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Local Government Records Management Improvement Fund (LGRMIF) Grants

Grants to New York Local Governments to Establish
and Improve Record Management Systems

GrantWatch ID#: 177247
Agency Type:

State

New York State Archives

11/21/16

12/22/16

01/17/17 5:00 PM

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Grants of up to $75,000 to New York local governments to develop, implement, and expand records management systems. Workshops are scheduled for November 21, 22, 29, and 30; and December 6, 7, 14, and 15. Applicants may submit a notice of intent to apply through December 22.

The purpose of LGRMIF grants is not to support local government records management programs indefinitely. Local governments are expected to assume primary responsibility for ongoing support of their programs by providing the resources to manage their records on a continuing basis.

The State Archives anticipates that approximately $4,128,361 will be available for the 2017-2018 Local Government Records Management Improvement Fund grant year. Grant funds will be distributed as follows:

-Projects for the City of New York will receive up to $1 million.
-Disaster recovery projects will be funded up to $150,000.
-Individual grant projects will receive up to $500,000.
-Shared services projects will receive up to $1.2 million.
-Demonstration projects will be funded with the remaining funds.

Project Categories:

1) Disaster Management - Disaster Management supports projects to develop, test, and implement disaster and business recovery plans and systems to protect local government archival and vital records. Projects under this category must address both hardcopy and electronic records systems.

2) Inactive Records - This category encompasses projects to plan, develop, or improve the management of records during the inactive phase of their life cycle. Inactive records are records that are used infrequently but must be retained because their retention periods have not yet expired.

3) Historical Records - Historical records, also known as archival records, are those records worthy of permanent preservation and special care because of the continuing importance of the information they contain. These records are frequently identified on records retention and disposition schedules as having permanent retention periods or potential historical importance.

4) Files Management - Files management is the systematic control of active files, preferably beginning at the point when the files are created. Active files can be paper, electronic, or micrographic. If files are managed well when they are active, managing them as inactive files will be easier.

5) Document Conversion and Access - Local governments may choose to convert records to another format through the use of microfilming or imaging, or a combination of these. Microfilming is especially appropriate for records that are used infrequently and have retention periods of ten years or more. Imaging is a valuable tool for enhancing access to records. This category now also includes GIS and records system implementation projects that establish or enhance the management of records. Records systems application projects that do not manage records as their primary purpose are not eligible for funding.

Applicants may submit or be a party to only one grant application, unless the second application is for a project under the Disaster Management category or in the case of a county where the second application is focused entirely on the records of its community college. The maximum amount allowed for a Disaster Management project is $10,000 when an applicant applies for this as a second application.

If an applicant is submitting only one application and that application is for Disaster Management, the applicant may request up to $75,000 (for an Individual project) or $150,000 (for a Shared Services project). Demonstration projects cannot be submitted in the Disaster Management category. No local government can be a party to three or more competitive grant applications in the same year under any circumstances.

Shared Services Grants:

Shared Services Grants involve two or more local governments working together, with one government acting as the lead. Shared Services projects continue to be a priority for funding and the State Archives will allocate $1.2 million to fund Shared Services grants. Preference will be given to applications proposing to establish new shared services consortiums for the management of records.

Applicants proposing a Shared Services project may request up to $150,000. To be eligible for funding, a Shared Services application must demonstrate how the grant project will establish an ongoing cooperative relationship between governments that results in sustainable programmatic change. Note that the New York State General Municipal Law Section 119-O states that municipal corporations and districts have the power to enter into agreements, including shared services agreements, with each other but that the maximum term of such agreements cannot exceed five years, unless another law otherwise provides for a longer term.

Demonstration Grants:

The goals of the LGRMIF demonstration grants program are:

-To initiate projects that will serve as models for improving electronic archives and records management practices in local government.

-To develop replicable program models that will dramatically transform the management of digital records and archives in local government.

Types of Demonstration Grants:

A planning project can last only one year, unless the time period is modified with authorization, and the level of funding per project cannot exceed $100,000 total. An implementation project can be funded for up to $500,000 total and cover a period of one or two years. An applicant does not need to conduct a planning project before submitting an application for an implementation grant, but the grant review panel may recommend against funding for an implementation project if it finds that the applicant had conducted insufficient planning beforehand.

$4,128,361

The maximum allowable request for individual applications is now $75,000.

Shared Service requests may be up to $150,000.

The level of funding per planning project cannot exceed $100,000 total.

