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Grants to West Virginia County Commissions to Maintain County Records

Records Management and Preservation Board (RMPB) Grant


GrantWatch ID#

Funding Source
West Virginia Department of Arts, Culture and History - West Virginia Archives and History - Records Management and Preservation Board (RMPB)
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Geographic Focus
USA: West Virginia

Important Dates
Deadline: 11/01/23 - Postmarked or Delivered Save

Grant Description
Grants to West Virginia county commissions and local government agencies to maintain county records. Funding is intended to support the preservation and management of records and documents. Eligible expenses include personnel costs, records shelving and storage, reformatting of records, equipment, and conservation activities. Funding may be requested on behalf of a variety of county agencies.

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”).
  • Reformatting: 
    • 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.
  • Equipment: 
    • 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 the destruction of confidential records that have met their retention requirement.
  • Conservation: 
    • 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.


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

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

Ineligible Projects:
- Furniture
- 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
- Climate control projects such as dehumidifiers, heating/cooling, and fire suppression systems.

Pre-Application Information
Applications must be completed and sent via certified mail with a postmark on or before November 1, 2023, or hand-delivered by this date.

Faxed or other electronic submissions will NOT be accepted. All grant applications submitted by the deadline will be reviewed for completeness and applicants contacted no later than November 15, 2023, if there are any omissions or irregularities in the submitted application. The RMPB will review all qualified grant applications and may request applicants to present details of their proposed project.

Applicants are encouraged to contact Kyle Campbell, county records archivist, or Aaron Parsons, director of Archives and History, to discuss potential projects, the general requirements of the grant or review draft proposals in advance of the November 1 deadline for submission.

Grant recipients must provide at least a ten percent (10%) cash match for each dollar expended by the RMPB. Grant funds are awarded on a reimbursement basis, which requires submission of the official Request for Reimbursement or invoice form. Multiple projects (projects representing two or more specific county offices, such as the County Clerk and Circuit Clerk) require separate applications, with priority ranking clearly designated by the County Commission.

Multiple projects (projects representing two or more specific county offices, such as the County Clerk and Circuit Clerk) require separate applications, with priority ranking clearly designated by the County Commission.

Estimated Size of Grant
Eligible Projects:
- Personnel Costs: $10,000 maximum
- Records Storage and Shelving: $15,000 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 2024-25 (July 1, 2024, through June 30, 2025).

Contact Information
Applications must be sent via certified mail with a postmark or hand-delivered by the deadline to:

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

Kyle Campbell, County Records Archivist
Aaron Parsons, Director of Archives and History

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