NHPRC Regrant Progress Report January 2005 - June 2005

NHPRC Circuit Rider Archivist Regrant Grant No. 2005-016
Grant Period January 2005 - September 2007
Interim Narrative Report for January - June 2005

Background

The Georgia Historical Records Advisory Board (GHRAB) sought and obtained a $125,624 grant from NHPRC to:

• Provide the services of an on-site professional archivist and regrants to Georgia repositories and local governments to improve their archival programs.
• Demonstrate how the services of a traveling professional archivist can benefit small repositories and local governments thus making grant programs more effective.
• Stimulate the development of a master's level program to educate professional archivists.

Due to a delay in hiring the Circuit Rider Archivist, GHRAB sought and obtained a grant extension from NHPRC to September 30, 2007.

A) Recruitment and Hiring of Professional Archivist

The Georgia Archives and Clayton State University began recruitment for the CRA position in the fall of 2004; see job announcement attachment #1. We received five applications and narrowed the field to two candidates to be interviewed. Unfortunately, one candidate withdrew and left only one candidate to be interviewed since the others did not have the qualifications that appeared to match the job requirements. After interviewing the candidate, the search committee felt that it would be necessary to reopen the job announcement to solicit additional applicants.

The second recruitment, which began in February 2005, yielded seven applications and again the search committee narrowed the field to two top candidates to be interviewed. Following the onsite interviews with staff and administrators at both institutions, Dr. Randall Gooden was selected, see resume attachment #2. Dr. Gooden appeared to have the knowledge, skill, and ability that best matched the job requirements.

The search committee included: Brenda S. Banks, Deputy Director, Georgia Archives Gene Hatfield, Chairman, Social Science Department, Clayton State University Anne Smith, Assistant Director, Georgia Archives Ray Wallace. Dean of Arts and Sciences, Clayton State University

B) Services of On-Site Circuit-Rider Archivist
GHRAB Grant Programs Publicized

In January and February 2005, GHRAB widely publicized the Circuit-Rider Consultation Grants and Historical Records Projects Grants through its web site as well as e-mail and print announcements.

Secretary of State Cathy Cox announced the two grant programs to members of the Georgia General Assembly, see attachment #3, and the Board distributed announcements, see attachment #4, to prior GHRAB grantees, attendees at the Annual State Records Conference, and numerous statewide professional organizations.

Secretary of State Cathy Cox also issued a press release announcing the GHRAB Grant Programs, see attachment #5.

Circuit-Rider Consultation Grants

Through the Circuit-Rider Consultation Grants, historical records repositories and local governments could apply to receive a consultation visit from the CRA. During the visit, the CRA would provide advice and assistance in the care of historical records, help organizations plan and conduct a records inventory, conduct basic training, arrange and describe collections, determine appropriate storage methods, or develop policies and procedures.

No cash or in-kind match was required for these grants, though repositories might be required to provide minimal funds for lodging and travel expenses. GHRAB encouraged cooperative projects to maximize the efficiency and effectiveness of consultative visits.

GHRAB developed a two-page form, see attachment #6, for organizations to use in applying for a CRA Grant. The form limited people to answering three questions on one page, and the result has been very clear, concise statements about what they want the CRA to do for them. It is clear that this is just the type of help people are looking for.

The simplicity of the form was a factor that contributed to the high rate of grant applications received, a total of 79! They came from a wide variety of institutions, historical societies, courts, and municipalities, and requested a variety of records and archival assistance. See table below.

The applications were spread evenly around the state representing 44 counties in all 12 regions of the state. Twelve applications were received from underserved regions of the state, Southeast Georgia and Southwest Georgia. The wide geographic coverage will give GHRAB the opportunity to work in numerous counties that have never before received a GHRAB grant. Attachment #7 is a map of Georgia which shows the geographic distribution of the applications received.

Archives staff reviewed the applications and made recommendations to GHRAB. The full Board made the final decision an awarded 56 CRA consultation grants, see table below.

When Archives staff notified the organizations that they were approved for a CRA visit, it generated a lot of local excitement. Many of these organizations had never applied for or received a grant of any kind in the past. Secretary of State Cathy Cox issued a press release announcing the 56 award recipients, see attachment #8.

GHRAB used the grant application form and grant guidelines, with slight revisions, that were developed for the Historical Records Grant Program in 2001. Grant applicants are expected to contribute a minimum match of 25% of the grant request. The match may be met through cash or in-kind contributions.

The CRA will provide application assistance to those organizations visited which are known to be interested in applying for a Historical Records Project Grant. Due to the delay in hiring the CRA, GHRAB moved the grant program out six months. The grant application deadline was moved from September 1, 2005, to March 1, 2006. The approved regrants will run from June 1, 2006, through May 30, 2007. The new timeframe will allow enough time to complete all of the initial CRA visits and provide the appropriate application assistance to organizations interested in applying for a monetary grant.

C) Budget

D) Work During Next Six Months

During the next six months, the CRA will contact the award recipients and schedule a date to visit taking into account the distance and complexity of the work that has been requested with each visit. Organizations which are known to be interested in grants will be scheduled in the early visits to give them ample time to complete a draft grant application by February 2006. Archives staff will accompany the CRA on the initial visits. The CRA will also participate in orientation meetings at Clayton State University during this period.

Attachments:

1. CRA Job Announcement
2. CRA Resume, Dr. Randall Gooden
3. Grant Announcement to Georgia General Assembly
4. General Announcement on GHRAB Grant Programs
5. Secretary of State Press Release on GHRAB Grant Programs
6. CRA Grant Application Form
7. Georgia Map Showing Geographical Distribution of CRA Grant Applications
8. Secretary of State Press Release on GHRAB CRA Consultation Grant Awards