Opportunity Information: Apply for DETAILED 09
Apply for DETAILED 09
- The National Archives and Records Administration in the humanities (see cultural affairs in cfda) sector is offering a public funding opportunity titled "Archives Detailed Processing Projects" and is now available to receive applicants.
- Interested and eligible applicants and submit their applications by referencing the CFDA number(s): 89.003 National Historical Publications and Records Grants.
- This funding opportunity was created on Jun 4, 2008 and posted on May 19, 2008.
- Applicants must submit their applications by Oct 6, 2008. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- The funding agency has allocated a total of $500,000.00 to eligible and selected applicants.
- Each selected applicant is eligible to receive up to $200,000.00 in funding.
- The number of recipients for this funding is limited to 5 candidate(s).
- Eligible applicants include: Native American tribal governments (Federally recognized) Private institutions of higher education County governments Public and State controlled institutions of higher education City or township governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education State governments.
- Archives and other repositories of historical documents that are part of Nonprofit organizations or institutions Colleges and Universities and other academic institutions State or local government agencies Federally acknowledged or state recognized Native American tribes or groups
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Opportunity Summary:
The Archives Detailed Processing Projects opportunity is a discretionary grant program from the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. Its purpose is to strengthen the preservation and public use of Americas documentary heritage that is essential for understanding US democracy, history, and culture. The program is specifically aimed at archives and repositories that already have their holdings largely under control and want to take nationally significant collections to a higher level of arrangement, description, and preservation so researchers can find and use them more effectively.
This funding is intended for collections of national significance that either have strong research demand or face substantial preservation risks. A key eligibility expectation is that the applicant must have virtually all collections processed well enough that users can locate materials, and the organization must also have procedures in place to prevent new processing backlogs from forming. In other words, the program is not designed for repositories that are still struggling with basic control over large unprocessed holdings. If an institution has not reached that baseline, NHPRC points them toward the separate Archives Basic Projects category as a better fit.
Supported work centers on detailed processing and preservation, usually at the series or file level. Projects can include arranging and describing records in more depth, producing richer metadata, and improving intellectual and physical control so the materials are easier to discover and safer to handle. If an applicant believes that item level processing is necessary for part of a collection, the proposal must clearly justify why that level of attention is warranted and must estimate what percentage of the total collection would be processed at the item level. The program is looking for targeted, defensible item level work rather than blanket item level processing across entire collections.
A major deliverable expectation is improved discovery tools shared beyond the institution. Projects should revise collection level catalog records and contribute them to national library catalogs, and they must create or update detailed finding aids using Encoded Archival Description (EAD). Those EAD finding aids are expected to be shared with a national archival database as well as appropriate regional or institutional databases so the collection becomes more visible to researchers. If the project also needs other access tools, such as specialized search mechanisms, descriptive methods, or name indexes for particular portions of the materials, the applicant should explain why those tools are necessary. Proposals are also expected to include publicity and outreach plans that show how the institution will promote awareness and use of the newly processed and described collections.
On the preservation side, applicants must describe the treatment work to be performed. NHPRC anticipates most preservation activity will occur at the file level, such as selective refoldering and basic surface cleaning to remove loose dirt or other foreign matter. If any item level preservation treatment is required, the application must explain why, since item level treatment tends to be more time intensive and costly. Examples of item level actions include removing fasteners, opening and dealing with enclosures like envelopes, flattening folded documents, copying, encapsulating, deacidifying, and mending.
The opportunity also allows reformatting when it is necessary to ensure long term access, especially for heavily used or fragile materials. For fragile textual collections, applicants may seek support for preservation microfilming, and NHPRC encourages considering hybrid approaches that connect microfilm and digital access, such as dual head camera capture or workflows that convert microfilm to digital or digital to microfilm. However, proposals focused only on digitization are directed instead to the separate Digitizing Historical Records announcement. For unstable audio or video, applicants may propose preservation reformatting or migration to more stable formats as part of the preservation strategy.
Digitization is permitted in a limited, strategic way within this category. Applicants may propose digitizing select series or items that are most likely to reach a broad public audience or that serve as representative examples of the kinds of records in a collection. Applications must specify the standards that will be used, provide detailed cost estimates, and state what percentage of the total materials will be digitized, reinforcing that digitization here is supplemental rather than the primary purpose of the grant.
Awards typically run one to three years. Individual grant amounts range from 40,000 to 200,000, with an estimated total program funding of up to 500,000 and an expectation of up to five awards. A cost sharing or matching requirement applies: NHPRC will fund no more than 50 percent of total project costs for Detailed Processing Projects. The applicants cost share can include direct and indirect costs, in kind contributions, third party non federal contributions, and project generated income, as long as it is properly documented and tied to the project budget.
