For Applicants

This section contains the information, FORMS AND TEMPLATES required by all applicants. For any questions that are not covered, please contact the EAP team.


The call for applications normally goes out in September each year and the first deadline in is November. The application process has two stages:

  • Preliminary applications give an outline of the proposed project and description of the endangered material. These are reviewed in December and a subset of applications are invited to the second stage.
  • Detailed applications provide a full description of the project including content to be digitised, the project team, project plan and the budget. It is especially important to provide clear evidence of rights and permissions to digitise and make the digitised content available. The detailed applications are reviewed by an extended expert team.

Past experience has shown that around a half of the preliminary applications go through to the detailed stage, and of those around 30 offers are made. Applicants are advised to contact the EAP team with any questions that they might have in order to improve the quality of their proposal and ultimately ensure their project is successful.


September: call for applications opens
November: closing date for submissions
December: successful applicants will be notified and invited to submit a detailed application
February: deadline for detailed applications
May: notification of Panel decision
Summer: new projects start


The applications are evaluated against three broad criteria:

1. Content of archive

The case for the material to be digitised must cover the following areas:

  • Endangerment. Applicants must demonstrate that the material is vulnerable due to neglect and/or environmental threats, and that there is an urgent need to safeguard the material.
  • Research value.Applications must demonstrate the extent to which the archive is rare or unique, its cultural importance and its potential value as a resource for research.
  • Age of material. Applicants must show that the materials in the archive date from before the middle of the twentieth century.
  • Legal and ethical rights to digitise the material and make it available online for research. Applicants must have the permission of the collection’s owners to digitise the materials and make them available. Applicants must also understand the copyright status of the archival materials and whether there are any data protection issues associated with them.

2. Project team

Applications must include the following information about the team you propose to put together to work on the project:

  • Track record of Principal Applicant. Applicants must show that they have the experience and skills necessary to carry out the project successfully. Applications at the detailed stage may include up to three co-applicants who can provide the skills or experience that the Principal Applicant lacks.
  • Skills within the project team. Applicants must identify the skills the project will require, such as language skills; project-management and financial skills; digitising and cataloguing skills; technical skills for handling equipment and vulnerable material. Applicants must demonstrate how they will ensure that the team is made up of people who meet these requirements.
  • Knowledge within the team. There must be evidence that the Principal Applicant and proposed team understand the material, its condition and its research and cultural value. Indicate knowledge of the relevant languages and scripts of the materials in the archive.

3. Project plan

The proposal must contain an outline of an effective plan showing how the following questions have been addressed:

  • Feasibility. Applicants must demonstrate and understanding of the practicalities and logistics of the project: Is the time frame reasonable? Are the team available at the time specified? Has a risk assessment been done? Have all costs been taken into account? Who will oversee the finances?
  • Local capacity building. Wherever possible, the project should create the opportunity for future archival and digitisation work to be carried out in the region where the archive is located. Applications should include a plan for the period after the project is completed, outlining what will happen to the equipment and how the training and experience of the team will be put to further use.
  • Budget. The budget must be within the limit for the type of project (see 4 below). Applicants must provide justification for the cost of all equipment, salaries, and travel, and demonstrate that the budget represents good value for money. Host Institutions should make appropriate financial contributions to these costs.


The application forms below are for reference only. When the new funding round is announced they will be made downloadable and editable.

Grant Agreement

Note that all grants are awarded on the basis of our standard terms and conditions. The current version is in use for all grants awarded in the 2019 round and applies to all current grants. Applicants should be aware of the content of the Grant Agreement template from the start of the application process and should discuss their plans with their host institution, in order to avoid delays at the contract stage.

Guidance for Applicants

Preliminary application form

Detailed application form

Referee report form

These must be submitted with the detailed applications.

Permission and copyright forms

These should be submitted along with the detailed application. Applications must discuss with archive owners to ensure access to the material will be granted, and where copyright exists in the material, that this is cleared in advance of the project starting.