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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

Agency Type:

State

Funding Source:

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New York State Education Department (NYSED) - New York State Archives

Conf. Date:

11/14/17

LOI Date:

12/21/17

Deadline Date:

01/16/18 5:00 PM

Description:

Request a Grant Writer

Grants to New York local governments for the development, implementation, and expansion of records management systems. A notice of intent to apply is due December 21. Applicants are strongly encouraged to complete or verify the required registration at least two weeks prior to the deadline.

Introduction:

The Local Government Records Management Improvement Fund (LGRMIF) grants program provides funds to help local governments establish records management programs or develop new program components. It is a competitive program, awarding grants based on the merits of applications. The LGRMIF, created in 1989, is derived from fees collected by county clerks and the New York City Register for the recording of selected documents and for the assignment by county clerks of index numbers for certain court cases. The amount of grant funding available each year depends on the number of documents recorded and index numbers assigned that year.

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. This is consistent with the 1987 Local Government Records Law (Article 57-A, Arts and Cultural Affairs Law), which requires most local governments to designate a Records Management Officer (RMO) and to develop a records management program.

Four types of competitive grants are available and each type has multiple project categories:

The following project categories my apply through the Shared Services, Individual, and NYC Dept of Records application types:
-Disaster Management
-Inactive Records
-Historical Records
-Files Management
-Document Conversion and Access

The Implementation project category may apply through a Demonstration application type only.

Types of Grants:

Shared Services Grants:

Shared Services Grants involve two or more local governments working together, with one government acting as the lead. Preference will be given to applications proposing to establish new shared services consortiums for the management of records.

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.

This year only Records-Lifecycle Management of Electronic Mail (eMail Management) Implementation grants are eligible for funding.

Individual Grants:

Individual grants involve a single local government, a single volunteer fire company, or a single voluntary ambulance service. Under this type of application, preference will be given to first time applicants applying for an inactive records grant to complete an inventory and planning project.

NYC Department of Records and Information Services (DORIS) Grants:

By law, the City of New York can receive up to $1 million in LGRMIF grant funds each year. The departments of New York City apply through the standard application process and must compete for funding, just as other applicants.

Project Categories:

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.

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. This category also includes projects for governments to conduct records inventories and surveys to determine what records they have, identify obsolete records, improve how they organize and control records, and, generally, chart a course for the future of their records management programs. Inventory and Planning projects frequently focus on a backlog of inactive records, although they may also include active records.

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.

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.

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.

Implementation - Records-Lifecycle Management of Electronic Mail (eMail Management) Implementation only:
Grant applications for this demonstration project must set up replicable products and protocols that will manage electronic messages (including attached metadata) through the records-lifecycle from creation to disposition. Proposed projects must propose methodologies and processes for managing email that limit the involvement of email account holders in the management of email records and implements uniform policies and methodologies to manage electronic mail. Applications for this project will be considered Document Conversion and Access grant applications for the purposes of review and must address all related requirements of that category. A demonstration project applicant must design implementation project that lays out how the applicant will

GrantWatch ID#:

GrantWatch ID#: 177247

Estimated Total Program Funding:

$4,500,000

Estimated Size of Grant:

Applicants may request up to $75,000 for individual grants.

Applicants proposing a Shared Services project may request up to $150,000.

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

The LGRMIF program is offering grants up to $20,000 to support disaster recovery projects.

Term of Contract:

Grant projects may start July 1, 2018. All work on grant projects must be completed by June 30, 2019.

An implementation project may cover a period of one or two years.

Additional Eligibility Criteria:

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.

Public Benefit Corporations:

The State Archives considers Public Benefit Corporations with local or regional jurisdiction to be independent units of local government and therefore eligible to apply for LGRMIF grants.

Community Colleges:

A community college sponsored by more than one county may apply as a separate local government. A community college sponsored by a single county may apply for grant funding only through its county’s RMO and with the approval of the county’s chief administrative official. A single county may apply for an additional grant so long as that application focuses entirely on the records of its community college.

Fire Districts, Volunteer Fire Companies, Emergency Rescue Services, and Ambulance Services:

Fire districts are eligible to apply for LGRMIF grants because they are local governments; they must meet the above eligibility requirements.

Pursuant to Chapter 508 of the Laws of 2014 volunteer fire companies and volunteer ambulance services are eligible to apply for LGRMIF grants. As they are not-for-profit entities, not local governments under the Local Government Records Law, they are not subject to the above eligibility requirements.

Not-for-profit entities, other than volunteer fire companies incorporated under section 1402 of the Not-For-Profit Corporation Law, are, though, required to register in the New York State Grants Gateway and to complete the Vendor Prequalification process in order for their LGRMIF grant applications to be evaluated.

