Disaster Recovery Grants

The Disaster Recovery Grants program is administered by the New York State Archives through the Local Government Records Management Improvement Fund, a dedicated funding source designed to enhance records management and archival practices among local governments in New York. The fund itself is supported through fees collected by county clerks and the New York City Register for document recording and court indexing services, and it is overseen with guidance from the Local Government Records Advisory Council. Within this broader program, disaster recovery grants serve a specialized purpose: to provide immediate financial assistance to local governments facing damage to vital or archival records due to sudden and unexpected events such as fires, floods, or other natural or man made incidents. The primary objective of this grant is to support the recovery, stabilization, and restoration of records that are essential to government operations or that hold long term historical or legal value. Eligible activities focus on mitigating damage and ensuring access to information rather than cosmetic restoration. Funding may be used for a range of recovery efforts, including staff labor, contracted services such as freeze drying or conservation, data recovery, and the purchase of supplies necessary for stabilization and storage. However, expenditures must directly contribute to information retrieval or preservation of essential records. Activities that solely improve the appearance of records without enhancing usability are not eligible. Eligibility for this program is limited to local governments within New York State, excluding New York City municipal agencies. The program is designed to be responsive and flexible, allowing applications to be submitted at any time following a disaster. However, applicants must submit their request within thirty days of the event unless there are documented extenuating circumstances. The application process is distinct from the standard annual funding cycle and is streamlined to accommodate urgent needs. Applicants are required to work closely with a Records Advisory Officer, who plays a central role in assessing damage, determining eligibility, and preparing a site visit report that forms a core component of the application narrative. The submission process is conducted through the State Archives eGrants system. Applicants must complete an application sheet, budget forms, and provide supporting documentation, including a site visit report, institutional authorization, and vendor related information if applicable. While the system requires entries in all narrative sections, applicants may reference attached documentation where appropriate. Certain documents, such as signed budget forms and authorization forms, must also be submitted in hard copy. The application emphasizes documentation of the disaster event, the nature of the affected records, and the proposed recovery approach. Applications are reviewed by a specialized team that includes representatives from the State Archives and members of the Local Government Records Advisory Council. The review process considers the severity of the damage, the importance of the records, and the appropriateness of the proposed recovery plan. Although funds are reserved for disaster recovery, applicants should be prepared to incur initial expenses due to potential delays in reimbursement. Once approved, grant funds are distributed in stages, beginning with an initial payment followed by additional reimbursements based on documented expenditures. The grant has a maximum award amount of twenty thousand dollars, and recipients must expend or encumber all funds by June thirtieth of the applicable grant cycle. After project completion, recipients are required to submit final reports, including financial documentation and narrative summaries of the recovery effort. The program does not operate on a fixed annual schedule, but instead responds to events as they occur, making it a critical resource for local governments seeking to preserve essential records in the aftermath of emergencies.

Contact your Records Advisory Officer immediately after a disaster and focus proposals on information retrieval and preservation rather than cosmetic improvements