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Access to Historical Records: Archival Projects An Overview (and Several Tips)

Join us for an overview of archival projects, including eligibility, activities, deadlines, and application details. Learn how to increase public access to historical records and improve understanding of the national experience.

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Access to Historical Records: Archival Projects An Overview (and Several Tips)

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  1. Access to Historical Records: Archival Projects An Overview (and Several Tips) You may either have ATT Connect call you or dial in yourself Access code: 7508535 Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  2. Presenter, Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov ** When typing questions in the “chat” box, please “reply to all” and I will respond at the end of the presentation.

  3. Webinar Tools Raise hand if you want us to call on you at the end of the presentation. Participants will be muted until the end. Write comments or questions to “All” in the Notes field

  4. Other options for communication Use drop down arrow next to Raise Hand to indicate if you are having trouble hearing. Or write a note in the Notes Field to indicate you are having trouble hearing.

  5. Agenda 1. Important webpages 2. Eligible applicants 3. Eligible/ineligible activities 4. Deadlines 5. Drafts 6. Application Details 7. About Those Records… 8. The Review Process Explained 9. Your Questions Answered Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  6. https://www.archives.gov/nhprc/announcement/archival.html- Access to Historical Records grant announcement webpage http://www.archives.gov/nhprc/announcement/access-faqs.html - Access to Historical Records FAQs http://www.archives.gov/nhprc/apply/eligibility.html - What We Do/Do Not Fund webpage *** I will post these pages again later in the presentation Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  7. Eligible Applicants • Nonprofit organizations or institutions • United States colleges, universities, and other academic institutions • State or local government agencies • Federally-acknowledged or state-recognized Native American tribes or groups Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  8. Eligible Activities • Preservation, arrangement, and online description of archival materials • All types of historical records are eligible, including documents, photographs, born-digital records, and analog audio and moving images • Retrospective conversion of descriptive information (legacy finding aids to EAD, for instance) • Must make materials and online images freely available to the public Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  9. Examples of Ineligible Activities • Preservation surveys or archival needs assessments • “Documentation” surveys • Collecting/acquiring archival records • Archival start-ups, including electronic records start-ups • Projects involving books, newspapers and periodicals, museum objects, and art • Transcription (unless the activity follows processing and is part of a crowdsourcing effort) Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  10. Deadlines • Drafts: Thursday, September 29, 2016 • Final application: December 6, 2016 • Awards announced: May/June 2017 • NHPRC support begins 1 July 2017 or later (likely later) Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  11. Drafts: • Optional, but… • Submit to my colleague Alex Lorch at alexander.lorch@nara.gov. • Requires narrative and budget at minimum. • Don’t procrastinate. Drafts read in the order they are received. • Final application submitted via Grants.gov website according to application instructions.

  12. Application Details • Must include project narrative (20 pp. maximum), summary (3 pp. max), and federal budget form (found on our website) • Pages must be double-spaced, 12-pt. font, with standard margins • Must also include several required “supplementary materials” • About those supplementary materials…

  13. Supplementary Materials Prepare up to 20 pages, including: • Brief résumés of key, named staff members • Use only institutional addresses and phone numbers and limit to two pages per staff member • Position descriptions for staff to be hired with grant funds • Detailed work plan charts that supplement the Narrative • Institution's preservation plan for digital materials (if applicable) • Samples from existing finding aid(s) or indexes for selected materials • Letters of support Note: If these materials are available on a web site, please provide the URL(s). Reviewers appreciate application with fewer supplemental pages.

  14. Important Budget Considerations • Cost share equaling at least 25% of total project costs is required • Grant funds cannot pay indirect costs • Grants for 1 or 2 years and up to $100,000. The Commission would expect to make about 10 awards for a total of $700,000 in May 2017. • Commission typically frowns on grant funds paying significant portion of existing FTE

  15. About Those Records… They must: • Benefit a broad American public • Not be federal • Not be restricted • Have full and clear rights (if digitization is taking place) You must: • Demonstrate how access will increase public understanding of the national experience • Include usage statistics (preferably data but anecdotal ok, too) • Include citations or bibliographies showing published use by researchers And also… Letters of support from scholars/researchers are your friend Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  16. Common Questions About the Records • “But the collection isn’t processed yet. How can I demonstrate use?” • “These are local records/university records, and so they aren’t “nationally significant,” right?” • “Well, we have the papers of [insert prominent historical figure name] and the historical significance is obvious, right?” • “Can we crowdsource transcription activities?” Alex Lorch, 202-357-5101 Alexander.Lorch@nara.gov

  17. The Review Process Explained 1. Pre-application 2. Apply 3. Receive email acknowledgment from NHPRC if eligible 4. Receive formal ineligible letter if not 5. NHPRC staff, 5-7 Peers, and a few state board members review each proposal 6. Applicant receives those reviews, along w/”questions letter” 7. Applicant responds (or doesn’t) to reviews/letter or 8. Applicant chooses to withdraw 9. Commission recommends funding at its meeting 10. Applicants receive letter from NHPRC Alex Lorch, 202-357-5101, alexander.lorch@nara.gov

  18. You’d Be Surprised How Many Applicants Don’t… • Read, digest, and follow grant announcement rules and instructions • Contact an NHPRC program officer • Contact your SHRAB coordinator http://www.statearchivists.org/ • Contact current/former grantees • Contact your institution’s Sponsored Programs/Grants Office • Become familiar with Grants.gov

  19. http://www.archives.gov/nhprc/announcement/archival.html - Access to Historical Records grant announcement webpage http://www.archives.gov/nhprc/announcement/access-faqs.html - Access to Historical Records FAQs http://www.archives.gov/nhprc/apply/eligibility.html - What We Do/Do Not Fund webpage Alex Lorch, 202-357-5101, alexander.lorch@nara.gov

  20. Fire Away: Your Questions Alex Lorch, Director, Access to Historical Records : 202-357-5101 or alexander.lorch@nara.gov Nancy Melley, Director, Technology Initiatives : 202-357-5452 or nancy.melley@nara.gov http://www.archives.gov/nhprc/contact.html

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