Opportunity Information: Apply for ACCESS 201110
Apply for ACCESS 201110
- 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 Jun 6, 2011 and posted on Jun 3, 2011.
- Applicants must submit their applications by Oct 6, 2011. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- Each selected applicant is eligible to receive up to $200,000.00 in funding.
- The number of recipients for this funding is limited to 25 candidate(s).
- Eligible applicants include: State governments County governments Native American tribal governments (Federally recognized) Private institutions of higher education City or township governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Public and State controlled institutions of higher education.
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Opportunity Summary:
The Documenting Democracy: Access to Historical Records Projects grant is a National Historical Publications and Records Commission (NHPRC) funding opportunity administered through the National Archives and Records Administration (NARA) that supports practical, standards-based work to preserve and increase access to historically valuable archival records in the United States. The central goal is to help repositories make primary source materials easier to discover, use, and interpret, especially by improving intellectual control over collections and expanding online access to descriptions. In general, the program is aimed at strengthening archives programs and reducing hidden or under-described holdings so that researchers and the public can find relevant materials through modern discovery tools.
Applicants can propose work in one or more of four categories. The first, Basic Processing, supports establishing an archives program or carrying out high-impact, efficient processing at the collection or series level. Projects in this category are expected to use best-practice, cost-effective archival methods and to directly address unprocessed backlogs while also putting procedures in place to prevent future backlogs through sound accessioning and processing workflows. For organizations starting a new archives program, funding can cover a consultant-led assessment that spells out what is needed to sustain the program, including a collection development plan, a plan to process backlogs and new accessions in a timely way, and a phased preservation plan. A key emphasis is discoverability: repositories should create collection- or series-level MARC catalog records in a national bibliographic utility and, where finding aids are produced, they should generally follow Encoded Archival Description (EAD) standards and be shared via appropriate regional and national databases. Basic processing explicitly does not include folder- or item-level description. The program also expects thoughtful collection reappraisal and, when appropriate, deaccessioning of entire collections, along with concrete plans for outreach and promotion once collections become newly accessible. Limited preservation-related planning and assessment is allowable (such as preservation surveys, environmental evaluations, and risk assessments), but the program does not fund construction and bars many labor-intensive preservation activities and most reformatting: comprehensive reboxing/refoldering, removing staples and paper clips, item-level repairs/conservation, and routine digitization, microfilming, or other reformatting are not permitted, with only extremely limited copying for damaged or faded documents.
The second category, Detailed Processing, is intended for collections of national significance that either have clear, high research demand or serious preservation concerns. These projects typically create deeper description at the series or file level and publish or update online descriptions across relevant catalogs and archival databases, again generally using EAD for finding aids. Because this category is more intensive, the Commission signals a preference for repositories that already have most holdings processed to a level that makes them findable via online searching, especially when the proposal focuses entirely on detailed processing. Unlike basic processing, detailed processing proposals may include justified item-level work and preservation treatment where it is truly necessary, but applicants must explain and quantify how much of the collection would receive item-level attention. This category can also support preservation reformatting, particularly for unstable audiovisual materials, including migration to appropriate analog or digital formats, and it encourages consideration of hybrid approaches such as microfilm-to-digital or dual-output workflows when appropriate. For born-digital materials, proposals should address long-term digital preservation. Limited digitization may be included when it is targeted to the most broadly useful series or items, but proposals must specify standards, costs, and the portion of the collection to be digitized; projects that are solely digitization-focused are directed to a separate NHPRC digitization program. Outreach and publicity plans to encourage use of the newly processed collections are also expected.
The third category, Documentary Heritage, focuses on strengthening the historical record by identifying, surveying, collecting, and making available records that document groups and topics that have been traditionally underrepresented. Eligible activities include documentation surveys, archival needs assessments, and arrangement and description, or a combination of these. The program generally does not fund creation of new documentation, with a specific exception for oral history projects conducted by American Indian tribes and other indigenous peoples when oral tradition is an essential source for documenting history and culture. Newspapers are explicitly excluded as "historical records" for purposes of this opportunity. If collecting is part of the project, the applicant must show it can achieve basic physical and intellectual control over new acquisitions through initial processing techniques, and repositories with large backlogs are expected to pair collection development with basic processing rather than collecting alone. As with basic processing, item-level processing is not allowed in projects that include arrangement and description.
