FOR IMMEDIATE RELEASE
Dora Ricci
State Archives Awards $5.2 Million to Local Governments and Educational Institutions to Improve Records Management
The New York State Archives awarded $5.2 million in Local Government Records Management Improvement Fund (LGRMIF) grants to 87 local governments, school districts, and educational institutions across the state to help improve records management systems to better serve the public, State Education Commissioner Betty A. Rosa announced today. These grants support an array of projects including helping local governments manage paper records, converting historic documents and microfilm to electronic records, and backing up archival and vital records such as maps, deeds and mortgages, cemetery records, meeting minutes, and other important documents.
Board of Regents Chancellor Lester W. Young, Jr. said, "We take great pride in supporting initiatives that enhance records management and safeguard important documents essential to New York's rich history. This funding will help ensure that municipalities and institutions can continue to provide records access, management, and other important services to citizens in their communities."
Commissioner Rosa said, “These funds benefit communities by providing vital services which not only preserve the historical legacy of our state for future generations through document preservation, but also enable school districts and local governments to position themselves for adaptability, growth, and continued improvement to meet and exceed the ever-changing needs of their constituents, stakeholders, and students.”
The New York State Archives, part of the State Education Department, administers the , 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 $246 million in competitive grant funds to local governments statewide to support a variety of projects.For example, the County of Dutchess received $17,175 to continue its Ancient Document Project. The project will provide funds to process, digitize, index, and provide free online access to court filings contained in the collection. Dating from 1721 through 1889, the county’s Ancient Document Collection contains the filings and other incidental reports from the Dutchess County Courts of Common Pleas and General Sessions. These records preserve a unique record of daily life in the county along with insights into the significant and under-studied role played by the courts in county governance.
Additionally, 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 and all related work must be completed by June 30, 2024.
“After thirty-five years, these grants continue to help local governments embrace the records management opportunities offered by new technology, e-government services, and shared services,” said Christian Sampson, former 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.
Local Government Records Management Improvement Fund Grants
Awards for the LGRMIF grants range from $7,992 to $154,055. Awards by county are provided below:
| County | Institution | Category | Approved |
|---|---|---|---|
|
Albany |
County of Albany |
Document Conversion and Access |
$149,293 |
|
Broome |
Windsor Central School District |
Document Conversion and Access |
$55,540 |
|
Broome |
Vestal Central School District |
Document Conversion and Access |
$75,000 |
|
Cattaraugus |
Salamanca City School District |
Document Conversion and Access |
$61,558 |
|
Delaware |
Village of Margaretville |
Inactive Records |
$22,685 |
|
Delaware |
Walton Central School District |
Inactive Records |
$50,135 |
|
Dutchess |
County of Dutchess |
Document Conversion and Access |
$17,175 |
|
Dutchess |
City of Poughkeepsie |
Document Conversion and Access |
$50,000 |
|
Erie |
Kenmore-Tonawanda Union Free School District |
Document Conversion and Access |
$74,100 |
|
Erie |
Frontier Central School District |
Document Conversion and Access |
$74,327 |
|
Erie |
Town of Eden |
Document Conversion and Access |
$74,965 |
|
Erie |
Town of Evans |
Document Conversion and Access |
$74,999 |
|
Franklin |
Town of Franklin (Franklin) |
Inactive Records |
$21,420 |
|
Franklin |
Brushton-Moira Central School District |
Inactive Records |
$43,625 |
|
Franklin |
County of Franklin |
Document Conversion and Access |
$73,720 |
|
Jefferson |
Town of Lyme |
Inactive Records |
$38,494 |
|
Kings |
New York City Board of Education |
Document Conversion and Access |
$74,999 |
|
Livingston |
County of Livingston |
Disaster Management |
$9,600 |
|
Madison |
City of Oneida |
Document Conversion and Access |
$65,105 |
|
Nassau |
New Hyde Park-Garden City Park Union Free School District |
Files Management |
$24,880 |
|
Nassau |
Village of Plandome Heights |
Document Conversion and Access |
$25,094 |
|
Nassau |
Village of Brookville |
Inactive Records |
$27,725 |
|
Nassau |
County Of Nassau |
Document Conversion and Access |
$74,790 |
|
New York |
New York City Administration for Children’s Services |
Document Conversion and Access |
$73,914 |
|
New York |
New York City Commission on Human Rights |
