Application and Guidelines for Applying to the
SAVING OKLAHOMA COLLECTIONS (SOC)
COLLECTIONS CARE/PRESERVATION PLANS and FUNDRAISING/PUBLIC AWARENESS PLANS
Monday, June 3 Application Deadline
Introduction: Selected through a competitive application process, up to 25 Oklahoma archives, libraries, or museums will receive indepth, specialized assistance with their choice of Collections Care/Preservation Plans or Fundraising/Public Awareness Plans in
support of collections care. Organizations accepted into the program are required to complete a self-assessment evaluation and
fully participate in the site visit and any follow-up activities.
Funded by the Institute of Museum and Library Services, the project will work with accepted organizations to develop written plans
that will help identify and prioritize needs, as well as support funding for future projects.
Organizations participating in the Collections Care/Preservation Plans will receive:
1.
2.
Assistance in conducting an organizational and collections care self-assessment.
The services of a Collections Care Consultant who will work with staff to develop a written collections care plan.
Organizations participating in the Fundraising/Public Awareness Plans will receive:
1.
2.
Assistance in conducting an organizational and collections care self-assessment.
The services of a Fundraising/Marketing Consultant who will work with staff and volunteers to develop a written collections
care fundraising/marketing plan.
Each participating organization must thoroughly complete an Organizational Self-assessment Form covering mission, planning,
governance, finances, policies, risk management, security, marketing and outreach, procedures, storage, and general facility
conditions at least one month before the consultant’s visit.
Saving Oklahoma Collections is an initiative of the Oklahoma Cultural Heritage Trust, an alliance between the Oklahoma
Department of Libraries Department of Libraries, the Oklahoma Museums Association, the Oklahoma Historical Records Advisory
Board, and the Oklahoma Historical Society.
Eligibility: All Oklahoma institutions whose collections document Oklahoma history and culture, and whose collections are
accessible to the public, may apply. Priority will be given to smaller institutions with limited resources to care for and manage their
collections. Eligible institutions include archives, libraries, and museums.
Geographical location within Oklahoma will be considered to ensure that organizations in all regions participate. The historical
significance of the collections, their condition, specific requests for assistance, and the availability of institutional resources will be
considered in the evaluation of all applications.
Application Procedures: Your completed application will help determine the type of assistance your institution will receive during a
site visit. Before completing the application, please read the “Program Expectations and Benefits” at the end of the document.
Participating organizations are expected to commit to fully participating in the program.
Please use this Word document to complete your proposal, limited it to no more than 10 pages. Applications must be received by
5:00 p.m., Monday, June 3, 2013. Online applications are preferred. , and may be e-mailed to:
savingoklahomatreasures@gmail.com Please type “SOC Application” in the subject line.
Applications may be faxed to 405-525-7804.
All applications will be acknowledged.
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Saving Oklahoma Collections Program Application  Applications are due Monday, June 3, 2013
Please select the program for which you are applying. If you wish, you may select both. To help us allocate
resources, please note which one is your first priority.
☐Collections Care/Preservation Plans
☐Fundraising/Public Awareness Plans
INSTITUTIONAL INFORMATION
Institution Name:
Parent
Organization:
Project
Coordinator:
Title:
Street Address:
City:
Zip:
Email:
Phone:
Web site:
Who are your
state legislators?
Region:
Using the map to the
right, please indicate
the Region in which
your institution is
located.
Institute Type:
Please check one:
Senator:
Representative:
Check one:
☐ Region 1
☐ Region 2
☐ Region 3
☐ Region 4
☐ Region 5
☐ Archives
☐ Library
☐ Museum
☐ Other (please specify)
In the space below, please type your responses following each question. Be as thorough as possible, but
only answer the questions asked. DO NOT include information not requested.
1.
Description of organization: Please describe your organization. Include history, mission, governance, annual
number of visitors, budget, and sources of funding.
2. Staff and Volunteers: How may paid staff and/or volunteers work on your collections? Briefly describe their
qualifications and experience with working with collections.
3. Public Use: Approximately how many people access your collections or visit your facility on an annual basis? How
and by whom are your collections accessed?
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4. Size of Facilities: What is the approximate square footage of space dedicated to your collections?
5. Description of collections: Please describe the contents, scope, and significance of this collection to Oklahoma
history and culture. Describe condition, how materials are stored, and any known threats.
6. Operating Budget: What is your annual operating budget?
COLLECTIONS INFORMATION
How would you assess the overall condition of
your collections? (check one)
☐Good ☐ Fair ☐Poor ☐Very Poor
What percentage of your collection is arranged and described or cataloged?
In your estimation, what percentage of your collection needs immediate
preservation/conservation action?
Do you have a Collections Plan?
☐Yes
☐No
Do you have a Preservation Plan?
☐Yes
☐No
Do you have an Emergency Response Plan?
☐Yes
☐No
Do you have a Fundraising/Marketing Plan?
☐Yes
☐No
Do you have a Long Range Plan?
☐Yes
☐No
Using the list below, with 1 being the most important, and 6 being the least important, please prioritize the
topics for which you would like assistance. Do not use a number more than once.
TOPIC
PRIORITY ASSIGNED (1 MOST IMPORTANT, 6 LEAST)
General care of collections (handling, storage)
Accessibility: Preparation of finding
aids/cataloging
Preservation/Conservation
Funding
Improving Public Awareness
Accessions and Acquisitions
Disaster Preparedness
If the above selections do not represent your most pressing need, please describe your first priority relating
to the care and management of this collection:
PROGRAM EXPECTATIONS/BENEFITS
If selected to participate in SOC, my organization consents to 1) complete an Organizational Self-Assessment, results of which will be
shared with the Consultant prior to his/her site visit, 2) provide current institutional documents (strategic plan, emergency plan,
fundraising/marketing plans, collections policies and procedures) to the Consultant, and 3) and meet with the Consultant to provide an
overall review of mission statements, collection policies, intellectual control of materials, staffing and budget, preservation planning,
the built environment, emergency preparedness, temperature and relative humidly, lighting, pest management and housekeeping,
security, handling procedures, and storage and exhibition of materials. A written report, summarizing short and long term priorities,
along with recommended solutions, will be produced and provided.
Authorized Representative Signature :__________________________________________________
Applications must be received by 5:00 p.m., Monday, June 3, 2013 and may be e-mailed to savingoklahomatreasures@gmail.com.
Please type “SOC Application” in the subject line.
All applications will be acknowledged. If you do not receive a receipt, please phone 405-522-3515.
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