NATIONAL ARCHIVES OF INDIA

NATIONAL ARCHIVES OF INDIA

SCHEME OF FINANCIAL ASSISTANCE TO STATE/ UNION TERRITORIES ARCHIVAL REPOSITORIES, GOVERNMENT LIBRARIES AND MUSEUMS FOR DEVELOPMENT ACTIVITIES AND FOR PRESERVATION OF PUBLIC RECORDS/ MANUSCRIPTS AND RARE BOOKS

2010-2011

MINUTES OF THE FIRST MEETING OF THE GRANTS COMMITTEE

The First Meeting of the Grants Committee for above Scheme was held on 1 October, 2010 at 3.00. p.m. in National Archives of India, New Delhi under the Chairpersonship of Dr. (Ms.) T. Kumar, Joint Secretary, Ministry of Culture, Government of India.

The following members were present:

1. Shri S.M.R. Baqar, Member (Vice the Director

Deputy Director of Archives, General of Archives) also as

National Archives of India, Member Secretary

Janpath,

New Delhi-110 001

2. Ms. Anita Sinha, Member

Director (A&A),

Ministry of Culture,

Shastri Bhawan,

New Delhi-110 001

3. Smt. Shailaja Chandra, Member

Chairperson,

Delhi Library Board,

Delhi Public Library,

Sarojni Nagar,

New Delhi-110 023

4. Dr. Imtiaz Ahmed , Member

Director,

Khuda Bakhsh Oriental

PublicLibrary,
Patna-800 001

Bihar

5. Shri V. Rangaraj, Member

Deputy Director,

Andhra Pradesh State

Archives and Research

Institute,

Taranaka,

Hyderabad-500 007

Andhra Pradesh

The meeting was also attended by Ms. Tejinder Ahluwalia, Assistant Director of Archives (A&R).

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The Following members of the Grants Committee could not attend the meeting:

1. Shri J.K. Jain. Member

Former Director,

Rajasthan State Archives,

F-503, Rashmi Apartment,

Harsh Vihar,

Pitampura,

New Delhi-110 019

2. Dr. Mahendra Khargawat, Member

Director,

Rajasthan State Archives,

Bikaner-334 001

Rajasthan

3. Shri S.V. Gorakshakar, Member

Former Driector,

C/o Chhatarpati Shivaji Maharaj

Vastu Sangrahalya,

Mumbai-400 032

Maharashtra.

4. Shri Bhaskar Dhatavkar, Member

Director,

Department of Archives,

Government of Maharashtra,

Elphinstone Building,

M.G. Road, Kala Ghoda Fort,

Mumbai-400 032

Maharashtra.

5. Thiru. K. Ganesan, Member

Commissioner,

Archives and Historical Research,

(Additional Charge),

Tamil Nadu Archives,

Egmore,

Chennai-600 008

Tamil Nadu

6. Shri Atish Das Gupta, Member

Director,

West Bengal State Archives,

Higher Education Department,

(Government of West Bengal)

6, Bhawani Dutta Lane,

Kolkata-700 073

West Bengal.

Welcoming the Members of the Grants Committee, the Member Secretary informed them about the scope and the main features of the Scheme as well as the funds available for disbursement during the current financial year (2010-2011). He also apprised the members about the different categories of Government institutions eligible for grant under the Scheme together with the maximum limit of financial assistance admissible in each category.

Total 21 proposals received from State Archival Repositories, Libraries and Museums were taken up for consideration.

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Part-I

1. Grants Committee recommended a total grant of Rs.52,20,000/- (Rupees Fifty Two Lakhs Twenty Thousand only) to 7 State Government Archives/ Institutions which includes grantees State Government matching share of Rs.13,05,000/- (Rupees Thirteen Lakhs Five Thousand only) @ 25% and Central Government share of Rs.39,15,000/- (Rupees Thirty Nine Lakhs Fifteen Thousand only) of the grant amount (For details please see Annexure-I)

2. The Eight proposals of 3 State Government Institutions were deferred and as desired by the Chairperson, Grants Committee, these 8 proposals will be placed before the next meeting of Grants Committee. (For details please see Annexure-II).

