Documentary Heritage Communities Program (DHCP)

• 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.

• 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.

• 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.