Opportunity Information: Apply for ELECTRONIC 201412
Apply for ELECTRONIC 201412
- The National Archives and Records Administration in the humanities (see cultural affairs in cfda) sector is offering a public funding opportunity titled "State Government Electronic Records" 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 Apr 17, 2014 and posted on Apr 17, 2014.
- Applicants must submit their applications by Dec 4, 2014. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- The funding agency has allocated a total of $600,000.00 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 3 candidate(s).
- Eligible applicants include: Others (see text field entitled Additional Information on Eligibility for clarification) State governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education.
- Eligibility Information These Electronic Records grants are awarded only to the state archives in each state, or to another state agency or nonprofit organization responsible for or acting on behalf of the state archives. States also include the District of Columbia, the Commonwealth of Puerto Rico, and United States territories.
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Opportunity Summary:
The State Government Electronic Records grant opportunity is a National Historical Publications and Records Commission (NHPRC) program, administered through the National Archives and Records Administration, that funds practical work to bring important state government electronic records under long-term archival control. The focus is on records of enduring value that belong in state archives because they document legal rights, government accountability, and the broader public story. The program is meant to support hands-on activities that accession (formally take custody of), describe, preserve, and provide public access to born-digital state government records so people can actually discover and use them over time. NHPRC also signals that these records are not just state assets but national ones, so projects should aim for outcomes that strengthen public discovery and long-term preservation rather than short-lived, internal-only management.
A strong theme in the announcement is active preservation and access work, ideally done in collaboration. NHPRC explicitly encourages partnerships that bring multiple parties together, which can include other state agencies, technology partners, or nonprofit entities working in coordination with the state archives. Applicants are also strongly encouraged to make use of the Council of State Archivists State Electronic Records Initiative (SERI) resources, implying that proposals should align with established best practices, shared tools, and community guidance rather than reinventing workflows from scratch.
There are clear boundaries around what the program will not fund, and these limitations matter because ineligible proposals are not reviewed. Projects under this opportunity cannot digitize historical records, so scanning paper collections or creating digital surrogates is outside the scope. The announcement points applicants who want to digitize toward other NHPRC programs, such as Access to Historical Records (for digitization as part of processing) or Digital Dissemination of Archival Collections (for publishing already-described digital surrogates). The program also will not fund the creation of electronic document management systems that only manage born-digital records with limited retention periods; in other words, it is not meant to pay for general records management software aimed at short-term operational needs. The emphasis is on archival preservation and access for permanent or long-term records, not routine agency document handling.
Funding is provided as a discretionary grant. Awards typically run from one to three years, with a normal ceiling of up to 200,000 per project. NHPRC expected to make three or more awards in this category, with up to 600,000 total available across all awards. Grants were slated to begin no earlier than July 1, 2015. Recipients must acknowledge NHPRC support in any products created with grant funding, which usually includes public-facing tools, reports, guides, workflows, finding aids, or access systems that result from the project.
Cost sharing is required and is a central part of the funding structure. NHPRC will cover up to 50 percent of total project costs, meaning the applicant must provide the remaining share. The match can be made up of direct or indirect expenses and can include in-kind contributions, eligible third-party non-federal contributions, and income earned directly by the project. Practically, this means applicants need to plan a realistic budget that shows both NHPRC funds and the organization(s) match, and they should be prepared to document and justify that cost share.
Eligibility is tightly defined. These grants are awarded only to the state archives in each state, or to another state agency or a nonprofit organization that is responsible for, or acting on behalf of, the state archives. The eligible jurisdictions include states as well as the District of Columbia, the Commonwealth of Puerto Rico, and United States territories. The source listing also notes eligible applicant types such as state governments and certain nonprofits with 501(c)(3) status (other than institutions of higher education), but the key eligibility rule is that the applicant must be the state archives itself or an entity clearly empowered to apply on its behalf.
The application package has standard federal requirements and must be complete to be considered. Applicants must have active registration in the System for Award Management (SAM) before submitting, keep that registration current through the process, and include a valid DUNS number in the application (as specified in the announcement). A complete application includes Standard Form 424 (Application for Federal Assistance), Standard Form 424B (Assurances for Non-Construction Programs), plus a project narrative, summary, supplementary materials, and a budget. Any application missing required components is not considered, and any proposal that falls into the ineligible activity categories is not reviewed at all.
