Opportunity Information: Apply for ACCESS 201310
Apply for ACCESS 201310
- The National Archives and Records Administration in the humanities (see cultural affairs in cfda) sector is offering a public funding opportunity titled "Documenting Democracy Access to Historical Records Project" 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 6, 2013 and posted on Jun 7, 2013.
- Applicants must submit their applications by Oct 3, 2013. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- The funding agency has allocated a total of $1,000,000.00 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 14 candidate(s).
- Eligible applicants include: County governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Private institutions of higher education Public and State controlled institutions of higher education City or township governments State governments Native American tribal governments (Federally recognized).
- Nonprofit organizations or institutions Colleges, universities, and other academic institutions State or local government agencies Federally acknowledged or state recognized Native American tribes or groups Applicant organizations must be registered in the System for Award Management (SAM) prior to submitting an application, maintain SAM registration throughout the application and award process, and include a valid DUNS number in their application. Details on SAM registration and requesting a DUNS number can be found at the System for Award Management website at http://sam.gov. Please refer to the User Guides section and the Grants Registrations PDF. Ineligible applications will not be reviewed.
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Opportunity Summary:
The Documenting Democracy: Access to Historical Records Project is a discretionary grant opportunity from the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. Its main goal is to strengthen preservation and public use of the United States most valuable archival resources by improving access to primary source materials that deepen understanding of the American past. In practice, the program is designed to help repositories get control of archival holdings, reduce hidden or backlogged collections, modernize how collections are described online, and broaden what gets documented, especially for communities and topics that have been historically underrepresented.
Funding supports proposals in one or a combination of four categories. The first category, Basic Processing, focuses on establishing archives programs and/or completing baseline processing that makes collections discoverable and usable without going down to folder or item level description. Applicants are expected to use recognized, cost-effective archival methods and to show how they will eliminate backlogs while also preventing new ones through better accessioning and processing workflows. For new archives programs, grant funds may cover a consultant to assess needs and outline what is required to sustain an archives program long term, including a collection development plan, a basic processing plan for existing and incoming materials, and a phased preservation plan. For discoverability, basic processing projects are expected to produce collection- or series-level MARC catalog records in a national bibliographic utility, and any finding aids created should generally align with Encoded Archival Description (EAD) standards and be shared through appropriate regional or national databases. Basic processing proposals also should include reappraisal and, where appropriate, deaccessioning of entire collections, plus concrete plans to promote use of the collections once processing is complete. Limited preservation-related work is allowable at this level (for example, preservation surveys, environmental evaluations, and risk assessments), and planning for facility improvements can be included even though the program does not fund construction. Several common activities are explicitly not allowed under basic processing, including comprehensive reboxing/refoldering, removing staples and paper clips, item-level conservation/repairs, and reformatting such as digitization or microfilming (with only extremely limited preservation copying for faded or damaged documents).
The second category, Detailed Processing, is intended for collections of national significance that either have proven high research demand or have serious preservation needs. These projects typically create more granular description at the series or file level and are expected to update or create online descriptions that are shared broadly through national library catalogs, national archival databases, and relevant regional or institutional systems. EAD finding aids are generally expected unless another format is clearly more suitable. Unlike basic processing, detailed processing proposals can include justified item-level processing or preservation treatment, but applicants must explain why it is needed and estimate what portion of the collection would receive item-level work. This category can also support preservation reformatting, especially for unstable audio or video materials, including migration to appropriate analog or digital formats, and applicants are encouraged to consider hybrid microfilm/digitization approaches where appropriate. If collections contain born-digital materials, proposals should address long-term digital preservation planning. Limited digitization is possible when it is targeted to the series or items most likely to benefit broad public audiences, but projects that only digitize materials are directed to a separate NHPRC digitization program. Detailed processing proposals should also include outreach and publicity plans to ensure the collections are used once access is improved.
The third category, Documentary Heritage, supports projects that make the historical record more representative by identifying, surveying, collecting, and making available nationally significant records related to groups and topics traditionally underdocumented. Eligible work includes arrangement and description, documentation surveys, archival needs assessments, or combinations of these activities. The program generally does not fund creation of new documentation, with a specific exception for oral history projects conducted by American Indian tribes or indigenous peoples of the Pacific Islands when oral traditions are essential to documenting history and culture. Newspapers are explicitly excluded as historical records for purposes of this opportunity. Any project that includes collecting must also show it has, or will develop during the project, initial processing approaches that provide basic physical and intellectual control over new accessions. If a repository already has a large unprocessed backlog, it cannot focus on collecting alone; collecting must occur alongside basic processing. As with basic processing, arrangement and description work under documentary heritage must not include item-level processing.
