The New Mexico Historical Records Advisory Board (NMHRAB)
receives funds from the New Mexico Legislature and the National Historic
Publications and Records Commission (NHPRC) to fund its Historical Records
Grant program for improving preservation of and access to New Mexico's
historical records. Grants are contingent upon available federal funds
and/or appropriated state funds.
The grant program is for the purpose strengthening and supporting records
programs in New Mexico. Grants are awarded annually to applicants who
demonstrate need, financially and programmatically, and show commitment
to solving problems associated with the preservation of and access to
their historical records. . Projects must address the funding priorities
of the NMHRAB as published.
To obtain a grant application, click on Word format or PDF format or by phone at
(505) 476-7951, fax at (505) 476-7909, or e-mail at firstname.lastname@example.org.
Click here to review and print
the Checklist for Grant Applications
Eligible entities include:
a. state agencies as prescribed in the Public Records Act; except
the state records center and archives;
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. a copy of its tax-exempt or 501(c)(3), or equivalent, status
b. evidence that it has made provisions for the transfer of its
holdings to a like organization or an appropriate repository upon
Previous grant recipients shall be in compliance with the stipulations
of all previous awards in order to continue to be eligible.
- The applicant must demonstrate financial need and that it is prepared
to carry out the objective of the proposal within the grant period.
- The applicant must describe the records covered by the proposal
and their importance in documenting New Mexico's history.
- The applicant must have custody of, or consult with 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.
Proposals submitted by tribal governments, for example, may be excluded
from this criterion.
- A person qualified by credentials or training to carry out the
objectives of the proposed project must supervise the project. Organizations
must have a mechanism for evaluating the impact of the project on
their historical records' environment.
- The applicant must note their organization's DUNS Number on the
The NMHRAB highest priorities ranked in order:
2. Access and Training
1. Documentary Research
2. Programs that promote New Mexico history, such as exhibits, conferences,
3. Development of records and archival management programs
Types of Projects Funded
Preference will be given to those projects that directly
address funding priorities. Examples of projects that could be funded
Preservation projects that mitigate unstable or deteriorating
historical records through conservation treatment, or reformatting of
the records through microfilming or digitization.
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; digitizing historical records; placing copies in other
repositories that have agreed to accept them.
Training programs that focus on developing best practices
that can be used to train staff in more than one repository or in a
repository experiencing high turnover.
Research projects that provide original scholarly exposition
or interpretation of documentary evidence of New Mexico history based
on original records for general usage. Since these projects are a lower
funding priority, proposals must be very well developed if funding is
to be obtained.
Promotional programs that promote the preservation
or access to historical documents such as conferences, workshops, symposia,
audio/visual presentations, etc.
Program development projects that establish or elevate
standards of archival or records management practice in the application
repository. This approach involves surveys of collections, assessment
of environmental controls and establishment of records management programs
Grants cannot be used to replace organization budgets for staff,
but grant funds can be used to hire temporary staff. Grant funds
cannot be used to acquire software or equipment, or to pay the indirect
costs of the applicant. However, staff committed by the organization
to the project and equipment and software purchased specifically for
the project and indirect costs 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 take
into consideration 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 NMHRAB has varying amounts of funds annually to divide among successful
applicants. The maximum award is $8500 per applicant, depending on available
funds. A Second Call for proposals may be issued in any given fiscal
year based on availability of funds. Please contact the NMHRAB or visit
our web site for caps for the current funding cycle. Applicants must
provide a minimum match valued at 25% of the total cost of their project
in either cash or in-kind services and/or materials. The in-kind must
be rendered during the project period.
Complete all questions on the application form. You may submit pertinent
attachments to support your application, but please limit the number
of pages to a minimum. Submit one completed application with original
signatures and supporting documents, and ten copies. Incomplete applications
shall not be considered. A checklist of
requirements and lists of resources
are available on this website.
Project period is based on the State's fiscal year July 1 through June
30. Funded projects must be completed by June 15th. Additionally, all
requests for reimbursement must be submitted no later than June 15th.
Completed applications (original and ten copies) must be received on
or before February 11, 2011. Please refer to NMHRAB Grant Program Calendar for
There will be a three-stage review process. First, all applications
will be screened for eligibility and compliance with the guidelines.