The fourth category, Retrospective Conversion of Descriptive Information, supports converting legacy description (for example, card catalogs, paper finding aids, or fragmented descriptive data spread across incompatible systems) into modern electronic formats that improve online access to collections. The expectation is that converted or newly compiled finding aids will typically use EAD unless another format is better suited, with the overall aim of making collections more discoverable through current online research pathways.
Awards are generally one to two years, with a ceiling of $200,000 per grant, and the Commission anticipated making up to 25 awards totaling up to $2 million under this announcement. Cost sharing is required, and NHPRC funds can cover up to 50 percent of total project costs. The cost share may include direct and indirect costs, in-kind support, third-party non-federal contributions, and project-generated income, giving applicants flexibility in how they meet the matching requirement. Eligible applicants include state, county, and local governments; federally recognized tribal governments; public and private institutions of higher education; and IRS-recognized 501(c)(3) nonprofits. This specific posting (Funding Opportunity Number ACCESS 201110) was originally due October 6, 2011, and lists a program specialist contact for assistance accessing the full announcement.
Documenting Democracy: Access to Historical Records Projects - FAQs
What is the Documenting Democracy: Access to Historical Records Projects grant?
It is a National Historical Publications and Records Commission (NHPRC) funding opportunity, administered through the National Archives and Records Administration (NARA), that supports practical, standards-based work to preserve and increase access to historically valuable archival records in the United States. A major emphasis is improving intellectual control and expanding online access to collection descriptions so primary sources are easier to discover, use, and interpret.
What is the main goal of this grant program?
The central goal is to strengthen archives programs and reduce "hidden" or under-described holdings by improving how collections are described and made discoverable through modern research and discovery tools, including online access to descriptions.
Who administers and funds this opportunity?
The opportunity is offered by the NHPRC and administered through NARA.
What types of projects can be proposed?
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 does the Basic Processing category support?
Basic Processing supports establishing an archives program or carrying out high-impact, efficient processing at the collection or series level using best-practice, cost-effective methods. It is intended to reduce unprocessed backlogs and put sound accessioning and processing workflows in place to prevent future backlogs.
Can Basic Processing funds be used to start a new archives program?
Yes. For organizations starting a new archives program, funding can cover a consultant-led assessment that outlines what is needed to sustain the program. This includes a collection development plan, a plan to process backlogs and new accessions in a timely way, and a phased preservation plan.
What level of description is expected under Basic Processing?
Basic Processing is focused on collection- or series-level work. The program explicitly does not include folder- or item-level description in this category.
What discoverability requirements are emphasized in Basic Processing?
A key emphasis is discoverability through modern tools. Repositories should create collection- or series-level MARC catalog records in a national bibliographic utility. When finding aids are produced, they should generally follow Encoded Archival Description (EAD) standards and be shared through appropriate regional and national databases.
Does Basic Processing allow reappraisal or deaccessioning?
Yes. The program expects thoughtful collection reappraisal and, when appropriate, deaccessioning of entire collections.
Are outreach and promotion required after Basic Processing work is completed?
The program expects concrete plans for outreach and promotion once collections become newly accessible.
What preservation-related activities are allowed under Basic Processing?
Limited preservation-related planning and assessment is allowable, such as preservation surveys, environmental evaluations, and risk assessments.
What preservation or reformatting activities are not funded under Basic Processing?
The program does not fund construction and prohibits many labor-intensive preservation activities and most reformatting. Not permitted activities include comprehensive reboxing/refoldering, removing staples and paper clips, item-level repairs/conservation, and routine digitization, microfilming, or other reformatting. Only extremely limited copying is allowed for damaged or faded documents.
What does the Detailed Processing category support?
Detailed Processing supports more intensive work for collections of national significance that have clear, high research demand or serious preservation concerns. These projects typically create deeper description at the series or file level and publish or update online descriptions across relevant catalogs and archival databases, generally using EAD for finding aids.
Is item-level work allowed under Detailed Processing?
Yes, item-level work and preservation treatment may be included when truly necessary, but proposals must explain and quantify how much of the collection would receive item-level attention.
Does NHPRC express any preference about a repository's existing processing status for Detailed Processing?
Yes. The Commission signals a preference for repositories that already have most holdings processed to a level that makes them findable via online searching, especially when a proposal focuses entirely on detailed processing.
Can Detailed Processing include preservation reformatting?
Yes. Detailed Processing can support preservation reformatting, particularly for unstable audiovisual materials, including migration to appropriate analog or digital formats. The program encourages considering hybrid approaches (for example, microfilm-to-digital or dual-output workflows) when appropriate.
How should born-digital materials be addressed in Detailed Processing proposals?
