Documentary Heritage Program

The Documentary Heritage Program is administered by the New York State Archives, a unit of the New York State Education Department, and was established under the New York Documentary Heritage Act of 1988. The program is designed to support the preservation and accessibility of New York State’s historical records, with a particular emphasis on expanding representation of communities, groups, and subjects that have been historically under documented. By providing financial assistance and guidance to eligible organizations, the program aims to strengthen the documentation of the state’s cultural and historical record in a more inclusive and equitable manner. The primary purpose of the grant is to fund projects that identify, survey, collect, arrange, describe, digitize, and make available historical records. These projects must relate to New York State history and prioritize topics that reflect underrepresented populations or narratives. The program supports two main project types: Access Grants and Implementation Grants. Access Grants fund activities such as arrangement and description, digitization, documentation planning, and community archiving, while Implementation Grants support the execution of recommendations from prior archival needs assessments. Funding for the 2026-2027 cycle totals ninety two thousand dollars, with individual awards up to five thousand dollars for implementation projects and up to twenty five thousand dollars for access projects. All funded projects must include at least a ten percent cost share, meaning applicants must contribute matching funds or in kind resources. Funds may be used for personnel, contracted services, supplies, and related project costs, but may not be used for preservation activities, routine operations, or unrelated expenses. All outputs, including digitized materials and finding aids, must be made publicly accessible and meet established archival standards. Eligibility is limited to not for profit organizations operating in New York State, including archives, libraries, historical societies, museums, and similar institutions. Colleges and universities, professional associations, and historical service agencies may also apply if they provide public access to historical records. Applicants must have federal tax exempt status under section 501(c)(3), unless they are eligible SUNY or CUNY institutions. Partnerships and consortia are permitted but must meet specific requirements, including designation of a fiscal agent. Government agencies are generally not eligible, except for certain SUNY and CUNY entities. Applications must be submitted electronically, with additional required forms mailed with original signatures. A Notice of Intent to apply is recommended but not required. Applicants must also complete a statewide prequalification process through the Statewide Financial System prior to submission. The application requires a detailed project narrative, budget, staffing plan, and supporting documentation, and must demonstrate alignment with program priorities and archival best practices. The application deadline for the 2026-2027 cycle is June 2, 2026 at five pm Eastern Time. Projects are expected to begin on October 1, 2026 and conclude by September 30, 2027. A mid term report is due April 1, 2027, and final reports are due October 31, 2027. Awards are expected to be announced in Summer 2026 following a competitive review process based on project quality, feasibility, and alignment with funding priorities. For assistance, applicants may contact program staff via phone or email provided in the guidelines. The program operates on a recurring annual cycle and continues to play a critical role in preserving New York State’s documentary heritage. By prioritizing accessibility and inclusivity, the grant supports long term public engagement with historical records and ensures that diverse stories and communities are represented in the state’s archival record.

Focus on under documented communities align project with archival standards and clearly demonstrate outcomes and evaluation methods