MAJOR COLLABORATIVE ARCHIVAL INITIATIVES | MAJOR 202405

Major Collaborative Archival Initiatives (NHPRC) - FAQs

What is the Major Collaborative Archival Initiatives grant?

This is a grant opportunity from the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration, to support high-impact projects that make it easier for the public to find, access, and use historical records.

What is the main purpose of this program?

The program is designed to open up significant archival collections to researchers, educators, and the general public by improving discovery, access, and usability of historical records, especially through collaborative, multi-institutional efforts.

Who is offering this grant?

The grant is offered by the National Historical Publications and Records Commission (NHPRC), which is part of the National Archives and Records Administration.

What types of projects are eligible under this opportunity?

Eligible projects must involve true collaboration among multiple institutions and must pursue at least one of two core activity tracks: (1) digitize and publish online a virtual collection drawn from related records held across multiple repositories, or (2) create and test new tools, workflows, or methods that strengthen public access to archival materials, with particular emphasis on born-digital records.

What does NHPRC mean by a "virtual" collection?

A virtual collection is an online collection that brings together related historical records held across multiple repositories and presents them as a unified resource based on a shared theme, organization, or historically important figure or figures.

Can a project focus on developing tools and workflows instead of digitizing materials?

Yes. One eligible track is to create and test new tools, workflows, or methods that strengthen public access to archival materials, with a particular emphasis on born-digital records where access and usability challenges are often more complex.

Is digitization required for every project?

No. Projects may qualify either by digitizing and publishing a multi-repository virtual collection online or by creating/testing access tools and methods (especially for born-digital materials).

What formats of historical records are welcomed?

The program is broadly inclusive and welcomes projects involving paper-based documents, photographs, born-digital materials, and analog audio and moving image recordings.

What kinds of historical topics or content does NHPRC want to support?

Projects may address major themes and movements in U.S. history (including law, politics, social reform, business, the military, and the arts) or focus on the papers of one or more notable individuals.

Does NHPRC have any stated priorities for representation or inclusion?

Yes. NHPRC signals a strong interest in projects that better represent and foreground the experiences and histories of Black, Indigenous, and People of Color.

Are proposals connected to the 250th anniversary of the Declaration of Independence a fit?

Yes. With the 250th anniversary approaching, the Commission is especially interested in proposals that improve discovery and access to materials examining the ideals associated with the nation’s founding and the ongoing arguments and debates over those ideals from 1776 to the present.

Is collaboration required?

Yes. A defining feature of this opportunity is true collaboration among multiple institutions. Proposals that do not meet the collaboration requirement will not be considered.

How competitive is public engagement in this program?

Proposals that include meaningful public engagement are described as more competitive. Examples include inviting the public to participate in description, transcription, tagging, community review, outreach programs, or other hands-on involvement.

What makes an application competitive according to NHPRC?

Competitive applications are expected to: clearly explain the significance and research value of the collections; present a strong work plan grounded in archival best practices; address standards, quality control, rights considerations where relevant, sustainable access, and sound technical planning; demonstrate appropriate staffing and capacity across partner institutions; propose a realistic and cost-effective budget; and include outreach/engagement that draws researchers and other users to the highlighted collections while increasing awareness of participating repositories’ broader holdings.

Does NHPRC expect projects to do more than put materials online?

Yes. NHPRC emphasizes outreach and engagement activities that actively bring researchers and other users to the collections and increase awareness of the participating repositories’ broader holdings.

If my project is mainly processing and/or digitization and needs $150,000 or less, should I apply here?

NHPRC indicates that if a project is primarily about processing and/or digitizing collections and would require no more than $150,000 in NHPRC funds, applicants are encouraged to consider the separate Archival Projects program instead.

How long can the grant period be?

Grants may run from one to three years.

What is the funding range for awards?

Award amounts range from $150,000 to $350,000.

How many awards does NHPRC expect to make?

NHPRC anticipates making up to five awards in this category.

What is the total amount of funding available across awards?

The combined total for this category is up to $1,000,000.

When can funded projects start?

Funded projects are expected to start no earlier than January 1, 2025.

Who is eligible to apply?

Eligibility is limited to U.S.-based organizations and entities that can manage federal awards, including U.S. nonprofit organizations and institutions, colleges and universities (public or private), state and local government agencies, and federally acknowledged or state recognized Native American tribes or groups.

Do applicants need to be able to manage federal awards?

Yes. Eligible applicants are U.S.-based organizations and entities that can manage federal awards.

What are the required activities an eligible project must include?

Projects must involve multiple institutions and include at least one of the two eligible tracks: (1) digitize and publish a multi-repository virtual collection online, and/or (2) create and test tools/workflows/methods that strengthen public access (especially for born-digital records).

What application components are required?

Applications must be complete and include all required components, specifically: the SF-424, a project narrative, the NHPRC budget form, and any required supplemental materials.

What happens if an application is incomplete or does not meet program requirements?

Incomplete applications, or proposals that do not meet the collaboration and eligible-activity requirements, will not be considered.

Is cost sharing required?

Yes. The program requires cost sharing, meaning the applicant and its partners must cover a portion of total project costs.

How much of the project budget will NHPRC cover?

NHPRC will provide no more than 50 percent of the overall project budget under this program.

What types of contributions can count toward cost share?

Allowable cost-share contributions include direct costs, in-kind support, non-federal third-party contributions, certain indirect expenses, and any income generated directly by the project.

Can NHPRC grant funds be used to pay indirect costs?

No. A key budgeting rule is that NHPRC funds cannot be used to pay indirect costs.

If we include indirect costs in the project budget, how do they need to be handled?

If indirect costs are part of the overall project budget, they must be included under the applicant’s cost-share portion rather than charged to the federal award.

Are there registration requirements before submitting an application?

Yes. Applicant organizations must be registered in the System for Award Management (SAM) before submitting and must keep the registration active throughout the application and award period.

Do applicants need a UEI?

Yes. The application must include a valid Unique Entity Identifier (UEI).

How long can SAM and Grants.gov registrations take?

The guidance notes that SAM and Grants.gov registration or reactivation can take up to a month.

Will NHPRC extend deadlines if SAM or Grants.gov registration is not completed in time?

No. NHPRC will not extend deadlines because an organization failed to complete registrations in time.

What is the closing date for this funding opportunity?

The closing date listed is May 8, 2024.

What is the Funding Opportunity Number?

The Funding Opportunity Number is MAJOR 202405.

What is the award ceiling?

The award ceiling is $350,000.

What type of funding instrument is used?

The funding instrument is a discretionary grant.

What is the CFDA/Assistance Listing number for this program?

The CFDA/Assistance Listing number is 89.003.

Are there expectations about archival standards, quality control, or rights?

Yes. NHPRC expects the work plan to be grounded in archival best practices and to address standards, quality control, rights considerations where relevant, sustainable access, and sound technical planning for digitization or born-digital access strategies.

Does NHPRC expect applicants to demonstrate staffing and capacity across partners?

Yes. The proposal should show that the project team is properly staffed, with the expertise and capacity needed to deliver the work across partner institutions.

Do grant recipients have to acknowledge NHPRC support publicly?

Yes. Recipients must acknowledge NHPRC support in any publicity, publications, or other products produced with grant assistance, which typically includes websites, digital portals, reports, finding aids, presentations, and other project outputs.