The Virginia State Historical Records

advisory board

Working to preserve Virginia’s documentary heritage

The Virginia State Historical Records

advisory board

Working to preserve Virginia’s documentary heritage

“Preservation of Virginia’s records is especially important because of

the richness of her history and the high quality of her contributions to

the formation of a nation.”—Gov. Mills E. Godwin, Jr., 1976

“Preservation of Virginia’s records is especially important because of

the richness of her history and the high quality of her contributions to

the formation of a nation.”—Gov. Mills E. Godwin, Jr., 1976

Preserving Virginia’s history

The Virginia State Historical Records Advisory Board was first appointed by Gov. Mills E. Godwin, Jr. in 1976, one year after the passage of the

Virginia Public Records Act.

Preserving Virginia’s history

The Virginia State Historical Records Advisory Board was first appointed by Gov. Mills E. Godwin, Jr. in 1976, one year after the passage of the

Virginia Public Records Act.

Today, the eleven-member citizen board is the central advisory body for historical records planning in

Virginia.

Today, the eleven-member citizen board is the central advisory body for historical records planning in

Virginia.

The State Historical Records Advisory Board works to preserve

Virginia’s irreplaceable documentary heritage.

The State Historical Records Advisory Board works to preserve

Virginia’s irreplaceable documentary heritage.

These records help illuminate the history of the commonwealth and

the nation.

These records help illuminate the history of the commonwealth and

the nation.

SHRAB promotes practices that ensure preservation of and access to the commonwealth’s public and

private historical records.

SHRAB promotes practices that ensure preservation of and access to the commonwealth’s public and

private historical records.

SHRAB supports

Archives Week in Virginia

Basics of Archives training program

Annual meeting of the Council of State Archivists

(CoSA)

SHRAB supports

Archives Week in Virginia

Basics of Archives training program

Annual meeting of the Council of State Archivists

(CoSA)

Preservation

SHRAB encourages adherence to archival and records management principles through meetings and

workshops.

Preservation

SHRAB encourages adherence to archival and records management principles through meetings and

workshops.

The board surveys repositories, supports the Library of Virginia’s records management program,

and promotes the sharing of collection information.

The board surveys repositories, supports the Library of Virginia’s records management program,

and promotes the sharing of collection information.

SHRAB solicits, develops, and reviews proposals for NHPRC grant

projects.

The board makes funding recommendations to the National

Historical Publications and Records Commission (NHPRC).

SHRAB solicits, develops, and reviews proposals for NHPRC grant

projects.

The board makes funding recommendations to the National

Historical Publications and Records Commission (NHPRC).

AccessSHRAB promotes access to records consistent with the public interest,

right to access, and privacy protection law.

AccessSHRAB promotes access to records consistent with the public interest,

right to access, and privacy protection law.

EducationThe board encourages the professional development of

archivists, curators, volunteers, and others dedicated to the task of caring for Virginia’s documentary

heritage.

EducationThe board encourages the professional development of

archivists, curators, volunteers, and others dedicated to the task of caring for Virginia’s documentary

heritage.

The board promotes an understanding of the importance of

historical records and works to ensure their preservation.

The board promotes an understanding of the importance of

historical records and works to ensure their preservation.

National Historical Publications and Records Commission

(NHPRC)

National Historical Publications and Records Commission

(NHPRC)

State Historical Records Advisory Boards

(SHRABs)

State Historical Records Advisory Boards

(SHRABs)

Council of State Archivists (CoSA)

Council of State Archivists (CoSA)

The NHPRC promotes the preservation and use of

America’s documentary heritage essential to understanding our

democracy, history, and culture.

The NHPRC promotes the preservation and use of

America’s documentary heritage essential to understanding our

democracy, history, and culture.

The NHPRC both requires and relies on the State Historical

Records Advisory Board (SHRAB) in every state to

review and make recommendations on grants submitted from that state.

Federal regulations require every state or territory wishing to

participate in the NHPRC grant program to establish a State

Historical Records Advisory Board (SHRAB), to review grants, and make recommendations to the Commission.

The Council of State Archivists (CoSA) is made up of the State Coordinator from each state or

territory.

Roles and responsibilities of board members:

Roles and responsibilities of board members:

Let others know that you are on the state board and are interested in their concerns and ideas about

how to improve archival and records programs in the state.

Let others know that you are on the state board and are interested in their concerns and ideas about

how to improve archival and records programs in the state.

Learn about the archives and historical records programs and

issues in your state.

Read the SHRAB strategic plan.

Learn about the archives and historical records programs and

issues in your state.

Read the SHRAB strategic plan.

Carefully review all grant proposals submitted for board consideration, and fill out the SHRAB evaluation

form.

Carefully review all grant proposals submitted for board consideration, and fill out the SHRAB evaluation

form.

Read the SHRAB strategic plan.

Attend meetings.

Participate in SHRAB-sponsored activities.

Read the SHRAB strategic plan.

Attend meetings.

Participate in SHRAB-sponsored activities.

Evaluating Grant Proposals

Evaluating Grant Proposals

Questions to Ask

How does this proposal relate to any priorities established by the

state board?

Questions to Ask

How does this proposal relate to any priorities established by the

state board?

Board members should consider:

Importance of the records.Soundness of the plan of work and

the budget.Qualifications of the personnel

involved.

Board members should consider:

Importance of the records.Soundness of the plan of work and

the budget.Qualifications of the personnel

involved.

Is additional information needed to understand and evaluate the

proposal?

Should the proposal be revised?

Is additional information needed to understand and evaluate the

proposal?

Should the proposal be revised?

While the board recommendation is not the only evaluation considered by the Commission, it carries great

weight.

While the board recommendation is not the only evaluation considered by the Commission, it carries great

weight.

Successful grant applications, 2003–2004:

Virginia Commonwealth University, Richmond

$160,700 for the Archives of the New Dominion

Successful grant applications, 2003–2004:

Virginia Commonwealth University, Richmond

$160,700 for the Archives of the New Dominion

City of Petersburg

$8,094 to duplicate nitrate negatives that document the history of

Petersburg and the surrounding community from 1925 to 1952.

City of Petersburg

$8,094 to duplicate nitrate negatives that document the history of

Petersburg and the surrounding community from 1925 to 1952.

The Library of Virginia

$38,909 to support the restoration of selected sound recordings generated by WRVA Radio.

The Library of Virginia

$38,909 to support the restoration of selected sound recordings generated by WRVA Radio.

SHRAB bridges the gap between your community, the state

archives, and NARA.

What can you do to help?

SHRAB bridges the gap between your community, the state

archives, and NARA.

What can you do to help?

To learn more:

Visit the Library of Virginia Web site for additional information about

the Virginia State Historical Records Advisory Board.

www.lva.lib.va.us

To learn more:

Visit the Library of Virginia Web site for additional information about

the Virginia State Historical Records Advisory Board.

www.lva.lib.va.us

Council of State Archivistswww.statearchivists.org

National Historical Publications and records Commission

www.archives.gov/grants

Council of State Archivistswww.statearchivists.org

National Historical Publications and records Commission

www.archives.gov/grants

Thank you.

Conley L. Edwards, state archivist and SHRAB coordinator.

Jennifer D. McDaid, deputy coordinator.

Thank you.

Conley L. Edwards, state archivist and SHRAB coordinator.

Jennifer D. McDaid, deputy coordinator.