Opportunity Information: Apply for ELECTRONICRECORDS 08
Apply for ELECTRONICRECORDS 08
- 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 Dec 7, 2007 and posted on Dec 7, 2007.
- Applicants must submit their applications by Jun 2, 2008. (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 $400,000.00 in funding.
- Eligible applicants include: Public and State controlled institutions of higher education Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education City or township governments County governments Private institutions of higher education Native American tribal governments (Federally recognized) State governments.
- This category is open to archives and other repositories and, for Cooperative Networks and Service Provider projects, other organizations that are part of Nonprofit organizations or institutions, Colleges, universities, and other academic institutions, State or local government agencies, or Federally acknowledged or state recognized American Indian tribes or groups.
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Opportunity Summary:
The National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration, offers the Electronic Records Projects grant program to strengthen how archives and similar repositories preserve and provide access to digital records that have long-term historical value. The emphasis is on building or improving sustainable electronic records archives, meaning programs that can reliably manage born-digital materials over time with appropriate staffing, policies, workflows, technical infrastructure, and institutional commitment. A key restriction is that these funds cannot be used to digitize historical (analog) records; organizations that want support for scanning and related digitization work are directed instead to NHPRC's separate Digitizing Historical Records opportunity. The program also encourages applicants to include practical professional development that directly supports the project (for example, training for archives staff, records managers, administrators, or IT personnel), while clarifying that proposals focused only on training or only on research and tool-building should be submitted to other NHPRC grant lines (Professional Development Grants or Strategies and Tools Grants, respectively).
NHPRC is looking for projects that do at least one of four things: (1) build institutional capacity through evaluation and planning, (2) create capacity through start-up support for a new or significantly strengthened electronic records program, (3) expand the scope of a mature electronic records program to address new challenges, or (4) develop electronic records service providers that can offer trusted preservation services to other archives. Across all categories, the program repeatedly signals what it values: evidence that the applicant understands the core technical and human challenges of digital preservation, uses current standards and best practices, can demonstrate high-level institutional backing, and has a realistic plan for sustainability after the grant ends. NHPRC also draws a firm boundary around what it will not do: it will not subsidize an organization’s general operating costs for electronic records repositories or service providers on an ongoing basis, so the proposal needs to show how the work will continue without continued NHPRC support.
The first category, Program Planning Projects, supports organizations that need to map the route before building. These awards can be up to $75,000 and typically last up to 18 months. The expected outcomes are organizational, financial, and technical plans that make a sustainable electronic records archive possible. Competitive proposals should describe what the repository has already done to address preservation of permanent electronic records, show familiarity with established models and studies in the field, and demonstrate (or credibly aim to secure) support from top leadership. Applicants are also expected to explain how the planning approach will actually produce the institutional and financial changes needed to launch and sustain an electronic records program, rather than stopping at a purely theoretical assessment.
The second category, Program Start Up Projects, funds implementation. These are larger awards, up to $300,000 over as many as three years, for building the organizational, financial, and technical structures required to operate a sustainable electronic records archive. Grant-supported activities can include hiring or training staff, establishing relationships with electronic records service providers, and purchasing equipment needed to preserve electronic records. NHPRC expects start-up applicants to give an honest assessment of readiness, staff capacity, and institutional commitment; to show active engagement with records creators and IT professionals; and to make a credible case that the institution will continue the program after grant funding. Proposals should commit to current standards and best practices, explain how electronic records management techniques will be used to identify, appraise, accession, and store born-digital (or already-digitized) records, and describe how authenticity will be protected while still enabling research access. A business plan for long-term continuation is a required element, underscoring that NHPRC is funding a launch and stabilization period, not permanent operations. The notice also notes that applicants who are not awarded a start-up grant may be offered a planning grant instead, suggesting NHPRC may redirect promising but not-yet-ready projects into a more appropriate track.
The third category, Program Expansion Projects, is aimed at organizations that already have a successful electronic records program but need targeted support to address growth or emerging preservation challenges. If funds are available, awards are typically up to $200,000 over as many as three years, and NHPRC expects to make no more than one award in this category, making it highly competitive. Applicants must describe their existing program in concrete terms, including current holdings and growth expectations, and demonstrate sustainability through evidence such as stable financial support, workable workflows, and cooperation from record creators. They must explain how they preserve authentic electronic records and deliver access, then make a strong case for why expansion is necessary, what the expansion includes, and how the work will serve as a model for others, including plans to disseminate results. As with other categories, a convincing business plan for continued operation after the grant is essential, and NHPRC again emphasizes it does not fund ongoing operations.
