A Condition Survey is a valuable tool for institutions that have previously undergone a Preservation Survey (through DHPSNY or another program) and are now interested in evaluating the conditions of collection materials on a more granular level. Since a Condition Survey is designed to evaluate the materials in a discrete collection, this service will be offered only after an overall Preservation Survey (or equivalent assessment) has been conducted, and the major environmental and policy recommendations have been addressed by the institution.

Application materials for Condition Surveys, as well as all of DHPSNY's Planning & Assessment Services, are accepted year-round and reviewed three times a year. The next 2024 Application Review Deadline is Friday, November 22. Applicants will be notified of their application status January 2025 and should be prepared to start the survey process by Spring 2025.

Please contact Amanda Murray, DHPSNY Program Manager, for assistance or additional information at (215) 545-0613 ext, 337 or amurray@dhpsny.org.

Application Instructions

The application requires you to complete a narrative section, provide general information about your institution, and upload several attachments. If you are a department, division, or section of a larger organization (e.g., an archives department in a larger museum, a university archive or library), please answer questions about staff and budget related to your department, division, or section rather than the institution as a whole.

 Responses to the Narrative and General Information questions require you to check off all applicable answers to each question and/or can be entered in the appropriate text box. The following Attachments are required at the time of submission:

  • Commitment Letter from Director or Board Chair: The commitment letter should show that the institution as a whole is committed to seeing through the service for which you are applying. The letter should express support from the board and/or staff to undertake the service and to implement recommendations to the best of their ability. In addition, the letter should identify a contact person who will be responsible for coordinating with DHPSNY as well as implementing any recommendations that come from the report. Overall, the letter should show that the board is aware of what the service is providing and has made a commitment to working with DHPSNY and their staff to see it through. Depending on your organization, this letter should be signed by the highest ranking board and/or staff member.
  • Collection Description for the Selected Collection (if available)
  • Preservation Survey (Or Equivalent Assessment) Executive Summary or Full Report
  • Proof of Tax Exempt Status: A letter or certificate from the Internal Revenue Service or New York Department of Taxation and Finance. 
  • Most Recent Annual Financial Statements: If your most recent financial statements are not available, a copy of Form 990 (Return of Organization Exempt from Income Tax) is also acceptable. Please do not attach bank statements.
  • List of Board Members
  • List of Staff Members and/or Volunteers
  • Written Policy Statements: Attach any written policy statements your institution has in place. These include, but are not limited to: Mission Statement, Collection Management Policy, Collection Development Policy, Exhibition Policy, Loan Policies, Access Policies, Handling Policies, and Emergency Preparedness and Response Procedures. Please be sure to label all attachments accurately. 
  • Any Relevant Background Information: This can include brochures, rack cards, newsletters, etc.

Please use the 'Save Draft' button at the bottom of the form to save your progress as you complete the application. Users can exit and return to the saved application before submitting.

We use Submittable to accept and review our submissions.