Part-II

1. The proposals of 6 other State Government Institutions were also considered but no financial assistance was recommended to them either due to pending utilization certificates or non-receipt of assurance of 25% matching share from State Government (For details please see Annexure-III).

Part-III

1. The request of Hardayal Municipal Public Library, Delhi for extension of utilization period up to 31 March, 2011 in connection with the grant of Rs.3,50,000/- released during, 2005-2006 was also discussed and it was unanimously rejected by the Grants Committee. It was decided that the decision taken earlier by the members of Grants Committee in the meeting held on 28 August, 2009 (2009-10) should be retained and the Library may be asked to refund the unspent grant amount with penal interest.

The meeting concluded with a Vote of Thanks to the Chair.

(S.M.R. Baqar) (Dr. (Ms.) T. Kumar)

Deputy Director, National Archives of India Joint Secretary,

and Member Secretary, Grants Committee. Ministry of Culture and

Chairperson,

Grants Committee.

ANNEXURE-I

(Part-I)

Name of the State Archives Repositories, Government Libraries and Museums

whose papers were complete and to whom Financial Assistance has been

recommended by Grants Committee.

(First Meeting of Grants Committee, 2010-2011)

Sr. No	Name of the State Government Organizations	Purpose	Amount		Remarks
			Total Project cost	Sanctioned Central Govt. Share.
1	ANDHRA PRADESH Andhra Pradesh State Archives and Research Institute, Tarnaka, Hyderabad-500 007 Andhra Pradesh F.31-2(10)/2010-Grants	Computerization and Cataloguing of Old Mughal Records and other Historical Records Preserved in Archives for the preparation of Reference Media:- Scanning of Records : Rs.2,00,000/- Cataloguing of Records: Rs.70,000/- Development of Archives Museum of A.P. State Archives and Research Institute:- Air-conditioing: Rs.1,50,000/-	Rs.4,20,000/-	Rs.3,15,000/-
2	ASSAM Assam State Archives, Opp. Ganesh Mandir, Dispur, Guwahati-781 006 Assam. F.31-2(5)/2010-Grants	1. Purchase of Computers (5 Computers and 1 server) etc. for Digitization of Indexes and Select Records of the State Archives which includes:- a. Hardware : Rs.4,00,000/- b. Software: Rs.50,000/- c. Consumables: Rs.50,000/- d. Infrastructure:- i) 1.0 tonne Window-mounted A/C with necessary Voltage Stablizer. ii) 2 KVA online UPS with half an hour battery backup. 1 No. iii) 500 VA Offline UPS with 16 Min. backup 5 No. iv) Constant voltage transformer (CVT) 1 KVA 1No. v) 5 KVA Generator Set (Noiseless) 1 No. Total (i to v) : Rs.3,00,000/-	Rs.8,00,000/-	Rs.6,00,000/-
3	GOA State Central Library, P.B. No.22, Panaji-403 001 Goa F.31-2(29)/2008-Grants	1. Digitization of News papers : Rs.4,00,000/- 2. Digitization of Rare and Valuable books : Rs.4,00,000/- 3. Digitization (Conversion) of Microfilms of Official Gazette : Rs.2,00,000/-	Rs.10,00,000/-	Rs.7,50,000/-

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GOA

V.M Salgaocar College of Law, Miramar,

Panjim-403 001

Goa

Digitization of rare books related to Law reports of British India (1866-1947) total number of pages to be digitized approx 4,50,000/- pages : Rs.5,00,000/-

Rs.5,00,000/-

Rs.3,75,000/-

Subject to the fulfillment of the condition laid down by the State Level Screening Committee that the data would be hosted by the College on website and a link would be provided to the Central Library website.

