Do You Need Help Digitizing Your Collections?

Doan Ogden Watercolors007

Landscape drawing, Doan Ogden Color illustrations, Western Regional Archives

Apply by March 16!!! [Update: deadline has been extended to 3/23/2018]

If you have collections relevant to North Carolina’s history and culture, a grant-funded program may help you get them digitized.

A grant awarded to the State Historical Records Advisory Board and the State Archives of North Carolina provides for the transport, scanning, and online publishing of North Carolina historical records and archival materials through partnership with the North Carolina Digital Heritage Center at UNC-Chapel Hill University Library.  As part of this program, workshops will be offered that teach the basics of preparing collections to be scanned.

Eligibility. Any North Carolina institution that holds archival records documenting North Carolina history and culture and whose facilities and collections are open to the public may apply to the program—libraries, archives, historical and genealogical societies, museums, and other institutional and organizational archives are eligible. TAP (Traveling Archivist Program) participants are encouraged to apply.


  1. A completed application.

  2. Assurance that the materials to be digitized do not raise privacy or significant copyright concerns.

  3. Attendance at a regional workshop that will teach the physical and intellectual preparation of collections to be digitized.

  4. Ability to supply basic description for each item or series. Description will be taught in the workshops.

  5. Completion of the Digital Heritage Center’s loan agreement.

  6. Ability to bring your materials to a central location for pickup in one of four regions: Asheville area; Winston-Salem/Greensboro area; Outer Banks/northern coast region;   Wilmington/southern coast region

Process. Applicants will be notified of acceptance and will be expected to attend one of four regional workshops (see regions above) that will teach the basic requirements of physically and intellectually preparing collections for scanning. Staff from the State Archives of North Carolina will pick up records/collections and deliver them to Chapel Hill for scanning and processing at the Digital Heritage Center who will publish them online through Digital NC. Original records will be returned to the institution.

 Workshops. Workshops will last about 3 hours and include:

·         Logistics: the ins and outs of getting things to and from the Digital Heritage Center.

·         Metadata Overview: a brief overview of both required and optional metadata fields

·         Care and Feeding of Digitized Materials: file naming, ways to use files (social media, website, setting up their own digital collection), overview of file preservation.

·         Summary and Questions

 Costs. There is a workshop registration fee of $25. Travel costs may be incurred when bringing records to a central location.

How to Apply? Consult the application guidelines ( and complete the application ( Online applications are preferred and must be received by 5:00 p.m. the day of closing. Please type “Hidden Collections” in the subject line and e-mail to Andrea Gabriel, Paper copies will be accepted if they are postmarked no later than 5:00 p.m. on the date due and mailed to:

Andrea Gabriel

State Archives of North Carolina

4614 Mail Service Center

Raleigh, NC 26699-4614

 Questions relating to the application may be addressed to: Andrea Gabriel;; 919-807-7326.  This project is made possible by a grant from the National Historical Publications and Records Commission.