Documentary Heritage Communities Program (DHCP)
Last Update: March 28, 2025
Canada
Money for documentary heritage organizations
Documentary Heritage Communities Program (DHCP) at a glance
Eligible Funding
- From $24,999 to $150,000
- Up to 100% of project cost
Timeline
- Open Date : October 9, 2023
- Closing date : July 9, 2024
Financing Type
Grant and Funding
Eligible Industries
- Information and cultural industries
Grant Providers
- Government of Canada
- Library and Archives Canada
Status
Closed
Overview of the Documentary Heritage Communities Program (DHCP) program
Receive funding to cover up to 100% of the project costs to document Canada's continuing memory and history to make it accessible to current and future generations.
Financing terms and conditions
- Funding can cover up to 100% of a project's eligible expenses.
- For small contributions (up to $24,999), recipients receive 100% of funds at the beginning of the project.
- For large contributions ($25,000 and over), recipients receive 85% of funds at the beginning of the project, with 15% withheld until the Interim Report is reviewed and approved.
- Two-year large contributions allow recipients to receive 100% of the funds up front if yearly contributions are less than $25,000.
- If the yearly amount of the contribution is between $25,000 and $50,000 (or up to $60,000 for organizations in remote areas), recipients receive 85% of funds at the beginning of each fiscal year, with 15% withheld until the Interim Report is reviewed and approved.
- Recipients can redistribute funding to eligible third parties, provided they declare the involved parties and nature of the work.
- A contribution agreement must be signed by both the recipient and LAC before funds are provided.
- Funding cannot exceed 100% of a project's eligible costs when combined with contributions from LAC and other government levels.
- Funds can be transferred up to $5,000 between budget categories without approval; amounts exceeding this require written approval from the DHCP team.
- All recipients must submit an Interim Report and a Final Report for project evaluation and to release any withheld funds.
Eligible projects & activities
- Migrating a collection or holdings to an online database.
- Adding archival standard descriptions, translations, and transcriptions to finding aids.
- Recording oral history interviews, such as with local veterans or Indigenous Elders.
- Conserving and/or restoring portraits or photographs of historical and/or local significance.
- Creating an exhibition based on a specific collection.
- Developing and sharing best practices and policies for processing holdings.
- Digitizing a mixed media collection or local oral history interviews.
- Digitizing newspapers for which the applicant owns the copyright.
- Organizing a documentary heritage conference.
Examples of admissible projects:
$ 105,000
Restoring and digitizing Métis cultural artifacts and creating a virtual exhibition
$ 85,000
Digitizing archival photographs from the early 1900s and making them accessible online
$ 110,000
Documenting indigenous oral histories and creating an online archive with educational resources
$ 80,000
Developing an interactive digital timeline documenting the history of immigration
$ 120,000
Creating a documentary on the history of French-language newspapers in Canada
Eligibility criteria of the Documentary Heritage Communities Program (DHCP) program
- Applicant must be a local non-profit documentary heritage organization.
- Eligible organizations include archives, genealogical organizations, historical societies, Indigenous organizations or government institutions, private libraries, and organizations with an archival component.
- Applicants must be privately funded (50% or more), except for Indigenous organizations or government institutions.
- Incorporated and non-incorporated non-profit organizations can apply.
- Applicant organizations must own the documentary heritage collections for which they seek funding.
- Applications must include proof of non-profit status or registration as a charitable organization, financial statements, and other required documents.
- Only one application per organization is allowed per funding cycle.
- Project proposals must be submitted through the LAC funding portal.
Who is eligible?
- Archives
- Genealogical organizations or societies
- Historical societies
- Indigenous organizations or government institutions (First Nations, Inuit, and/or Métis Nation band councils, government organizations or non-profit organizations such as cultural centres, community organizations, historical societies)
- Private libraries
- Organizations with an archival component (organizations with a documentary heritage collection that portrays the past of the organization, its predecessors, or the community in which it is located)
- Professional library or archival associations (incorporated bodies that represent the professional development of archivists, librarians, historians, authors, and information managers)
Who is not eligible
- Businesses (for profit)
- Government institutions (except Indigenous government institutions)
- Publicly funded organizations (such as municipal libraries)
- Educational institutions (public and private institutions, as well as colleges, universities or trade schools)
- Non-profit organizations administered by a government or an education institution
- Non-profit organizations receiving more than 50% of their annual operating funding from any level of government
Eligible expenses
- Translating project-related communications material.