NAGALAND

Nagaland State Archives,

Directorate of Art and Culture, Nagaland,

Kohima-797 001

Nagaland

F.31-2(18)/2009-Grants

1. Storage Cabinets (big size) with locker (28 Nos) : Rs.3,00,000/-

2. Book case (4 Shelves) (29 Nos) : Rs.2,00,000/-

Rs.5,00,000/-

Rs.3,75,000/-

RAJASTHAN

Rajasthan State Archives,

Bikaner-334001

Rajasthan

F.31-2(11)/2010-Grants

Restoration/Preservation/ Conservation of 50,000 historical documents available in the Rajasthan State Archives, through outsourcing

Rs.10,00,000/-

Rs.7,50,000/-

Subject to the receipt of details on the basis of the calculation of rates of outsourcing

UTTAR PRADESH

Uttar Pradesh State Archives,

B-44, Mahanagar Extension,

Lucknow-226 006

Uttar Pradesh

F.31-2(1)/2010-Grants

1. Purchase of cellulose Acetate film, Tissue Papers and Chemicals for preservation/ conservation/ repair of rare books : Rs.2,25,000/-

2. Purchase of High Computer System, Laser Printer, CD/DVD storage Media and LCD projector : Rs.3,00,000/-

3. Gaseous De-acidification Chamber : Rs.1,75,000/-

4. Purchase of Air-conditioner for Research Room : Rs.3,00,000/-

Rs.10,00,000/-

Rs.7,50,000/-

Total

Rs.52,20,000/-

Rs.39,15,000/-

ANNEXURE-II(Part-I)

Name of the State Archives Repositories, Government Libraries and Museums

to whom Financial Assistance has been Deferred (First Meeting of Grants Committee, 2010-2011)

S. No.	Name of the State Government Organizations	Decision
1	PUNJAB Punjab State Archives, Archives Bhawan, Plot NO.3, Sector-38A, Chandigarh-160036 (U.T) F.31-2(13)/2010-Grants	Deferred. May be asked to first utilize the earlier grant given during 2008-09 and 2009-10, and submit the proper utilization certificates before applying for a fresh grant. (2008-09 Rs.5,62,500/- for Microfilming of Khalsa Darbar Records of Maharaja Ranjit Singh. 2009-10 Rs.7,00,000/- (1) Purchase of Standard Carton Boxes for Preservation of Archival Records. (2) Purchase of Plywood Boards and 100kg logline).
2	RAJASTHAN Rajkiya Sarvajanik Zila Pustakalaya, Hanumangarh Junction, Hanumangarh-335 512 Rajasthan F.31-2(13)/2009-Grants	The Grants Committee, in view of available funds preferred to give financial assistance to Rajasthan State Archives, Bikaner. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee. The Grants Committee has also advised the Director, Rajasthan State Archives, Bikaner to conduct inspection of the Pustakalaya as recommended by the Grants Committee in its meeting dated 28 August, 2009. The proposal/ application may thereafter be placed before the next meeting of Grants Committee, alongwith the said Inspection Report.
3	Dr. Radha Krishnan State Central Pustakalaya, Gandhi Nagar, Jaipur-302 015 Rajasthan F.31-2(11)/2009-Grants	The Grants Committee, in view of available funds preferred to give financial assistance to Rajasthan State Archives, Bikaner. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee.
4	Rajkiya Sarvajanik Zila Pustakalaya, Sonwali Road, Sikar-332 001 Rajasthan F.31-2(9)/2009-Grants	The Grants Committee, in view of available funds preferred to give financial assistance to Rajasthan State Archives, Bikaner. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee.
5	UTTAR PRADESH U.P. State Pandulipi Pustakalaya, Block No.1, Flat No.9-12, Baghmbary Aavas Yojna, Allahpur, Allahabad, Uttar Pradesh F.31-2(9)/2010-Grants	The Grants Committee, in view of available funds preferred to give financial assistance to Uttar Pradesh State Archives, Lucknow. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee.
6	Uttar Pradesh State Archives, Lucknow, Uttar Pradesh (for Regional Archives Branch at Agra), Regional Archives, 40 C.O.D Colony, New Shahganj, Agra-282 001 Uttar Pradesh F.31-2(1)/2010-Grants	The Grants Committee, in view of available funds preferred to give financial assistance to Uttar Pradesh State Archives, Lucknow. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee.

