The Central NY Library Resources Council supports libraries in Herkimer, Madison, Oneida & Onondaga counties and advocates for libraries everywhere!


2015 RBDB Grant Materials


Deadline Extended! Applications due February 13th, 2015!


Note: The cover sheet and the application are PDF forms and may be opened in any PDF viewer or browser that supports form fields.



Retrospective Conversion

Grant recipients will be notified of their awards following the March 2015 CLRC Board of Trustees’ Meeting. Applications are invited in three different areas: Digitization, Metadata, and Retrospective Conversion.

Depending on the number of applications received and the amounts of funding requested, CLRC may not be able to fund all applications and/or may offer partial funding. There is an area on the application forms where you can indicate your willingness to accept partial funding. Projects over $10,000 will typically not be fully funded.

All projects meeting the state RBDB guidelines will be considered.  Preference will be given to projects related to materials of local interest.

If you have any questions, please contact Debby Emerson at or (315) 446-5446.



Purpose and Administration of this Grant

Funds for the Regional Bibliographic Data Bases and Interlibrary Resources Sharing Program may be used for a variety of purposes to benefit regional resource sharing and information technology in each NY3Rs region.   Committees in each council region will develop automation/information technology goals in consultation with member libraries, which take into account regional needs.   These goals should be consistent with the 3Rs Council five-year plan of service and approved by the 3Rs Council Board of Trustees.  Projects submitted for funding under the RBDB Program are approved by the 3Rs Council Board of Trustees.

Retrospective Conversion

  • Materials, whether unique or ubiquitous, must have at least a minimal amount of existing local cataloging. If a library can find any record already done in a national bibliographic utility database to provide a catalog record then that would make the item ubiquitous; if, on the other hand, the library cannot find any catalog record and needs to complete the cataloging of the item locally, then that item can be considered unique.
  • Materials must be available for resource sharing within the region.
  • Electronic records of the material must be available through a multi-type regional catalog.
  • Projects will be selected based on an assessment of the regional value of the collections of items to be converted.
  • Up to $1 per ubiquitous record and up to $10 per unique record may be used as a guide in determining the project award.
  • Funds may not be used to support cataloging of current acquisitions. Current acquisitions are defined as items acquired during the year in which the application is submitted.
  • In addition, each region in consultation with its information technology advisory committee, shall decide if retrospective conversion projects are still necessary and appropriate for the region.
  • Councils will provide evidence to Library Development that retrospective conversion is not currently needed in the Region.
  • Retrospective conversion projects should be phased out rather than stopped abruptly.

Metadata Projects

  • Metadata projects will be selected based on an assessment of regional value of the collections to be described.
  • Metadata records must follow nationally recognized standards such as RDA, MARC, Dublin Core, EAD (Encoded Archival Description), etc. and must be made available to the region through the multi-type regional union catalog or a freely accessible information database.
  • Metadata records may include enhancements to existing bibliographic records such as additions of tables of contents, summary notes, graphics, annotations, etc. that will enhance the use of the described materials.
  • Metadata records may include descriptions of non-bibliographic collections that will be open to use by the region.

Digitization Projects

  • Meets the requirements of a regional digitization plan or digitization guidelines established by the region in their NY3R’s Plan of Service.
  • Hardware, software and/or telecommunications services to support resource sharing.
  • Electronic databases that are shared regionally by different types of libraries.
  • Planning projects, studies, or pilot projects for information technologies that benefit resource sharing.
  • Projects using new information technologies that improve regional information access or regional resource-sharing (e.g., digitization of microfilmed newspapers for inclusion in NY State Historical Newspapers, ILLiad, virtual reference, hosting of specialized online catalogs, patron authentication, federated searching etc.)
  • Continuing professional education or training activities for libraries or individuals related to information technologies.
  • Funding for new or existing personnel and benefits as appropriate and established by the information technology committee and Board of Trustees to support regional resource sharing and information technology projects.
  • Mileage reimbursement for staff travel for training for and/or for administering an RBDB-funded project.
  • Supplies and materials necessary to support funded projects.

Expenses not allowed

  • Overhead physical plant costs such as rent, heat, electricity.
  • Current acquisitions which are defined as items acquired during the year in which the application is submitted.
  • Delivery of physical items by such means as the US Postal Service, UPS, or a local courier or delivery service.
  • Direct payments to libraries for ILL expenses.
  • Purchase of an integrated library system for individual libraries.