Site Visit Request

What is a Site Visit?

A site visit is a free service offered to historical records repositories through the Documentary Heritage Program (DHP). A site visit entails the scheduling the DHP Regional Archivist or an appropriate consultant to visit your repository and offer their expertise on specific archival issues or concerns. The site visit usually lasts a couple of hours. After the visit, a report containing a summary of the visit, suggestions and recommendations is prepared for the repository.

Why might I want a site visit?

If you are overwhelmed by your historical records collections, need some basic guidance, are interested in applying for a DHP grant, or are facing a problem you don’t have the expertise to deal with, a site visit may be able to help. Site visits are especially valuable for small to mid-sized repositories that may not have dedicated, professional archival staff.

A site visit consultant can provide expertise on topics such as organizing records, creating access, evaluating records, storage and handling, or can conduct a basic needs assessment of your archival program. [We do not offer conservation/preservation assessments or assistance with non-archival materials]. A site visit report can also be useful when applying for archival grants such as those available through the DHP or the New York State Program for the Conservation and Preservation of Library Research Materials.

Who is eligible for this program?

Any non-governmental historical records repository (museum, historical society, library, college archives, etc.) in the South Central region is eligible. The DHP South Central region includes Allegany, Broome, Cayuga, Chemung, Chenango, Cortland, Delaware, Otsego, Schuyler, Seneca, Steuben, Tioga, Tompkins, and Yates counties. Contact the Regional Archivist for information on the availability of site visits for repositories in other regions of New York and for governmental repositories.

What do I need to provide?

This is a free service offered by the DHP so no funding is directly required for a site visit, however you will have to provide staff-time during the visit. You should also be open to the recommendations provided and dedicated to improving your historical records collections. You are not obligated to complete any of the items recommended by the consultant, but you may be asked to provide follow-up information to the Regional Archivist on your accomplishments.

How do I request a site visit?

A site visit can be requested at any time. Your first step is to contact the Regional Archivist to discuss your needs and to set-up a time for the visit. You will then need to fill out the attached Site Visit Form and return to the Regional Archivist or consultant prior to your visit.

Download Site Visit Form