The fourth category, Retrospective Conversion of Descriptive Information, funds efforts to convert older, legacy descriptive tools into formats that improve online access. Typical examples include converting card catalogs, paper finding aids, and fragmented descriptive information maintained in incompatible formats into electronic systems or comprehensive online databases. EAD is the expected standard for finding aids unless an alternative is better justified. A key point across the announcement is that proposals consisting entirely of ineligible activities will not be reviewed, and applicants are referred to NHPRC guidance on what it will and will not fund for detailed limitations.
Financially, the opportunity (Funding Opportunity Number ACCESS 201310; CFDA 89.003) anticipated around 14 awards, with an estimated total program funding level of $1,000,000 and an award ceiling of $200,000 (no stated minimum award floor). Cost sharing or matching is required. Eligible applicants include nonprofit organizations (including 501(c)(3) entities other than higher education institutions), public and private institutions of higher education, state and local government agencies (including county and city/township governments), and federally recognized Native American tribal governments, with eligibility language also referencing state recognized tribes or groups. Applicants must be registered in the System for Award Management (SAM), maintain an active SAM registration through the process, and include a valid DUNS number in the application. The opportunity was posted in June 2013 with an application deadline of October 3, 2013, and it is administered by the National Archives and Records Administration, with program contact information provided in the full announcement.
Frequently Asked Questions (FAQs)
What is the Documenting Democracy: Access to Historical Records Project?
It is a discretionary grant opportunity from the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration (NARA). The program aims to strengthen preservation and public use of the United States most valuable archival resources by improving access to primary source materials that deepen understanding of the American past.
What is the main purpose of this grant program?
The program is designed to help repositories gain control of archival holdings, reduce hidden or backlogged collections, modernize how collections are described online, and broaden what gets documented, especially for communities and topics that have been historically underrepresented.
What types of projects does the program fund?
Funding supports proposals in one or a combination of four categories: Basic Processing, Detailed Processing, Documentary Heritage, and Retrospective Conversion of Descriptive Information.
What is included under the Basic Processing category?
Basic Processing supports establishing archives programs and/or completing baseline processing so collections become discoverable and usable without requiring folder- or item-level description. Projects are expected to use recognized, cost-effective archival methods, demonstrate how they will eliminate backlogs, and prevent new ones by improving accessioning and processing workflows.
Can Basic Processing funds be used to start a new archives program?
Yes. For new archives programs, grant funds may cover a consultant to assess needs and outline what is required to sustain an archives program long term, including a collection development plan, a basic processing plan for existing and incoming materials, and a phased preservation plan.
What discoverability outputs are expected for Basic Processing projects?
Basic processing projects are expected to produce collection- or series-level MARC catalog records in a national bibliographic utility. Any finding aids created should generally align with Encoded Archival Description (EAD) standards and be shared through appropriate regional or national databases.
Does Basic Processing allow reappraisal or deaccessioning?
Yes. Basic processing proposals should include reappraisal and, where appropriate, deaccessioning of entire collections.
Do Basic Processing proposals need a plan to promote use of the collections?
Yes. They should include concrete plans to promote use of the collections once processing is complete.
What preservation-related activities are allowable under Basic Processing?
Only limited preservation-related work is allowable at this level, such as preservation surveys, environmental evaluations, and risk assessments. Planning for facility improvements can be included, although the program does not fund construction.
What activities are explicitly not allowed under Basic Processing?
Common activities that are explicitly not allowed include comprehensive reboxing/refoldering, removing staples and paper clips, item-level conservation/repairs, and reformatting such as digitization or microfilming (except extremely limited preservation copying for faded or damaged documents).
What is the Detailed Processing category intended for?
Detailed Processing is intended for collections of national significance that either have proven high research demand or have serious preservation needs.
What description level is typical in Detailed Processing projects?
These projects typically create more granular description at the series or file level and are expected to update or create online descriptions that are shared broadly through national library catalogs, national archival databases, and relevant regional or institutional systems.
