Program History

In 2008, with the support of The Andrew W. Mellon Foundation, the Council on Library and Information Resources began investing in innovative and efficient approaches to describing rare collections through Cataloging Hidden Special Collections and Archives: Building a New Research Environment. The impetus for this program was a widely shared acknowledgement of the need to rethink cataloging methods toward greater standardization, efficiency, and scholarly impact. The urgency of this need, explored through a decade of research beginning in the 1990s, compelled the Foundation and CLIR to create a national program that would fund the creation of records for unique cultural heritage that would be available through the internet and the Web. The original proposal submitted by CLIR to the Foundation can be read as a pdf file.

LacerteBy 2014, when the program announced its final awards, CLIR had provided 129 cataloging grants totaling over $27.5 million to a wide variety of institutions in the United States and Canada. These grants have made it possible for scholars, students, and the general public to find and use vast quantities of diverse materials that were not previously discoverable online. Collections exposed through the program include rare books and serials, manuscripts, archives of all kinds, architectural drawings, photographs, artworks, maps and almanacs, textiles, audio and audiovisual recordings, ephemera, and much more. To qualify for awards, CLIR required that applicant institutions nominate collections of the highest significance to scholarship and that they convince reviewers that their approaches to cataloging were consistent with the best, most efficient practices current in the cultural heritage professions.

Cataloging Hidden Special Collections and Archives was conceived as a kind of incubator which, if successful, would contribute to a shared understanding within professional and academic communities that while all special materials are by nature local, creating standardized descriptions of them that can be accessible anywhere and anytime alongside related but dispersed collections is an exceptionally important goal. The program was designed to encourage professionals to deepen their commitments to exposing hidden materials while collaboratively developing and adopting more efficient workflows that would make them available to the public more rapidly and more consistently. Grant recipients have generously shared their experiences, resources, and lessons learned with others through the Hidden Collections Registry, program symposia in 2010 and 2015, and publications such as Innovation, Collaboration and Models—Proceedings of the CLIR Cataloging Hidden Special Collections and Archives Symposium, March 2015. CLIR also created an educational resource called Strategies for Advancing Hidden Collections (SAHC), centered around a series of six 90-minute recorded webinars and a resource library of references related to techniques and best practices for increasing the visibility, usability, and sustainability of collections in the gallery, library, archive, and museum community. The lessons and experiences of the Cataloging Hidden Collections Program should continue to inform practice in years to come.

Large amounts of materials still await cataloging in cultural heritage institutions, and CLIR recognizes that this work remains an important priority. However, in keeping with CLIR’s mission to inculcate innovations in practice that support the creation of new knowledge, CLIR designed a new program in 2014; its goal is to facilitate complete access to rare cultural artifacts online. To inform decision-making about the new program, CLIR and the Foundation engaged in an intensive research and consultation process throughout 2014. Some of this process has been documented on CLIR’s blog, Re:Thinking. (See: So what do we mean by “hidden”?, Making the Rules; Addressing Tensions; What You’ve Told Us; and Un-Hidden Collections).

In January 2015, CLIR launched Digitizing Hidden Special Collections and Archives: Enabling New Scholarship through Increasing Access to Unique Materials. Like its predecessor, Digitizing Hidden Collections funds projects in which locally executed protocols contribute to a national good, using methods that are cost efficient and subject to wider adoption. It supports the creation of digital representations of unique content of broad significance that will be discoverable and usable as elements of a coherent national collection. Digitizing Hidden Collections enhances the emerging global digital research environment in ways that support new kinds of scholarship for the long term, ensuring that the full wealth of resources held by institutions of cultural memory becomes integrated with the open Web. By encouraging strategic collaboration and communication among this program’s grant recipients, CLIR expects to help broaden understanding of the complexity of these issues in the professional communities responsible for rare and unique collections. The proposal submitted by CLIR to the Foundation to create the Digitizing Hidden Collections program is available to view as a pdf.

The first awards for the Digitizing Hidden Special Collections and Archives program were publicly announced in January 2016, and the Andrew W. Mellon Foundation has generously agreed to support additional rounds of funding since that time. While it is CLIR’s hope that Digitizing Hidden Collections will continue for several more years, its funding is subject to renewal on a regular basis. Information about any future iterations of the program will be posted on the program website as it becomes available.