Local Government Records Management Improvement Fund

The Local Government Records Management Improvement Fund (LGRMIF) is a competitive grant program administered by the New York State Archives, part of the New York State Education Department. Established in 1989, the program is funded through fees collected by county clerks and the New York City Register for recording documents and assigning index numbers for court cases. The fund is designed to support local governments in establishing, improving, and expanding records management programs. It is not intended to provide indefinite operational support; instead, recipients are expected to sustain programs using their own resources after the grant period. The primary purpose of the LGRMIF program is to enhance the management, preservation, and accessibility of government records. Grants support projects that address records lifecycle management, including creation, storage, retrieval, and long-term preservation. Eligible project categories include disaster preparedness and recovery, inactive records management, historical records preservation, files management, and document conversion and access. The program emphasizes improving efficiency, compliance with records laws, and public access to government information while ensuring the long-term integrity of records systems. Funding is awarded through two main competitive application types: Individual Grants and Shared Services Grants. Individual grants support a single local government entity and may request up to 75000 dollars. Shared Services grants involve collaboration among two or more local governments and may request up to 150000 dollars. Disaster-related projects may also receive funding under specific conditions, including separate disaster recovery grants up to 20000 dollars. Funding availability varies annually based on revenue collected, and by law, up to 1000000 dollars is allocated for projects within New York City. Eligible applicants include most local governments in New York State, such as counties, municipalities, public authorities, fire districts, and certain nonprofit emergency service organizations. To qualify, most applicants must have an appointed Records Management Officer and must adopt the State Archives retention and disposition schedule. Additional requirements apply to nonprofit entities, including prequalification in the Statewide Financial System. Certain entities, such as charter schools and emergency rescue services not covered by statute, are not eligible. The program also imposes compliance requirements, including adherence to Minority and Women-Owned Business Enterprises participation goals for larger awards. Applications must be submitted electronically through the eGrants system by the specified deadline. For the 2026 to 2027 cycle, the deadline is April 1, 2026 at 5:00 PM Eastern Time. Applicants may be required to complete preliminary steps such as registering for an eGrants account or submitting a Notice of Intent, depending on their organization type. The application includes a project narrative, budget, and supporting documentation such as vendor quotes, plans, and compliance forms. Paper signature forms must also be submitted by mail by the deadline. Applications are evaluated through a structured review process based on the quality of the project narrative and budget. Review panels assess proposals against criteria including problem definition, methodology, expected outcomes, feasibility, and cost justification. Projects are ranked and funded based on available resources, with a minimum score threshold required for consideration. Shared Services projects and first-time applicants in certain categories may receive priority. Awards are finalized following approval by the Commissioner of Education and relevant state oversight bodies. The grant period for funded projects typically begins on July 1, 2026, and concludes on June 30, 2027, with final reports due by July 31, 2027. Recipients must comply with reporting, financial management, and procurement requirements throughout the project lifecycle. Payments are distributed in phases, beginning with an initial disbursement followed by reimbursements and a final payment upon completion and approval of reports. Program staff monitor progress and may conduct site visits to ensure compliance and successful project execution.

Focus on detailed project narrative align with scoring criteria demonstrate clear problem definition and measurable outcomes ensure compliance with procurement and M/WBE requirements