Opportunity Information: Apply for ELECTRONIC 201610
Apply for ELECTRONIC 201610
- The NARA 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.
- This funding opportunity was created on Jun 06, 2016 and posted on Jun 06, 2016.
- Applicants must submit their applications by Oct 06, 2016. (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: 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).
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Opportunity Summary:
The State Government Electronic Records grant opportunity, offered by the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration (NARA), supports projects that help state archives take long-term responsibility for important born-digital government records. The focus is on electronic records of enduring value, meaning records that have lasting significance for documenting rights, government actions, and the broader public story. Funded projects are expected to do hands-on work that results in electronic records being accessioned (formally taken into archival custody), described (so people can find and understand them), preserved (protected for long-term usability), and made accessible for public discovery. This program is positioned as a way to treat state-held government information as a national asset, not just a local resource, because it plays a key role in accountability, evidence, and historical documentation. Notably, the notice states this will be the final year of the State Government Electronic Records grant program.
NHPRC signals a preference for collaborative, multi-party projects, encouraging applicants to bring together partners who can jointly plan and carry out the work. Applicants are also strongly encouraged to use and build upon the tools, guidance, and resources produced through the Council of State Archivists State Electronic Records Initiative (SERI), indicating that proposals aligned with established community practices and shared frameworks may be more competitive.
There are clear restrictions on what the funding can and cannot support. Projects under this program cannot be used to digitize historical (analog) records, so scanning paper, microfilm, or other physical materials into digital form is out of scope. In addition, the program will not fund the creation of electronic document management systems that only handle born-digital records with short or limited retention periods. In other words, this opportunity is not meant to bankroll routine records management platforms for temporary records; it is meant to strengthen archival stewardship and access for records with long-term, enduring research and accountability value. Applications that request support for those ineligible activities are deemed ineligible and will not be reviewed.
In terms of award size and timing, grants are typically designed to run one to three years, with a normal maximum award of up to 200,000. NHPRC anticipated making three or more awards in this category, totaling up to 600,000 across all awards. For this cycle, funded projects were expected to begin no earlier than July 1, 2017. Recipients must acknowledge NHPRC support in any products, publications, or activities that result from the grant.
Eligibility is limited and targeted. These grants are available only to the state archives in each state or to another state agency or qualified nonprofit organization acting on behalf of, or responsible for, the state archives. The eligible geographic scope includes U.S. states as well as the District of Columbia, the Commonwealth of Puerto Rico, and U.S. territories. The listing also notes eligible applicant types as state governments, qualifying 501(c)(3) nonprofits (other than institutions of higher education), and other entities as clarified in the eligibility text, but the practical gatekeeper is the state archives role or formal relationship to it.
Cost sharing is required, meaning applicants must contribute to the total project cost rather than relying entirely on federal funding. NHPRC generally covers no more than 50 percent of total project costs. While applicants may count a mix of cash and non-cash contributions toward their share, including in-kind support, allowable third-party contributions, and project-generated income, the rules also state that grant funds cannot be used for indirect costs (referencing 2 CFR 2600.101). If an applicant includes indirect costs, they must be covered as part of the applicant-side cost share and shown accordingly in the budget.
Administrative and submission requirements are emphasized. Applicant organizations must be registered in the System for Award Management (SAM) before applying and must maintain active registration throughout the application and award process. A valid DUNS number must be included in the application. A complete application package must include Standard Form 424 (Application for Federal Assistance), Standard Form 424B (Assurances - Non-Construction Programs), and the required proposal components: a project narrative, summary, supplementary materials, and a budget. If any of these pieces are missing, the application will not be considered, and if the proposed activities fall into the ineligible categories, the application will not be reviewed.
Key opportunity identifiers include Funding Opportunity Number ELECTRONIC 201610 and CFDA 89.003. The posted and creation dates were June 6, 2016, and the application deadline was October 6, 2016. The opportunity category is discretionary, the funding instrument is a grant, and the activity area is listed under humanities/cultural affairs as it relates to archival preservation and public access to government records.
State Government Electronic Records (NHPRC/NARA) Grant FAQs
What is the purpose of the State Government Electronic Records grant?
This grant program, offered by the National Historical Publications and Records Commission (NHPRC) within the National Archives and Records Administration (NARA), supports projects that help state archives take long-term responsibility for important born-digital government records. The goal is to strengthen archival stewardship and public access for electronic records that have enduring value.
What types of records does the program focus on?
The focus is on born-digital government records of enduring value, meaning records with lasting significance for documenting rights, government actions, and the broader public story.
