Utah Department of Administrative Services

Division of Archives & Records Service

Digitization Projects Policy for Grants

Policy defining the use of USHRAB grant funds for the digitization of information resources.

(Revised February 2011)

The Utah State Historical Records Advisory Board provides digitization subgrants to Utah’s cultural heritage institutions, such as archives, governmental entities, libraries, historical societies, and museum archives.  This use policy exists to extend the benefits of limited funding available for digitization to the largest audience in a way that efficiently builds broadly useful, enduring, and technically sound digital information resources for the future.  Cultural heritage institutions applying for a USHRAB grant for digitization must adhere to the standards for digital imaging and metadata outlined by the Mountain West Digital Library* and must consult with either the Utah State Archives or another regional digitization center.**

As grant applicants consult with a regional digitization center, they shall obtain a judgment as to whether the project is appropriate for the Mountain West Digital Library. *** Grant applications for digitization projects must include information summarizing the consultation with the Utah State Archives or other regional digitization center and include the relevant details on accomplishing the project.  In order to be eligible for grant funding, proposed projects must be confined to digitization of existing collections that are processed and publicly available.  Digitization projects must be appraised to make sure the materials to be digitized have significant local or regional interest.  Original materials must be retained.  Digitization for preservation purposes is not eligible for grant funding.   

Recommendations and funding decisions regarding specific grant requests will be made independently by the Utah State Historical Records Advisory Board.  Judgments rendered by regional digitization center staff will be taken into account in the process.  Positive judgments, however, by regional digitization centers regarding content and selection criteria cannot guarantee the funding of any given grant request.  Each application will be judged on its merits in competition with the other requests considered in the USHRAB grant round. 

*For standards on digitization, see Digital Imaging Best Practices recommended by the Mountain West Digital Library. 

**Regional digitization centers are associated with the following Utah Academic Library Consortium (UALC) members:  Merrill-Cazier Library, Utah State University, Logan; Marriott Library, University of Utah, Utah State Archives, Salt Lake City; Lee Library, Brigham Young University, Provo; and Sherratt Library, Southern Utah University, Cedar City.  Contact information for each regional center is available at the Mountain West Digital Library.

***For the “Content Development Policy and Guidelines” which contain the content and selection criteria see the Mountain West Digital Library website at http://mwdl.org/index.php/policy/contentPolicy.