Opportunity Information: Apply for ACCESS 201210
Apply for ACCESS 201210
- 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 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 Aug 3, 2012 and posted on Jun 1, 2012.
- Applicants must submit their applications by Oct 4, 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 $1,200,000.00 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 15 candidate(s).
- Eligible applicants include: City or township governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education County governments Private institutions of higher education Native American tribal governments (Federally recognized) Public and State controlled institutions of higher education State governments.
- Archives and other repositories of historical documents are eligible if they are part of Nonprofit organizations Colleges, universities, and other academic institutions State or local government agencies Federally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. If you do not have a DUNS number, you can request a DUNS number for free by visiting DB at http://fedgov.dnb.com/webform. Details on SAM registration can be found at http://sam.gov. Please refer to the User Guides section and click on the Grants Registrations PDF. Ineligible applications will not be reviewed.
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Opportunity Summary:
Documenting Democracy: Access to Historical Records Projects is a discretionary grant program run by the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. The overall purpose is to strengthen preservation and, just as importantly, public and researcher access to high-value archival materials that help broaden and deepen understanding of United States history. The program is aimed at practical, standards-based archival work that results in collections being discoverable and usable, especially through modern online discovery tools and national or regional discovery systems.
Applicants can propose work in one or more of four project categories. The first category, Basic Processing, supports establishing an archives program or reducing backlogs through cost-effective, scalable processing methods. Projects at this level emphasize gaining intellectual control and making collections findable, typically through collection- or series-level description rather than folder- or item-level work. Proposals are expected to show how the repository will process and catalog collections that are currently hard to discover via online searching, including creation of collection- or series-level MARC catalog records in a national bibliographic utility and, when relevant, producing finding aids that generally meet Encoded Archival Description (EAD) standards and can be shared through appropriate regional and national archival databases. Basic processing projects are also expected to address long-term workflow health: applicants should describe techniques that eliminate existing backlogs at a reasonable rate and prevent future backlogs through improved accessioning and processing practices. NHPRC also expects reappraisal where appropriate, including a process for deaccessioning entire collections when warranted, and applicants must explain how they will promote use of the collections once processing is complete. Limited preservation planning and assessment is allowed in this category (for example, preservation surveys, environmental evaluations, and risk assessments), and applicants may plan for facility improvements, but NHPRC does not fund construction. The program draws clear lines around what it will not support under basic processing, including comprehensive reboxing/refoldering, routine fastener removal, item-level repairs and conservation, and reformatting activities such as digitization, microfilming, or broad preservation copying (only extremely limited copying of faded or damaged documents is contemplated).
The second category, Detailed Processing, is intended for collections with demonstrated high research demand or major preservation concerns, particularly collections of national significance. These projects generally involve more granular processing and description at the series or file level, along with creation or revision of online descriptions that are contributed to national library catalogs, national archival databases, and relevant regional or institutional systems. Detailed finding aids are typically expected to use EAD unless another format is better suited. Because detailed processing can involve more hands-on work, proposals must explicitly describe and justify any item-level processing or preservation treatment (such as refoldering, cleaning, flattening, copying, encapsulation, deacidification, or mending) and estimate what percentage of the collection would receive item-level attention. Unlike the basic processing track, this category can also include preservation reformatting, especially for unstable audiovisual materials where migration to appropriate analog or digital formats is necessary, and applicants are encouraged to consider hybrid microfilm/digitization strategies where appropriate. For born-digital materials, proposals should include credible long-term digital preservation plans. Limited digitization may be included when it is focused on the highest-impact portions of a collection and the application clearly specifies standards, costs, and the portion of the materials to be digitized; however, projects that are purely digitization-focused are directed to NHPRC’s separate Digitizing Historical Records opportunity. Outreach and publicity to drive real use of the processed collections is also an expected component.
The third category, Documentary Heritage, focuses on improving the completeness of the historical record by identifying, surveying, collecting, and making accessible nationally significant records that document communities and topics that have been traditionally underrepresented. Fundable activities include documentation surveys, archival needs assessments, and arrangement and description work, or combinations of those approaches. NHPRC generally does not fund projects that create new documentation, with a notable exception for oral history projects conducted by American Indian tribes and other Indigenous peoples where oral tradition is central to documenting history and culture. The announcement also specifies that newspapers are not treated as historical records for the purpose of this opportunity. If a project includes collecting, the repository must demonstrate that it has, or will develop during the project, initial processing methods to establish basic physical and intellectual control over new accessions. If the repository already has a large unprocessed backlog, collection development activities are only appropriate if paired with basic processing to avoid worsening the backlog. As with basic processing, arrangement and description work under this category must not drift into item-level processing.
