Applying for Disaster Assistance from FEMA

Managing Records: Storage & Preservation

Records Advisory:
Applying for Disaster Assistance from FEMA
Information for Governments

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The New York State Archives (NYSA) has compiled the following information for governments that intend to apply for Federal Emergency Management Agency (FEMA) funds to salvage, stabilize, and/or restore local government records. Staff from the State Archives are available to assist governments in preparing their applications and to advise on appropriate treatments for damaged records.

Detailed instructions and all the required forms referenced below can be found at the New York State Division of Homeland Security and Emergency Services website: http://www.dhses.ny.gov/oem/recovery/. When you visit the site, refer to the section: FEMA-4020-DR-NY Hurricane Irene.

If you need assistance in accessing or navigating this site, please contact the State Archives at (518) 474-6926.

Deadline

Deadline to submit Request for Public Assistance (RPA): October 28, 2011

Eligibility

FEMA will provide assistance to units of government (state, county, city, town, and/or village) whose records have been damaged by recent flooding when they are located in a county that has received a federal disaster declaration. We encourage you to coordinate with others in your local government as you develop your project. It is likely that your records project will be part of a larger government–wide application for public assistance.
FEMA also provides assistance to certain private non-profit organizations in declared countries. See our Records Advisory on Sources of Assistance for Non-Profit Organizations
http://www.archives.nysed.gov/a/records/mr_disaster_assistance_non-profits.shtml.
Visit http://www.dhses.ny.gov/oem/recovery/documents/4020-Disaster-Fact-Sheet.pdf for an updated list of declared counties.

Application process

In coordination with your government officials, contact your County Office of Emergency Management (OEM) and inform them of your intention to apply for assistance. Contact the State Archives if you need assistance contacting your County OEM.
Complete a Request for Public Assistance (RPA) form http://www.dhses.ny.gov/oem/recovery/documents/RPA-Form-2011.pdf. and bring it to an Applicant Briefing (see below).
Attend a mandatory Applicant Briefing session, which will be held in all declared countries. Briefing sessions will be announced in the media and on the web at http://www.dhses.ny.gov/oem/recovery/. These briefings cover application and project requirements and deadlines and provide an opportunity for questions and discussion. You will be required to submit your RPA form before you leave the briefing. You will also be required to submit a completed Applicant Certification, Drug Free Workplace Certification, Federal ID Tax Form, and DUNS number form. All these documents can be found in the Applicant Handbook: http://www.dhses.ny.gov/oem/recovery/.
Complete a Project Worksheet (PW) for your archives and records conservation/restoration project. The FEMA Public Assistance Coordinator (PAC) and the State Public Assistance Liaison (PAL) will be present at the Applicant Briefing and will help you prepare your PW and provide continued guidance through the process.

Award/payment process

Following review and approval of the Project Worksheets and other application materials, FEMA transfers funds to State Office of Emergency Management.
The State Office of Emergency Management then distributes the funds to the local government.

The State Archives is ready to help you with your application. Contact us at:

Phone: (518) 474-6926
Email: ARCH_SOS@mail.nysed.gov.