Montana Memory Project

Getting Involved

How to Contribute

Step 1: Plan your collection - The digital collections of the Montana Memory Project may include maps,  photos, rare books, documents, publications, diaries, oral histories, audio recordings, video recordings, paintings, illustrations, art and other cultural materials. The items can be historic or contemporary as long as they relate to Montana's cultural heritage.
Step 2: Complete and submit an MMP Collection Application
Step 3: After review by the Montana Memory Project's Selection Committee, have your MMP Collection Application be approved
Step 4: Begin scanning and digitizing your collection
Step 5: Set up a CONTENTdm software training with the Montana State Library to learn the uploading software.
Step 6: Import your items and metadata into CONTENTdm’s Project Client software for approval and index.
Step 7: Review your new collection on the Montana Memory Project site.
Step 8: Celebrate your new addition to Montana's statewide digital archives!

If you are interested in contributing a collection to the MMP, you will need to submit a collection application, linked below.  You will also need to familiarize yourself with the documents listed below. Each .pdf document is specific to a step in the process.  The Glossary document will help you understand the terms used in creating a project.

If you have questions or need assistance, please, Submit a Ticket.

  1. MMP - Collection Policy
  2. MMP - Digital Preservation Policy
  3. MMP - Purpose, Missions, Scope, Vision
  4. Montana State Library/MMP Copyright Statement
  5. MMP - Project Planning - Things to Consider
  6. MMP - For First Time Contributors - Contributing Institution Agreement Form
  7. MMP - Hardware and Software Recommendations
  8. MMP - Scanning Specifications
  9. MMP - How to add a collection
  10. MMP - Glossary of Terms
  11. Frequently Asked Questions
  12. File Naming Conventions
  13. Folder Hierarchy Guidelines
  14. Vendors

Oral history Project Documents

  1. MMP - Oral History Getting Started
  2. Montana Historical Society Oral History in the Classroom
  3. Digital Recorder Operating Manual

Montana Memory Project Funding Awards

The Montana State Library has $10,000 in Coal Severance Tax  (CST) funds available for adding special collections to the Montana Memory Project (MMP).  Funding awards can be up to $1,500 per project and must be used for costs specific to scanning and digitizing materials.  No match is required, but libraries are asked to track the time and funds contributed to the project.

      All Montana libraries are eligible to apply for these funds. Museums, historical societies, and archives in the state may also apply to have collections added to the MMP working in partnership with a local library.  The Project Funding award will be made to the partner library.

      Project Funding Applications will be accepted until Friday January 3, 2020. Selection of projects receiving funding will be done by the MMP selection committee.  Please see the Project Funding Application Form for selection criteria.   The Project Funding Application is separate from the MMP Collection Application submitted by all contributing institutions for each collection. You can find the Collection Application:  and all other MMP materials at:

The LSTA Project Funding awards can be used for the following:

•             Paying a vendor for scanning collection materials              

The library will arrange to have digitization done using a central vendor working with MSL.

The LSTA Project Funding awards cannot be used for:

•             purchasing equipment

•             paying for an employee's time

Requirements for Project Funding:

•             Libraries must submit an MMP Collection Application and receive approval from the MMP selection committee with the funding application.

•             A Project Funding Application must be submitted by Friday January 3, 2020. 

•             The metadata spreadsheet must be filled in with the basic collection information prior to items being shipped to the vendor of digitization.

•             The project must be shipped to the vendor for digitization no later than March 27, 2020.

•             All project funds must be expended by June 15, 2020.

•             At the end of the project, the library will submit a short narrative report detailing the time and funding required for completing the project as well as any challenges or lessons learned.  This report is due no later than October 30, 2020.

 Grant applications will be evaluated against the following criteria:

•             Project is significant to the intended audience.

•             Project enhances the larger Montana Memory Project, per goals as outlined in the MMP Collection Policy.

•             Grant funding is important to the project.

Notification of Project Funding awards will be made in January 2020.

Contact:  Jennifer Birnel, Montana State Library, 855-259-0894 or submit a help ticket at: