Records Management and Preservation Board (RMPB) Grant

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

GrantWatch ID#: 148456
Agency Type:


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

11/01/16 Postmarked or hand delivered

Request a Grant Writer

Grants of up to $10,000 to West Virginia County commissions to maintain and preserve long-term and permanent County records. Projects may include physical storage and shelving equipment, conservation efforts, internal staff support, digitization and microfilming.

More information on eligible projects are as follows:

Personnel costs ($10,000 maximum)
- 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”).

Reformatting ($10,000 maximum)
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 on an external hard drive to the State Archives. The images provided to the State Archives will not be retained beyond the life of the hard drive.

Equipment ($10,000 maximum)
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.

Conservation ($5,000 maximum)
To restore, mend, encapsulate, rebind or recover original permanent records, record books or original maps.

Ineligible projects:
- Software programs
- 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.

Conservation: up to $5,000
Reformatting, personnel costs and equipment: up to $10,000

Recipients are to perform and complete project work during fiscal year 2017-18 (July 1, 2017 through June 30, 2018).

Applications are to be sent certified mail or hand delivered.

Applicants must provide a 10% cash match for all grant funds expended by the RMPB.

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

Denise Ferguson

Joe Geiger

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

See the full text of this grant

USA: West Virginia

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