Opportunity Information: Apply for ELECTRONIC 201206
Apply for ELECTRONIC 201206
- 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 Jun 6, 2011 and posted on Jun 6, 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.)
- Each selected applicant is eligible to receive up to $200,000.00 in funding.
- The number of recipients for this funding is limited to 3 candidate(s).
- Eligible applicants include: Public and State controlled institutions of higher education Native American tribal governments (Federally recognized) County governments State governments City or township governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Private institutions of higher education.
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Opportunity Summary:
The Electronic Records Projects grant opportunity, offered through the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration, funds work that helps archivists and archival repositories build real, lasting capacity to preserve electronic records that have enduring historical value. The central goal is not simply to store digital files, but to strengthen the people, policies, workflows, and technical infrastructure needed to capture, manage, and preserve born-digital and other electronic records over time in ways that support long-term access and historical accountability. A key eligibility expectation is that projects aimed at increasing repository capacity must be anchored in institutions that already have established archives and records management programs, meaning the program is designed to help existing operations expand and mature rather than create archival programs from scratch.
NHPRC invites proposals in three main categories. First are Start Up Projects, which focus on helping an institution get ready to capture and preserve electronic records through program planning and other foundational capacity-building steps. These projects typically involve assessing current readiness, defining requirements, selecting or piloting preservation approaches, establishing policies and procedures, and building internal alignment so that electronic records can be consistently transferred, preserved, and made accessible. Second are Collaborative Projects, which support the establishment or improvement of electronic records archives through effective and innovative partnerships. The emphasis here is that electronic records preservation often requires complementary expertise that does not exist in one organization, so strong collaborations among archives, records management offices, and information technology units (and sometimes across institutions) are viewed as practical and often necessary to succeed. Third are Electronic Records Professional Development Projects, which are specifically about creating and delivering training such as professional education curricula, introductory or advanced institutes, or research seminars that build the field-wide skills needed for electronic records archiving and digital preservation.
A major theme of the announcement is that successful electronic records archives depend on cross-functional work among archivists, records managers, and IT specialists, and that recruiting and training skilled staff is essential because few organizations have every competency in-house. For that reason, NHPRC strongly encourages applicants in the Start Up and Collaborative categories to include professional development components that directly support the project, such as training for archives staff, agency records managers, IT staff, and senior administrators who make policy and resourcing decisions. Separately, proposals submitted under the Professional Development category have an additional requirement: they must be designed to produce results that affect individuals in multiple locations. In other words, a training effort limited to one site or one local audience is not eligible under that category. Proposals that clearly reach participants in other states and/or are easy for others to replicate are described as more competitive, because they spread knowledge beyond a single institution.
The opportunity also draws clear boundaries around what it will not fund. Projects under this program cannot be used to digitize historical records; applicants interested in scanning and online presentation of analog materials are directed instead to the Digitizing Historical Records program announcement. In addition, the program will not fund the establishment of electronic document management systems that only manage born-digital records with limited retention periods. That limitation signals the program is focused on archives and preservation of records with long-term historical value, not short-term records management tools designed primarily for temporary retention and routine office workflows. Applications that request funding for these excluded activities are considered ineligible.
In terms of award size and timing, grants are typically for one to three years, with an award ceiling of $200,000 and no stated minimum award amount. NHPRC expected to make up to three awards in this category, with up to $600,000 total across the program. The funding instrument is a discretionary grant under CFDA 89.003 (National Historical Publications and Records Grants), and the activity category is listed under Humanities (Cultural Affairs). Eligible applicants include state, local, and county governments; federally recognized Native American tribal governments; public and private institutions of higher education; and nonprofit organizations with 501(c)(3) status.
Cost sharing is required, and NHPRC will provide up to 50 percent of total project costs, meaning the applicant must cover the remaining share through its own funds and/or allowable contributions. The cost share can include direct and indirect costs, in-kind contributions, non-federal third-party support, and program income earned by the project, as long as it is tied to the project budget and meets federal requirements. Recipients must also acknowledge NHPRC support in products that result from the grant. The original posting date for this opportunity was June 6, 2011, with a closing date of June 7, 2012, and the funding opportunity number is ELECTRONIC 201206. For assistance accessing the full announcement, the listed contact was Jeff de la Concepcion, Grant Program Specialist, at 202-357-5022.
Electronic Records Projects (NHPRC) Grant - Frequently Asked Questions
What is the Electronic Records Projects grant?
The Electronic Records Projects grant is a funding opportunity from the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration. It supports work that helps archivists and archival repositories build lasting capacity to preserve electronic records with enduring historical value and to support long-term access and historical accountability.
What is the main goal of this program?
