Current through Register Vol. 46, No. 12, March 20, 2024
(a) Eligibility
criteria. To be eligible to apply for a grant pursuant to section 57.35 of the
Arts and Cultural Affairs Law, a local government shall have:
(1) designated a records management officer
in accordance with section
185.2
of this Part. This requirement shall not apply to Bronx, Kings, New York,
Queens and Richmond Counties, to municipal housing authorities, to the Utica
Transit Authority nor to community school districts located in New York City;
and
(2) adopted the applicable
records retention and disposition schedule(s) issued by the commissioner
pursuant to section 57.25 of the Arts and Cultural Affairs Law and section
185.5
of this Part. This requirement shall not apply to municipal housing
authorities, to the Utica Transit Authority nor to community school districts
located in New York City.
(b) Applications. The local government shall
submit an application, including a proposed budget, in a form prescribed by the
commissioner, and by the dates prescribed by the commissioner.
(c) The commissioner shall award grants to
eligible applicants in accordance with the operational and expenditure plan
adopted pursuant to section 57.35(4) of the Arts and Cultural Affairs Law and
the criteria specified in section 57.35(2) of the Arts and Cultural Affairs
Law. In addition, the commissioner shall consider the applicant's commitment to
provide ongoing support for records management activities after the grant
funding ends.
(d) Types of
projects. Grants awarded in the 1993-4 State fiscal year and thereafter shall
include but not be limited to the following activities:
(1) conducting preliminary records surveys
and developing plans for use of the results to guide dispositions of records
and other aspects of records management program development;
(2) conducting or participating in
preliminary needs assessments and/or self-studies;
(3) developing plans for the establishment
and/or operation of programs for storing and managing inactive
records;
(4) planning the
development of innovative information systems, with emphasis on the management
of electronic records and retention of information with continuing research
value;
(5) developing plans for the
establishment and/or operation of local government archival programs;
(6) selectively reformatting records of
important value;
(7) selectively
reformatting archival records;
(8)
preparing guides, indexes and other finding aids to make archival records
available to the schools, including institutions of higher education, and the
public;
(9) developing and carrying
out programs to make copies of archival records available to the schools,
including institutions of higher education, and the public;
(10) carrying out innovative projects to
study and develop solutions to local governments records management and
archival administration problems identified by the New York State Local
Government Records Advisory Council; and
(11) carrying out emergency projects to
rescue or save endangered records.
(e) Allowable expenditures. Allowable
expenditures for grants shall include:
(1)
project-related personnel costs;
(2) the cost of retaining consultants to make
studies or prepare reports and/or recommendations;
(3) project-related travel costs, including
travel to selected professional conferences and meetings directly related to
the project;
(4) the purchase of
supplies and materials directly related to the project;
(5) capital expenditures for equipment,
including computers, directly needed for the projects;
(6) the cost of producing publications
directly related to the projects; and
(7) the cost of contractual services directly
needed for the project.