- Translating descriptive information, notably for official-language minority communities.
- Administration, shipping, promotion, and communication expenses related to the project.
- Salaries and wages for project staff and consultants, along with associated travel expenses.
- Honoraria for Indigenous Elders.
- Purchasing and/or renting equipment and software required for the project.
- Purchasing materials required for the project, such as archival boxes.
- Project launch event costs, including hospitality and visibility for Government of Canada contributions.
- Gifts to Indigenous Elders, valued at less than $100 each.
- Insurance costs for a travelling exhibition.
- Professional costs for conservation/preservation treatments.
- Project results evaluation costs, including staff or consultants for progress and results reporting.
- Training, competency, and capacity-development activities.
Eligible geographic areas
- Organizations located in remote areas qualified under the Canada Revenue Agency's list of prescribed zones.
Eligibility criteria of the Documentary Heritage Communities Program (DHCP) program
- Relevance and community engagement: The applicant demonstrates that the project aligns with program objectives, is relevant, responds to a need, has a significant impact, and has support and interest from other funders or partners.
- Project planning and management: The organization shows a clear project outline, realistic timelines, adequate human resources, and sound project management methods.
- Budget analysis: The applicant provides a forecast and timeline of project costs and revenues, receives financial support from other sources where applicable, and requests an appropriate amount.
- Evaluation and expected outcomes: The evaluation strategy is appropriate, with clearly identified, realistic, and sustainable short- and long-term outcomes.
- Capacity to deliver: The applicant organization has a fiscally responsible operating budget, capacity for project management, and readiness to implement the project.
- Risks associated with the proposed project: The project proposal demonstrates knowledge of potential risks and mitigation measures.
How to apply to the Documentary Heritage Communities Program (DHCP) program
1
Preliminary RegistrationCreate a user account on the LAC funding portal.
Provide basic information about your organization for registration.
2
Prepare ApplicationGather all necessary documents, such as proof of non-profit status, financial statements, and project-specific supporting documents.
- Develop a detailed project proposal highlighting objectives, expected outcomes, and budget.
- Use the mandatory DHCP templates for the Project Budget Form and Project Timeline Form.
- Secure letters of reference, proof of incorporation, and any necessary copyright confirmations, if applicable.
3
Complete Application FormLog into the LAC funding portal and complete the organization profile.
Fill out the application form in either English or French.
4
Submit ApplicationUpload all required documents and complete the application process in the LAC funding portal.
Submit your application before the specified deadline.
5
Confirmation of SubmissionReceive a confirmation email acknowledging receipt of your application.
Ensure the confirmation email is retained as proof of submission.
Additional information
- Organizations that have received funding in the past may be encouraged to form partnerships with other eligible entities for future applications.
- The program allows organizations to redistribute funding to eligible third parties, provided transparency regarding the third parties' roles is maintained.
- Recipients are required to publicly acknowledge the financial assistance received from Library and Archives Canada in their project communications.
- Official language requirements are emphasized, encouraging the production of project materials in both English and French to support minority language communities.
- An external advisory committee is involved in evaluating and recommending applications, which contributes to the accountability and transparency of the application process.
- Recipient organizations must submit progress reports and a final assessment report detailing outcomes and financial expenditures of the funded project.
- Funding is provided in installments, with final amounts contingent on the approval of interim and final reports.
- The program does not entertain appeals or reviews of funding decisions, emphasizing the finality of the Librarian and Archivist of Canada's determinations.
- For large contributions, 15% of the funding is withheld until the interim report is reviewed and approved.
- The deadline for general questions related to the call for proposals is December 20, 2024, and for technical questions is January 9, 2025.
- The program includes a competitive assessment process emphasizing regional representation and critical response to program priorities, reflecting the broader governmental goals.
- Applicants are encouraged to contact past recipients for advice and form networks, fostering collaboration in the documentary heritage sector.
Contact Government of Canada
contributions@bac-lac.gc.ca
819-997-0893
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