629.209.2500 LGRMIF@instreamllc.com

Attention NYS Grant Applicants for the Local Government Records Management Improvement Fund (LGRMIF), your application process just got a whole lot easier!

As you think about the projects you wish to complete within your organization, whether it be to convert your paper records to digital, free up valuable office space or manage inactive records, one of your first thoughts is probably “But how will we get the money to pay for this?” One potential way to finance these projects is by obtaining grant money.

Since 1989, the Local Government Records Management Improvement Fund (LMGRIF) has provided funds to help local governments establish records management programs and develop new components within those programs. Every year, 500-700 local governments apply.  It is no small task to design, create and build an outstanding grant project, but it can be done.

Having the right information and resources ensures a positive and effective grant process. InStream, formerly Biel’s, has over 70 years experience in document management and has successfully completed over 300 LGRMIF grant projects. These projects have included inactive records, historical records, files management, document conversion and access as well as records systems.

Here is a brief overview and set of guidelines for the LGRMIF. At InStream, our Area Managers have helped hundreds of municipalities win and utilize their grants. If you have any questions or concerns with your grant application, please do not hesitate to give us a call at 1-800-722-2435 or shoot us an email:  info@instreamllc.com.

To be eligible to apply for an LGRMIF grant, local governments in NYS are required to have the following in place by the application deadline:

  • Records Management Officer (RMO) appointed
  • Appropriate State Archives records retention and disposition schedule adopted

The only exceptions to this are:

  • City of New York five county clerks
  • City of New York five district attorneys
  • Community school districts in New York City
  • Housing authorities in New York City

Public benefit corporations, community colleges and fire districts are also eligible to apply for LGRMIF.

Eligible organizations can apply for LGRMIF online with the eGrants System.  The system will manage all information about the grant project from the initial application for funding to the closeout of a project after the submission of the final reports. However, forms that require signatures must still be completed and submitted in paper. Below is a list of all the forms that need to be submitted and in which medium they can be submitted.

Electronic eGrants Forms:

  • Application Sheet
  • Project Narrative
  • Project Budget
  • Participating Institutions (if applicable)
  • Vendor Quote Form (if applicable)
  • Imaging and Microfilming Project Information Form (if applicable)

Forms that must be submitted on paper:

  • Budget Summary
  • Payee Information Form
  • Standard Data Capture Form
  • Institutional Authorization Form

Document that must be attached as electronic files:

  • Shared Services Agreement Form (for Shared Services projects only)
  • Detailed vendor quotes
  • Needs assessments
  • Vendor treatment proposals (for relevant projects in the Historical Records Category
  • Floor plans (for Inactive Records projects that involve minor remodeling or the installation for shelving)
  • Letters of Acknowledgement (see GIS requirements)
  • Any other documentation required for your project

The LGRMIF eGrants System is a little bit different from the normal New York State Grants Gateway you may already be familiar with. The LGRMIF eGrants System is not associated with the NYS Grants Gateway, thus your login information will not work for it. Luckily, it is easy to create a new account.

Register for a User Account

1. Obtain your NY.Gov ID account information, this a username and password. If you do not know this information your Records Management Officer (RMO) is in charge of the account. They are the only person eligible to create one, so if they do not have one, they need to get one.

Note: NYS only allocates one account per local government, if your RMO doesn’t know the information it can be reset here.

If your government has not created an account yet they need to contact the State Archives Grants Administration Unit (GAU). The GAU can be reached at (518)474-6926, or Archgrants@nysed.gov

2. Log in Here or Register for eGrants

Note: Requests from individuals other than the RMO will not be processed. Within 48 hours an email will be sent to the address you provided during registration containing your login information.

3. Some users with new accounts or accounts that haven’t been used in a while will be prompted to change their password, change the password and be sure to note it somewhere and let the RMO know as well.

4. Now you’re in the system! Take a look at the links on the page to familiarize yourself with the eGrants system. To start a new application, click “Create new application” or continue a submission you previously started which is listed right on the screen.

5. Refer to the “Applying” Tab above when you start the application process for additional help.

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