The New Mexico Historical Records Advisory Board (NMHRAB) receives funds from the National Historic Publications and Records Commission (NHPRC) to fund its Historical Records Regrant program for improving preservation of and access to New Mexico’s historical records.
The purpose of the program is strengthen and support archival and records management programs in New Mexico. Grants are awarded to applicants who demonstrate need–financial and programmatic–and show commitment to solving problems associated with the preservation of and access to historical records. Projects must address NMHRAB funding priorities.
Grant Program Guidelines
Types of Projects Funded
Preference will be given to projects that directly address funding priorities. Examples of projects that can be funded include:
Preservation projects that mitigate unstable or deteriorating historical records through conservation treatment or microfilming.
Access projects that promote the availability of historical records. Examples include: processing collections through arrangement and description; indexing; creating electronic catalog records; automating finding aids; digitization; and placing copies in other repositories.
Training programs that focus on developing best practices to train staff in more than one repository or in a repository experiencing high turnover.
Promotional programs that promote the preservation of or access to historical documents through conferences, workshops, symposia, audio/visual presentations, and so forth.
Program development projects that establish or elevate standards of archival or records management practice. Examples include surveys of collections, assessment of environmental controls, and establishment of records management programs
Eligible entities include:
a. state agencies as prescribed in the Public Records Act; except the State Records Center and Archives (SRCA);
b. public schools;
c. district courts;
d. public colleges and universities and all associated programs;
e. county offices;
f. municipal offices;
g. political subdivisions; or
h. tribal government offices.
Non-profit organizations, verified as such by:
a. proof of tax-exempt status and
b. evidence that provisions have been made for the transfer of its holdings to a like organization or an appropriate repository upon dissolution.
The NMHRAB priorities in rank in order are:
2. Access and training
3. Development of archival and records management programs
The current NMHRAB grant has a maximum award up to $8,500 per applicant.
Applicants must provide a minimum match of 25% of the total cost of the grant award in either cash or in-kind services and/or materials. The in-kind must be rendered during the project period. Volunteers’ time is counted at $20 per hour. If using staff/volunteer time, time sheets must be signed by volunteer/staff and supervisor.
- Applicants must demonstrate the ability to carry out the objective of their proposal within the grant period.
- Applicants must describe the records covered by their proposal and their importance in documenting New Mexico’s history.
- Applicants must have custody of or permission from organizations that have custody of historically significant original records.
- Records treated in the proposed project must be made available for public research unless specific exemption is granted by the NMHRAB. Finding aids and digital images should be made available on the web, although proposals from tribal governments may be excluded from this criterion.
- A person qualified by credentials or training to carry out the objectives of the proposed project must supervise it. Organizations must have a mechanism for evaluating the impact of the project on their historical records’ environment.
- Applicants must note their organization’s DUNS Number on the application form.
- Digitization projects shall follow the scanning guidelines specified by the SRCA for creating master copies.
Grant funds may be used to supplement organizational staff or hire temporary staff but cannot supplant an organization’s staffing budget. Grant funds may be used to pay indirect costs and purchase hardware, software, or equipment specifically for the project and costing less than $1,000 per unit. Staff the organization commits to the project and equipment and software purchased specifically for the project and costing more than $1,000 per unit can be used as in-kind match.
Consultant fees funded by the grant may not exceed $50.00/hour. Related travel expenses must be within State of New Mexico allowable rates. (See Per Diem and Mileage Act)
Proposals for digitization projects are acceptable only if they consider the issue of migration to newer technologies. Microfilming projects must be justified on the basis of the volume of original records, the demand for usage, or the risk of loss of their content.
The current project period is Sept 1, 2024 through June 15, 2025. Notices to proceed are typically issued no sooner than August 15, 2024. Funded projects must be completed by June 15, 2025. Extensions are not permitted under any circumstances. All requests for reimbursement must be submitted no later than June 15, 2025.
Complete all questions on the application form. Applicants may submit pertinent attachments to support their application but are asked to limit the number of pages to a minimum. Submit one completed application with original signatures or digital signatures and supporting documents. Incomplete applications will not be considered. A checklist of requirements and lists of resources are available on this website. Contact the grants administrator at (505) 476-7998 or firstname.lastname@example.org with questions regarding the application and grant program.
Completed applications must be received on or before April 19, 2024.
There is a three-stage review process. First, all applications are screened for eligibility and compliance with the guidelines. Ineligible and non-compliant submissions are returned. Second, all applications are reviewed for technical issues by SRCA professional staff, and clarification or elaboration are requested if needed. Third, the NMHRAB evaluates and ranks applications and ranks according to published priorities at the regular meeting in late June or early July.
Post Award Requirements
- Submit final report within 30 days of project completion, but no later than June 30, 2025.
- Request funds on a reimbursement basis based on performance measures and deliverables specified in grant contract.
- Submit proof of completion of training before project start date, if required.
- Adhere to State Procurement Code for purchase of goods and services.
Maintain grant records for at least two years after completion of the project.