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Supplies and Materials (Code 45)

Briefly describe each requested item and specify quantity, unit cost, and proposed expenditure. Request any equipment items with a unit cost of less than $5,000, and all computer software, regardless of the unit price, under this budget code.

Eligible Expenditures

  • Supplies, such as shelving, storage boxes (see note below), records management software, alkaline supplies (folders and boxes), and equipment with a unit cost of less than $5,000 
  • Side-tab file folders for files management projects
  • Computer software, regardless of the unit price
  • Lateral open shelving with pull-down or flip-down locking doors
  • Fire-resistant file cabinets 

Ineligible Expenditures

  • Software upgrades
  • Standard file cabinets, including lateral file cabinets 
  • Office furniture, such as desks and chairs
  • Office supplies, such as tape measures, calculators, pens, toner, paper, and file folders
  • Wooden shelving of any kind, including shelving with particle board decking
  • Records center cartons other than standard cubic-foot boxes, unless the applicant provides sufficient justification for their purchase
  • Consider the Source: Historical Records in the Classroom, a State Archives publication, cannot be purchased with funds from this granting source 

​Other Required Forms

  • If purchasing shelving, you must include a floor plan indicating the layout of the shelving and the number of boxes you will store on each unit. For information on appropriate shelving for records storage, consult State Archives Guidelines for Storage of Inactive Government Records.
 
Note: Standard one-cubic-foot records storage cartons (10″ x 12″ x 15″) should be purchased through: 
 
New York State Industries for the Disabled
11 Columbia Circle Drive
Albany, NY 12203 
518-463-9706
 
These are available in lots of twenty-five at $79.89 per case (approximately $3.20 per box). Note: NYSID is a Preferred Source for this commodity. Grant funds will not be approved for cartons in excess of this price.