Key administrative details from the source data include the Funding Opportunity Number ELECTRONIC 201412, CFDA 89.003 (National Historical Publications and Records Grants), an original closing date of August 27, 2014, and a later current closing date of December 4, 2014, with an archive date of January 3, 2015. For applicant support, the listed contact was Jeff de la Concepcion, Grant Program Specialist at 202-357-5022.
State Government Electronic Records (NHPRC) Grant - FAQs
What is the State Government Electronic Records grant opportunity?
This is a National Historical Publications and Records Commission (NHPRC) grant program, administered through the National Archives and Records Administration, that funds practical work to bring important state government electronic records under long-term archival control.
What is the main purpose of this program?
The program supports hands-on activities that help state archives accession (formally take custody of), describe, preserve, and provide public access to born-digital state government records of enduring value, so people can discover and use them over time.
What kinds of records does NHPRC want projects to focus on?
The focus is on state government electronic records of enduring value that belong in state archives because they document legal rights, government accountability, and the broader public story.
What does "born-digital" mean in this context?
Born-digital records are records that originated in electronic form (rather than being created on paper and later scanned). The program emphasizes preservation and access for these born-digital state government records.
What does "long-term archival control" mean here?
It refers to doing the practical archival work needed to formally take custody of electronic records, establish description, preserve the records over time, and make them accessible to the public in a sustainable way.
What types of project activities are encouraged?
Projects are meant to support active preservation and access work, including activities to accession, describe, preserve, and provide public access to born-digital records.
Is public access a requirement or just a preference?
The opportunity stresses outcomes that strengthen public discovery and long-term preservation rather than short-lived, internal-only management, indicating that public-facing discovery and access is a central expectation.
Are partnerships allowed or encouraged?
Yes. NHPRC explicitly encourages collaborative partnerships that can bring together multiple parties, including other state agencies, technology partners, and nonprofit entities working in coordination with the state archives.
Are applicants expected to use any specific community resources or standards?
Applicants are strongly encouraged to use the Council of State Archivists State Electronic Records Initiative (SERI) resources, which suggests aligning proposals with established best practices, shared tools, and community guidance.
What activities are explicitly ineligible and will not be reviewed?
Projects that fall into ineligible activity categories are not reviewed at all. The opportunity states it will not fund digitization of historical records (for example, scanning paper collections or creating digital surrogates), and it will not fund the creation of electronic document management systems that only manage born-digital records with limited retention periods (i.e., software aimed at short-term operational records management rather than archival preservation and access).
Can this grant be used to digitize paper records or scan historical materials?
No. Digitization of historical records (such as scanning paper collections or creating digital surrogates) is outside the scope and is not funded under this opportunity.
If we want to do digitization, is there another NHPRC program mentioned?
Yes. The announcement points applicants toward other NHPRC programs for digitization-related work, including Access to Historical Records (for digitization as part of processing) and Digital Dissemination of Archival Collections (for publishing already-described digital surrogates).
Can the grant pay for an electronic document management system?
Not if it is a system intended to manage born-digital records with limited retention periods or to support routine agency document handling. The emphasis here is archival preservation and access for permanent or long-term records.
Who is eligible to apply?
Eligibility is limited to the state archives in each state, or to another state agency or a nonprofit organization that is responsible for, or acting on behalf of, the state archives. The key requirement is that the applicant must be the state archives itself or an entity clearly empowered to apply on its behalf.
Which jurisdictions are covered?
Eligible jurisdictions include states as well as the District of Columbia, the Commonwealth of Puerto Rico, and United States territories.
What applicant types are referenced in the source listing?
The source listing notes eligible applicant types such as state governments and certain nonprofits with 501(c)(3) status (other than institutions of higher education). However, the primary rule emphasized is that the applicant must be the state archives or an entity applying on its behalf.
How much funding is typically available per award?
Awards typically run from one to three years, with a normal ceiling of up to $200,000 per project.
How many awards were expected and what was the total funding pool?
NHPRC expected to make three or more awards in this category, with up to $600,000 total available across all awards.
What is the grant period and when could projects begin?
Awards typically run from one to three years. Grants were slated to begin no earlier than July 1, 2015.
Is cost sharing required?
Yes. Cost sharing is required and is a central part of the funding structure.
What is the required cost share percentage?
NHPRC will cover up to 50 percent of total project costs, meaning the applicant must provide the remaining share.
What can be used as match (cost share)?
The match can include direct or indirect expenses, in-kind contributions, eligible third-party non-federal contributions, and income earned directly by the project.
