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Local Government Records Management Improvement Fund (LGRMIF) Grants

Grants to New York Local Governments and Nonprofit
Emergency Service Providers to Develop Archiving Systems

Agency Type:

State

Funding Source:

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

LOI Date:

02/06/20

Deadline Date:

03/13/20 5:00 PM

Description:

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Grants to New York local governments and nonprofit emergency service providers for the development, implementation, and expansion of local archiving systems. Nonprofit applicants are required to pre-qualify prior to submitting an application. Funding is intended to assist governments establish records management programs or develop new program components.

Three types of competitive grants are available: Shared Services, Individual, and NYC Dept. of Records. Each type has multiple project categories: Disaster Management, Inactive Records, Historical Records, Files Management, and Document Conversion and Access

Grant Types:

  • Shared Services: 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. Preference will be given to applications proposing to establish new shared services consortiums for the management of records.
  • 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 record 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. As part of this $1 million allowance, DORIS, which directly administers LGRMIF grants to New York City departments, is also eligible for a grant to support the administration of these grants and may also apply for a grant to address its own archives and records management issues.
  • Disaster Recovery Grants: All local governments, except New York City municipal agencies, are eligible to apply whenever a disaster involving records occurs. Disaster recovery grant applications must be submitted within thirty days of the disaster, unless extenuating circumstances preclude this. 

Further details about the Shared Services Grant can be found at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=12.

Further details about the NYC Department of Records and Information Services (DORIS) Grants can be found at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=14.

General Requirements for all Applicants can be found at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=15.

Details of project categories can be found at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=19.

Eligible Expenses can be found starting at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=30.

GrantWatch ID#:

GrantWatch ID#: 177247

Estimated Total Program Funding:

$4,500,000

Estimated Size of Grant:

- Applicants proposing a Shared Services project may request up to $150,000.
- Individual Grants: Applicants may request up to $75,000.
- DORIS is eligible for a grant of up to $200,000.
- The LGRMIF program will award grants up to to $20,000 to support disaster recovery projects.

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).

Term of Contract:

Grant projects may start 1 July 2020. All work on grant projects must be completed by 30 June 2021.

You have only one year to complete a project, from July 1 of one year until June 30 of the following year. You cannot accrue grant expenses before July 1, and you cannot encumber expenses or continue any grant-related work after June 30th.

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.

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.

More eligibility information can be found at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=10.

Ineligible Expenses can be found starting at http://www.archives.nysed.gov/common/archives/files/lgrmif_rfp_2020-2021.pdf#page=30.

Pre-Application Information:

All LGRMIF grant applications must be submitted using the LGRMIF eGrants System. This is separate from the New York State Grants Gateway and requires a separate user account. The funding source strongly recommends that you complete or verify your registration 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.

Timetable:
- 6 February 2020: Due date for submitting a Notice of Intent (NOI) to apply for a LGRMIF grant for the 2020-2021 grant year. Note: This applies only to Not-for-profit volunteer fire companies and volunteer ambulance services.
- 13 February 2020: Questions that have not already been addressed in this guide or through the frequently asked questions (FAQs) must be submitted via email before 5:00 pm on this date.
- 6 March 2020: Registration forms requesting new eGrants user accounts must be submitted before 5:00 pm on this date.
- 13 March 2020: 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.
- 1 July 2020: Grants projects may start contingent on final approval from the Division of the Budget and the Office of the State Comptroller.
- 1 June 2021: 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.
- 30 June 2021: All work on grants projects must be completed.
- 31 July 2021: Final Reports must be submitted electronically and form FS-10-F, Final Expenditure Report, must be postmarked by this date.

Notice of Intent: 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.

Questions and their answers will be posted to the New York State Archives’ website, which will be updated weekly. Additional information may be found on the Archives’ website under “Grants and Awards.”

There are no matching requirements on these grants, but your application will be stronger when you show in-kind contributions to the project that illustrate how your local government will continue to support an activity started with grant funds.

Introduction to the LGRMIF Grant Program: A Webinar:
http://www.archives.nysed.gov/workshops/description/introduction-to-the-lgrmif-grant-program-webinar

LGRMIF Shared Services Grant Information Session: A Webinar:
http://www.archives.nysed.gov/workshops/schedule/lgrmif-shared-services-information-session-webinar

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

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

Register online:
https://eservices.nysed.gov/ldgrants/ldgext/cnRegistration.do

View this opportunity on the Grants Gateway:
https://grantsgateway.ny.gov/intelligrants_NYSGG//module/nysgg/goportal.aspx?NavItem1=4&ngaID=669

Contact Information:

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

Apply online:
https://eservices.nysed.gov/ldgrants

Submit questions and NOI to: Archgrants@nysed.gov

Applicants may direct questions regarding the LGRMIF to their respective Regional Advisory Officer (RAO), to the State Archives’ Grants Administration Unit in Albany at 518-474-6926, or via email to the address above.

New York City mayoral agencies must also contact the New York City Department of Records’ Grant Administration Unit at 212-788-7513 or via email at grants@records.nyc.gov for information and assistance with additional requirements that are specific to them.

Funding or Pin Number:

RFP #GC 20-001

URL for Full Text (RFP):

Geographic Focus:

USA: New York City;   New York

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