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Historic Documents Preservation Grant Program - Targeted Grants

Grants to Connecticut Municipalities to
Preserve and Manage Government Records

Agency Type:

State

Funding Source:

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Connecticut State Library

Deadline Date:

09/30/17 Postmarked

Description:

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Grants of up to $7,500 to Connecticut municipalities to preserve and manage their governmental records. Funding is intended to enable municipalities to improve efficiency and reduce the cost associated with records management. Through microfilming scanning, program development, conservation, and other records projects, municipalities are improving public access to local records while ensuring that these records will continue to remain available to all future generations.

Targeted Grants focus on records projects for one or more departments. Every municipality in good standing that submits a properly completed application for an eligible project by the appropriate deadline is eligible to receive a Targeted Grant from the fund.

The following areas of need will receive priority funding:
-Assessment of current practices in the areas of preservation, records management, disaster preparedness, environmental control, or facilities design, with recommendations for improvements.
-Improved organization and access to municipal records through improved physical order or indexing, updated records management software, or other information technology.
-Improved records management and/or historic preservation practices within municipal departments.
-Improved records storage, maintenance and security through the purchase of appropriate equipment.
-Preservation of historic documents (original, non-published public records) through methods such as microfilming, reformatting, or conservation.

Five project categories have been set in accordance with the funding priorities. These categories are designed to allow for many project options. If a single project will not require the full grant amount, the applicant should request funding for additional project(s) in any of the five categories.

1) Inventory and Planning

Inventory and planning projects allow a town to conduct needs assessments that create a framework for developing stronger records management or records preservation programs. The State Library encourages towns to apply for one or more planning surveys as a basis for prioritizing and planning future grant projects.

Planning surveys must be prepared by approved consultants. A list of approved consultants is available on request from the grants staff.

Eligible projects include:
-Preservation survey to identify permanent/historic records and provide recommendations for a plan for records care, preservation, and access.
-Records management survey to identify official records, conduct a records inventory and develop recommendations for a plan for active records management.
-Disaster preparedness survey to develop recommendations for a disaster preparedness and business recovery plan.
-Environmental control survey to monitor, evaluate and make recommendations concerning environmental conditions in vaults/records storage facilities.
-Facilities assessment survey to evaluate and make recommendations as part of the planning for renovation or construction of vaults/records storage facilities.

2) Organization and Indexing

Organization and indexing projects increase access to town records by improving physical order within a collection of records, providing high quality indexing or correcting previous indexing, scanning records, or providing records management software or hardware.

Eligible projects include:
-Records indexing project to improve access to a collection of historical or active public records; for example, a reindexing project.
-Records conversion project to improve access to a collection of historical or active public records; for example, a backfile conversion, scanning or codification project.
-Records processing project to organize and create finding aids for a collection of historical or active public records.
-Purchase and use of computer software to manage and improve access to a collection of historical or active public records.
-Purchase and use of information technology hardware to manage and improve access to a collection of historical or active public records; for example, scanning equipment for land records or large format printers for maps.

3) Program Development

Program development projects advance the records management and/or historic preservation practices within one or more departments. These projects generally implement recommendations given to the town in prior planning surveys (see Inventory and Planning, above) and may be carried out with the assistance of an approved consultant.

Eligible projects include:
-Development of a records management, preservation and/or disaster recovery plan for one or more municipal departments; for example, developing a records management policy and procedures manual for the municipality, or developing a preservation plan for the municipality’s permanent and historic records.
-Implementation of a records management, preservation, and/or disaster recovery plan for one or more municipal departments; for example, a project to establish and organize an inactive records storage room, or a project to rehouse archival records.

4) Storage and Facilities

Storage and facilities projects improve the physical environment for public records, for example, by improving records storage, security or environmental conditions.

Office or vault furnishings that are not used for records storage are ineligible for grant funding (see Ineligible Expenses, below).

Facility renovation or construction expenses are ineligible for grant funding, with the exception of installation or upgrade of HVAC systems for records vaults (see HVAC Projects, below).

Eligible projects include:
-Purchase of records storage equipment that meets current records management/archival standards for the storage of public records, such as records shelving or cabinets.
-Purchase of environmental monitoring equipment to manage or improve records storage conditions, such as thermohygrometers or dataloggers.
-Purchase of specialized cleaning equipment to maintain or improve records storage conditions, such as HEPA (high efficiency particulate air) filter vacuums.
-Purchase of security equipment for the protection of permanently retained public records, such as detection or surveillance systems for vaults.
-Installation or upgrade of a vault HVAC system to maintain or improve records storage conditions (see HVAC Projects, below).

4) Preservation/Conservation

Preservation/conservation projects improve records longevity and security by creating backup copies for off-site storage; creating access copies to reduce the handling of originals; and addressing records deterioration and damage.

Note that if conserving a record that has not already been microfilmed, the project should include microfilming of that record.

Eligible projects include:
-Microfilming project for permanently retained public records, for example, to create off-site security copies.
-Reformatting project for permanently retained public records, for example, to reduce handling of historical records by providing use copies, or to recreate land record volumes.
-Conservation project for permanently retained original public records that are historically significant and currently at risk of loss due to deterioration or damage.
-Purchase of archival supplies for the preservation of public records, such as archival paper, records binders, disaster recovery kits or other preservation materials for municipal offices.

