Frequently asked questions

The calls for applications for our grants programme are approved annually, with the Intergovernmental Committee meeting preferably during the first four months of each year. The calls for proposals are disseminated mainly through the National Archival Authorities and the AECID’s Technical Cooperation Offices and through our social networks.

The call is open to legally constituted archives or other institutions that are custodians of documentary heritage and have their headquarters in one of the countries that are members of the Iberarchivos Programme or supranational institutions that promote archival development in the region and formulate projects in which the archives/archivists of the Ibero-American Community as a whole will benefit.

The amount of support will be set by the Ibero-American Intergovernmental Council of Iberarchives in accordance with the budget availability established in the Annual Operational Plan, the information contained in the application form and the documentation provided by the applicant institution, subject to the following limitations:

• The amount of the aid requested shall not exceed 10,000 euros.
• The aid requested from Iberarchivos may in no case exceed 80% of the total cost of the project. For its part, the applicant institution must contribute at least 20% of the total amount of the project.
• Of the aid granted, up to a maximum of 20% of the budget may be spent on inventoriable or non-expendable material, such as machinery, furniture, computer equipment or other equipment.

Applications for grants must be submitted using the forms available on the website.

Along with the application form, the applicant must enclose:

• Copy of the document proving his or her appointment as legal representative of the applicant entity.
• Copy of the identity document of the legal representative of the applicant organisation.
• Certificate of compliance with fiscal/tax obligations of the applicant institution, in accordance with national regulations.
• Bank certificate stating the details of the bank account in the name of the applicant institution (name and address of the bank, account holder, account number and SWIFT code).

The Iberarchivos Technical Unit reserves the right to request additional information.

The original completed application form must be stamped and signed by the legal representative of the applicant institution and must be sent together with the required documentation to the National Archival Authority of the Iberarchivos member countries (see Member Countries page ).

All the projects authenticated or certified by the National Archival Authorities of the country will then be sent by them to the Iberarchivos Technical Unit.

At the annual meeting of the Iberarchives Intergovernmental Council, the projects approved for each call for proposals and the grant amounts will be determined.

The maximum duration of the project implementation period will be eight months, counting from the receipt of the grant.

The Technical Unit and the National Archival Authority have the competence to supervise and control the correct implementation of the projects benefiting from this Programme in the respective country.

Any unforeseen event requiring a change in the conditions foreseen for the implementation of the project must be submitted in writing to the Technical Unit, which will consult the Executive Committee of the Programme on the decision.

In each Iberarchivos member country, a National Evaluation Commission will be set up each year, chaired by the National Archival Authority. This Commission, together with the Programme’s Technical Unit, will evaluate the project applications that meet the requirements of the Call for Proposals.

These grants will be awarded on a competitive basis, in accordance with the principles of objectivity, transparency, equality, non-discrimination and publicity.

The annual meeting of the Intergovernmental Council of Iberarchivos will determine the projects approved for each call and the amounts of the grants.

The general evaluation criteria and indicators can be consulted on the website.

The resolution of the grants and the minutes of the national evaluation commissions are published on the Iberarchives website. It is important to mention that these results are not subject to appeal. For any queries about the resolution of the grants, please contact those responsible for the projects in the countries (https://www.iberarchivos.org/paises-miembros/).

Regardless of the progress report that will be requested halfway through the project, once the project has been completed, beneficiaries must present, within a maximum period of twenty calendar days from the end of the project, the justification of the aid received, with original documents or certified copies of the payments made. For this purpose, they shall be submitted to the Iberarchivos Technical Unit:

Technical report:

• Report on the activities carried out that sufficiently accredits compliance with the purpose for which the grant was awarded, signed by the legal representative of the beneficiary organisation.
• At least 10 photos of the execution of the project must be submitted in jpg format, for dissemination on the website www.iberarchivos.org. The image files shall be named according to this example (project number_image number): 2018-001_01, 2018-001_02, 2018-001_03, etc. In addition, a Word document with the caption of the images (maximum 12 words per image) and a short 10-line summary of the project shall be attached to facilitate its dissemination on the internet.
• In projects of conservation, restoration, organisation, description or digitisation of archives, it will be necessary to include a detailed list of the documents intervened and the number of digital objects.
• Technical training projects must also include a list of participants and a training programme.
• Entities benefiting from grants are obliged to disseminate the activities carried out in the implementation of the project and the results thereof, either using their own resources or through the website and social networks linked to the Programme.

Economic report:

• Accounting template of the expenses incurred in the project signed by the legal representative. The invoice or receipt number, date, the concept of the expense and the amount (according to the form that will be sent to you) will be indicated.
• Descriptive table of recruitment and personnel costs.
• Proof of the bank where the transfer has been made (in national currency). Bank commissions derived from the payment of the subsidy into the beneficiary’s account will not be subject to justification if they are accredited with documentary proof.
• Original invoices or certified photocopies (the stamp and signature of the certified copy must be original) justifying the grant awarded by Iberarchivos. For each invoice or receipt, it is necessary to provide the corresponding document accrediting payment, by means of a bank statement, manual notation that the payment has been received or a stamp indicating that the payment has been paid.
• Only certificates, payslips or official receipts will be accepted as proof of payment of personnel.
• It is necessary to ensure that there are no balances left over after the project has been implemented. If there are, these will be returned to the Programme fund, the bank charges for the reimbursement of the balance to the fund will be borne by the entity that received the aid.

A copy of the final reports shall be sent to the National Archiving Authority of the respective country.