Eligible applicants include a wide range of organizations that hold historical records, including state and local government agencies, nonprofit organizations (including 501(c)(3) entities), colleges and universities (public, state controlled, and private institutions of higher education), county and municipal governments, and federally recognized or state recognized Native American tribes or groups. The CFDA listing is 89.003 (National Historical Publications and Records Grants). The opportunity referenced (Funding Opportunity Number DETAILED 09) was posted May 19, 2008, with a closing date in early October 2008, and the agency contact listed is David Davis, Grants Workflow Information Coordinator (202 357 5022), for assistance accessing the full announcement and requirements.
Archives Detailed Processing Projects (NHPRC) - FAQs
What is the Archives Detailed Processing Projects grant?
The Archives Detailed Processing Projects opportunity is a discretionary grant program from the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. Its goal is to strengthen preservation and expand public use of Americas documentary heritage that supports understanding of US democracy, history, and culture.
What is the main purpose of this funding category?
This category supports archives and repositories that already have their holdings largely under control and want to take nationally significant collections to a higher level of arrangement, description, and preservation so researchers can find and use them more effectively.
Who is this program designed for?
It is designed for repositories that have virtually all collections processed well enough that users can locate materials and that have procedures in place to prevent new processing backlogs from forming.
Who is this program not designed for?
It is not intended for repositories that are still struggling with basic intellectual and physical control over large unprocessed holdings. If an institution has not reached the baseline of having collections processed enough for users to locate materials, NHPRC points them to the separate Archives Basic Projects category.
What kinds of collections are a good fit?
The funding is intended for collections of national significance that either have strong research demand or face substantial preservation risks.
What types of work does the program support?
Supported work centers on detailed processing and preservation, usually at the series or file level. This can include deeper arrangement and description, richer metadata, and improvements to intellectual and physical control so materials are easier to discover and safer to handle.
At what level is processing typically expected (series, file, item)?
NHPRC generally anticipates detailed processing at the series or file level. Item level processing may be proposed for parts of a collection only when it is clearly justified.
If item level processing is proposed, what must the application include?
The proposal must clearly justify why item level processing is necessary and estimate what percentage of the total collection would be processed at the item level. The program is looking for targeted, defensible item level work rather than item level processing across entire collections.
What discovery and description deliverables are expected?
A major expectation is improved discovery tools that are shared beyond the institution. Projects are expected to revise collection level catalog records and contribute them to national library catalogs, and to create or update detailed finding aids using Encoded Archival Description (EAD).
Are EAD finding aids required?
Yes. Projects must create or update detailed finding aids using EAD, and those EAD finding aids are expected to be shared with a national archival database as well as appropriate regional or institutional databases.
Where should finding aids and records be shared?
The opportunity indicates that collection level catalog records should be contributed to national library catalogs, and EAD finding aids should be shared with a national archival database plus appropriate regional or institutional databases to increase researcher visibility.
Can projects include additional access tools beyond EAD finding aids?
Yes. If the project needs other access tools (such as specialized search mechanisms, descriptive methods, or name indexes for particular portions of the materials), the application should explain why those tools are necessary.
Is outreach or publicity required?
Proposals are expected to include publicity and outreach plans showing how the institution will promote awareness and use of the newly processed and described collections.
What preservation activities are expected?
Applicants must describe the preservation treatment work to be performed. NHPRC anticipates most preservation work will occur at the file level, such as selective refoldering and basic surface cleaning to remove loose dirt or other foreign matter.
Can item level preservation treatment be included?
It can, but the application must explain why item level treatment is required because it is more time intensive and costly. The guidance emphasizes that item level treatment should be justified rather than assumed.
What are examples of item level preservation treatment mentioned in the opportunity?
Examples include removing fasteners, opening and dealing with enclosures such as envelopes, flattening folded documents, copying, encapsulating, deacidifying, and mending.
Does the program support reformatting like microfilming or audiovisual migration?
Yes, reformatting is allowed when needed to ensure long term access, especially for heavily used or fragile materials. For fragile textual collections, applicants may seek support for preservation microfilming. For unstable audio or video, applicants may propose preservation reformatting or migration to more stable formats as part of the preservation strategy.
Are hybrid microfilm and digital approaches encouraged?
Yes. NHPRC encourages considering hybrid approaches that connect microfilm and digital access, such as dual head camera capture or workflows that convert microfilm to digital or digital to microfilm.
