CLRC’s Access & Digitization Program assists member libraries, institutions, and organizations in making their collections and materials, newspapers, and finding aids accessible and freely available to the public.  This program supports projects involving digitization, metadata creation, finding aid creation, and enhancing existing metadata and finding aids.  It is offered once a year and is awarded through a competitive application process.

The program is split into two rounds: Digitization Lab Requests (in-house) and Digitization Grants (external).

The first round of the Access & Digitization Program will be opening soon!

Eligibility

An institution or organization must be a CLRC member, be at the Affiliate or Full level, and be in good standing by having finished a previous Access & Digitization Grant project.

Libraries that are under a public or school system are members by extension.  Libraries under either system do not need their system to apply on their behalf.

Any member can submit more than one application.  Those serving on CLRC’s Library Resources & Services (LRS) Committee can apply for these grants.  Those who have applied for a Catalyst Grant can also apply for these grants.

If you are interested in becoming a member, please see our Join CLRC/Membership page for our levels.  If you are uncertain if you are a member, please see our Member Directory.

Important Information

The maximum amount that can be asked for is $10,000.

If you are unable to finish your project within the amount of time for the grant, please let us know and you can apply next year to continue the grant.

 

We do not support, cover, or fund these expenses:

  • Rent, heat, or electricity
  • Direct payments to libraries for interlibrary loan – there are other programs for interlibrary loan
  • Hours an employee would already be working, we do not subsidize existing salaries
  • Operations of the library or replace current staff salaries
  • Projects that don’t meet copyright requirements
  • Retrospective conversion of library materials or continuation of library programs currently in place

 

We do not purchase:

  • New materials — you need to already possess the materials
  • An Integrated Library System for individual libraries — we don’t fund the creation of a repository

Digitization Lab Requests (in-house)

Application Guidelines

The first round of the program is the Digitization Lab Requests (in-house), where members can apply to have their project entirely done by CLRC’s in-house digitization lab.

The application opens in June, and applicants can use the Digitization Lab Requests Worksheet to prepare their answers for questions.  Applicants have until September 23 to ask for a consultation and or feedback on their answers before they submit their application.  The deadline for requesting a digitization lab quote is also September 23.  Depending on the project, copyright permission may be required.  If you need help with determining the copyright of the materials, please reach out.  Then make sure copyright permissions are emailed to Ashley Beavers (abeavers@clrc.org).

A Digitization Lab quote comes from our in-house Digitization Lab (DigLab).  We assist members with their projects using our in-house digitization equipment and handle all aspects of the project, from digitizing and creating metadata to uploading to NY Heritage or NYS Historic Newspapers, and provide members with access to their digitized files.  Check out our Digitization Lab page to see what materials and formats we can handle in-house.

The application is due by October 2, and once all applications have been received CLRC’s Library Resources & Services (LRS) Committee will review and decide on which projects the digitization lab will do.  Then, when decisions have been made, an announcement will be sent out to applicants to notify them if their project has been accepted or if it wasn’t.

Once projects are completed, applicants will fill out a Final Report due by June 30.

If a project wasn’t accepted, it could be due to the application not providing enough information or there were too many projects accepted for the digitization lab.  For those not accepted, they can apply during the second round, the Digitization Grants (external).

Digitization Grants (external)

Application Guidelines

The second round is the Digitization Grants (external), where members obtain a vendor quote and/or hire someone to digitize and create metadata.

The application for Digitization Grants (external) opens in mid-October, and applicants can use the Digitization Grants Worksheet to prepare their answers for questions.  Applicants have until December 18 to ask for a consultation and or feedback on their answers before they submit their application.  Depending on the project, copyright permission may be required.  If you need help with determining the copyright of the materials, please reach out.  Then make sure copyright permissions are emailed to Ashley Beavers (abeavers@clrc.org).  If it’s a newspaper project and there are years still under copyright and you’re in contact with the copyright owner, use this Copyright Permission Form and email it to Ashley Beavers.  When you have a vendor quote, please email it to Ashley Beavers.

The application is due January 31.  Then CLRC’s Library Resources & Services (LRS) Committee and External Reviewers will review and decide on recommendations that will be presented to the Board, who will then approve the recommendations.  An announcement will be sent to applicants notifying them if their project received funding, and if full or partial funding.

Projects awarded through the Digitization Grant (external) round will need to fill out an Interim Report, due January 31 of the next year.  The Interim Report is to let CLRC staff know where you are in the project and if you need any help.  Once the project is completed, a Final Report will be required for all applicants, due June 30.  Recipients may be asked to present on their project at CLRC’s Annual Conference, held each October.  Any awarded funds must be spent by June 30th; if there is money left, you do not need to return it.

