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State Archives Awards $5.3 Million to Local Governments and Educational Institutions to Improve Records Management

The New York State Archives awarded $5.3 million in Local Government Records Management Improvement Fund (LGRMIF) grants to 80 local governments, school districts, and educational institutions across the state to help improve records management systems to better serve the public, State Education Commissioner MaryEllen Elia announced.

“We’re proud to support projects to improve records management and preserve New York’s heritage through important documents,” said Board of Regents Chancellor Betty A. Rosa. “When our records are preserved, we encourage civic engagement and allow future generations to learn from our shared history.”

“These grants help municipalities and schools preserve our state’s history,” said State Education Commissioner MaryEllen Elia. “We’re honored to support local governments and schools across the state meet their obligations to the citizens they serve, preserve local history and support easier access to records.”

“These grants continue to help local governments embrace the records management opportunities offered by new technology and e-government services,” said Christian Sampson, Town of Ramapo Town Clerk and chair of the Local Government Records Advisory Council, which provides advice and guidance to the State Education Department on programs and grants to support records management in local governments in New York State.

The New York State Archives, part of the State Education Department, administers the LGRMIF grants, which are used by local governments to improve their record management systems to better serve the public. It is a competitive program with grants awarded based on the merits of the applications. The LGRMIF derives its revenues from a small fee paid when people file or record documents with county clerks and the Register of the City of New York.

Since its inception in 1988, the program has provided over $230 million in competitive grant funds to local governments statewide. These funds support a wide variety of projects that help local governments manage paper, and increasingly, electronic records. Project categories include:

  • Disaster Management: projects aimed at developing, testing and implementing disaster and business recovery plans to protect local government archival and vital records, both hardcopy and electronic.
  • Inactive Records: projects aimed at planning, developing or improving 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.
  • Historical Records: projects aimed at preserving historical records or using local government records as teaching tools in the community and in the classroom.
  • Files Management: projects aimed at improving the systematic control of active files.
  • Document Conversion and Access: projects aimed at converting records to another format through the use of microfilming or imaging.

Grant projects may start on July 1, 2019 and all work on grant projects must be completed by June 30, 2020.

Local Government Records Management Improvement Fund Grants

Awards for the LGRMIF grants range from $6,860 to $149,999. Awards by county are below:

Awards for LGRMIF grants
County Institution Category Award
Albany Capital Region BOCES Disaster Management