Is digitization allowed under this opportunity?
Digitization is permitted in a limited, strategic way. Applicants may propose digitizing select series or items most likely to reach a broad public audience or that serve as representative examples of the types of records in a collection.
What digitization details must be included if proposed?
Applications must specify the standards that will be used, provide detailed cost estimates, and state what percentage of the total materials will be digitized. This reinforces that digitization is supplemental rather than the primary purpose of this grant category.
Can a proposal focus only on digitization?
No. Proposals focused only on digitization are directed to the separate Digitizing Historical Records announcement rather than this Detailed Processing Projects category.
How long do awards typically last?
Awards typically run one to three years.
How much funding is available per award?
Individual grant amounts range from 40,000 to 200,000.
How much total funding is expected for the program and how many awards?
The opportunity estimates total program funding of up to 500,000, with an expectation of up to five awards.
Is cost sharing or matching required?
Yes. A cost sharing or matching requirement applies, and NHPRC will fund no more than 50 percent of total project costs for Detailed Processing Projects.
What types of contributions can count toward the applicants cost share?
The applicants cost share can include direct and indirect costs, in kind contributions, third party non federal contributions, and project generated income, as long as it is properly documented and tied to the project budget.
Who is eligible to apply?
Eligible applicants include organizations that hold historical records, including state and local government agencies, nonprofit organizations (including 501(c)(3) entities), colleges and universities (public, state controlled, and private institutions of higher education), county and municipal governments, and federally recognized or state recognized Native American tribes or groups.
What is the CFDA number for this grant program?
The CFDA listing provided is 89.003 (National Historical Publications and Records Grants).
What is the funding opportunity number and key dates listed?
The funding opportunity referenced is Funding Opportunity Number DETAILED 09. It was posted May 19, 2008, with a closing date in early October 2008.
Who is the agency contact listed for assistance?
The agency contact listed is David Davis, Grants Workflow Information Coordinator, at (202) 357 5022, for assistance accessing the full announcement and requirements.
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Applicants also applied for:
Applicants who have applied for this opportunity (DETAILED 09) also looked into and applied for these:
| Funding Opportunity |
|---|
| Historical Editing Fellowships Apply for FELLOWSHIP 09 Funding Number: FELLOWSHIP 09 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $55,000 |
| Publishing Historical Records Apply for PUBLISHING 09 Funding Number: PUBLISHING 09 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $130,000 |
| Americas Media Makers Development Grants Apply for 20080827 TD Funding Number: 20080827 TD Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $75,000 |
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| Professional Development Grants for Archives and Historical Publishing Apply for PRODEV 09 Funding Number: PRODEV 09 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $100,000 |
| Strategies and Tools for Archives and Historical Publishing Projects Apply for STRATEGIES 09 Funding Number: STRATEGIES 09 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $150,000 |
| Interpreting Americas Historic Places Planning Grants Apply for 20080827 BP Funding Number: 20080827 BP Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $75,000 |
| Interpreting Americas Historic Places Implementation Grants Apply for 20080827 BR Funding Number: 20080827 BR Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $1,000,000 |
| Picturing America School Collaboration Projects Apply for 20081001 AP Funding Number: 20081001 AP Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $350,000 |
| Transcribing the Founders Papers for Online Access Pilot Project Apply for TRANSCRIBING 09 Funding Number: TRANSCRIBING 09 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $250,000 |
| DFG/NEH Bilateral Digital Humanities Program Apply for 20081015 HG Funding Number: 20081015 HG Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $350,000 |
| Teaching Development Fellowships Apply for 20081001 FW Funding Number: 20081001 FW Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $21,000 |
| Americas Historical and Cultural Organizations Planning Grants Apply for 20080827 GE Funding Number: 20080827 GE Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $75,000 |
| Americas Historical and Cultural Organizations Implementation Grants Apply for 20080827 GI Funding Number: 20080827 GI Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $1,000,000 |
| Scholarly Editions Apply for 20081105 RQ Funding Number: 20081105 RQ Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $300,000 |
| Collaborative research Apply for 20081105 RZ Funding Number: 20081105 RZ Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $300,000 |
| National Digital Newspaper Program Apply for 20081104 PJ Funding Number: 20081104 PJ Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $400,000 |
| Digital Humanities Start Up Grants Apply for 20081008 HD Funding Number: 20081008 HD Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $50,000 |
| NEH/DFG Symposia and Workshops Program Apply for 20081104 HW Funding Number: 20081104 HW Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $100,000 |
| Enduring Questions Pilot Course Grants Apply for 20081113 AQ Funding Number: 20081113 AQ Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $25,000 |
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