What does it mean that this is a discretionary grant?
It means funding is awarded competitively at the agency's discretion rather than by formula. (The opportunity describes awards as discretionary grants.)
What are the basic required application forms and components?
A complete application includes Standard Form 424 (Application for Federal Assistance), Standard Form 424B (Assurances for Non-Construction Programs), plus a project narrative, summary, supplementary materials, and a budget.
What happens if an application is missing required components?
Any application missing required components is not considered.
What registrations and identifiers are required to apply?
Applicants must have an active registration in the System for Award Management (SAM) before submitting and keep it current through the process. The application must also include a valid DUNS number, as specified in the announcement.
What are the key administrative identifiers for this opportunity?
The Funding Opportunity Number is ELECTRONIC 201412, and the CFDA number is 89.003 (National Historical Publications and Records Grants).
What were the key dates listed for the opportunity?
The original closing date was August 27, 2014, and a later current closing date was December 4, 2014. The archive date listed was January 3, 2015.
Do grantees have to acknowledge NHPRC support?
Yes. Recipients must acknowledge NHPRC support in any products created with grant funding, which may include public-facing tools, reports, guides, workflows, finding aids, or access systems resulting from the project.
Who was the listed contact for applicant support?
The listed contact was Jeff de la Concepcion, Grant Program Specialist, reachable at 202-357-5022.
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Applicants also applied for:
Applicants who have applied for this opportunity (ELECTRONIC 201412) also looked into and applied for these:
| Funding Opportunity |
|---|
| State Board Public Programming Grants Apply for STATE 201408 Funding Number: STATE 201408 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $40,000 |
| Digital Dissemination of Archival Collections Apply for DIGITAL 201412 Funding Number: DIGITAL 201412 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $150,000 |
| Literacy and Engagement with Historical Records Apply for LITERACY 201412 Funding Number: LITERACY 201412 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $150,000 |
| Publishing Historical Records in Documentary Editions Apply for EDITIONS 201408 Funding Number: EDITIONS 201408 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $200,000 |
| Publishing Historical Records in Documentary Editions Apply for EDITIONS 201412 Funding Number: EDITIONS 201412 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $200,000 |
| Humanities Collections and Reference Resources Apply for 20140717 PW Funding Number: 20140717 PW Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $350,000 |
| Summer Stipends Apply for 20140930 FT Funding Number: 20140930 FT Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $6,000 |
| Automation and Management of Cultural Resources Information Apply for R14SS00007 Funding Number: R14SS00007 Agency: Bureau of Reclamation Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $20,000 |
| Grand Canyon Adaptive Management Program Tribal Participation Apply for R14SS00006 Funding Number: R14SS00006 Agency: Bureau of Reclamation Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $175,000 |
| Archives Leadership Institute Apply for LEADERSHIP 201412 Funding Number: LEADERSHIP 201412 Agency: National Archives and Records Administration Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $225,000 |
| Hualapai Tribe Zebra Tailed Lizard Translocation Apply for R14SS00010 Funding Number: R14SS00010 Agency: Bureau of Reclamation Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $3,844 |
| Bridging Cultures at Community Colleges Apply for 20140821 ME Funding Number: 20140821 ME Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $120,000 |
| Media Projects Apply for 20140813 TD Funding Number: 20140813 TD Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $1,000,000 |
| Fellowship Programs at Independent Research Institutions Apply for 20140814 RA Funding Number: 20140814 RA Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $400,000 |
| Museums, Libraries, and Cultural Organizations Apply for 20140813 GE Funding Number: 20140813 GE Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $1,000,000 |
| Enduring Questions Apply for 20140911 AQ Funding Number: 20140911 AQ Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $38,000 |
| Digital Humanities Start up Grants Apply for 20140911 HD Funding Number: 20140911 HD Agency: National Endowment for the Humanities Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $60,000 |
| American Red Cross Apply for HQ0034 14 1 0006 Funding Number: HQ0034 14 1 0006 Agency: Department of Defense Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $24,000,000 |
| HISTORIC RESOURCE STUDY FOR PATERSON GREAT FALLS Apply for P14AS00278 Funding Number: P14AS00278 Agency: National Park Service Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $89,987 |
| Historic Preservation On Demand Course for Communities Apply for P14AS00294 Funding Number: P14AS00294 Agency: National Park Service Category: Humanities (see Cultural Affairs in CFDA) Funding Amount: $74,967 |
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