Philadelphia Stewardship Program Application 2022

Instructions:
- We anticipate that filling out this application will take approximately 60 minutes.
- We recommend looking through the entire application first, gathering the required materials, and then jumping in to fill out the details.
- There is no time limit on this application once started, and the tab can be left open so you can come back to it later. However, if closed before submitting, the application must be restarted.
- Unfortunately, there is no option to batch-upload documents. Please read the questions carefully and upload the appropriate documents where directed.

Thank you for your application!

Getting Started

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* 1. Organization Name

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* 2. Organization Address

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* 3. Organization Website

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* 4. County

Bucks

Camden

Chester

Delaware

Montgomery

Philadelphia

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* 5. Applicant Contact Name

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* 6. Applicant Contact Title/Position

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* 7. Applicant Contact Email

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* 8. Director of Organization Name

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* 9. Director of Organization Email

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* 10. Type of Organization (select all that apply)

museum

historical society

historic house

library

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* 11. In which Track of the Stewardship Program are you interested? (select one)

Track 1 - Preservation Needs Assessment
Track 1 of the program provides institutions with a free preservation needs assessment. A needs assessment is a general evaluation of an institution's preservation needs, and is the first step in developing a preservation plan for collections.

Track 2 - Preservation Planning
Institutions in Track 2 work with CCAHA to develop a long-range (3-5 year) preservation plan, setting a course of action to meet preservation goals.

Track 3 - Risk Assessment and Emergency Planning
Organizations in Track 3 work with CCAHA staff to prepare a risk assessment, identifying potential emergencies and outlining mitigation strategies. Then, CCAHA and the organization work together to develop immediate emergency response guidelines and lay the groundwork for a full emergency response plan.

Track 4 - Collections Management Policies
Institutions participating in Track 4 work with CCAHA to develop or revise their collections management policies. These can include policies for handling, storage, environmental monitoring, exhibition, housekeeping, security, and pest management.

Track 5 - Digitization and Digital Preservation Policies
Track 5 allows institutions to work with CCAHA staff to develop a written digital preservation policy

Track 6 - Create a Project
Organizations whose needs don't align with the above offerings may develop their own preservation-related assessments or planning projects.

Track 7 - Update or Revisit Previous Reports
Does your institution have a Preservation Needs Assessment from 2010 that no longer describes your staffing situation? A Risk Assessment from 2006 that does not include critical information about recurrent leaks? We can work together to make sure the assessment and planning documents you have that may be necessary for training, grant applications, resource allocation, and practical preservation planning are as relevant as possible. Any projects completed through the Philadelphia Stewardship Program since its launch in 2002 are eligible to revisit. If you are not sure if or when your institution has participated, please let us know and we can access the original documents.

Application Narrative

Please answer questions 1-5 below, and check to see if your application requires addition responses based on specific track (two pages maximum, upload below).

1. What is the historical significance or uniqueness of your collection? How are your collection holdings related to the mission of your organization?

2. If your organization has previously participated with the Philadelphia Stewardship Program, what actions have been taken to care for your collection since your participation? How have the CCAHA reports impacted your collections care (or not)? 

3. What are your organizational goals in regard to preservation? Comment on specific needs and concerns.

4. Why is the track for which you are applying appropriate for your organization at this time?

5. How has the COVID-19 pandemic impacted your institution? Where are you in your reopening process, if at all? Are there specific needs around health and safety?

Specific questions depending on track:
Track 1 & 2.
No additional questions.

Track 3. Risk Assessment and Emergency Planning:
6a. Briefly describe past and any current emergency planning efforts at your institution. If applicable, comment on any previous disasters at your institution and how they impacted the organization.

Track 4. Collections Management Policies:
6b. If selected for the program, what would be your organization’s policy areas for concentration? Comment on specific policy areas and please note if the project would entail developing new policies or revising those already in place. (Some examples include: Collections Management Policy, Care & Maintenance Policy, Handling & Use Policies, Exhibition Policy, Housekeeping Policy, Security Policy, Integrated Pest Management Program.)

Track 5.  Digitization and Digital Preservation Policies:
6c. Describe digitization and/or digital preservation initiatives at your organization, both those presently underway and those planned.

Track 6. Create a Project:
6d. Describe your proposed project. Please include the names and titles of staff to be involved in the project.

Track 7. Update or Revisit Previous Reports:
6e. Describe which previously completed project you would like to work on revising and/or updating.

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* 12. Attach Narrative below.

PDF, DOC, DOCX file types only.

Choose File

Staffing

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* 13. Please indicate the number of each type of staff member

full-time

part-time

volunteer

interns/students

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* 14. Please attach a staff list.

Staff list should include all relevant preservation staff, their titles, and position descriptions.

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

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* 15. Are there staff members assigned preservation responsibilities?

Yes - Full-time

Yes - Part-time

Yes - Committee

Other (please specify)

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* 16. Is your organization open to the public?

Yes

Other (please specify)

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* 17. If yes, please indicate hours open to the public.

