Opportunity Information: Apply for ELECTRONIC 201510
Apply for ELECTRONIC 201510
- 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 Jun 3, 2015 and posted on Jun 4, 2015.
- Applicants must submit their applications by Oct 8, 2015. (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: State governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Others (see text field entitled Additional Information on Eligibility for clarification).
- 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 discretionary funding program offered by the National Historical Publications and Records Commission (NHPRC) under the National Archives and Records Administration. It focuses on strengthening how state archives handle electronic records that have long-term historical and legal value. The central goal is to help state-level archival programs accession (bring records under archival custody), describe (create usable metadata and finding information), preserve (keep files stable and usable over time), and provide meaningful public access to born-digital or otherwise electronic government records that document rights, policies, and the broader public experience. The program emphasizes that state government information held by archives is a national asset, and it prioritizes hands-on work that results in preserved electronic records that people can actually discover and use.
A major theme of the opportunity is practical, outcomes-oriented electronic records work rather than planning that does not lead to preservation or access. NHPRC encourages projects that actively process and secure electronic record assets, and it also encourages collaborative approaches where multiple partners coordinate to achieve shared outcomes. Applicants are strongly encouraged to draw on guidance and tools developed through the Council of State Archivists State Electronic Records Initiative (SERI), using those resources to shape workflows, policy, and technical approaches for managing and preserving electronic records.
The announcement is also clear about what the program will not fund. Projects under this category cannot digitize historical records, meaning the grant is not intended to scan paper or analog materials. If a project is primarily about digitization as part of archival processing, NHPRC directs applicants to the Access to Historical Records program, and if the goal is to create digital surrogates from already-described collections, applicants should look at the Digital Dissemination of Archival Collections program. The program also excludes proposals to build or implement electronic document management systems that only manage born-digital records with short or limited retention periods; in other words, it is not meant to fund general-purpose records management or short-term document storage solutions, but rather archival preservation and access for records with enduring value. Applications centered on these ineligible activities are deemed ineligible and will not be reviewed.
Funding is available for projects typically lasting one to three years, with an award ceiling of up to $200,000 per grant and no stated minimum award amount. NHPRC anticipated making three or more awards in this category, with an estimated total of up to $600,000 available across all grants. For this cycle, grants were slated to begin no earlier than July 1, 2016. Recipients must acknowledge NHPRC support in any products or outputs created with grant assistance, which usually includes published guidance, reports, tools, workflows, or public access systems produced under the project.
Eligibility is tightly defined. These grants are intended only for the official state archives in each state, or for another state agency or a nonprofit organization that is responsible for the state archives or is formally acting on its behalf. The eligible geography explicitly includes not only U.S. states but also the District of Columbia, the Commonwealth of Puerto Rico, and U.S. territories. While the listing of eligible applicant types includes state governments and certain nonprofits, the practical eligibility test is whether the applicant is the state archives or an authorized entity operating for the state archives.
Cost sharing is mandatory. NHPRC generally covers no more than 50 percent of total project costs for this program, meaning applicants should plan to provide at least half of the overall project budget from non-NHPRC sources. The applicant share can include direct and indirect expenses, in-kind contributions, qualifying third-party non-federal contributions, and program income earned directly by the project. However, NHPRC funds themselves cannot be used for indirect costs under this program (per 2 CFR 2600.101); if indirect costs are part of the budget, they must be counted on the applicant side as cost share rather than charged to the grant.
To apply, organizations must meet several federal administrative requirements. Applicants must be registered in the System for Award Management (SAM) before submission and must maintain an active SAM registration throughout the application and award process. A valid DUNS number must be included in the application (as referenced in the announcement), and the application package must be complete. A complete submission includes Standard Form 424 (Application for Federal Assistance), Standard Form 424B (Assurances - Non-Construction Programs), a project narrative and summary, supplementary materials, and a budget. Applications missing required components will not be considered, and proposals deemed ineligible based on program rules are not reviewed.
Key administrative details from the posting include the funding opportunity number ELECTRONIC 201510, CFDA 89.003 (National Historical Publications and Records Grants), a posted date of June 4, 2015, and a closing date of October 8, 2015 (for the cycle described). Questions about accessing the full announcement were directed to the listed NHPRC contact, Jeff de la Concepcion, Grant Program Specialist, at 202-357-5022.
State Government Electronic Records (NHPRC) Grant Opportunity: FAQs
1) What is the State Government Electronic Records grant program?
This is a discretionary grant program offered by the National Historical Publications and Records Commission (NHPRC) under the National Archives and Records Administration. It supports state-level archival work focused on electronic records with long-term historical and legal value.
2) What is the main goal of this funding opportunity?
The goal is to strengthen how state archives manage electronic government records that document rights, policies, and the broader public experience, and to ensure those records are preserved and made meaningfully accessible to the public.
3) What kinds of records are the focus of this program?