An implementation project can be funded for up to $500,000 total.

The project start date is July 1, 2017.

Planning projects can last only one year. Implementation projects can cover a period of one or two years.

To be eligible to apply for an LGRMIF grant, most local governments in New York State are required to have the following in place by the application deadline:

-Records Management Officer (RMO) appointed;

-Appropriate State Archives records retention and disposition schedule adopted.

The only exceptions to this are the City of New York and its five county clerks and five district attorneys, community school districts in New York City, and housing authorities, all of which are not required to have RMOs or to adopt State Archives records retention and disposition schedules.

The State Education Department’s (SED’s) Grants Finance Unit will not release grant funds if you have failed to file the required final fiscal or narrative reports for any SED grant (which includes LGRMIF grants). Please also note that an application will not be forwarded for review if you have not submitted all final reports associated with previously awarded grants, exclusive of the current grant award period.

The State Archives encourages local government officials to attend one of the many LGRMIF grant application workshops held in all regions.

Upcoming Workshops:

Monday, November 21, 2016
LGRMIF Shared Services Grant Information Session: A Webinar
10:30 AM - 11:30 AM
Workshop Type: Webinar

Monday, November 21, 2016
LGRMIF Grant Application Information Session
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Albany County

Tuesday, November 22, 2016
LGRMIF Grant Application Information Session
10:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Ulster County

Tuesday, November 29, 2016
LGRMIF Grant Application Information Session
9:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Suffolk County

Wednesday, November 30, 2016
E-Records Storage Options and Overviews
9:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Kings County

Wednesday, November 30, 2016
Email Essentials: A Webinar
10:00 AM - 11:00 AM
Workshop Type: Webinar

Tuesday, December 6, 2016
LGRMIF Grant Application Information Session
9:00 AM - 12:00 PM
Workshop Type: Classroom Training
Location: Monroe County

Wednesday, December 7, 2016
LGRMIF Grant Application Information Session
9:00 AM - 12:00 PM
Workshop Type: Classroom Training
Location: Onondaga County

Wednesday, December 14, 2016
How to Write a Superior LGRMIF Grant Narrative: A Webinar
10:00 AM - 11:00 PM
Workshop Type: Webinar

Wednesday, December 14, 2016
LGRMIF Grant Application Information Session
9:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Kings County

Wednesday, December 14, 2016
LGRMIF Grant Application Information Session
9:00 AM - 12:00 PM
Workshop Type: Classroom Training
Location: Clinton County

Thursday, December 15, 2016
LGRMIF Grant Application Information Session
9:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Suffolk County

Thursday, December 15, 2016
Electronic Content Management Systems
9:45 AM - 11:45 AM
Workshop Type: Classroom Training

Workshop Information: http://www.archives.nysed.gov/workshops

Workshop Schedule: http://www.archives.nysed.gov/workshops/schedule

Timetable:

-December 22, 2016: Due date for submitting Notice of Intent (NOI) to apply for a LGRMIF grant for the 2017-2018 grant year.

-December 30, 2016, 5:00 PM: Questions that have not already been addressed in this guide or through the frequently asked questions (FAQs) must be submitted to Archgrants@nysed.gov before 5:00 pm on this date.

-January 9, 2017: Registration forms requesting new eGrants user accounts must be submitted before 5:00 pm on this date.

-January 17, 2017: Grant applications must be submitted electronically before 5:00 PM on this date. Also, the paper signature forms required for all applications must be postmarked by this date and necessary M/WBE documents should be submitted.

-July 1, 2017: Grants projects may start contingent on final approval from the Division of the Budget and the Office of the State Comptroller.

The Notice of Intent (NOI) is not a requirement for submitting a complete application by the application date; however, NYSED strongly encourages all prospective applicants to submit an NOI to ensure a timely and thorough review and rating process. A non-profit applicant’s NOI will also help to facilitate timely review of their prequalification materials. The notice of intent is a simple email notice stating your organization’s (use the legal name) intent to submit an application for this grant.

FAQ: http://www.archives.nysed.gov/grants/local-government-records-management-improvement-fund

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

Register to use the eGrants system: http://www.archives.nysed.gov/grants/grants_lgrmif_egrants.shtml

Login to eGrants: https://eservices.nysed.gov/ldgrants%20

(518) 474-6926
Archgrants@nysed.gov

RFP #GC17-011

See the full text of this grant

USA: New York City;   New York

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