Emergency rescue services are neither local governments under the Local Government Records Law, nor covered by Chapter 508 of the Laws of 2014. Consequently, they are not eligible to apply for LGRMIF grants.

LGRMIF applicants requesting in excess of $25,000 are required to comply with SED’s Minority and Women-Owned Business Enterprises (M/WBE) policy. Compliance can be achieved by one of the following methods: full participation, partial participation (partial request for a waiver), or no participation (full request for a waiver). Full participation by meeting or exceeding the M/WBE participation goal for this grant is the preferred method.

Pre-proposal Conference:

The New York State Archives offers archives and records management workshops and webinars. Workshops are free and open to the public unless otherwise noted.

LGRMIF Grant Application Information Session
Monday, November 13, 2017
9:00 AM - 12:00 PM
Workshop Type: Classroom Training
Location: Onondaga County

LGRMIF Shared Services Grant Information Session: A Webinar
Tuesday, November 14, 2017
10:30 AM - 11:30 AM
Workshop Type: Webinar

LGRMIF Grant Application Information Session
Wednesday, November 15, 2017
10:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Dutchess County

LGRMIF Grant Application Information Session
Thursday, November 16, 2017
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Cortland County

LGRMIF Grant Application Information Session
Friday, November 17, 2017
10:00 AM - 1:00 PM
Workshop Type: Classroom Training
Location: Westchester County

LGRMIF Grant Application Information Session
Tuesday, November 21, 2017
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Rensselaer County

LGRMIF Grant Application Information Session
Wednesday, November 29, 2017
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Erie County

LGRMIF Grant Application Information Session
Thursday, November 30, 2017
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Clinton County

LGRMIF Grant Application Information Session
Wednesday, December 6, 2017
9:30 AM - 12:30 PM
Workshop Type: Classroom Training
Location: Ontario County

How to Write a Superior LGRMIF Grant Narrative: A Webinar
Wednesday, December 13, 2017
10:00 AM - 11:00 AM
Workshop Type: Webinar

More information about workshops, workshop recordings, and training requests may be found here:
http://www.archives.nysed.gov/workshops

Pre-Application Information:

The State Archives anticipates that approximately $4.5 million will be available for the 2018-2019 Local Government Records Management Improvement Fund grant year. Grant funds will be allocated 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 $1,350,000.
-Demonstration projects will be funded with the remaining funds.

The State of New York has implemented a new statewide prequalification process designed to facilitate prompt contracting for not-for- profit vendors. This does not apply to local governments. All not-for-profit vendors are required to pre-qualify prior to grant application. This includes all currently funded not-for-profit institutions that have already received an award and are in the middle of the program cycle. The pre-qualification must be completed by all not-for-profit institutions prior to application in order to receive an award under this RFP.

Note: Volunteer Firefighter Companies’ incorporated under §1402 of the Not-For-Profit Corporation Law are no longer required to pre-qualify in order to be eligible to apply for LGRMIF grants.

Applicants are strongly encouraged to complete or verify registration on the eGrants System at least two weeks before the application deadline. Registration forms requesting new user accounts will not be processed if submitted within 5 business days of the application due date.

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 nonprofit 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. The due date is Thursday, December 21, 2017 at 5:00 PM.

Timetable:

-December 21, 2017: Due date for submitting a Notice of Intent (NOI) to apply for a LGRMIF grant for the 2018-2019 grant year.

-December 29, 2017: Questions that have not already been addressed in this guide or through the frequently asked questions (FAQs) must be submitted to via email before 5:00 PM on this date.

-January 8, 2018: Registration forms requesting new eGrants user accounts must be submitted before 5:00 pm on this date.

-January 16, 2018: 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, 2018: Grants projects may start contingent on final approval from the Division of the Budget and the Office of the State Comptroller.

-June 1, 2019: All budget amendment templates must be submitted electronically before 5:00 pm on this date. Also, the paper FS-10-A form, Proposed Amendment, must be postmarked by this date, if required.

-June 30, 2019: All work on grants projects must be completed.

-July 31, 2019: Final Reports must be submitted electronically and form FS-10-F, Final Expenditure Report, must be postmarked by this date.

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

View this opportunity on the Grants Gateway:
https://grantsgateway.ny.gov/IntelliGrants_NYSGG/module/nysgg/goportal.aspx?NavItem1=3

Contact Information:

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

The workshop schedule and registrations may be found here:
http://www.archives.nysed.gov/workshops/schedule

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

Grants Administration Unit
9A81 Cultural Education Center
Albany, NY 12230

518-474-6926
archgrants@nysed.gov

Funding or Pin Number:

RFP #GC18-013

URL for Full Text (RFP):

Geographic Focus:

USA: New York City;   New York