Opportunity Information: Apply for ELECTRONICRECORDS 10
Apply for ELECTRONICRECORDS 10
- The National Archives and Records Administration in the humanities (see cultural affairs in cfda) sector is offering a public funding opportunity titled "Electronic 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 Mar 18, 2009 and posted on Dec 12, 2008.
- Applicants must submit their applications by Jun 5, 2009. (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 $300,000.00 in funding.
- Eligible applicants include: Native American tribal governments (Federally recognized) Public and State controlled institutions of higher education State governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education County governments Private institutions of higher education City or township governments.
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Opportunity Summary:
The Electronic Records Projects grant opportunity from the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration, is designed to help archival repositories build or strengthen their ability to preserve electronic records that have enduring historical value. The core goal is capacity-building: helping institutions move from having traditional archives and records management programs to having reliable, sustainable electronic records archives that can capture, manage, and preserve born-digital materials over time. A key requirement is that applicants must already have established archives and records management programs; this program is not intended for organizations starting from scratch with no archival or records foundation.
The program supports two main project types. Start-up projects focus on developing an institution's readiness to capture and preserve electronic records, often through planning and groundwork activities that build the necessary infrastructure, workflows, and policies. Collaborative projects are aimed at establishing or improving an electronic records archive through effective and innovative partnerships. The emphasis on collaboration reflects the reality that electronic records preservation usually requires multiple areas of expertise, particularly the coordinated work of archivists, records managers, and information technology professionals. Since few organizations have all of these skills in-house, NHPRC encourages projects that bring together partners who can collectively cover technical implementation, archival practice, records governance, and long-term digital preservation strategy.
Professional development is strongly encouraged as part of a competitive proposal, and the announcement is explicit that training, collaboration, and recruitment may be essential to a successful outcome. Training can be basic or advanced and can involve not only archives staff, but also agency records managers, senior administrators, IT specialists, and other stakeholders whose decisions and day-to-day work affect how electronic records are created, maintained, transferred, and preserved. The underlying expectation is that an electronic records archive is not just a technology purchase, but an operational capability that depends on people, policies, and repeatable procedures.
The opportunity also draws clear boundaries around what it will and will not fund. Projects under this category cannot digitize historical (analog) records; applicants who want to digitize should instead use the separate NHPRC Digitizing Historical Records program. In addition, the program will not support establishing electronic document management systems that only manage born-digital records with limited retention periods. In other words, systems focused on short-term business records management without a preservation mandate, or without addressing long-term archival retention and access, are not eligible under this grant category.
Funding is provided as a discretionary grant, typically running 1 to 3 years, with an award ceiling of $300,000 (no stated minimum award). NHPRC anticipated making up to six awards in this category, with total program funding of up to $600,000. Cost sharing is required: the NHPRC share can be up to 50 percent of total project costs, meaning the applicant must cover the remaining portion through a mix of cash and allowable non-cash contributions. The cost share can include direct and indirect expenses, in-kind support, non-federal third-party contributions, and income generated directly by the project, as permitted by the program rules.
Eligible applicants include a broad range of public and nonprofit entities, such as state and local governments (including county and city or township governments), federally recognized Native American tribal governments, public and private institutions of higher education, and nonprofit organizations with 501(c)(3) status. The funding opportunity is listed under CFDA 89.003 (National Historical Publications and Records Grants) and is categorized under humanities/cultural affairs.
For application handling, the announcement notes that optional draft applications may be emailed to Lucy Barber at lucy.barber@nara.gov, while Grants.gov should be used only to submit the final application. Applicants are directed to review the full grant announcement and NHPRC rules under the "Administering an NHPRC Grant" section for detailed requirements, resources, and instructions. For access issues with the full announcement, the contact listed is David Davis, Grants Workflow Information Coordinator, at 202-357-5022.
Electronic Records Projects (NHPRC) - FAQs
What is the purpose of the Electronic Records Projects grant?
This NHPRC funding opportunity is designed to help archival repositories build or strengthen their ability to preserve electronic records with enduring historical value. The focus is on capacity-building so an institution can move from traditional archives and records management to a reliable, sustainable electronic records archives capability for born-digital materials over time.
