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. NMHRAB received $80,000 for the two-year grant cycle, FY 2022-2023.
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Promotional programs that promote the preservation of or access to historical documents through conferences, workshops, symposia, audio/visual presentations, and so forth.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 two-year grant has $80,000 to divide among successful applicants, of which $12,000 is earmarked for the Traveling Archivist Program. The maximum award is $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 project period is based on the State of New Mexico’s fiscal year, July 1 through June 30. Notices to proceed are typically issued on or around August 15. Funded projects must be completed by June 15. Extensions are not permitted under any circumstances. All requests for reimbursement must be submitted no later than June 15.
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) 476-7911 or email@example.com with questions regarding the application and grant program.
Completed applications must be received on or before 31 March 2021. Applicants may submit a draft application by 1 December 2020.
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 May meeting.
Post Award Requirements
- Submit interim report by January 31.
- Submit final report within 30 days of project completion, but no later than June 15.
- 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.
Traveling Archivist Program
NMHRAB plans to use $6,000 in each year of the current NHPRC grant to create the New Mexico Traveling Archivist Program (NMTAP). During a ten-week period, the traveling archivist will provide up to 400 hours of assistance to a New Mexico heritage institution, a non-profit entity that possess historical documentary collections. The institution will set the specific goals, which may include archival surveying, processing, cataloging, basic conservation, archival basic training, creation of finding aids, and the creation of online inventory/content access.
Applicants must submit a resume and cover letter describing their interests and abilities and answer the questions provided in the application. Working hours will be based on the schedule of a supervisor at the host institution and on that of the traveling archivist, normally an eight-hour day, five days per week, during the ten-week time-frame. Qualified individuals submitting complete applications will be considered for funding. The position will provide a graduate student or recent graduate in the archival field an opportunity to gain valuable experience and to teach others basic archival techniques. The SRCA will administer the $6,000-stipend. Housing will be at the discretion of the awardee, although NMHRAB will work with local institutions to assist the awardee to find suitable lodging.
The grants administrator will contact heritage institutions to locate a suitable venue for the traveling archivist’s work. Once selected, the institution will enter in to an agreement with the SRCA. The traveling archivist is an enhancement of the regrant program, and priority for his/her services will be given to former and current archival regrant program recipients.