The central goal is not simply to store digital files. The program is intended to strengthen the people, policies, workflows, and technical infrastructure needed to capture, manage, and preserve born-digital and other electronic records over time in ways that enable long-term access.
Who is this program designed to help?
The program is designed to help existing archival operations expand and mature. Projects aimed at increasing repository capacity are expected to be anchored in institutions that already have established archives and records management programs, rather than creating archival programs from scratch.
What types of projects does NHPRC invite under this opportunity?
NHPRC invites proposals in three categories: Start Up Projects, Collaborative Projects, and Electronic Records Professional Development Projects.
What is a Start Up Project under this announcement?
Start Up Projects focus on helping an institution get ready to capture and preserve electronic records through foundational capacity-building. Typical activities include assessing readiness, defining requirements, selecting or piloting preservation approaches, establishing policies and procedures, and building internal alignment so electronic records can be consistently transferred, preserved, and made accessible.
What is a Collaborative Project under this announcement?
Collaborative Projects support the establishment or improvement of electronic records archives through effective and innovative partnerships. The emphasis is on bringing together complementary expertise that may not exist within one organization, often involving archives, records management offices, and information technology units, and sometimes partnerships across institutions.
What is an Electronic Records Professional Development Project?
Electronic Records Professional Development Projects focus specifically on creating and delivering training that builds field-wide skills for electronic records archiving and digital preservation. Examples include professional education curricula, introductory or advanced institutes, or research seminars.
Does the program emphasize any particular approach to doing this work?
Yes. A major theme is that successful electronic records archives depend on cross-functional work among archivists, records managers, and IT specialists. The announcement also highlights the importance of recruiting and training skilled staff because few organizations have every required competency in-house.
Are professional development activities encouraged in Start Up and Collaborative projects?
Yes. NHPRC strongly encourages applicants in the Start Up and Collaborative categories to include professional development components that directly support the project, such as training for archives staff, agency records managers, IT staff, and senior administrators who make policy and resourcing decisions.
What special eligibility requirement applies to Professional Development Projects?
Proposals under the Professional Development category must be designed to produce results that affect individuals in multiple locations. A training effort limited to one site or a single local audience is not eligible under that category.
What kinds of Professional Development proposals are described as more competitive?
Proposals that clearly reach participants in other states and/or are easy for others to replicate are described as more competitive, because they spread knowledge beyond a single institution.
What will this grant NOT fund?
The program will not fund digitization of historical records (for example, scanning analog materials for online presentation). It also will not fund the establishment of electronic document management systems that only manage born-digital records with limited retention periods.
If I want to digitize historical records, is there a different NHPRC opportunity mentioned?
Yes. Applicants interested in scanning and online presentation of analog materials are directed to the Digitizing Historical Records program announcement (not this Electronic Records Projects opportunity).
Why are short-term electronic document management systems excluded?
The limitation indicates the program is focused on archives and preservation of records with long-term historical value, rather than short-term records management tools designed primarily for temporary retention and routine office workflows.
What happens if an application requests funding for activities the program excludes?
Applications that request funding for excluded activities (such as digitization of historical records or certain short-term document management systems) are considered ineligible.
How long are projects typically funded?
Grants are typically for one to three years.
What is the maximum award amount?
The award ceiling is $200,000.
Is there a minimum award amount?
No minimum award amount is stated in the provided information.
How many awards were expected under this category?
NHPRC expected to make up to three awards in this category.
What was the total funding expected across the program?
Up to $600,000 total was expected across the program.
What is the funding instrument and program identifier?
The funding instrument is a discretionary grant under CFDA 89.003 (National Historical Publications and Records Grants). The activity category is listed under Humanities (Cultural Affairs).
Who is eligible to apply?
Eligible applicants include state, local, and county governments; federally recognized Native American tribal governments; public and private institutions of higher education; and nonprofit organizations with 501(c)(3) status.
Is cost sharing required?
Yes. Cost sharing is required, and NHPRC will provide up to 50 percent of total project costs. The applicant must cover the remaining share through its own funds and/or allowable contributions.
What kinds of contributions can count toward the cost share?
The cost share can include direct and indirect costs, in-kind contributions, non-federal third-party support, and program income earned by the project, as long as it is tied to the project budget and meets federal requirements.
Are grant recipients required to acknowledge NHPRC support?
Yes. Recipients must acknowledge NHPRC support in products that result from the grant.
What are the key dates for this opportunity?
The original posting date was June 6, 2011, and the closing date was June 7, 2012.
What is the funding opportunity number?
The funding opportunity number is ELECTRONIC 201206.
Who was listed as the contact for assistance accessing the full announcement?
The listed contact was Jeff de la Concepcion, Grant Program Specialist, at 202-357-5022.
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