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About the eGrants System
2020-2021 LGRMIF Applications Under Review
Applications for the 2020-2021 Local Government Records Management Improvement Fund (LGRMIF) grant cycle are currently under review. Applicants will be notified by e-mail of the status of their grant proposals once we have completed the review process and received the necessary approvals and authorizations. More information on the LGRMIF program can be found by clicking on any of the menu items on the left. See also the 2020-2021 RFP/Application Guidelines for more information on the 2020-2021 grant cycle.
Under normal circumstances we would have announced the availability of LGRMIF grants for 2021-2022 and opened the eGrants system by now. At this time, however, we are uncertain as to when we can open up the 2021-2022 application period. Once we receive the necessary approvals, we will make an announcement on our website, through social media, our electronic newsletters and the Regional Advisory Officers.
If your institution does not already have an eGrants user account, or if your Records Management Officer (RMO) has changed since the last time your institution applied for a grant, please complete and submit the online registration form. Even though the application portal is currently closed, you can still request an eGrants user account.
The Local Government Records Management Improvement Fund application process utilizes an online grant portal, eGrants, that is designed to cover all aspects of the grant process from the initial application to submission of the final reports. Application instructions, guidelines, and forms can be found through the eGrants portal once a user account has been set up through your local government’s Records Management Officer (RMO). For more information regarding the eGrants system, including forms that must be submitted in hard copy, please see the current LGRMIF Application Guide or eGrants User Manual. Note: The eGrants system is separate from, and has no connection with, the New York State Grants Gateway web portal.
All applications must be submitted electronically. If you have difficulty completing an online application, contact the Grants Administration Unit.
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center
Albany, NY 12230
Phone: (518) 474-6926
Instructions to register for an LGRMIF eGrants account
In order to apply for an LGRMIF grant, your local government’s Records Management Officer (RMO) must have a NYS Directory Service (NYSDS) account. If you do not have a NYSDS account, please complete the online registration form. If you already have a NYS Directory Service account, you may proceed to the eGrants System. The registration process can take between two to three business days.
Note that only one user account will be created for each local government, and that account is set-up only through your RMO. Information on the account will be sent to you via email, so please be sure to provide an accurate email address when completing the registration form.
The deadline to request a new user account is five business days prior to the posted grant application deadline.
Standard Data Capture Form
The Standard Data Capture Form (SDCF) contains information about your institution such as legal name, general contact information (address, phone number, website URL, etc.), and contact information and name of CEO. This information is contained in SED’s client database, SEDREF.
Prior to applying, the State Archives strongly encourages applicants to verify that the information in SED’s client database, SEDREF, is correct by accessing the SEDREF public portal (Note: Counties should search by using the term “County of . . .”). If it is incorrect, submit a revised Standard Data Capture Form prior to submitting your application so we can update your SEDREF record. The revised SDCF can be emailed to firstname.lastname@example.org. If the information in SEDREF is correct, there is no need to submit an SDCF with your application.
Forms that cannot be completed electronically in the eGrants system or attached to the application as an electronic file, must be mailed to the Grants Administration Unit at the address listed above, and postmarked no later than the stated application due date.
Standard Contract Language Appendices
The following appendices contain legal clauses that apply to any person or entity who receives funds from the State of New York, and provisions that must be adhered to as a result of receiving State funds. They are referenced within the eGrants application.