In cases where a vendor is digitizing the project and the applicant does not have the time or means to create the metadata, CLRC will suggest hiring a student from SU’s MLIS program, an intern, a worker, or CLRC will do it depending on the project and applicant.  If it is known that no one can do the metadata, please state in your application that you want CLRC staff to do it.

For these projects, CLRC may cover the shipping costs, while packaging materials will be funded on a limited basis.

Potential Projects

  • Materials and collections most requested by patrons
  • Microfilm and bound newspapers that are difficult to access in their physical forms
    • If not listed on New York State Historic Newspapers
  • Finding aids from cataloged or processed collections

2025-2026 Grant Timeline

  • June 30, 2026: Final Reports Due

2026-2027 Grant Timeline

  • April 2026: Grant Recipients Announced
  • January 2027: Interim Reports Due
  • June 2027: Final Reports Due

Resources and Forms

2027-2028 Grant Timeline

Digitization Lab Requests (in-house)

  • Application Open: June
    • Request a Digitization Lab Quote, optional Consultation, and Application Feedback: September 23
  • Application Due: October 2
  • LRS Committee Review: mid-October
  • Announcement: before October 31
  • Final Report Due: June 30

 

Digitization Grants (external)

  • Application Open: mid-October
    • Optional Consultation and Application Feedback: early-mid December
  • Application Due: January 31
  • LRS Committee and External Reviewers Review: February
  • Board Meeting: March
  • Announcement: March [after Board approval]
  • Interim Report: January 31
  • Final Report: June 30

Current and Previous Grant Recipients

2026 Awards

Erwin Library and Institute: 115 Digitization Lab hours to digitize 112 Adirondack Central School District yearbooks from 1893 to 1956 and 1956 and 1998 to 2025, create metadata, and make them available on NY Heritage.

Everson Museum of Art: $4,000 to digitize as many of the 5,125 35mm photograph slides of exhibitions, programs, activities, and events at the museum from the late 1960s to 2004 by an outside vendor, create metadata, and make them available on NY Heritage.

Hamilton Public Library: 160 Digitization Lab hours, in collaboration with Hamilton Historical Commission, to continue digitizing as many issues of the physical Mid-York Weekly newspapers from 1956 to 1960s, and make them available on NYS Historic Newspapers.

Holland Patent High School Library: $6,915 to digitize 70 Holland Patent High School yearbooks from 1951 to 2021 by an outside vendor, create metadata, and make them available on NY Heritage.

Le Moyne College, Noreen Reale Falcone Library, Tatyana Popović Archives & Special Collections: $4,367 to digitize 11 16mm film reels of various campus events by an outside vendor, create metadata, and make them available on NY Heritage.

Madison County Historian: $9,210 to digitize 56,000 pages of Supervisor Journals of Madison County from around 1858 to 1955 by an outside vendor, create metadata, and make them available on NY Heritage.

Maxwell Memorial Library: 44 Digitization Lab hours to digitize 10 West Genesee High School yearbooks, 1 commencement program, and one edition of Among the Hills of Camillus book, create metadata, and make them available on NY Heritage.

Onondaga Historical Association: $9,980 to digitize around 50 16mm B-roll newsreels of daily happenings, social issues, and events from the mid-1960s to early 1970s by an outside vendor, create metadata, and make them available on NY Heritage.

Paine Branch Library: 64 Digitization Lab hours to digitize 23 Eastwood High School yearbooks and around 440 pages of WWII V-Letters and the Good News Newsletters, create metadata, and make them available on NY Heritage.

SUNY College of Environmental Science and Forestry: 17 Digitization Lab hours to digitize one photo album and one scrapbook from around 1925 to 1957 of the Collections of Joseph S. Illick and Helen Illick Breed, create metadata, and make them available on NY Heritage.

SUNY Morrisville: $4,103 to digitize as many issues of the physical student newspaper, The Chimes, from 1969 to 2018 by an outside vendor, and make them available on NYS Historic Newspapers.

SUNY Polytechnic Institute: $4,802 to digitize 24 microfilm reels of Utica Daily Press newspaper from 1920 to 1924 by an outside vendor, and make them available on NYS Historic Newspapers.

Town of Elbridge Archives: $2,822 to digitize 14 microfilm rolls of Camillus Advocate newspapers from 1989 to 2004 by an outside vendor, and make them available on NYS Historic Newspapers.

2025 Awards

Baldwinsville Public Library: $5,050 to digitize 25 microfilm reels of Baldwinsville Messenger from 2006 to 2015 and make them available on NYS Historic Newspapers.

Erwin Library and Institute: $3,260 to digitize 521 historic photographs of Boonville and surrounding areas and create metadata, and make them available on NY Heritage.