Ineligible and non-compliant submissions will be returned. Second, all
applications will be reviewed for technical merit on an established
rating system by New Mexico State Records Center and Archives professional
staff, and recommendations for further consideration made. At this level
applicants will be advised of items that may need clarification or elaboration
in order to enhance a proposal's viability. Third, recommended proposals
will be evaluated by the New Mexico Historical Records Advisory Board
and ranked according to published priorities at the regular May meeting.
Post Award Requirements
Submit interim report halfway through the project.
Submit final report within 30 days of project completion, but
no later than June 15.
Request funds on a reimbursement basis and no more than 50% before
substantial completion of the work.
Submit proof of completion of training before project start date,
Adhere to State Procurement Code for purchase of goods and services.
Maintain grant records for at least two years after completion
of the project.
Access: the availability
of archives, records, or manuscripts in terms of physical condition,
legal permission, and intellectual entry.
Accession: a term used as both a noun and
a verb for the act and procedures involved in a transfer of legal title
and the taking of records or papers into the physical custody of an
archival agency, records center, or manuscript repository; and the materials
involved in such a transfer.
Archives: the non-current records of an
organization or institution preserved because of their continuing value
in meeting the needs of the creating organization.
Arrangement of collections: the process and
results of organizing archives, records, or manuscripts particularly
by function or activity of their creator.
Collection policy: a statement adopted by
an archival agency, records center, or manuscript repository to guide
its accessioning and de-accessioning decisions in order to carry out
its formal mission.
Cubic feet: a standard measure of the quantity
of archival material; the term refers to the amount of space usually
occupied by one standard records storage box (12" x 12" x
16") on standard archival shelving. By conversion, 36" of
letter-size papers, arranged lineally (3 linear feet), would occupy
approximately 2 cubic feet, if placed in storage boxes.
Curator: means an employee whose duty is
to foster research by making accessible order of a repository's collections.
A degree or certification in library management is usually required.
De-accession: the act or the materials involved
in the act of a transfer out of the custody of an archives; the opposite
Documentary edition: a published edition
of documents derived directly from original records, and often accompanied
by editorial commentary and annotations.
Essential minimum: in the interests of efficiency
and economy, the most succinct statements and the most definitive examples
that meet the application requirements, thus keeping the proposal package
simple, focused, and relevant. Resumes, for example, are more impressive
by their relevance than by their length.
Evaluation: a mechanism by which the effectiveness
of the project can be measured by describing the extent to which a project's
goals have been met. Narrative, graphic, or statistical methods can
be used to assess the product or to analyze the process. Participant
or user assessments are also helpful in some cases.
Finding Aid: a descriptive device created
by an archives, records center, or repository to establish the size,
condition, content, and/or arrangement of a collection or record group.
Nonprofit Organization: any organization
which by its articles of incorporation and by-laws prohibits acts of
private inurement, that is, transferring of the organization's earnings
to persons in their private capacity. Nonprofit organizations are required
to use their earnings for their program activities. These earnings are
tax-exempt if the organization has met the approval of the Internal
Revenue Service as falling within a category such as 501(c) (3).
Original Records: archives or public records
as created by a governmental or quasi-governmental body, and manuscripts
such as letters, diaries, photographs, or other first-hand reports.
Preservation: the provision of adequate facilities
for the protection, care, and maintenance of archives, records, and
manuscripts, particularly to promote their future availability.
Provenance: the source or the office of origin
of the records, thus the principle of maintaining the integrity of the
records' identity by their creator and, also, respect for their original
Political subdivision: means any county;
incorporated city; town or village; drainage, conservancy, irrigation,
water and sanitation or other district; mutual domestic association;
public water cooperative association; community ditch association; or
community land grant organized and governed pursuant to Chapter 49,
Article 1 NMSA 1978:
Records Manager: An employee whose duty is
to manage the creation, use, and disposition of an organization or agency's
records. A degree or certification in Records Management is usually
Statement of Need: a logical and succinct
presentation of the argument for the necessity of a project. It should
be factual, reasonable, and persuasive.
Underserved Community: Populations in which
individuals lack access to programs due to geography, economics, ethnicity,
disability, or age.
Updated: October 13, 2011