$74,372

Albany County of Albany Document Conversion and Access

$149,947

Albany Ravena-Coeymans-Selkirk CSD Document Conversion and Access

$27,027

Albany Town of Westerlo Inactive Records

$47,416

Allegany Town of Almond Inactive Records

$35,145

Cattaraugus Town of Freedom Document Conversion and Access

$43,953

Chemung Elmira Heights CSD Inactive Records

$28,584

Chemung Town of Big Flats Document Conversion and Access

$49,943

Clinton Town of Schuyler Falls Inactive Records

$24,990

Cortland County of Cortland Document Conversion and Access

$149,875

Delaware Otsego-Delaware-Schoharie-Greene BOCES Document Conversion and Access

$149,970

Dutchess County of Dutchess (Community College) Document Conversion and Access

$69,555

Dutchess County of Dutchess Document Conversion and Access

$11,830

Dutchess Millbrook CSD Document Conversion and Access

$44,707

Dutchess Pawling CSD Document Conversion and Access

$64,734

Erie Hamburg CSD Document Conversion and Access

$74,987

Erie Town of Evans Document Conversion and Access

$66,900

Essex County of Essex Document Conversion and Access

$74,075

Essex Town of St Armand Inactive Records

$32,453

Genesee Genesee Valley BOCES Document Conversion and Access

$55,647

Genesee Town of Batavia Document Conversion and Access

$111,456

Hamilton Inlet Common SD Inactive Records

$31,993

Jefferson Jefferson County Local Development Corp. Inactive Records

$82,028

Monroe Town of Henrietta Document Conversion and Access

$64,210

Monroe Village of Brockport Document Conversion and Access

$113,466

Monroe Village of Churchville Document Conversion and Access

$28,801

Montgomery County of Montgomery Document Conversion and Access

$17,325

Montgomery Fulton-Montgomery Community College Document Conversion and Access

$74,127

Montgomery Village of Nelliston Inactive Records

$30,578

Nassau County of Nassau Document Conversion and Access

$74,500

Nassau Freeport UFSD Document Conversion and Access

$6,860

Nassau Village of Farmingdale Document Conversion and Access

$72,553

Nassau Village of Sea Cliff Inactive Records

$21,551

Nassau Village of Upper Brookville Inactive Records

$19,790

Nassau Water Authority of Great Neck North Inactive Records

$53,100

New York CUNY Central Administration Document Conversion and Access

$49,999

New York Fashion Institute of Technology Inactive Records

$74,970

New York NYC Administration for Children’s Services Document Conversion and Access

$75,000

New York NYC Commission on Human Rights Document Conversion and Access

$46,687

New York NYC Department of City Planning Document Conversion and Access

$69,331

New York NYC Department of Correction Document Conversion and Access

$75,000

New York NYC Department of Education Document Conversion and Access

$75,000

New York NYC Department of Finance Document Conversion and Access

$75,000

New York NYC Department of Records and Information Services Historical Records

$75,000

New York NYC Department of Records and Information Services Administrative (DORIS only)

$149,017

New York NYC Mayors Office Document Conversion and Access

$74,998

New York NYC Office of Chief Medical Examiner Document Conversion and Access

$68,355

Niagara Town of Lewiston Document Conversion and Access

$68,395

Oneida Town of Leyden Inactive Records

$15,236

Onondaga Lafayette CSD Document Conversion and Access

$59,682

Ontario County of Ontario Document Conversion and Access

$149,818

Ontario Manchester-Shortsville CSD (Red Jacket) Document Conversion and Access

$60,491

Ontario Village of Rushville Files Management

$18,858

Orange Minisink Valley CSD Document Conversion and Access

$49,815

Orange Orange-Ulster BOCES Document Conversion and Access

$149,551

Orleans Town of Yates Inactive Records

$20,836

Oswego County of Oswego Document Conversion and Access

$71,698

Otsego Town of Hartwick Inactive Records

$42,718

Putnam County of Putnam Document Conversion and Access

$74,035

Rockland Village of New Hempstead Inactive Records

$18,375

Saint Lawrence St Lawrence-Lewis BOCES Document Conversion and Access

$149,999

Saint Lawrence Village of Gouverneur Document Conversion and Access

$96,763

Saint Lawrence Village of Heuvelton Inactive Records

$149,497

Saratoga City of Saratoga Springs Document Conversion and Access

$74,875

Schenectady Schenectady City SD Document Conversion and Access

$33,303

Schenectady West Glenville Fire District Inactive Records

$46,946

Steuben Arkport CSD Inactive Records

$20,454

Steuben Bath CSD Inactive Records

$34,447

Suffolk Board of Trustees of the Freeholders Document Conversion and Access

$74,963

Suffolk Eastern Suffolk BOCES Document Conversion and Access

$130,558

Suffolk Eastport-South Manor CSD Inactive Records

$73,564

Suffolk Town of Smithtown Document Conversion and Access

$75,000

Sullivan Fallsburg CSD Document Conversion and Access

$49,593

Sullivan Tri-Valley CSD Document Conversion and Access

$51,040

Warren County of Warren Document Conversion and Access

$74,100

Washington Whitehall CSD Inactive Records

$34,063

Westchester Irvington UFSD Document Conversion and Access

$39,019

Westchester North Salem CSD Document Conversion and Access

$42,757

Westchester Town of Ossining Inactive Records

$147,870

Westchester Westchester BOCES Document Conversion and Access

$53,660

Yates County of Yates Document Conversion and Access

$148,385

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