Manlius Library: $2,727 to digitize 14 yearbooks and create metadata, and make them available on NY Heritage.

Onondaga County Public Library: $8,254 to digitize as many issues of Syracuse New Times newspaper from 1985 to 2007, and make them available on NYS Historic Newspapers.

Oneida Community Mansion House: $4,550 to digitize 33 16mm film reels from the mid-20th century documenting life at Oneida Ltd. and create metadata, and make them available on NY Heritage, YouTube, and Oneida Community Mansion House exhibit app.

Oneida Community Mansion House: $1,420 to digitize 47 issues of Oneida Silversmith newsletter from the early 1970s to early 1980s and create metadata, and make them available on NY Heritage and Oneida Community Mansion House exhibit app.

Sauquoit Valley Central High School Library: $3,000 to digitize 64 yearbooks and create metadata, and make them available on NY Heritage.

SUNY College of Environmental Science and Forestry: $5,000 to continue digitizing 1,000 more photographs of natural landscapes, wildlife, structures, buildings, bridges, and water features in New York and create metadata, and make them available on NY Heritage.

SUNY Morrisville: $5,820 to digitize 108 yearbooks and create metadata, and make them available on NY Heritage.

SUNY Polytechnic Institute: $5,990 to digitize 30 microfilm reels of Utica Daily Press from 1914 to 1920, and make them available on NYS Historic Newspapers.

Town of Elbridge Archives: $1,634 to digitize 8 microfilm rolls of Jordan Leader, Elbridge Courier, Camillus Advocate newspapers from 1920 to 1989, and make them available on NYS Historic Newspapers.

Utica University Frank E. Gannett Memorial Library: $4,814 to digitize 66 yearbooks and create metadata, and make them available on NY Heritage.

2024 Awards

4 Elements Studio: $5,000 to continue digitizing historic and contemporary artwork by older local artists and make them available on NY Heritage.

Baldwinsville Public Library: $2,376 to digitize microfilm reels of Baldwinsville Messenger from 1988-2008 and make them available on NYS Historic Newspapers.

Center for Historical Research at Utica University: $1,950 to finish digitizing and creating metadata for several collections and making them available on NY Heritage.

Everson Museum of Art: $3,065 to digitize museum bulletins from 1911-1990s and make them available on NY Heritage.

Fabius Historical Society: $1,600 to digitize Irving Skeele’s Diaries from 1893-1946 and make them available on NY Heritage.

Oneida County History Center: $3,876 to digitize and create metadata on materials related to Indigenous people’s history and expand on existing collections, and make them available on NY Heritage.

Onondaga Historical Association: $7,000 to digitize 16mm newsreel films of happenings and events in the Syracuse area during the mid-1960s and make them available on NY Heritage.

SUNY Polytechnic Institute: $7,920 to digitize microfilm reels of Utica Daily Press from 1904-1914 and make them available on NYS Historic Newspapers.

Syracuse University Libraries: $5,000 to continue transcribing the remaining two Oakwood Cemetery Registers and make them available on NY Heritage.

Town of Elbridge Public Historian & Archives: $2,546 to digitize Jordan businesses ledgers from 1839-1979 and make them available on NY Heritage, the Town of Elbridge Archives repository, and the Jordan Historical Society website.

Town of Elbridge Public Historian & Archives: $816 to digitize four volumes of Village of Jordan Board of Trustees minutes from 1881-1941 and make them available on NY Heritage.

Town of Elbridge Public Historian & Archives: $769 to digitize the minutes and records of the women’s Study Club organization and make them available on NY Heritage.

Tully Area Historical Society: $582 to take digitized microfilm of the Tully Times from 1855-1945 and The Tully Independent from 1946-1978 and make them available on NYS Historic Newspapers.

Waterville Historical Society: $7,500 to digitize microfilm reels of Waterville Times from 1855-2023 and make them available on their website and on NYS Historic Newspapers.

2023 Awards

Erwin Library and Institute: $5,000 to digitize microfilm reels of the Boonville Herald from 1884-2020 and make them available on NYS Historic Newspapers.

SUNY Polytechnic Institute: $6,413 to digitize microfilm reels of Utica Daily Press from 1882-1904 and make them available on NYS Historic Newspapers.

Baldwinsville Public Library: $4,000 to digitize microfilm reels of Baldwinsville Messenger from 1993-1999 and make them available on NYS Historic Newspapers.

Town of Elbridge Archives: $410 to Digitize two rolls of microfilm containing local newspapers from 1854-1919 and make them available on NYS Historic Newspapers.

Oneida Community Mansion House: $2,000 to digitize The Quadrangle, an Oneida Community, Limited publication dating from 1908-1914, and make them available on NY Heritage.

