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FOR IMMEDIATE RELEASE

August 24, 2023
For More Information Contact:

Dora Ricci

Press@nysed.gov

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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, 鈥淭hese 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.鈥

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.听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鈥檚 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.

鈥淎fter 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,鈥 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:

LGRMIF Grant Awards
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鈥檚 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