For born-digital materials, proposals should address long-term digital preservation.
Is digitization allowed under Detailed Processing?
Limited digitization may be included if it is targeted to the most broadly useful series or items. Proposals must specify standards, costs, and the portion of the collection to be digitized. Projects that are solely digitization-focused are directed to a separate NHPRC digitization program.
Are outreach and publicity expected in Detailed Processing projects?
Yes. Outreach and publicity plans to encourage use of newly processed collections are expected.
What does the Documentary Heritage category focus on?
Documentary Heritage focuses on strengthening the historical record by identifying, surveying, collecting, and making available records that document groups and topics that have been traditionally underrepresented.
What activities are eligible under Documentary Heritage?
Eligible activities include documentation surveys, archival needs assessments, arrangement and description, or a combination of these activities.
Does the program fund creation of new documentation?
Generally, the program does not fund creation of new documentation. A specific exception is allowed for oral history projects conducted by American Indian tribes and other indigenous peoples when oral tradition is an essential source for documenting history and culture.
Are newspapers considered "historical records" under this opportunity?
No. Newspapers are explicitly excluded as "historical records" for purposes of this opportunity.
If collecting is part of a Documentary Heritage project, what must the applicant demonstrate?
If collecting is included, the applicant must show it can achieve basic physical and intellectual control over new acquisitions through initial processing techniques.
How do existing backlogs affect Documentary Heritage collecting proposals?
Repositories with large backlogs are expected to pair collection development with basic processing rather than proposing collecting alone.
Is item-level processing allowed in Documentary Heritage projects that include arrangement and description?
No. As with basic processing, item-level processing is not allowed in Documentary Heritage projects that include arrangement and description.
What does the Retrospective Conversion of Descriptive Information category support?
This category supports converting legacy description (such as card catalogs, paper finding aids, or descriptive data scattered across incompatible systems) into modern electronic formats that improve online access to collections.
What descriptive standards or formats are expected for retrospective conversion?
The expectation is that converted or newly compiled finding aids will typically use EAD, unless another format is better suited. The overall goal is improved discoverability through current online research pathways.
How long are awards typically funded for?
Awards are generally for one to two years.
What is the maximum award amount?
The ceiling is $200,000 per grant.
How many awards were anticipated under this announcement?
The Commission anticipated making up to 25 awards totaling up to $2 million under this announcement.
Is cost sharing required?
Yes. Cost sharing is required, and NHPRC funds can cover up to 50 percent of total project costs.
What kinds of contributions can count toward the cost share (match)?
The cost share may include direct and indirect costs, in-kind support, third-party non-federal contributions, and project-generated income.
Who is eligible to apply?
Eligible applicants include state, county, and local governments; federally recognized tribal governments; public and private institutions of higher education; and IRS-recognized 501(c)(3) nonprofit organizations.
What is the Funding Opportunity Number for this posting?
The Funding Opportunity Number listed is ACCESS 201110.
What was the due date for this specific posting?
This specific posting was originally due October 6, 2011.
Where can applicants get help or access the full announcement?
The posting lists a program specialist contact for assistance accessing the full announcement.
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| INSTITUTES FOR HISTORICAL EDITING Apply for EDITING 201602 Funding Number: EDITING 201602 Agency: NARA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $265,000 |
| 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 |
| Digital Humanities Implementation Grants Apply for 20160217 HK Funding Number: 20160217 HK Agency: NEH Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $325,000 |
| Media Projects Grants Apply for 20160113 TD Funding Number: 20160113 TD Agency: NEH Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $1,000,000 |
| Access to Historical Records Apply for ACCESS 201606 Funding Number: ACCESS 201606 Agency: NARA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $200,000 |
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| State Board Programming Grants Apply for STATE 201606 Funding Number: STATE 201606 Agency: NARA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $80,000 |
| Publishing Historical Records in Documentary Editions Apply for EDITIONS 201606 Funding Number: EDITIONS 201606 Agency: NARA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $200,000 |
| Public Scholar Program Apply for 20160202 FZ Funding Number: 20160202 FZ Agency: NEH Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $50,400 |
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| Institutes for Advanced Topics in the Digital Humanities Apply for 20160315 HT Funding Number: 20160315 HT Agency: NEH Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $250,000 |
| Counter Trafficking In Persons in Asia Apply for USAID THAILAND RFI 486 16 000002 Funding Number: USAID THAILAND RFI 486 16 000002 Agency: USAID-THA Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: Case Dependent |
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