Access & Digitization Grants

(Formerly known as RBDB Grants)

Preparation Worksheets

Digitization/Metadata (PDF/DOC)
Retrospective Conversion (PDF/DOC)
Newspaper Digitization (PDF/DOC)

Vendor List

The application period for 2019 awards has closed.  We are reviewing applications and awardees should be notified by April.

CLRC’s Access & Digitization Grant program, previously known as “RBDB Grants,” empowers member libraries and institutions to make resources available to a wider audience.  Grants are available to facilitate projects involving digitization, metadata creation, and retrospective conversion.

CLRC uses a portion of its RBDB funds from New York State for small grants to member libraries.  The Regional Bibliographic Databases and Interlibrary Resources Sharing (RBDB) Program improves access to library and information resources for library users through the regional development and coordination of automated library services.  RBDB funds are used to support regional programs and projects such as NY Heritage, WorldCat Discovery Services access, and training. 

Access & Digitization Grants are awarded through a competitive application process for projects that have broad regional appeal.  CLRC follows New York State’s RBDB program guidelines when reviewing applications.  Applications are reviewed by our Library Resources & Services Committee and an external review committee, then approved by our Board of Trustees. 

We are offering an informational webinar to go over all aspects of the application process and requirements.  Applicants who have not previously received an RBDB grant are required to attend the webinar, view the webinar recording, or receive a private consultation.  Previous grant recipients are strongly encouraged to arrange a private consultation prior to applying.  Please contact Ryan Perry ( to arrange for a consultation.

CLRC offers in-house digitization services through our DigLab.  We can handle digitization and metadata for print-based documents and photographs.  Through this service, we handle all aspects of the project, including uploading to NY Heritage or NYS Historic Newspapers.  If you are interested in a quote for our services, you will need to contact Ryan Perry ( by January 18, 2019.


Grant Program Timeline:

December 19: Informational webinar (will also be available as a recording)
January 18: Deadline for requesting a quote for CLRC’s in-house digitization services
January 31: Application deadline
February: Library Resources & Services Committee will review the applications, followed by a review by an external committee
March: Board of Trustees will review the recommendations of the committees.
April: Award winners announced

New Woodstock Free Library: $750 to digitize works of art by a local artist.

Mid York Library System: $3,815 to perform retrospective conversion for Prospect Free Library’s catalog records.

Oneida Public Library: $1,620 to digitize Oneida High School yearbooks.

Ilion Free Public Library: $4,160 to digitize Ilion High School yearbooks.

SUNY Polytechnic Institute: $5,500 to create metadata for multimedia content from the Refugees Starting Over Project.  $1,350 to digitize the SUNY Poly student newspaper archive.

Jervis Public Library: $4,560 to digitize drawings by John Jervis, a prominent nineteenth-century civil engineer.

Liverpool Public Library: $2,520 to digitize Liverpool Central School District yearbooks.

Sculpture Space: $1,586 to digitize materials related to activities of resident artists and alumni.  $1,222 to perform a metadata crosswalk that will enable materials from their ArtOneida project to be included in NY Heritage.

Fayetteville Free Library: $2,000 to digitize issues of the Fayetteville Eagle Bulletin from 1995 – 2003.

Manlius Library: $3,200 to digitize additional materials for their Village of Manlius Collection.

SUNY College of Environmental Science and Forestry: $2,600 to digitize SUNY ESF’s Cranberry Lake campus yearbooks, dating from 1915 – 1940.

Dunham Public Library: $1,500 to digitize Dunham Public Library board minutes, going back to 1926.

Holy Trinity Orthodox Seminary: $2,000 to perform retrospective conversion of their remaining physical catalog records.

Skaneateles Historical Society, Museum at the Creamery: $3,000 to create metadata for digitized photographs for inclusion in NY Heritage.

Little Falls Public Library: $1,000 to digitize Little Falls High School yearbooks.

Little Falls Public Library: 

  • $500 to digitize copies of The Sphinx, a periodical published by the Little Falls High School from 1908-1915.
  • $500 to digitize a collection of photographs taken by members of the Little Falls Camera Club in the 1930s.

