Opportunity Information: Apply for DIGITIZING 201206
Apply for DIGITIZING 201206
- The National Archives and Records Administration in the humanities (see cultural affairs in cfda) sector is offering a public funding opportunity titled "Digitizing Historical Records" 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 Dec 5, 2011 and posted on Dec 5, 2011.
- Applicants must submit their applications by Jun 7, 2012. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- The funding agency has allocated a total of $700,000.00 to eligible and selected applicants.
- Each selected applicant is eligible to receive up to $150,000.00 in funding.
- The number of recipients for this funding is limited to 8 candidate(s).
- Eligible applicants include: Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Private institutions of higher education City or township governments State governments County governments Native American tribal governments (Federally recognized) Public and State controlled institutions of higher education.
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Opportunity Summary:
The Digitizing Historical Records grant opportunity is offered by the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration, to support projects that digitize nationally significant historical records and make the resulting digital content freely available online. The emphasis is on practical, cost-effective digitization that helps more people access important historical materials without needing to travel to an archives or repository. Projects must be based on existing holdings in historical repositories and must digitize entire collections or complete series, rather than selecting only highlights or small portions.
A central requirement is that the records proposed for digitization are already available to the public at the holding institution and are already described well enough that existing descriptive information can be reused as metadata. In other words, applicants are expected to repurpose collection descriptions, finding aids, catalog records, or other existing documentation to support discovery and access, instead of creating new descriptive metadata from scratch. Applications are expected to show four things clearly: first, that the targeted collection or series has national significance; second, that the project has a strong and efficient workflow built around reusing existing descriptive materials; third, that the project budget, digitization standards, and long-term digital preservation approach are reasonable and sustainable; and fourth, that there is a thoughtful evaluation plan to measure how the digitized materials are used and how well the digitization and online presentation methods work in practice.
The program also draws firm boundaries around what grant funds can and cannot support. Funds cannot be used to create descriptive metadata, produce edited transcriptions of digitized documents, or build or support paywalled access systems where users must pay fees to view images. The intent is to fund digitization and free public access, not the creation of new layers of description or restricted delivery platforms. Applicants are encouraged to consult the NHPRC "What we do and do not fund" guidance for additional limitations.
Awards are typically structured as one- to three-year projects, with an award ceiling of up to $150,000 per grant. NHPRC anticipated making up to eight awards in this category, with a total program amount of up to $700,000. Cost sharing is required, and NHPRC will fund up to 50 percent of the total project cost. The required match can include direct or indirect costs, in-kind contributions, third-party non-federal contributions, and project-generated income, as long as it is tied directly to the project.
Eligible applicants include nonprofit organizations and institutions (including 501(c)(3) organizations), colleges and universities (public or private), state and local government agencies (such as city, county, or township governments), and federally acknowledged or state-recognized Native American tribes or groups. To be eligible, applicant organizations must also be registered in the Central Contractor Registration (CCR) system (as described in the announcement) and include a valid DUNS number in the application, maintaining the required registration through the submission and award process. Grant recipients must acknowledge NHPRC support in any products created with grant assistance.
The specific opportunity referenced was posted December 5, 2011, under Funding Opportunity Number DIGITIZING 201206 (CFDA 89.003), with an application closing date of June 7, 2012, and an archive date of July 7, 2012. The listed program contact for access issues with the full announcement was Jeff de la Concepcion, Grant Program Specialist, at 202-357-5022.
Frequently Asked Questions (FAQs): Digitizing Historical Records (NHPRC)
What is the Digitizing Historical Records grant opportunity?
This is a grant opportunity from the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration. It supports projects that digitize nationally significant historical records and make the resulting digital content freely available online.
What is the main goal of this program?
The goal is practical, cost-effective digitization that expands access to important historical materials, especially for users who cannot travel to an archives or repository in person. The program is designed to increase online availability of significant records at no cost to the public.
What kinds of materials must projects digitize?
Projects must be based on existing holdings in historical repositories. The program expects projects to digitize entire collections or complete series, not just selected highlights or small portions.
Do the records have to already be publicly available at the holding institution?
Yes. A central requirement is that the records proposed for digitization are already available to the public at the holding institution.
How important is existing description and metadata for the proposed materials?
It is a key requirement. The materials must already be described well enough that existing descriptive information can be reused as metadata. Applicants are expected to repurpose existing collection descriptions, finding aids, catalog records, or similar documentation rather than creating new descriptive metadata from scratch.
What does NHPRC expect an application to demonstrate?
Applications are expected to show four things clearly:
- The targeted collection or series has national significance.
- The project has a strong and efficient workflow built around reusing existing descriptive materials.
- The project budget, digitization standards, and long-term digital preservation approach are reasonable and sustainable.
- There is a thoughtful evaluation plan to measure how the digitized materials are used and how well the digitization and online presentation methods work in practice.
Does the program fund creation of new descriptive metadata?
No. Grant funds cannot be used to create descriptive metadata. The program’s intent is to support digitization and access using existing descriptive information that can be reused.
Does the program fund transcriptions of digitized documents?
No. Funds cannot be used to produce edited transcriptions of digitized documents.
Can grant funds be used to build or support a paywall for access to the digitized materials?
No. Funds cannot be used to build or support paywalled access systems where users must pay fees to view images. The intent is free public access to the digitized content online.
Is online access required to be free?
Yes. The program specifically emphasizes making the resulting digital content freely available online, and it prohibits using funds for paywalled delivery platforms.
How long are awards typically structured to last?
Awards are typically structured as one- to three-year projects.
What is the maximum award amount?
The award ceiling is up to $150,000 per grant.
How many awards did NHPRC anticipate making?
NHPRC anticipated making up to eight awards in this category.
What was the total program amount anticipated for this opportunity?
The total program amount anticipated was up to $700,000.
Is cost sharing (matching funds) required?
Yes. Cost sharing is required, and NHPRC will fund up to 50 percent of the total project cost.
What types of contributions can count toward the required match?
The required match can include direct or indirect costs, in-kind contributions, third-party non-federal contributions, and project-generated income, as long as the match is tied directly to the project.
Who is eligible to apply?
Eligible applicants include:
- Nonprofit organizations and institutions (including 501(c)(3) organizations)
- Colleges and universities (public or private)
- State and local government agencies (including city, county, or township governments)
- Federally acknowledged or state-recognized Native American tribes or groups
Are there registration requirements for applicant organizations?
Yes. Applicant organizations must be registered in the Central Contractor Registration (CCR) system (as described in the announcement) and must include a valid DUNS number in the application. Organizations must maintain the required registration through the submission and award process.
Do grant recipients have to acknowledge NHPRC support?
Yes. Grant recipients must acknowledge NHPRC support in any products created with grant assistance.
Where can applicants look for additional limitations on what NHPRC funds?
Applicants are encouraged to consult NHPRC guidance titled "What we do and do not fund" for additional limitations.
What was the Funding Opportunity Number and CFDA number for the specific notice described?
The opportunity referenced was Funding Opportunity Number DIGITIZING 201206, under CFDA 89.003.
When was this specific opportunity posted, and what were the key dates?
The notice was posted on December 5, 2011. The application closing date was June 7, 2012, and the archive date was July 7, 2012.
Who was the contact person listed for access issues with the full announcement?
The listed contact for access issues with the full announcement was Jeff de la Concepcion, Grant Program Specialist, reachable at 202-357-5022.
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