Specific Project Information

Specific requirements for microfilming, imaging, vital records, and HVAC projects are described below.

1) Microfilming Projects - The municipality is responsible for ensuring that microfilming projects meet the requirements set by the Office of the Public Records Administrator in its microfilming policy.
This policy is available on the State Library website.

2) Digital Imaging (Scanning) Projects - The municipality is responsible for ensuring that digital imaging projects meet the requirements set by the Office of the Public Records Administrator in its digital imaging policy. This policy is available on the State Library website.

3) Vital Records Projects - The Department of Public Health requires that registrars of vital statistics notify the department prior to beginning any vital statistics records project (for example, microfilming, imaging or conservation). This requirement applies to any project involving vital statistics records, whether or not the project is funded through a grant.

4) HVAC Projects - A town may apply for a Targeted Grant to cover up to 50% of the cost to install or upgrade a vault HVAC system, up to the town’s maximum Targeted Grant amount.

GrantWatch ID#:

GrantWatch ID#: 180063

Estimated Size of Grant:

The Targeted Grant award amount is determined by a town’s population as of the latest published U.S. Census figures. For this grant year, the following maximum amounts will be distributed:

-Small Municipality (Population less than 25,000): $4,000
-Medium Municipality (Population between 25,000 and 99,999): $5,000
-Large Municipality ( Population of 100,000 or over): $7,500

Term of Contract:

The contract period begins July 1, 2017, or the date the municipality receives its copy of the fully executed contract, whichever is later, and ends June 30, 2018.

Additional Eligibility Criteria:

Every municipality in good standing that submits a properly completed application for an eligible project by the appropriate deadline is eligible to receive a Targeted Grant from the fund.

A municipality is eligible to apply for one Targeted Grant per year. A municipality that applies for a Disaster Recovery Grant remains eligible to apply for a Targeted Grant in the same year.

A municipality is in good standing provided that:

-The municipality has submitted the required Monthly Document Recording Reports (GP-005 rev) with the appropriate payments to the State Library.

-The municipality has met all requirements for any past grant it has received from the program. Note that a municipality may apply for a grant for the upcoming fiscal year before completing its grant for the current fiscal year, provided that it continues to meet its current obligations by the appropriate deadlines.

Any municipality that is more than two consecutive months behind in its monthly filings or has outstanding obligations for any past grant is ineligible to apply for a grant until all requirements have been met. In addition, the State Library will not release grant funds to a municipality that fails to submit the required monthly filings after a grant has been awarded.

The following expenses are ineligible for funding through Targeted Grants, even if directly related to the proposed project. Ineligible expenses include but are not limited to:

-Project expenses incurred prior to start of the contract period; that is, prior to July 1, 2017, AND the municipality’s receipt of its copy of the fully executed contract.
-Project expenses incurred after the end of the contract period; that is, June 30, 2018.
-Vendors, equipment, or procedures not acceptable to the Public Records Administrator.
-Construction or renovation of facilities, except for the installation or upgrade of vault HVAC systems (see HVAC Projects, above).
-Purchase or leasing of land or facilities.
-Leasing costs for services, equipment, software or other items that are part of the municipality’s ongoing operating expenses. Note: Leasing costs are permitted for projects with a fixed end date and for new installations of electronic land recording systems, not to exceed the first year of system expenses.
-Office furniture and equipment, such as workstations, conference tables, chairs, or other items used for routine office activities.
-Office supplies, such as pens, pencils, printer toner, town seal stamps, or other items used for routine office activities.
-Personnel costs for non-grant work.
-Hospitality expenses.
-Prizes or awards.

Pre-Application Information:

Timeline:

-April 30, 2017: Postmark Deadline for submitting a Targeted Grant Application for a Cycle 1 grant.

-July 31, 2017: Cycle 1 award notifications mailed to town officials by this date. After receiving an award notification, the municipality must promptly return the signed Grant Contract.

-September 30, 2017: Postmark Deadline for submitting a Targeted Grant Application for a Cycle 2 grant.

-December 31, 2017: Cycle 2 award notifications mailed to town officials by this date. After receiving notification, the municipality must promptly return the signed Grant Contract.

-April 30, 2018: Postmark Deadline for submitting an Amendment Request Form to request a change to the vendor, work plan, or budget line items, or a deadline extension. The municipality must submit the request by this date and obtain approval and an amended contract before proceeding.

-June 30, 2018: Completion Deadline. Grant projects must be completed, and grant funds must be expended by this date.

-September 1, 2018: Receipt Deadline for the Project Evaluation/Expenditure Report.

Note: When a Postmark Deadline falls on a Sunday or State Holiday, the deadline is the next following business day. When a Receipt Deadline falls on a Saturday, Sunday or State Holiday, mail the form in time to be received at the State Library by the prior business day.

Municipalities are strongly encouraged to apply under Cycle 1 as this allows for a longer time period in which to complete the grant.

Please note that for HVAC projects, a town may apply for up to 50% of the cost to install or upgrade an HVAC system.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Kathy Makover, Field Archivist
860-566-1100, ext. 303
kathy.makover@ct.gov

Connecticut State Library
231 Capitol Avenue
Hartford, CT 06106

URL for Full Text (RFP):

Geographic Focus:

USA: Connecticut

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