CaucusArchivalProjectsEvaluation Service (CAPES) Program-at-a-Glance

CAPESoffersprofessionalassessmentbyconsultantsoftheNewJerseyCaucusoftheMid-AtlanticRegionalArchivesConferenceofhistoricalcollections(paperitems)heldbyNewJerseyarchives,libraries,historicalsocieties,andother agencies.

Deadline:None, submit formwhenconvenient

A professional assessment ofthe conservation needs ofthe materials is requiredfor aconservationgrant involvinganarchivalcollectionof paper items (manuscripts, books,photographs,maps,etc.).The New JerseyCaucusofthe Mid-Atlantic RegionalArchivesConference (MARAC) has organized the CaucusArchivalProjects Evaluation Service (CAPES)to meet this need.CAPESprovidesprofessionalevaluations of historicalcollectionsheldbyNew Jerseyarchives,libraries,historicalsocieties,andother agencies. Materialsmustdocumentthe history ofNewJersey in some way. CAPESdoes not provide evaluations ofartifacts.

A CAPESevaluationmayfocus on anyofthe following:

1)The applicantinstitution’scollectionspolicy.

2)Theinstitution’smethodsofassessing,accessioning,andprocessingmaterials.Thismightincludethepreparationandarrangementofitems,thedevelopmentofstoragesystems,and thecreation of descriptionsand findingaids.

3)Surveysofthe condition of materialsandestimates of remedial needs.

Members oftheNewJerseyCaucus of MARACprovide this service to eligible agenciesandorganizationswithoutcharge. The service is supportedbyagrantfrom theHistoricalCommission.

After the CAPESconsultation,applicantswillreceive a writtenreport includingthesurveyand,if appropriate,recommendationsfor changes in archivalpracticesand facilities. The reportmayalsorecommendthat therepositoryreceivean additional consultationfor the purpose ofprovidingtrainingin archival techniques or assistance in writing grantapplications.Applicantsmayapplyto theNJHC for grantfundswith which to carryout the recommendations in theCAPESreport.

Eligibility

CAPESservesonlyorganizations — either publicorprivate—that needconsultingassistance toevaluatethearchivalneedsoftheircollectionsandwhichcannotobtainsuchassistanceina

timelymannerusingtheirownfunds.Collectionsmustbeaccessibletothegeneralpublic.Categories ofeligibility(in priorityorder) follow:

1.Smallcountyandlocalhistoricalorganizations,suchasarchives,libraries,andhistoricalsocieties,which do not have full-time staff.

2.Smallcountyandlocalhistoricalagencieswithfull-timestaffbutwithoutprofessionalarchivists.

3.Smallcountyandlocalhistoricalagencieswithfull-timestaffincludingprofessionalarchivists, but withoutspecialists in the collectionarea.

4.Smallcollegeand universityarchivesand libraries.

5.Other repositoriesofarchival andhistoricalmaterials.

6.Most organizations funded bythe state or federalgovernments arenot eligible for theCAPESservice; theexception is smallcolleges and universities,whose eligibilitywill bedeterminedcase bycase.

Note:Ordinarilystate,countyandlocalgovernmententitiesshouldturntotheDivisionofArchivesandRecordsManagementforadviceonthecareandpreservationoftheirrecords.Thereareexceptionstothisrule.ConsulttheNewJerseyStateArchives,(609)292-6260,foradvice.

To Apply for a CAPESSurvey

Complete the CAPESapplicationform on the followingpage andreturn itto:

CAPES

NJHistoricalCommissionPO Box305

Trenton,NJ08625-0305

Thereisnoapplicationdeadline;returnthecompletedformwhenconvenient.TheNJHC’sstaffwillassesseligibilityandforwardtheapplicationtotheCAPEScoordinatorwhowillcontactyoutoarrangeaconsultation.ThecoordinatoroftheCAPESprogramwillsendcopiesoftheconsultant’s surveyandrecommendations toyouand to theNJHC.

Ifyouhavequestions about theCAPESserviceorabout theapplicationform orprocess,telephone the Historical Commission at(609) 292-6062.

Department ofState,CulturalAffairs

NEWJERSEYHISTORICALCOMMISSION

CAPES: CaucusArchivalProjectsEvaluation Service

(A service oftheNewJerseyCaucus,Mid-Atlantic RegionalArchivesConferencefundedbythe Department of State,New JerseyHistorical Commission)

APPLICATION FORM

(Please type)

1.Name ofinstitution

2.Telephone()

1.Address

2.Personcompletingapplication

5. Position withapplicant6. Emailaddress:

7.Purpose of CAPESevaluation.(pleasecheckall applicable statements):A.: InitialCAPESSurvey:

To surveyandevaluateenvironmentalconditions

To surveyandevaluate preservationand conservation condition of collections,includingstorage of materials

To surveyandevaluatearrangement(e.g., storage) anddescription(e.g.,intellectualaccess) of collection

Toevaluatecollections in anticipation of transferof collection to anotherrepository

B.Follow up Visit: (Must have CAPES Surveyabove first)

Toevaluatea specific collection or project

Tohave atraining workshop for staffandvolunteers

Toreassess previous CAPES survey(see 7A)

Other (Pleaseuseaseparate sheet to describe)

8.Haveyouhada CAPES surveypreviously?(Ifyes, pleaseusea separatesheet to describe therecommendationsthatyouhave implementedandanymajor changes toyour staff,facility,orcollectionssinceyourfirst report.)

9.Title of proposedgrantproject(if applicable)

10.Number ofstaff members:

Full-time

Part-time

Volunteer

11.Does the staff include anarchivist?

No YesFull-timePart-time

Archivist’sname

12.What is the institution’sbudgetfor thisyear? $

13.Is this evaluation preliminaryto anapplication to theNJHC for funds to support anyofthearchival functions listed in the description ofthis program?

YesNo

14.How didyou hearabout CAPES?

Please answer thequestions below as completelyasyoucan.

Dateyou aresubmittingthis application

Institution’sstaff directoror chiefelectedofficial:

Name

Signature

Does the material to be evaluatedbyCAPESinclude the following?(Checkas manytypesasyou have, andestimate the amounts of each kind of materialand thedate span of each.)

Manuscriptsand records

Date span:Fromto

Boxes:Number Dimensions

File drawers: Number

LegalsizeLetter size

Folders: Number

LegalsizeLetter size

Volumes: Number Average thickness Linear feet

Other measurement:_

Newspapers

Date span:Fromto

Boundvolumes: Number

Unboundissues:Number

Other measurement:_

Photographs

Date span:Fromto

Boxes:Number Dimensions

File drawers: Number

LegalsizeLetter size

Folders:Number

LegalsizeLetter size

Other measurement:_

Books

Date span:Fromto

Shelves:Number Linear feet

Other measurement:_

In thespace below (andon additionalpages, if necessary),please describeother material in thecollection?

SubmitthecompletedapplicationandallothermaterialstotheNewJerseyHistoricalCommission,POBox305,Trenton,NJ08625-0305.IfyouarenotusingU.S.mail,includethestreetaddress: 225 West State Street.For information, telephone (609) 292-6062.