LGRMIF Document Scanning Grants
LGRMIF FUNDING
Funding to help New York local governments digitize and preserve records.
Funding to Help New York Local Governments Digitize & Preserve Records
New York’s Local Government Records Management Improvement Fund (LGRMIF) offers funding to help municipalities improve the way they manage, preserve, create and access public records.
LGRMIF funding can help cover the cost of document scanning, indexing, digital conversion and records management software.
Eligible Applicants
Local Governments
Counties, cities, towns, villages, and school districts.
Fire Districts & Local Authorities
Fire districts and local authorities.
Libraries & Community Colleges
Public libraries and sponsored community colleges.
Volunteer & Emergency Services
Volunteer fire companies and ambulance service.
IMA Can Assist You in the Grant Process
Preferred Source Quote Through NYSID
Imaging & Microfilm Access (IMA) has partnered with New York State Industries for the Disabled (NYSID) since 2004. Together, we have decades of experience helping New York government agencies digitize and preserve important records and have successfully completed dozens of New York State Archives grants.
As stated in the official grant materials, one Preferred Source quote through NYSID is all that is required along with your application.
WORK WITH YOUR RMO & STAFF
We can work with your Records Management Officer (RMO) and staff to define an appropriate document conversion project and develop the supporting specifications and pricing.
How IMA Can Assist
- Define an appropriate document conversion project
- Identify records and project objectives
- Develop scanning and indexing specifications
- Prepare project pricing and supporting documentation
- Help ensure the proposed project meets applicable records-management requirements
- Provide professional scanning, indexing and digital conversion services after an award
- Recommend highly qualified grant writers to assist with preparing and submitting applications
Our goal is to make the process easier — from defining the project through final delivery of your digitized records.
How Much Funding Is Available?
Individual Grants — Up to $75,000
For projects undertaken by a single eligible local government.
Shared Services Grants — Up to $150,000
For qualifying projects involving two or more local governments working together.
New York City
Special grant provisions are available for projects involving the NYC Department of Records and Information Services (DORIS).
Consider an LGRMIF-Funded Electronic Records Management System
Digitized records can also be incorporated into a formal document management or enterprise content management system funded by the LGRMIF grant.
Laserfiche, which IMA is an Authorized Reseller of, is an ideal choice for this.
With tens of thousands of installations worldwide, Laserfiche is a widely used records management system that can be configured to manage records according to the New York State Archives’ LGS-1 records retention and disposition schedule.
What Could an LGRMIF Grant Help Your Court Accomplish?
Turn paper records into accessible digital information.
Retrieve Records Faster
Find important court records without searching through boxes and filing cabinets.
Improve Indexing & Organization
Create an organized digital records environment that makes information easier to locate and manage.
Comply with Retention Requirements
Organize records according to mandated records retention and disposition schedules.
Reclaim Valuable Space
Reduce the amount of physical storage space required for aging court records.
Preserve Aging Court Records
Protect valuable records by converting paper documents into accessible digital information.
What Types of Projects Can Be Funded?
LGRMIF grants support a variety of records-management initiatives, including:
Document Conversion & Access
Digitizing paper records, books, maps, microfilm and other materials to improve access and reduce dependence on physical files. It is under this category that a formal records management system such as Laserfiche can also be procured.
Historical Records
Preserving historically valuable government records and improving public access to them.
Files Management
Improving the organization, indexing, storage and management of active government records.
Inactive Records
Managing records that are no longer frequently used but must continue to be retained.
Disaster Management
Protecting vital government records and preparing agencies to recover records following an emergency or disaster.
LGRMIF is a competitive grant program, meaning applications are evaluated based upon the merits of the proposed project and applicable program requirements.
The LGRMIF Grant Timeline
Typically, the grant applications are due at some point in February or March and awards are announced in the summer. Work begins once the official awards are made, and all work must be completed by 9/30 of the following year.
Planning Early Is Important
Before the application period, municipalities should begin identifying:
Records
Current Challenges
Project Goals
Starting early gives your RMO and project team time to develop a well-defined project and assemble the information needed for the grant application.
Thinking About Applying for an LGRMIF Grant?
IMA can help you determine whether your records digitization project may be a good candidate for LGRMIF funding.
Contact IMA today to discuss your records, your project and the next LGRMIF grant cycle.