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* 18. Please indicate the number of each type of visitor per year

total visitors

students (include school groups)

researchers

Surveys and Policies

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* 19. Has your organization participated in any previous surveys of the following? Select all that apply.

the collection

the building

HVAC

policy/procedures

Other (please specify)

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* 20. Does your organization have any of the following policies, plans or programs in place? Select all that apply.

Mission Statement

Collection Management Policy

Collection Development Policy

Collection Priorities for Conservation Treatment

Collection Priorities for salvage in the event of a disaster

Exhibition Policy

Loan Policy

Access Policy

Handling Policy

Registration Procedures for researchers or visitors

Digital Preservation Policy/Plan

Emergency Preparedness & Recovery Plan

Environmental Monitoring Program (temperature, relative humidity, and light)

Fire Protection Program

Housekeeping Program

Pest-Management Program

Preservation Plan for the Collections

Preservation Awareness Training for Staff

Security Program

Strategic Plan

Theft Reporting Plan

Other (please specify)

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* 21. Please attach any plans or policies indicated above.

PDF, DOC, DOCX file types only.

Choose File

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* 22. Please attach any plans or policies indicated above.

PDF, DOC, DOCX file types only.

Choose File

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* 23. Please attach any plans or policies indicated above.

PDF, DOC, DOCX file types only.

Choose File

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* 24. Please attach any plans or policies indicated above.

PDF, DOC, DOCX file types only.

Choose File

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* 25. Please attach any plans or policies indicated above.

PDF, DOC, DOCX file types only.

Choose File

Collections

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* 26. Indicate the date range of collection materials.

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* 27. Briefly describe your collection. Please indicate size of the collection and the types of materials represented.

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* 28. Please indicate the percentage of the collection that is:

accessioned

inventoried

catalogued

processed (i.e. finding aids)

on exhibition

in storage

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* 29. The most important collections are:

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* 30. In how many buildings/sites are the collections stored?

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* 31. Have any of the buildings/sites received historic designation?

Yes

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* 32. If yes, please specify:

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* 33. What types of materials are typically placed on exhibition?

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* 34. Is there a line item in the budget for preservation/conservation activities?

Yes

Additional Documentation

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* 35. Please attach copies of the following:
-Proof of tax exempt status

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

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* 36. Please attach copies of the following:
-Most recent annual financial statement 

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

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* 37. Please attach copies of the following:
-List of Board members

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

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* 38. Please attach copies of the following:
-Written policy statements not attached above

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

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* 39. Please attach copies of the following:
-Other relevant information, such as brochures, survey summaries, etc.

PDF, DOC, DOCX, PNG, JPG, JPEG file types only.

Choose File

Philadelphia Stewardship Program Application 2022

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* 1. Organization Name

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* 2. Organization Address

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* 3. Organization Website

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* 4. County

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* 5. Applicant Contact Name

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* 6. Applicant Contact Title/Position

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* 7. Applicant Contact Email

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* 8. Director of Organization Name

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* 9. Director of Organization Email

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* 10. Type of Organization (select all that apply)

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* 11. In which Track of the Stewardship Program are you interested? (select one)

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* 12. Attach Narrative below.

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* 13. Please indicate the number of each type of staff member

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* 14. Please attach a staff list.

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* 15. Are there staff members assigned preservation responsibilities?

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* 16. Is your organization open to the public?

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* 17. If yes, please indicate hours open to the public.

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* 18. Please indicate the number of each type of visitor per year

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* 19. Has your organization participated in any previous surveys of the following? Select all that apply.

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* 20. Does your organization have any of the following policies, plans or programs in place? Select all that apply.

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* 21. Please attach any plans or policies indicated above.

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* 22. Please attach any plans or policies indicated above.

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* 23. Please attach any plans or policies indicated above.

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* 24. Please attach any plans or policies indicated above.

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* 25. Please attach any plans or policies indicated above.

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* 26. Indicate the date range of collection materials.

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* 27. Briefly describe your collection. Please indicate size of the collection and the types of materials represented.

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* 28. Please indicate the percentage of the collection that is:

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* 29. The most important collections are:

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* 30. In how many buildings/sites are the collections stored?

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* 31. Have any of the buildings/sites received historic designation?

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* 32. If yes, please specify:

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* 33. What types of materials are typically placed on exhibition?

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* 34. Is there a line item in the budget for preservation/conservation activities?

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* 35. Please attach copies of the following:-Proof of tax exempt status

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* 36. Please attach copies of the following:-Most recent annual financial statement 

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* 37. Please attach copies of the following:-List of Board members

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* 38. Please attach copies of the following:-Written policy statements not attached above

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* 39. Please attach copies of the following: -Other relevant information, such as brochures, survey summaries, etc.

* 35. Please attach copies of the following:
-Proof of tax exempt status

* 36. Please attach copies of the following:
-Most recent annual financial statement 

* 37. Please attach copies of the following:
-List of Board members

* 38. Please attach copies of the following:
-Written policy statements not attached above

* 39. Please attach copies of the following:
-Other relevant information, such as brochures, survey summaries, etc.