Historical & Archival Records Care Grant Program

The Historical & Archival Records Care (HARC) Grant Program is administered by the Pennsylvania Historical & Museum Commission (PHMC) in conjunction with the State Historical Records Advisory Board (SHRAB). This program was created to support the preservation of historically valuable original documents held by non-profits and local government entities across Pennsylvania. Funding is provided on a competitive basis to assist in the professional care and maintenance of Pennsylvania’s archival heritage. This initiative reflects PHMC’s mission to protect and preserve the historical legacy of the Commonwealth for public accessibility. The primary purpose of the HARC Grant Program is to fund projects that promote the preservation, accessibility, and appropriate storage of original historical records. These may include surveying, inventorying, arranging, describing, preserving, or reformatting records. Funding may also be used for purchasing supplies and equipment needed for these activities. However, applicants should note that funding is not available for capital improvements, general operations, endowments, awards, lobbying, religious purposes, or for projects that were initiated before the award date. Additionally, ineligible materials include textiles, museum objects, published books, and other non-original artifacts. To be eligible, applicants must be Pennsylvania-based nonprofit organizations with IRS-recognized tax-exempt status or local government entities. Eligible organizations must have been incorporated and operational for at least two years before applying. Applications must be submitted through the DCED’s Electronic Single Application for Assistance platform. While it is not mandatory, organizations are encouraged to register with the Pennsylvania Department of State’s Bureau of Corporations and Charitable Organizations to ensure compliance and facilitate grant processing. Grants are capped at $5,000 per organization and do not require any matching funds. All projects must demonstrate a clear connection to Pennsylvania history and align with professional archival standards. Digitization projects must comply with the State Archives’ official guidelines, and grantees are responsible for determining whether their project is subject to the Enhanced Minimum Wage Provision. Projects cannot begin until a fully executed grant agreement has been issued, and any work conducted before this date will not be reimbursed. The grant cycle spans two years. For the 2025 cycle, the application period opens on May 1 and closes on August 1. A live webinar scheduled for June 17 will provide an overview of the eligibility criteria, guidelines, and tips for writing a strong proposal. Awards will be announced in December, with award/rejection letters sent in January of the following year. Grant agreements are typically mailed between February and April, and project work may begin on May 1. Interim reports are due every six months during the grant term, and the final report is due by June 31 of the second grant year. All grant applications are reviewed by a sub-committee of SHRAB members who use a formal evaluation criteria sheet to assess proposals. Applicants are strongly encouraged to provide thorough answers to all sections of the application, as incomplete applications may result in lower scores. For assistance, applicants can contact the Grant Manager at RA-PHARCHIVESGRANTS@pa.gov or reach the Enterprise eGrants Customer Service Center

Applications are scored using defined criteria. Skipping optional sections may result in lower scores. Webinar offers proposal tips.