Are EAD finding aids required for Detailed Processing?
EAD finding aids are generally expected unless another format is clearly more suitable.
Can Detailed Processing include item-level processing or preservation treatment?
Yes, unlike Basic Processing, Detailed Processing proposals can include justified item-level processing or preservation treatment. Applicants must explain why it is needed and estimate what portion of the collection would receive item-level work.
Does Detailed Processing support preservation reformatting?
Yes. This category can support preservation reformatting, especially for unstable audio or video materials, including migration to appropriate analog or digital formats. Applicants are encouraged to consider hybrid microfilm/digitization approaches where appropriate.
How should proposals address born-digital materials?
If collections contain born-digital materials, proposals should address long-term digital preservation planning.
Is digitization allowed under Detailed Processing?
Limited digitization is possible when it is targeted to the series or items most likely to benefit broad public audiences. Projects that only digitize materials are directed to a separate NHPRC digitization program.
Do Detailed Processing proposals need outreach and publicity plans?
Yes. Detailed processing proposals should include outreach and publicity plans to ensure the collections are used once access is improved.
What is the Documentary Heritage category?
Documentary Heritage supports projects that make the historical record more representative by identifying, surveying, collecting, and making available nationally significant records related to groups and topics traditionally underdocumented.
What activities are eligible under Documentary Heritage?
Eligible work includes arrangement and description, documentation surveys, archival needs assessments, or combinations of these activities.
Does the program fund creation of new documentation under Documentary Heritage?
Generally, no. The program generally does not fund creation of new documentation, with a specific exception for oral history projects conducted by American Indian tribes or indigenous peoples of the Pacific Islands when oral traditions are essential to documenting history and culture.
Are newspapers eligible as historical records for this opportunity?
No. Newspapers are explicitly excluded as historical records for purposes of this opportunity.
If a Documentary Heritage project includes collecting, are there additional requirements?
Yes. Any project that includes collecting must also show it has, or will develop during the project, initial processing approaches that provide basic physical and intellectual control over new accessions.
Can a repository focus only on collecting if it has a large unprocessed backlog?
No. If a repository already has a large unprocessed backlog, it cannot focus on collecting alone; collecting must occur alongside basic processing.
Is item-level processing allowed in Documentary Heritage arrangement and description work?
No. As with Basic Processing, arrangement and description work under Documentary Heritage must not include item-level processing.
What is the Retrospective Conversion of Descriptive Information category?
This category funds efforts to convert older, legacy descriptive tools into formats that improve online access. Examples include converting card catalogs, paper finding aids, and fragmented descriptive information maintained in incompatible formats into electronic systems or comprehensive online databases.
Is EAD expected for retrospective conversion projects?
Yes. EAD is the expected standard for finding aids unless an alternative is better justified.
What happens if a proposal consists entirely of ineligible activities?
A key point in the announcement is that proposals consisting entirely of ineligible activities will not be reviewed. Applicants are referred to NHPRC guidance on what it will and will not fund for detailed limitations.
What is the Funding Opportunity Number and CFDA number for this grant?
The Funding Opportunity Number is ACCESS 201310, and the CFDA number is 89.003.
How many awards were anticipated and what was the total estimated funding level?
The opportunity anticipated around 14 awards, with an estimated total program funding level of $1,000,000.
What is the maximum award amount?
The award ceiling is $200,000. No minimum award floor is stated.
Is cost sharing or matching required?
Yes. Cost sharing or matching is required.
Who is eligible to apply for this opportunity?
Eligible applicants include nonprofit organizations (including 501(c)(3) entities other than higher education institutions), public and private institutions of higher education, state and local government agencies (including county and city/township governments), and federally recognized Native American tribal governments. The eligibility language also references state recognized tribes or groups.
Are there registration requirements for applicants?
Yes. Applicants must be registered in the System for Award Management (SAM) and maintain an active SAM registration through the process. Applicants must also include a valid DUNS number in the application.
When was the opportunity posted and what was the application deadline?
The opportunity was posted in June 2013, and the application deadline was October 3, 2013.
Which agency administers the program?
The program is administered by the National Archives and Records Administration (NARA), through the National Historical Publications and Records Commission (NHPRC). Program contact information is provided in the full announcement.
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