The fourth category, Retrospective Conversion of Descriptive Information, supports bringing legacy description into modern online-accessible formats so collections become easier to discover. Typical examples include converting card catalogs and paper finding aids into electronic forms, or consolidating descriptive information scattered across incompatible formats into a coherent online database or finding aid. EAD is the expected standard for finding aids unless another format is more appropriate. The program emphasizes that proposals made up entirely of ineligible activities will not be considered, and applicants are directed to NHPRC’s published guidance on what it will and will not fund.
In terms of funding structure, awards are typically one to two years in length, with an award ceiling of up to $200,000 and no stated minimum award amount. NHPRC anticipated making up to 15 awards under this announcement, with an estimated total program funding level of up to $1.2 million. Cost sharing is required: applicants must contribute to project costs, and NHPRC will cover up to 50 percent of the total project budget. Cost share can include direct and indirect costs, in-kind contributions, third-party non-federal support, and program income earned directly by the project.
Eligibility is geared toward archives and repositories that are part of nonprofit organizations, colleges and universities (public or private), state or local government agencies, and federally acknowledged or state recognized Native American tribes or groups. The announcement lists eligible applicant types including city or township governments, county governments, state governments, 501(c)(3) nonprofits (excluding higher ed as a separate category), institutions of higher education, and federally recognized tribal governments. Administrative requirements include being registered in the System for Award Management (SAM) before applying and maintaining that registration through the application and award process, as well as including a valid DUNS number in the application (as described in the opportunity materials). The original posting date for this specific opportunity was June 1, 2012, with an application deadline of October 4, 2012, under Funding Opportunity Number ACCESS 201210 and CFDA 89.003. Contact information in the announcement points applicants to NHPRC staff for help accessing the full announcement and requirements.
Frequently Asked Questions (FAQs)
What is the "Documenting Democracy: Access to Historical Records Projects" grant?
It is a discretionary grant program run by the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. Its purpose is to strengthen preservation and, just as importantly, public and researcher access to high-value archival materials that broaden and deepen understanding of United States history.
What is the main goal of this program?
The program prioritizes practical, standards-based archival work that makes collections discoverable and usable, especially through modern online discovery tools and national or regional discovery systems.
What kinds of projects can be proposed under this opportunity?
Applicants can propose work in one or more of four categories: (1) Basic Processing, (2) Detailed Processing, (3) Documentary Heritage, and (4) Retrospective Conversion of Descriptive Information.
What is "Basic Processing" and what does it fund?
Basic Processing supports establishing an archives program or reducing backlogs using cost-effective, scalable methods. It emphasizes gaining intellectual control and making collections findable, typically through collection- or series-level description (not folder- or item-level). It also expects attention to long-term workflow health to eliminate and prevent backlogs through improved accessioning and processing practices.
What description and cataloging outputs are expected in Basic Processing projects?
Basic Processing proposals are expected to show how the repository will process and catalog collections that are currently hard to discover via online searching. This includes creating collection- or series-level MARC catalog records in a national bibliographic utility and, when relevant, producing finding aids that generally meet Encoded Archival Description (EAD) standards and can be shared through appropriate regional and national archival databases.
Does Basic Processing allow preservation planning or facility improvements?
Yes, limited preservation planning and assessment is allowed (for example, preservation surveys, environmental evaluations, and risk assessments). Applicants may plan for facility improvements, but NHPRC does not fund construction.
What activities are not supported under the Basic Processing category?
The program draws clear lines around activities it will not support under Basic Processing, including comprehensive reboxing/refoldering, routine fastener removal, item-level repairs and conservation, and reformatting activities such as digitization, microfilming, or broad preservation copying (other than extremely limited copying of faded or damaged documents).
What is "Detailed Processing" and when is it appropriate?
Detailed Processing is intended for collections with demonstrated high research demand or major preservation concerns, particularly collections of national significance. These projects generally involve more granular processing and description at the series or file level and contribute online descriptions to national library catalogs, national archival databases, and relevant regional or institutional systems.
Are item-level activities allowed in Detailed Processing?
They can be, but proposals must explicitly describe and justify any item-level processing or preservation treatment (such as refoldering, cleaning, flattening, copying, encapsulation, deacidification, or mending) and estimate what percentage of the collection would receive item-level attention.
Can Detailed Processing include preservation reformatting or audiovisual migration?