Who offers this grant opportunity?
The grant is offered by the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration (NARA).
Is this grant meant for organizations starting an archives program from scratch?
No. A key requirement is that applicants must already have established archives and records management programs. This program is not intended for organizations with no archival or records foundation.
What types of projects does the program support?
The program supports two main project types: Start-up projects and Collaborative projects.
What is a Start-up project under this grant?
Start-up projects focus on developing an institution's readiness to capture and preserve electronic records, often through planning and groundwork activities that build the needed infrastructure, workflows, and policies.
What is a Collaborative project under this grant?
Collaborative projects aim to establish or improve an electronic records archive through effective and innovative partnerships. The program emphasizes collaboration because successful electronic records preservation typically requires coordinated work across archival practice, records governance, and information technology.
Why does NHPRC emphasize collaboration for electronic records preservation?
The announcement notes that electronic records preservation usually requires multiple areas of expertise, especially coordinated work by archivists, records managers, and IT professionals. Since few organizations have all of these skills in-house, NHPRC encourages partnerships to cover technical implementation, archival practice, records governance, and long-term digital preservation strategy.
Does the grant encourage training and professional development?
Yes. Professional development is strongly encouraged as part of a competitive proposal. The announcement explicitly notes that training, collaboration, and recruitment may be essential to a successful outcome.
Who can be included in training activities supported by the project?
Training can involve archives staff as well as agency records managers, senior administrators, IT specialists, and other stakeholders whose decisions and daily work affect how electronic records are created, maintained, transferred, and preserved.
Is the program mainly about purchasing technology?
No. The underlying expectation described in the announcement is that an electronic records archive is not just a technology purchase. It is an operational capability that depends on people, policies, and repeatable procedures.
Can grant funds be used to digitize analog (historical paper/physical) records?
No. Projects under this category cannot digitize historical (analog) records. Applicants seeking digitization support are directed to the separate NHPRC Digitizing Historical Records program.
Can the grant support an electronic document management system with only short-term retention?
No. The program will not support establishing electronic document management systems that only manage born-digital records with limited retention periods. Systems focused on short-term business records management without a preservation mandate, or without addressing long-term archival retention and access, are not eligible under this grant category.
What is the typical project period for awards?
Awards typically run from 1 to 3 years.
What is the maximum award amount?
The award ceiling is $300,000. No minimum award amount is stated in the information provided.
How many awards does NHPRC expect to make in this category?
NHPRC anticipated making up to six awards in this category.
How much total funding is expected to be available for this category?
Total program funding for this category was anticipated to be up to $600,000.
Is cost sharing (match) required?
Yes. Cost sharing is required. The NHPRC share can be up to 50 percent of total project costs, meaning the applicant must cover the remaining portion.
What kinds of contributions can be used to meet the cost share requirement?
The cost share can be provided through a mix of cash and allowable non-cash contributions, and may include direct and indirect expenses, in-kind support, non-federal third-party contributions, and income generated directly by the project, as permitted by program rules.
What types of organizations are eligible to apply?
Eligible applicants include state and local governments (including county and city or township governments), federally recognized Native American tribal governments, public and private institutions of higher education, and nonprofit organizations with 501(c)(3) status.
What is the CFDA number for this opportunity?
The opportunity is listed under CFDA 89.003 (National Historical Publications and Records Grants).
How is the opportunity categorized?
It is categorized under humanities/cultural affairs.
Can applicants submit a draft application for feedback?
Yes. Optional draft applications may be emailed to Lucy Barber at lucy.barber@nara.gov.
How should the final application be submitted?
Grants.gov should be used only to submit the final application.
Where can applicants find detailed rules and instructions for administering an NHPRC grant?
Applicants are directed to review the full grant announcement and NHPRC rules under the "Administering an NHPRC Grant" section for detailed requirements, resources, and instructions.
Who should be contacted if there are access issues with the full announcement?
For access issues, the contact listed is David Davis, Grants Workflow Information Coordinator, at 202-357-5022.
Browse more opportunities from the same category: Humanities (see Cultural Affairs in CFDA)
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