The fourth category, Service Providers Projects, supports organizations that provide electronic records preservation services to others, such as storage, preservation, access services, consulting, or staff development. If funds are available, NHPRC may award a multiyear grant up to $400,000, and it expects to make no more than one award in this category. The central requirement here is a robust business plan that identifies current and projected customers, a growth strategy, and a clear service offering. Applicants must present a sustainable five-year financial model covering expenses (like personnel, equipment, and space) and revenues (such as grants, membership fees, or other income), along with a plan for continuing the business after the grant period. They also need to demonstrate solid understanding of the technical and human realities of operating electronic records programs and to show they will use current standards, best practices, and self-assessment tools when delivering services. NHPRC explicitly states it will not financially support the ongoing operations of service providers, so the plan must show a credible path to self-sustaining operations.
Administratively, this is a discretionary grant opportunity in the humanities/cultural affairs space (CFDA 89.003, National Historical Publications and Records Grants) with a required cost share or match. The award floor is $50,000 and the ceiling is $400,000, depending on category. Eligible applicants include state and local government entities, federally recognized tribal governments, public and private institutions of higher education, and nonprofit organizations with 501(c)(3) status, with eligibility framed broadly around archives, repositories, and for certain project types, cooperative networks or service-provider organizations. The opportunity referenced was posted December 7, 2007, with a closing date of June 2, 2008, and an archive date of August 2, 2008. For access issues related to the full announcement, the listed contact is David Davis, Grants Workflow Information Coordinator, at 202-357-5022.
Electronic Records Projects (NHPRC) - Frequently Asked Questions (FAQs)
1) What is the NHPRC Electronic Records Projects grant program?
This is a grant program from the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration, to strengthen how archives and similar repositories preserve and provide access to digital records with long-term historical value. The program emphasizes building or improving sustainable electronic records archives that can reliably manage born-digital materials over time using appropriate staffing, policies, workflows, technical infrastructure, and institutional commitment.
2) What is the main goal NHPRC is trying to achieve with this opportunity?
The central goal is sustainability: helping organizations create or strengthen electronic records programs that can endure after the grant period ends. NHPRC repeatedly emphasizes realistic planning, sound digital preservation practice, and strong institutional backing so electronic records can be preserved authentically and made accessible for research over the long term.
3) What types of projects is NHPRC looking to fund?
NHPRC is looking for projects that do at least one of the following:
- Build institutional capacity through evaluation and planning.
- Create capacity through start-up support for a new or significantly strengthened electronic records program.
- Expand the scope of a mature electronic records program to address new challenges.
- Develop electronic records service providers that offer trusted preservation services to other archives.
4) What does NHPRC mean by a "sustainable electronic records archive"?
In this program, "sustainable" means the organization can manage born-digital materials over time with the right mix of staffing, policies, workflows, technical infrastructure, and institutional commitment. Sustainability also means the program will continue after NHPRC funding ends, since NHPRC states it will not subsidize ongoing operations.
5) Can grant funds be used to digitize historical (analog) records?
No. A key restriction is that these grant funds cannot be used to digitize historical (analog) records. Organizations seeking support for scanning and related digitization work are directed to NHPRC's separate Digitizing Historical Records opportunity.
6) Does the program support professional development or training?
Yes, the program encourages applicants to include practical professional development that directly supports the proposed project, such as training for archives staff, records managers, administrators, or IT personnel.
7) Are training-only proposals allowed under this program?
No. Proposals focused only on training should be submitted to NHPRC's Professional Development Grants rather than this Electronic Records Projects program.
8) Are research-only proposals or tool-building-only proposals allowed under this program?
No. Proposals focused only on research and tool-building should be submitted to NHPRC's Strategies and Tools Grants, as clarified in the opportunity description.
9) What are the four project categories under this opportunity?
The program describes four categories:
- Program Planning Projects
- Program Start Up Projects
- Program Expansion Projects
- Service Providers Projects
10) What are Program Planning Projects and what do they fund?
Program Planning Projects support organizations that need to evaluate their situation and plan before building. The expected outcomes are organizational, financial, and technical plans that make a sustainable electronic records archive possible, and that help produce real institutional and financial changes needed to launch and sustain an electronic records program.
11) What is the maximum award amount and typical duration for Program Planning Projects?
Program Planning Projects can be funded up to $75,000 and typically last up to 18 months.
12) What makes a Program Planning proposal competitive, based on the notice?
Competitive proposals are expected to:
- Describe what the repository has already done to address preservation of permanent electronic records.
- Show familiarity with established models and studies in the digital preservation field.
- Demonstrate (or credibly aim to secure) support from top leadership.
- Explain how planning will lead to needed institutional and financial changes, not just a theoretical assessment.
13) What are Program Start Up Projects and what do they fund?
Program Start Up Projects fund implementation to build the organizational, financial, and technical structures needed to operate a sustainable electronic records archive. The opportunity notes examples of eligible activities such as hiring or training staff, establishing relationships with electronic records service providers, and purchasing equipment needed to preserve electronic records.
