Grants & Awards: LGRMIF: Grant Application & Reference Material: Preparing an Application:

Getting Started

As you prepare an LGRMIF grant application, carefully consider the nature, scope, and goals of the project you wish to undertake, as well as the process you intend to follow to complete the project. We recommend the following steps to start the application process.

Understand the Purpose of the LGRMIF Grants Program

LGRMIF grants are intended to implement a new records management initiative or to expand the capacity of an existing recordkeeping system. Conversely, LGRMIF grants are not intended to maintain a records management program or for maintenance projects.  Maintenance is defined as a project that redoes a previously funded project or that addresses records that have accumulated since the completion of a previous project. Software and hardware upgrades are generally considered examples of maintenance projects. It is important to demonstrate in your application that you will maintain project accomplishments and support your records management program once a project is completed and grant funding ends.

Identify the Records Management Project or Problem

There is no prescribed order for the process of establishing a records management program. Records inventory and planning is usually—but not necessarily—the first step, because an inventory provides information essential to the successful management of future projects. If you choose not to do records inventory and planning, you must supply strong justification for not doing so.  It is your responsibility to determine which project takes priority, and then to justify this decision to the reviewers. If you need assistance with identifying where to start, contact your RAO.

Collect Information About Your Needs

Identify possible solutions to the problem, and decide which solution will be the most effective.  If necessary, conduct a formal needs assessment to help you identify and prioritize your needs. Next, determine the grant category under which the proposed solution falls.  Review the category and subcategory descriptions to determine the eligible activities and requirements, and be especially sure that the application addresses each requirement. Attend any workshops the State Archives offers that are relevant to your project. You may also request information from your RAO, but keep in mind that the RAO cannot review an application prior to its submission.  

Focus Your Project

Propose a project that can be accomplished in a single year. Be sure the project has definite goals and a definite end point. You can frame a project as the first phase of a multi-year series of projects. However, because you may not be successful in obtaining funds for subsequent years, you must demonstrate that each phase can stand on its own.

Understand the Records Issues

Prepare a well-organized application, showing definite goals and precise ways to achieve those goals. Demonstrate to the reviewers an understanding of basic records management concepts, especially those directly related to the proposed project. If your application involves implementing new technology, be sure to focus on the records issues.  Reviewers generally do not recommend funding applications that focus on software and equipment purchases alone.

Assemble the Grant Application Correctly

Assemble your grant application in the order indicated on the application checklist included in the Grant Project Application (LG-AP) form. It is essential to submit a complete application.  An incomplete application will not be forwarded for review. 

Please number the pages of your completed application before making your copies and mailing it.