Document Conversion and Access |
$74,968 |
|
New York |
New York City Department for the Aging |
Document Conversion and Access |
$61,726 |
|
New York |
New York City Department of Buildings |
Document Conversion and Access |
$68,543 |
|
New York |
New York City Department of City Planning |
Document Conversion and Access |
$73,410 |
|
New York |
New York City Department of Correction |
Document Conversion and Access |
$75,000 |
|
New York |
New York City Department of Design and Construction |
Document Conversion and Access |
$45,429 |
|
New York |
New York City Department of Finance |
Document Conversion and Access |
$75,000 |
|
New York |
New York City Department of Parks and Recreation |
Document Conversion and Access |
$74,909 |
|
New York |
New York City Department of Records and Information Services |
Administrative (DORIS only) |
$154,055 |
|
New York |
New York City Fire Department |
Document Conversion and Access |
$75,000 |
|
New York |
New York City Law Department |
Document Conversion and Access |
$74,999 |
|
New York |
New York City Taxi and Limousine Commission |
Inactive Records |
$31,000 |
|
Oneida |
Town of Forestport |
Historical Records |
$15,756 |
|
Oneida |
City of Utica |
Inactive Records |
$72,428 |
|
Onondaga |
Village of Liverpool |
Document Conversion and Access |
$39,481 |
|
Onondaga |
County of Onondaga |
Document Conversion and Access |
$75,000 |
|
Ontario |
Town of Farmington |
Document Conversion and Access |
$74,890 |
|
Ontario |
County of Ontario |
Document Conversion and Access |
$65,808 |
|
Ontario |
Victor Fire District |
Inactive Records |
$23,177 |
|
Orange |
Village of Warwick |
Inactive Records |
$15,650 |
|
Orange |
Highland Falls Central School District |
Document Conversion and Access |
$41,910 |
|
Orange |
Orange-Ulster BOCES |
Document Conversion and Access |
$147,899 |
|
Otsego |
Town of Richfield |
Inactive Records |
$13,891 |
|
Otsego |
City of Oneonta |
Inactive Records |
$60,450 |
|
Putnam |
Town of Kent |
Document Conversion and Access |
$73,158 |
|
Putnam |
County of Putnam |
Document Conversion and Access |
$50,150 |
|
Rensselaer |
Questar III (R-C-G) BOCES |
Document Conversion and Access |
$41,690 |
|
Rockland |
Village of Piermont |
Document Conversion and Access |
$19,640 |
|
Rockland |
Village of Wesley Hills |
Document Conversion and Access |
$23,684 |
|
Rockland |
Village of Airmont |
Document Conversion and Access |
$74,290 |
|
Saratoga |
Town of Malta |
Inactive Records |
$16,320 |
|
Saratoga |
Corinth Central School District |
Document Conversion and Access |
$71,982 |
|
Saratoga |
Harmony Corners Fire District |
Inactive Records |
$45,651 |
|
Schenectady |
City of Schenectady |
Inactive Records |
$57,850 |
|
Schoharie |
Town of Summit |
Inactive Records |
$7,992 |
|
Schoharie |
County of Schoharie |
Document Conversion and Access |
$74,872 |
|
Seneca |
Seneca Falls Central School District |
Document Conversion and Access |
$49,136 |
|
Seneca |
Romulus Central School District |
Document Conversion and Access |
$71,060 |
|
Suffolk |
Springs Union Free School District |
Inactive Records |
$69,254 |
|
Suffolk |
County of Suffolk |
Document Conversion and Access |
$75,000 |
|
Suffolk |
Brentwood Union Free School District |
Document Conversion and Access |
$75,000 |
|
Suffolk |
Longwood Central School District |
Document Conversion and Access |
$75,000 |
|
Suffolk |
Town of Islip |
Inactive Records |
$75,000 |
|
Suffolk |
Town of Brookhaven |
Inactive Records |
$150,000 |
|
Suffolk |
Town of Smithtown |
Document Conversion and Access |
$149,998 |
|
Suffolk |
Blue Point Fire District |
Inactive Records |
$28,956 |
|
Suffolk |
Holtsville Fire District |
Inactive Records |
$16,424 |
|
Sullivan |
Town of Fallsburg |
Document Conversion and Access |
$74,997 |
|
Tompkins |
County of Tompkins |
Document Conversion and Access |
$46,002 |
|
Ulster |
County of Ulster |
Document Conversion and Access |
$57,050 |
|
Ulster |
Ulster BOCES |
Document Conversion and Access |
$73,958 |
|
Washington |
County of Washington |
Document Conversion and Access |
$145,215 |
|
Wayne |
Williamson Central School District |
Document Conversion and Access |
$74,029 |
|
Wayne |
Newark Central School District |
Document Conversion and Access |
$74,818 |
|
Wayne |
North Rose-Huron Fire District |
Inactive Records |
$35,089 |
|
Westchester |
Town of New Castle |
Document Conversion and Access |
$35,720 |
|
Westchester |
Village of Port Chester |
Document Conversion and Access |
$47,585 |
|
Westchester |
Union Free School District of the Tarrytowns |
Document Conversion and Access |
$64,830 |
|
Westchester |
New Rochelle City School District |
Document Conversion and Access |
$68,872 |
|
Westchester |
Lakeland Central School District |
Document Conversion and Access |
$73,912 |
|
Westchester |
Town of Harrison |
Document Conversion and Access |
$74,925 |
|
Westchester |
Town of Mamaroneck |
Document Conversion and Access |
$74,997 |
|
Yates |
Village of Dresden |
Historical Records |
$20,956 |
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