Fayetteville Free Library: $2,000 to digitize issues of the Fayetteville Eagle Bulletin.

New Woodstock Free Library: $1,250 to digitize a collection of paintings by local artists.

Mid-York Library System: $5,080 for retrospective conversion of Bridgewater Free Library’s catalog records.

Crouse Health Library: $2,304 to digitize a representative group of early photographs from Crouse Hospital and predecessor institutions.

Manlius Library (in collaboration with Manlius Historical Society): $3,300 to digitize the Village of Manlius collection, a broad set of photographs depicting the people and places of the village.

Central New York Chapter, National Railway Historical Society: $1,400 to digitize photographic slides of railroads throughout New York State, most of which date from the 1960s and 1970s,

Hamilton College: $4,490.57 to digitize and describe the Wilbour Papers, documenting Charles Edwin Wilbour (1833-1896), a journalist and one of the first American Egyptologists, and Charlotte Wilbour (1833-1914) who was involved in the Woman’s Suffrage movement.

SUNY College of Environmental Science and Forestry: $2,950 to digitize the Fletcher Steele Nursery Order collection, which documents the activities of Fletcher Steele (1885-1971), a prominent landscape architect.

SUNY Polytechnic Institute:

  • $4,500 to create metadata for the Archiving the Portraits of Hope Collection, which includes the photographs of Lynne Brown, who documented the cultural events of Refugees in Utica, NY
  • $4,000 to create metadata for the Refugees Starting Over Project, which documents the lives of refugees who have settled in Utica, NY.

Holy Trinity Orthodox Seminary: $3,925 to digitize a photograph collection documenting the Brotherhood of St. Job of Pochaev, publishers of Russian religious literature beginning in the 1920s.

Ilion Free Public Library: $4,500 to digitize the Ilion Urban Renewal Collection, which includes historical photographs from the 1960s – 1970s.

Baldwinsville Public Library: $5,000 for Digitization of High School Yearbooks 1887-present. The library will scan as many yearbooks as possible from their collection, and make them available online and via NY Heritage.

Moon Library, SUNY College of Environmental Science and Forestry: $3,045 for the project, Empire Forester Yearbook Digitization. The collection of yearbooks will be available to alumni, current students and their relatives worldwide through SUNY ESF’s Digital Commons and through NY Heritage.

Fayetteville Free Library: $2,000 for the project Fayetteville Historic Newspaper Archive. The project will digitize reels of Fayetteville NY historic newspapers which are held in microfilm, and make them accessible electronically and via NY State Historic Newspapers.

Dunham Public Library: $3,000 for Whitesboro Central School, Whitestown Seminary and Notable People of Whitesboro Digitization. The project will digitize the library’s collection of artifacts from these collections and add them to New York Heritage.

Hamilton College: $5,536.50 for the Beinecke Lesser Antilles Collection. The library will digitize the remaining items in a unique collection of Caribbean manuscripts, and make them available online and through the Digital Public Library of America.

Holy Trinity Orthodox Seminary: $2,000 for the project Retrospective Conversion of Core Russian Orthodox Collection.  The library will complete the cataloging of this highly unique collection to machine-readable form so the collections are visible in OCLC’s WorldCat.

Holy Trinity Orthodox Seminary: $2,000 for Orthodox Russia Online Index. The project will create a searchable online index for the periodical Orthodox Russia from 1928 to the present.

OCM BOCES School Library System: $10,000 for the OCM BOCES School Library System Resource Sharing. The project will build a user-friendly union catalog that will improve resource sharing throughout the region, having a positive impact on the system’s 65,000 students and 9,000 teachers.

Marcellus Free Library: $2,500 for Marcellus High School Yearbook Preservation. The project will digitize 50 Marcellus High School yearbooks and make them available online, as well as adding them to NY Heritage.

Little Falls Public Library: $1025 for Little Falls Symphony Orchestra. The project will digitize unique materials and artifacts related to the Little Falls Symphony Orchestra, and make them widely available through NY Heritage.

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