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Uttar Pradesh State Archives,
Lucknow (U.P) (For Regional Archives at Allahabad), Regional Archives, 53 Mahatma Gandhi Marg,

Allahabad-211 001

Uttar Pradesh

F.31-2(1)/2010-Grants

The Grants Committee, in view of available funds preferred to give financial assistance to Uttar Pradesh State Archives, Lucknow. The other cases of the same state were deferred to be placed before the next meeting of the Grants Committee.

Uttar Pradesh State Archives,

Lucknow, Uttar Pradesh (for Regional Brach at Varansi),

Regional Archives, O-22-23 Shastri Nagar,

Sigra,

Varanasi-221 001

Uttar Pradesh

F.31-2(1)/2010-Grants

ANNEXURE-III

(Part-II)

Name of the State Archives Repositories, Government Libraries and Museums

to whom Financial Assistance has not been recommended

due to pending Utilization Certificates etc.

(First Meeting of Grants Committee, 2010-2011)

S. No.	State	Decision
1	CHANDIGARH Government Museum and Art Gallery, Sector-10-C, Chandigarh (U.T)-160 011 F.31-2(2)/2010-Grants	Rejected, due to pending utilization certificate for the grant of Rs.1,08,750/- given during 2005-06 for (1) Purchase of Chemicals and materials for lamination. 2. Purchase of chemicals for de-acidification. 3. Purchase of chemicals for fumigation. 4. Binding.
2	HARYANA Haryana Archives Department, (Haryana State Archives), 4^th Floor, B-Block, Sinchai Bhawan, Sector-5, Panchkula-134 109 F.31-2(8)/2010/-Grants	Rejected due to pending utilization certificates of grant given during following financial years: 1993-94 Rs.1,87,000/- for preparation of Guide to records 2002-2003 Rs.2,70,000 for AC for Records & Computer Room Purchase of Microfilm rolls & Preservative material. 2003-2004 Rs.2,60,000/- (1) Purchase of Microfilm Processor. (2) Purchase of Microfilm rolls and other preservative material for records.
3	KERALA Kerala Legislature Library, Legislature Secretariat, Vikash Bahavan P.O. Thiruvananthapuram-695 033 Kerala F.31-2(14)/2010-Grants	Rejected due to pending utilization certificate for the grant of Rs.4,50,000/- given during , 2005-06 for Air-conditioning of Archives unit of the Library (2nos)
4	MANIPUR Manipur State Archives, Keishampat, Imphal-795 001 Manipur F.31-2(4)/2010-Grants	Rejected due to pending utilization certificate for the grant given during 2003-04. Rs.4,00,000/- 2^nd installment (released on 24 October, 2008) for construction of State Archives, Library Building.
5	SIKKIM Cultural Affairs and Heritage Department, (Sikkim State Archives) Government of Sikkim, Gangtok-737 103 Sikkim F.31-2(12)/2010-Grants	Rejected due to pending utilization certificate for the grant of Rs.3,25,000/- given during 1992-93 for Microfilming of Records and Preparation of Guide to the Records .
6	UTTAR PRADESH Ram Katha Sangrahalaya, Tulsi Samarak Bhawan, Ayodhya, Faizabad-224 123 Uttar Pradesh F.31-2(7)/2010-Grants	Rejected due to pending utilization certificate for the grant of Rs.75,000/- given during 2002-03 for conservation and repair of 40 rare manuscripts.