What outcomes are funded projects expected to deliver?
Funded projects are expected to involve hands-on work that results in electronic records being:
- Accessioned (formally taken into archival custody)
- Described (so people can find and understand them)
- Preserved (protected for long-term usability)
- Made accessible for public discovery
Is this program intended to support routine records management systems?
No. The program will not fund the creation of electronic document management systems that only handle born-digital records with short or limited retention periods. The intent is archival stewardship and access for long-term records, not routine platforms for temporary records.
Can grant funds be used to digitize historical paper or other analog records?
No. Projects under this program cannot be used to digitize historical (analog) records. Scanning paper, microfilm, or other physical materials into digital form is out of scope.
What happens if an application requests funding for ineligible activities?
Applications that request support for ineligible activities are deemed ineligible and will not be reviewed.
Who is eligible to apply?
Eligibility is limited to the state archives in each state, or another state agency or qualified nonprofit organization acting on behalf of, or responsible for, the state archives. The practical requirement is the state archives role or a formal relationship to it.
What geographic areas are eligible?
The eligible geographic scope includes U.S. states as well as the District of Columbia, the Commonwealth of Puerto Rico, and U.S. territories.
What applicant organization types are mentioned as eligible?
The listing notes eligible applicant types including state governments, qualifying 501(c)(3) nonprofits (other than institutions of higher education), and other entities as clarified in the eligibility text. However, eligibility is effectively tied to acting on behalf of, or being responsible for, the state archives.
Does NHPRC prefer certain types of projects or partnerships?
Yes. NHPRC signals a preference for collaborative, multi-party projects and encourages applicants to bring together partners who can jointly plan and carry out the work.
Are applicants encouraged to use any specific tools or frameworks?
Yes. Applicants are strongly encouraged to use and build upon tools, guidance, and resources produced through the Council of State Archivists State Electronic Records Initiative (SERI). Proposals aligned with established community practices and shared frameworks may be more competitive.
How long can a project last?
Grants are typically designed to run one to three years.
What is the typical maximum award amount?
The normal maximum award is up to 200,000.
How many awards were anticipated, and what was the total funding level?
NHPRC anticipated making three or more awards in this category, totaling up to 600,000 across all awards.
When were funded projects expected to begin for this cycle?
For this cycle, funded projects were expected to begin no earlier than July 1, 2017.
Is cost sharing required?
Yes. Cost sharing is required, meaning applicants must contribute to the total project cost rather than relying entirely on federal funding.
What share of project costs will NHPRC generally cover?
NHPRC generally covers no more than 50 percent of total project costs.
What types of cost share contributions are allowed?
Applicants may count a mix of cash and non-cash contributions toward their share, including in-kind support, allowable third-party contributions, and project-generated income.
Can grant funds be used to pay indirect costs?
No. The rules state that grant funds cannot be used for indirect costs (referencing 2 CFR 2600.101). If indirect costs are included, they must be covered as part of the applicant-side cost share and shown accordingly in the budget.
Are there acknowledgement requirements for grant recipients?
Yes. Recipients must acknowledge NHPRC support in any products, publications, or activities that result from the grant.
What registrations are required before applying?
Applicant organizations must be registered in the System for Award Management (SAM) before applying and must maintain active registration throughout the application and award process.
Is a DUNS number required?
Yes. A valid DUNS number must be included in the application.
What forms and components must be included in the application package?
A complete application package must include:
- Standard Form 424 (Application for Federal Assistance)
- Standard Form 424B (Assurances - Non-Construction Programs)
- Project narrative
- Summary
- Supplementary materials
- Budget
What happens if required forms or components are missing?
If any required pieces are missing, the application will not be considered.
What is the Funding Opportunity Number for this grant?
The Funding Opportunity Number is ELECTRONIC 201610.
What is the CFDA number associated with this opportunity?
The CFDA number is 89.003.
When was the opportunity posted, and when was it created?
The posted and creation dates were June 6, 2016.
What was the application deadline?
The application deadline was October 6, 2016.
What type of funding opportunity is this (category and instrument)?
The opportunity category is discretionary, and the funding instrument is a grant.
What activity area does this program fall under?
The activity area is listed under humanities/cultural affairs as it relates to archival preservation and public access to government records.
Is this program continuing in future years?
No. The notice states this will be the final year of the State Government Electronic Records grant program.
Why does NHPRC frame this work as nationally significant?
The program is positioned as a way to treat state-held government information as a national asset, not just a local resource, because it plays a key role in accountability, evidence, and historical documentation.
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