14) What is the maximum award amount and duration for Program Start Up Projects?
Program Start Up Projects can be funded up to $300,000 for as many as three years.
15) What does NHPRC expect from Start Up applicants in terms of readiness and commitment?
NHPRC expects start-up applicants to provide an honest assessment of readiness, staff capacity, and institutional commitment. Applicants are also expected to show active engagement with records creators and IT professionals and to make a credible case that the institution will continue the program after the grant period.
16) What kinds of practices and functions should a Start Up project address?
The notice states proposals should commit to current standards and best practices and explain how electronic records management techniques will be used to identify, appraise, accession, and store born-digital (or already-digitized) records. Proposals should also describe how authenticity will be protected while enabling research access.
17) Is a business plan required for Program Start Up Projects?
Yes. A business plan for long-term continuation is described as a required element for Start Up Projects, reflecting that NHPRC is funding launch and stabilization, not permanent operations.
18) What happens if an applicant applies for a Start Up grant but is not awarded?
The opportunity notes that applicants who are not awarded a start-up grant may be offered a planning grant instead. This suggests NHPRC may redirect promising proposals that are not yet ready for implementation into the planning track.
19) What are Program Expansion Projects and who are they for?
Program Expansion Projects are for organizations that already have a successful electronic records program but need targeted support to address growth or emerging preservation challenges.
20) What is the typical award amount and duration for Program Expansion Projects?
If funds are available, awards are typically up to $200,000 over as many as three years.
21) How competitive is the Program Expansion category?
The notice indicates NHPRC expects to make no more than one award in this category, making it highly competitive.
22) What must Expansion applicants describe about their existing electronic records program?
Applicants must describe their existing program in concrete terms, including current holdings and growth expectations, and demonstrate sustainability through evidence such as stable financial support, workable workflows, and cooperation from record creators.
23) What else must Expansion applicants demonstrate?
They must explain how they preserve authentic electronic records and deliver access, make a strong case for why expansion is necessary and what it includes, and describe how the work will serve as a model for others, including plans to disseminate results. A convincing business plan for continued operation after the grant is also essential.
24) What are Service Providers Projects and what do they support?
Service Providers Projects support organizations that provide electronic records preservation services to other organizations. The notice lists examples such as storage, preservation, access services, consulting, or staff development.
25) What is the maximum award amount for Service Providers Projects?
If funds are available, NHPRC may award a multiyear grant up to $400,000 for Service Providers Projects.
26) How many awards does NHPRC expect to make for Service Providers Projects?
The opportunity indicates NHPRC expects to make no more than one award in this category.
27) What is the central requirement for Service Providers Projects?
The central requirement is a robust business plan that identifies current and projected customers, a growth strategy, and a clear service offering.
28) What financial details are expected in a Service Provider business plan?
Applicants are expected to present a sustainable five-year financial model that covers expenses (such as personnel, equipment, and space) and revenues (such as grants, membership fees, or other income), along with a plan for continuing the business after the grant period.
29) What expectations apply across all categories regarding standards and best practices?
Across categories, NHPRC signals it values evidence that the applicant understands core technical and human challenges of digital preservation, uses current standards and best practices, and can demonstrate high-level institutional backing with a realistic sustainability plan beyond the grant.
30) Will NHPRC fund ongoing operating costs for electronic records repositories or service providers?
No. NHPRC draws a firm boundary that it will not subsidize an organization's general operating costs for electronic records repositories or service providers on an ongoing basis. Proposals need to show how the work will continue without continued NHPRC support.
31) What is the overall award range for this opportunity?
The award floor is $50,000 and the ceiling is $400,000, depending on the project category.
32) Is there a cost share or match requirement?
Yes. The opportunity description states there is a required cost share or match.
33) What is the CFDA number associated with this grant program?
The CFDA number listed is 89.003 (National Historical Publications and Records Grants).
34) What kinds of organizations are eligible to apply?
Eligible applicants include:
- State and local government entities
- Federally recognized tribal governments
- Public and private institutions of higher education
- Nonprofit organizations with 501(c)(3) status
Eligibility is framed broadly around archives and repositories, and for certain project types, cooperative networks or service-provider organizations.
35) What is the program area or funding type described in the notice?
The notice describes this as a discretionary grant opportunity in the humanities/cultural affairs space.
36) What are the posted date, closing date, and archive date listed for this opportunity?
The opportunity was posted on December 7, 2007. The closing date listed is June 2, 2008. The archive date listed is August 2, 2008.
37) Who is the contact for access issues related to the full announcement?
The contact listed for access issues is David Davis, Grants Workflow Information Coordinator, at 202-357-5022.
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