Grants & Awards: LGRMIF: 2009 Grant Application Materials
Inactive Records
This category encompasses projects to plan, develop, or improve 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.
Project Subcategories
a) Planning and Design supports projects to conduct feasibility studies, develop plans for records storage, and develop an inactive records management program. This may include the services of architects or engineers to develop plans, drawings, and specifications for a proposed facility to store hardcopy records. This may also involve hiring a consultant to develop a strategy and map the required technology infrastructure for managing inactive electronic records.
Subcategory Requirements
- Precisely state the inactive records issues that the project will consider.
- Indicate the approximate cubic feet or bytes of records involved.
b) Storage and Retrieval supports projects to enhance the storage and accessibility of inactive records. Projects may involve integrating records into an inactive storage area, purging obsolete records, renovating existing structures for inactive records storage, developing retrieval methods, and formulating policies for managing inactive records.
Subcategory Requirements
- Indicate the number of cubic feet or bytes of records designated for storage.
- Explain why you selected a particular site for records storage.
- Identify the departments that will use the storage area and the controls that will ensure the security of the records.
- Include floor plans, on 8 1/2" x 11" paper, of proposed storage areas. Draw the plan to scale, indicating all dimensions (length, width, and height) of the storage area. Include the proposed layout of shelving on this plan.
- Indicate the number of cubic-foot boxes that will fit on each unit of shelving.
- Indicate that the floor load capacity of the chosen site can support the weight of the stored records.
- Demonstrate that the proposed inactive records storage area is large enough to accommodate storage needs for several years, planning for at least 130% of the current cubic footage of volume. For example, if you have 100 cubic feet of records to store, your plan should include room to store 130 cubic feet of records.
Funds are not available to address a backlog of data entry or processing that has accumulated since the completion of a previous LGRMIF inactive records project.