Yes. Unlike Basic Processing, Detailed Processing can include preservation reformatting, especially for unstable audiovisual materials where migration to appropriate analog or digital formats is necessary. Applicants are encouraged to consider hybrid microfilm/digitization strategies where appropriate.
What does the program expect for born-digital materials in Detailed Processing projects?
For born-digital materials, proposals should include credible long-term digital preservation plans.
Is digitization allowed under this opportunity?
Limited digitization may be included when it is focused on the highest-impact portions of a collection and the application clearly specifies standards, costs, and the portion of the materials to be digitized. Projects that are purely digitization-focused are directed to NHPRC's separate Digitizing Historical Records opportunity.
What outreach or public use activities are expected?
Across the processing categories, the announcement emphasizes promoting and publicizing the collections so the work leads to real use. Basic Processing applicants must explain how they will promote use once processing is complete, and Detailed Processing expects outreach and publicity as a component.
What is the "Documentary Heritage" category?
Documentary Heritage focuses on improving the completeness of the historical record by identifying, surveying, collecting, and making accessible nationally significant records that document communities and topics that have been traditionally underrepresented.
What activities are fundable under Documentary Heritage?
Fundable activities include documentation surveys, archival needs assessments, and arrangement and description work, or combinations of those approaches.
Does NHPRC fund projects that create new documentation?
Generally, no. The announcement states NHPRC generally does not fund projects that create new documentation, with a notable exception for oral history projects conducted by American Indian tribes and other Indigenous peoples where oral tradition is central to documenting history and culture.
Are newspapers eligible "historical records" under this opportunity?
No. The announcement specifies that newspapers are not treated as historical records for the purpose of this opportunity.
If a Documentary Heritage project includes collecting, what is required?
If collecting is included, the repository must demonstrate that it has, or will develop during the project, initial processing methods to establish basic physical and intellectual control over new accessions.
Can repositories with large backlogs still propose collecting activities?
Collecting is only appropriate if paired with Basic Processing when a repository already has a large unprocessed backlog, so the project does not worsen the backlog.
Can Documentary Heritage arrangement and description be item-level?
No. As with Basic Processing, arrangement and description work under Documentary Heritage must not drift into item-level processing.
What is "Retrospective Conversion of Descriptive Information"?
This category supports bringing legacy description into modern online-accessible formats so collections become easier to discover. Examples include converting card catalogs and paper finding aids into electronic forms, or consolidating scattered descriptive information across incompatible formats into a coherent online database or finding aid.
What standards are expected for finding aids in Retrospective Conversion?
EAD is the expected standard for finding aids unless another format is more appropriate.
What happens if an application is made up entirely of ineligible activities?
The announcement states that proposals made up entirely of ineligible activities will not be considered, and applicants are directed to NHPRC's published guidance on what it will and will not fund.
How long are awards under this program typically?
Awards are typically one to two years in length.
What is the maximum award amount?
The award ceiling is up to $200,000. No minimum award amount is stated.
How many awards were anticipated and what was the estimated total funding?
NHPRC anticipated making up to 15 awards under the announcement, with an estimated total program funding level of up to $1.2 million.
Is cost sharing (matching) required?
Yes. Cost sharing is required. Applicants must contribute to project costs, and NHPRC will cover up to 50 percent of the total project budget.
What can count toward the required cost share?
Cost share can include direct and indirect costs, in-kind contributions, third-party non-federal support, and program income earned directly by the project.
Who is eligible to apply?
Eligibility is geared toward archives and repositories that are part of nonprofit organizations, colleges and universities (public or private), state or local government agencies, and federally acknowledged or state recognized Native American tribes or groups. The announcement lists eligible applicant types including city or township governments, county governments, state governments, 501(c)(3) nonprofits (excluding higher ed as a separate category), institutions of higher education, and federally recognized tribal governments.
What registration or administrative requirements apply?
Applicants must be registered in the System for Award Management (SAM) before applying and must maintain that registration through the application and award process. The application must also include a valid DUNS number, as described in the opportunity materials.
What is the Funding Opportunity Number and CFDA number for this announcement?
The Funding Opportunity Number is ACCESS 201210 and the CFDA number is 89.003.
When was this opportunity posted and when was the application deadline?
The original posting date was June 1, 2012, and the application deadline was October 4, 2012.
Where can applicants get help or find the full announcement?
The contact information in the announcement points applicants to NHPRC staff for help accessing the full announcement and requirements.
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Applicants also applied for:
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| Publishing Historical Records in Documentary Editions Apply for EDITIONS 201610 Funding Number: EDITIONS 201610 Agency: NARA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $200,000 |
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