Onondaga Historical Association: $7,000 to digitize 16mm film footage of pre-urban renewal Syracuse and Onondaga County and make them available on NY Heritage.

Sisters of St. Francis of the Neumann Communities: $5,033 to digitize 56 yearbooks from the Convent School/The Franciscan Academy College (1922-1987) and 25 yearbooks from Maria Regina College (1965-1988), and make them available on NY Heritage.

2022 Awards

SUNY Polytechnic Institute: $9,313 to digitize Utica Observer newspaper issues from August 27, 1914 – December 29, 1925 and make them available on NYS Historic Newspapers

Baldwinsville Public Library: $8,600 to digitize Baldwinsville Messenger newspaper issues from 1958 – 1992 and make them available on NYS Historic Newspapers

Erwin Library and Institute: $3,660 to digitize 7 hotel registers from the Hulbert House which contain the signatures of historic figures and make them available on NY Heritage

Liverpool Central School District Libraries: $6,525 to create a union catalog for the district, in preparation for a reconfiguration of buildings by grade level.

Town of Pompey Historical Society: $1,080 to digitize 60 additional paintings by John Calvin Perry and $512 to digitize 41 additional glass plate negatives by Pompey residents Gary Lyon and Roy Clapp, both to be available on NY Heritage

Manlius Library: $1,140 to digitize 11 additional Fayetteville-Manlius high school yearbooks and make them available on NY Heritage

Kirkland Town Library: $420 to digitize 10 library scrapbooks and make them available in NY Heritage

Hamilton Public Library: $7,500 to digitize paper copies of MidYork Weekly newspapers from 1947 – 1954 and make them available on NYS Historic Newspapers

4 Elements Studio: $5,000 to digitize artwork by local artists (John Loy, Sylvia de Swaan, and Laurence Pacilio) and make them available on NY Heritage

Skaneateles Historical Society: $2,660 to digitize Skaneateles Central School Districts yearbooks from 1938 – 2021 and make them available on NY Heritage

Syracuse University Libraries: $4,000 to continue transcription by SU students of Oakwood Cemetery Registers and make them available on NY Heritage

Everson Museum of Art: $3,160 to digitize exhibition catalogs, books, and brochures ranging from 1965 to 2010 and make them available on NY Heritage

Onondaga Historical Association: $10,000 to digitize a selection of news and film reels containing WSTM-TV and WTVH-TV broadcasts from 1965 – 1978 and make them available on NY Heritage

New Woodstock Free Library: $150 to create metadata for up to 40 pieces of digitized artwork by New Woodstock artist Mary Padgett and make them available on NY Heritage

LaFayette Public Library: $1,720 to digitize 11 LaFayette High School Yearbooks from 2002 – 2022 and make them available on NY Heritage

Russian History Museum: $6,404 to migrate approximately 1,200 artifact records to a new, cloud-based collections management system that will provide public access to the museum’s collections

2021 Awards

Canastota Public Library: $2,500 to digitize Canastota Bee Journal newspapers, from 1888-1909.

New Woodstock Free Library: $450 to digitize 30 works of art by Jim Ridlon, a former professor from the College of Visual and Performing Arts at Syracuse University.

Hamilton Public Library: $1,760 to digitize remaining Hamilton High School yearbooks, from 1919 to the present.

SUNY Polytechnic Institute: $8,600 to digitize Utica Observer newspapers, from 1894 – 1918.

Colgate University Libraries: $480 to digitize the papers of Alma Gracey Stokey, a noted botanist.

Community Library of DeWitt & Jamesville: $7,600 to finish digitizing Suburban Life newspapers, from 1975-1978 and 1985-1989.

Town of Pompey Historical Society: $350 to digitize 40 glass plate negatives, by local residents by Gary Lyon and Roy Clapp, circa 1910-1930.

Baldwinsville Public Library: $8,600 to digitize Baldwinsville Gazette, Farmers’ Journal, and Messenger newspapers, ranging from 1846-1965.

SUNY College of Environmental Science and Forestry: $5,000 to digitize 1,000 images from the Roosevelt Wild Life Station collection.

Manlius Library: $1,380 to digitize remaining Fayetteville-Manlius yearbooks.

Onondaga Community College Library: $1,452 to digitize five music score titles from the donated collection of a local composer.

Oneida Community Mansion House: $4,500 to create metadata for 1,500 photographs of Oneida Community members, workers, and properties, from 1848-1900.

Syracuse University Libraries: $1,000 to create metadata for 200 objects from the collection of La Casita Cultural Center;  $5,000 to digitize and transcribe Oakwood Cemetery burial registers, dating back to 1859.

Skaneateles Historical Society: $5,000 to create metadata for over 450 photographs of local residents and locations.