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Records Management and Preservation Board (RMPB) Grant

Grants to West Virginia County Commissions
to Maintain and Preserve County Records

Agency Type:


Funding Source:

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West Virginia Division of Culture and History - West Virginia Archives and History - Records Management and Preservation Board (RMPB)

Deadline Date:

11/01/17 Postmarked or Delivered


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Grants to West Virginia county commissions to support the preservation and management of county archives and historical records. Funding may be requested for personnel costs, records shelving and storage, reformatting, equipment, and conservation activities.

Applications must demonstrate the willingness of the applicant office and the county commission to comply with all grant reporting deadlines and budget, purchasing, and reporting requirements; and to provide internal staff support to ensure the success of the project and the improvement of the management and preservation of the records addressed in the grant.

Eligible Projects:

Personnel Costs:
-To conduct inventory of records and remove non-records, duplicates, and accumulations of records that have reached or exceeded required retention periods.
-To scan and index records using the county’s existing records management software. Current employees may be used for hours in excess of regular work hours if devoted totally to work approved in the proposal.

Records Storage and Shelving:
To provide for physical storage units and systems for records, such as manually operated mobile track shelving systems, steel shelving, map cabinets and/or Mylar map sleeves, and standard archives records boxes (10”x12”x15”).

To improve access and preservation of records through digitization, or microfilming of permanent records which exist only in digital format. Counties are required to verify that all digital images are exact duplicates of the original records and are to provide copies of all images in JPEG or TIFF format to the State Archives. The images provided to the State Archives will not be retained beyond the life of the storage device.

To purchase computer terminals and single function printers for public access use in the records room, and/or scanners for county government employees to use for digitizing long term and/or permanent records. The scanner must be compatible with the county’s existing records management software. Funding for these projects is contingent on the county’s commitment to provide installation, technology support, upgrades and maintenance necessary to network the computer(s) and scanner(s) to existing database or software programs. Eligible equipment purchases may also include shredders for destruction of confidential records that have met their retention requirement.

To restore, mend, encapsulate, rebind or recover original permanent records, record books or original maps. Counties should consider digitizing the original records during any restoration project, as this sometimes provides the best opportunity to reformat the records to enhance accessibility.

GrantWatch ID#:

GrantWatch ID#: 148456

Estimated Size of Grant:

-Personnel Costs: $10,000 maximum
-Reformatting: $10,000 maximum
-Equipment: $10,000 maximum
-Conservation: $5,000 maximum

Term of Contract:

Successful applicants are to perform and complete project work during Fiscal Year 2018-19 (July 1, 2018 through June 30, 2019).

Additional Eligibility Criteria:

The Records Management and Preservation Board awards grants to county commissions.

Applications may be submitted in behalf of the office of the assessor, circuit clerk, county clerk, prosecuting attorney, sheriff and/or county commission.

Ineligible Projects:
-Software programs, storage devices, or servers
-Personnel costs for new permanent positions
-Personnel costs to refund or supplement salaries of staff for regular work hours
-Funds for improved climate control projects such as dehumidifiers, heating/cooling and fire suppression systems

Pre-Application Information:

Grant recipients must provide at least a ten percent (10%) cash match for each dollar expended by the RMPB.

Applicants are encouraged to contact Denise Ferguson or Joe Geiger (see contact details below) to discuss potential projects, the general requirements of the grant or review draft proposals in advance of the November 1 deadline for submission.

Applications must be completed and sent via certified mail with a postmark on or before November 1, 2017, or hand delivered by this date.

The Records Management and Preservation Board may approve total, partial, or no funding. Applicants approved for partial funding or not approved for funding will be informed in writing by February 1, 2018 and may submit within fifteen (15) days a written appeal documenting why the RMPB’s denial of application should be reconsidered.

Grant funds are awarded on a reimbursement basis.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Denise Ferguson, County Records Archivist

Joe Geiger, Director of Archives and History

c/o Denise Ferguson
West Virginia Archives and History
1900 Kanawha Boulevard East, Building 9
Charleston, WV 25305-0300

URL for Full Text (RFP):

Geographic Focus:

USA: West Virginia