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Historical Records Collections Grants - Major Projects

Grants to Maine Nonprofits and Agencies
for the Preservation of Historical Archives

GrantWatch ID#: 175598
Agency Type:

State

Maine State Archives, Maine Historical Records Advisory Board

10/01/17 Postmarked

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Grants ranging from $1,000 to $4,000 to Maine nonprofits, local governments, and state agencies to promote the preservation of and access to significant historical records. This grant will support works related to extraordinary collections of statewide significance, as well as projects demonstrating strong collaboration. Projects must involve records important to the history of Maine or the United States.

Projects dealing with bicentennial collections and Civil War collections are especially encouraged because Maine has a rich heritage, and collecting, cataloging, and digitizing collections will help ensure that the records of that heritage do not disappear. There is heightened interest in the upcoming Maine Bicentennial and in Civil War records because of the recent Civil War sesquicentennial, which provides an opportunity for repositories to highlight those collections. It is important that they are properly housed, organized, digitized, and made known to researchers to make use of them without harming the collections.

In general, the Board favors the following:
-Basic preservation steps, rather than item-level conservation work.
-Describing your archival collection should be a logical process: A basic inventory of the entire collection, followed by a basic level of organization (description at the collection or series level; housed appropriately) before doing folder or item-level description. This program does not normally fund item-level description, except for photographs, which may be described individually at a basic level.
-Preservation of original information over preservation of the object.
-Cost effective approaches to the preservation of information.
-Digitization can be an effective method for improving access to a collection. Any
digitization projects should also insure that the originals are archivally-housed and are monitored.

Preference is given to projects that:
-Use cost-effective approaches to preserving original information and making it available to researchers
-Are part of a plan to place an entire collection under intellectual control as opposed to doing detailed work on a small portion.

Projects are also preferred that:
-Deal with historically significant collections
-Address threats to collections from environmental conditions, anticipated overuse,
-Demonstrate an ability to sustain a commitment to collections and facilities maintenance
-Preserve collections relating to Maine Bicentennial and the Civil War
-Include cash as part of the required match
-Demonstrate improved collection protection
-Demonstrate a need for outside funding
-Demonstrate collaboration with other organizations (libraries, governments, historical societies) where appropriate

Eligible materials are original historical records, usually unpublished, including:
-Manuscripts (diaries, letters,, whether hand-or type-written, or in electronic form)
-Accounting records (bound ledgers, account books, computer spreadsheets)
-Photographic prints and negatives (slides are not eligible)
-Architectural/engineering drawings and blueprints
-Audio tape recordings, existing oral histories
-Motion picture films and video tapes
-Local government records scheduled to be retained permanently
-Materials that may have been published and had limited distribution (such as postcards, stereo views, and maps)
-Paper-based ephemera (documents with one time use: posters, invitations)
-Scrapbooks containing original historical records.

Examples of Projects:
-Purchase storage materials (acid-free folders, boxes, photo sleeves) and archival quality shelving to rehouse a collection
-Hire an archivist to create a finding aid for a large collection
-Make archival copies of a photograph collection
-Microfilm unique important records, including town records [special worksheet required:
call 287-5790 or go to Web site]
-Hire a consultant to evaluate collections facilities and recommend storage options and environmental condition improvements.
-Digitizing to improve access to a collection

Grant awards will be in the $1,000 to $4,000 range.

All regrant projects must be completed by May 31, 2018.

Additional time may sometimes be granted, if justified, on a project by project basis.

Eligible Applicants:
-Local governments that comply with the Rules for Disposition of Local Government Records;
-Nonprofit organizations;
-State agencies whose responsibilities include caring for a historic collection.

Eligible nonprofit organizations include:
-Collecting organizations (historical societies, libraries, or museums) that have a mission statement and a collections policy [include with application], or
-Organizations preserving institutional records that have a mission statement.

In addition:
-A designated staff person or volunteer who cares for the collection is required,
-A person involved in the project must have had relevant archival training, such as
workshops or formal education.
-Collections must be made available, by scheduled hours or appointment, to the
public by the end of the project.

Restrictions:
All purchases made with grant funds and all matching contributions must be made during the grant period and be directly associated with the project. Grant funds may not be used to pay for existing supplies or previous work. Grant funds may not be used to pay existing staff salaries, but may be used to pay someone who usually volunteers, or who is working beyond regular hours.

Ineligible Projects:
-Major capital equipment or computers, cameras, software, etc. However, minor capital equipment which furthers the preservation of collections, such as environmental monitors, archival-quality shelving, flat files, and map cases, is eligible.
-Building, architectural or landscape restoration
-Exhibitions or publishing projects, whether traditional or Web based
-Complete restoration (unbinding, de-acidifying, and rebinding) of bound manuscripts3
-Photographic slides
-Museum objects or most published materials.

With the exception of photograph collections, item-level cataloging is not normally supported by this program. If you are cataloging at the item level (as opposed, for example, to the folder or series level), you must justify that approach.

The applicant must supply a 1:1 in-kind or cash match.

Project Timing:
-Application Postmark Deadline: October 1, 2016
-Earliest Start Date: December 1, 2016
-Project must be completed by: March 31, 2018

-Application Postmark Deadline: February 1, 2017
-Earliest Start Date: March 15, 2017
-Project must be completed by: March 31, 2018

-Application Postmark Deadline: May 1, 2017
-Earliest Start Date: June 15, 2017
-Project must be completed by: May 31, 2018

-Application Postmark Deadline: October 1, 2017
-Earliest Start Date: December 1, 2017
-Project must be completed by: May 31, 2018

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Dave Cheever, Maine State Archivist
maine.archives@maine.gov

Historical Records Collections Grant Program
Maine State Archives
#84 State House Station
Augusta, ME 04333-0084

See the full text of this grant

USA: Maine

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