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Grants to Washington Public and Tribal Libraries to Digitize Historical Records

Washington Rural Heritage (WRH) Grant

Washington Secretary of State - Washington State Library (WSL)

Agency: State

GrantWatch ID #153650

Grant Description

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Grants of up to $8,000 to Washington public, academic, and tribal libraries to preserve special collections of historic and cultural significance. The funds are intended to expand institutional capacity to sustain digital initiatives and support regional or statewide approaches to digital cultural heritage collections. Project output must be openly accessible to the public.

Collaboration and formal partnerships are encouraged, but not required.

All applications submitted must include two (2) components:
1) A detailed project proposal identifying specific activities undertaken to digitize, preserve, create, describe, or disseminate digital archival or special collections.
2) A plan for measuring both project outputs (i.e., what is produced by the project), and project outcomes (i.e., changes in knowledge, skills, and abilities of targeted audiences (which may include project/library staff)).

Grant funds may be used:
- To purchase equipment to digitize material (e.g., scanners) or create digital content (e.g., digital multimedia recording devices), or to purchase software to edit, optimize, or preserve digital files (e.g., Adobe Creative Suite software).
- To pay staff salaries and benefits, and contract services (including third-party vendors) for project activities. However, since grant funds cannot take the place of previously budgeted local funding, regularly scheduled staff hours are not eligible for reimbursement. Backfill, overtime, and temporary or contracted project employees are eligible for reimbursement. Detailed timesheets are required when claiming reimbursement.
- Pay for staff training related to the project.
- Pay for costs related to outreach and/or promotion of the project (e.g., printing or advertising).

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Additional Eligibility Criteria:

Public library systems, individual public library branches, academic libraries (two and four year colleges and universities), and tribal libraries (as defined in Section 213 of LSTA) are eligible to submit applications for this grant cycle.

Proposals using existing standards and best practices, and supporting a regional approach to the preservation and dissemination of digital collections will receive priority consideration for grant awards.

This grant opportunity may be used by existing or prospective institutions to develop Washington Rural Heritage collections. However, institutions are welcome to undertake projects existing outside the WRH program and are free to use their own local systems, repositories, or platforms to manage and share project outputs.

Grant funds may not be used:
- To purchase computers, servers, or any equipment which provides internet access.
- To purchase subscription digital repository/content management/digital preservation systems or services.
- To purchase archival & special collection materials.
- To purchase food and refreshments, advertising and promotion of libraries in general, or prizes and other incentives

Funds requested for the proposed project must not take the place of previously budgeted local funding.

Costs incurred prior to contract execution are not reimbursable.

The purchase of any equipment that costs over $5,000, made in whole or in part with grant funding, requires prior written approval from WSL. Purchases made in advance of receiving written approval are not reimbursable.

For library eligibility:

For Allowable Costs:

Pre-Application Information:

Thursday, March 1, 2018 - Date grant cycle opens
Friday, June 1, 2018 - Application deadline; applications postmarked after this date will not be accepted.
June 4 – June 30, 2018 - Application review by committee.
July 5 – July 13, 2018 - The Secretary of State and the State Librarian review and approve committee’s recommendations.
July 16 – July 20, 2018 - Anticipated timeline for grant award announcement; all applicants notified by letter, and contract development begins.
August 31, 2018 - Anticipated date that all contracts are fully executed (signed by both parties to the agreement) and that project implementation can begin.
Friday, August 23, 2019 - Date project activity must end.
Monday, September 30, 2019 - Final Narrative Report and final reimbursement claims are due.

WSL will hold the final twenty percent (20%) of the award amount until all contract conditions have been satisfied.

Additional Funding Information:

Estimated Total Program Funding:


Number of Grants:


Estimated Size of Grant:

This grant cycle has a limit of $8,000 per award.

Term of Contract:

Project period runs from August 31, 2018 to August 23, 2019. All projects and activities must be completed and funds expended by August 23, 2019.

Contact Information:

Submit application materials to:

By Mail
LSTA Grants Program
Washington State Library
PO Box 42460
Olympia, WA 98504-2460

By Hand or Delivered
LSTA Grants Program
Washington State Library
6880 Capitol Blvd SE
Tumwater, WA 98501-5513

Maura Walsh
LSTA Grants Manager

Evan Robb,
Digital Repository Librarian,
Project Manager

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