The focus is on born-digital or otherwise electronic government records that have enduring value (historical and legal). The emphasis is on records that should be kept stable and usable over time and that people can discover and use.
4) What types of activities does the program aim to fund?
The program emphasizes practical, outcomes-oriented work that results in preserved electronic records and real public access. Specifically, it highlights strengthening the ability to accession records (bring them under archival custody), describe them (create usable metadata/finding information), preserve them (keep them stable and usable), and provide meaningful public access.
5) Does NHPRC prefer implementation work over planning?
Yes. A major theme is hands-on work with clear outcomes rather than planning that does not lead to preservation or access. The opportunity encourages projects that actively process and secure electronic record assets.
6) Are collaborative projects allowed or encouraged?
Yes. The announcement encourages collaborative approaches where multiple partners coordinate to achieve shared outcomes.
7) Are there specific tools or guidance applicants are encouraged to use?
Yes. Applicants are strongly encouraged to draw on guidance and tools developed through the Council of State Archivists State Electronic Records Initiative (SERI) to shape workflows, policy, and technical approaches for managing and preserving electronic records.
8) Can this grant be used to digitize paper or analog historical records?
No. Projects under this category cannot digitize historical records. If a project is primarily about digitization, NHPRC points applicants to other programs depending on the digitization goal.
9) If my project is mainly digitization, what NHPRC program should I look at instead?
Based on the announcement: if digitization is part of archival processing, NHPRC directs applicants to the Access to Historical Records program. If the goal is to create digital surrogates from already-described collections, applicants should look at the Digital Dissemination of Archival Collections program.
10) Can the grant fund an electronic document management system (EDMS)?
Not in the way described as ineligible. The program excludes proposals to build or implement electronic document management systems that only manage born-digital records with short or limited retention periods. The focus is not general-purpose records management or short-term storage, but archival preservation and access for records with enduring value.
11) What happens if an application is focused on ineligible activities?
Applications centered on ineligible activities are deemed ineligible and will not be reviewed.
12) How long are projects typically funded for?
Projects are typically funded for one to three years.
13) What is the maximum award amount?
The award ceiling is up to $200,000 per grant.
14) Is there a minimum award amount?
No minimum award amount is stated in the provided announcement details.
15) How many awards were expected for this cycle?
NHPRC anticipated making three or more awards in this category for the cycle described.
16) How much total funding was estimated to be available across all awards?
The estimated total was up to $600,000 available across all grants in this category for the cycle described.
17) When were awards expected to start?
For the cycle described, grants were slated to begin no earlier than July 1, 2016.
18) Who is eligible to apply?
Eligibility is limited to the official state archives in each state, or another state agency or a nonprofit organization that is responsible for the state archives or is formally acting on its behalf. In practice, the key test is whether the applicant is the state archives or an authorized entity operating for the state archives.
19) What geographic areas are included as eligible?
The eligible geography includes U.S. states, the District of Columbia, the Commonwealth of Puerto Rico, and U.S. territories.
20) Is cost sharing (matching) required?
Yes. Cost sharing is mandatory. NHPRC generally covers no more than 50 percent of total project costs, so applicants should plan to provide at least half of the total project budget from non-NHPRC sources.
21) What can count toward the applicant cost share?
The applicant share can include direct and indirect expenses, in-kind contributions, qualifying third-party non-federal contributions, and program income earned directly by the project.
22) Can NHPRC grant funds be used to pay indirect costs?
No. The announcement states that NHPRC funds cannot be used for indirect costs under this program (per 2 CFR 2600.101). If indirect costs are included, they must be covered on the applicant side as cost share rather than charged to the grant.
23) What federal registrations are required to apply?
Applicants must be registered in the System for Award Management (SAM) before submission and must maintain an active SAM registration throughout the application and award process. The application must also include a valid DUNS number (as referenced in the announcement).
24) What forms and components are required for a complete application?
A complete submission includes: Standard Form 424 (Application for Federal Assistance), Standard Form 424B (Assurances - Non-Construction Programs), a project narrative and summary, supplementary materials, and a budget.
25) What happens if required application components are missing?
Applications missing required components will not be considered.
26) What is the funding opportunity number and CFDA number?
The funding opportunity number is ELECTRONIC 201510. The CFDA number is 89.003 (National Historical Publications and Records Grants).
27) What were the posted date and closing date for the cycle described?
The posted date was June 4, 2015, and the closing date was October 8, 2015 (for the cycle described in the provided information).
28) Are awardees required to acknowledge NHPRC support?
Yes. Recipients must acknowledge NHPRC support in products or outputs created with grant assistance, which may include published guidance, reports, tools, workflows, or public access systems produced under the project.
29) Who was listed as the contact for questions about accessing the full announcement?
Questions about accessing the full announcement were directed to Jeff de la Concepcion, Grant Program Specialist, at 202-357-5022.
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