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Grants to Missouri Local Agencies, School Districts, and Nonprofits to Preserve and Manage Records

Local Records Grant Program


Agency
State

GrantWatch ID#
205647

Funding Source
Missouri Secretary of State
Array ( )

Geographic Focus
USA: Missouri

Important Dates
Deadline: 03/01/24 Save

Grant Description
Grants of up to $20,000 to Missouri local government agencies, school districts, and nonprofit organizations for projects to preserve and manage records. Eligible activities and expenses include equipment purchases needed for preservation activities, consultation services, historical records conservation, and imaging for permanent records. Note that the best project proposals are focused, achievable, and part of a long-term records management plan.

Eligible Projects:

Examples of the types of records management and/or preservation projects that qualify for consideration include, but are not limited to:

  • Records Management Planning/Professional Consultant
  • Electronic preservation
  • Imaging, for permanent records older than 5 years.
  • Essential equipment related to records management, storage, access, or preservation. (Shelving, reader/printer/scanners, etc.)
  • Conservation of unique and/or historically significant original records 

Eligible Budget Categories Include, but are not limited to:

  • Supplies:
    • General office/archival supplies for a specific preservation project.
  • Travel:
    • Related directly to project (i.e., transporting records to vendor for imaging)
  • Commercial vendor services:
    • Imaging
    • Conservation
  • Shelving:
    • Standard steel shelving
    • Compact/mobile shelving
    • Storage cabinets—oversized flat files, blueprint/building plan storage. Very limited support for office-style file cabinets
  • Essential Equipment
    • Reader/printer/scanners
    • Humidifiers/dehumidifiers, Environmental monitors, etc.
  • Other services/commodities:
    • Expenditures that are pertinent and necessary to the project
  • Software (including software as a service):
    • For Electronic Records Grants
      • Enterprise content management (ECM) systems
      • Records request tracking
      • Redaction
      • Other
  • Hardware:
    • For Electronic Records Grants
      • May include scanners
      • Scanners will only be authorized if part of a new, or existing ECM solution. 


Recipient

Additional Eligibility Criteria
Eligible Applicants Include, but are not limited to:
- Local Government: County Offices (see below for Circuit Clerks), Municipalities, School Districts, Political subdivisions with taxing authority (Fire Districts; Library Districts; etc.); Circuit Clerks have limited eligibility. Permanent books are eligible for imaging grants, as are reader/printer/scanners, shelving, and planning grants
- Non-Profits: Historical Societies/Genealogical Societies or other non-profits that hold public records may benefit from grants. However, the government office from which the records originated must be the applicant
- Other: Records originating from an eligible entity as well as any locally significant materials or other records that have been donated to and owned by an eligible public entity may qualify for project funding

Ineligible
Ineligible Applicants Include, but are not limited to:
- Federal Agencies
- State Agencies
- Private Individuals

No construction or renovation is allowed.

Consumables for file storage are generally not eligible.

For a list of ineligible projects and budget items, see: https://www.sos.mo.gov/CMSImages/LocalRecords/FY25LocalRecordsGrantGuidebook.pdf#page=10

Pre-Application Information
FY 2025 Grant Program Timeline:
- November 15, 2023-January 15, 2024: Draft application review available from Local Records Office Staff [Field Archivists may review applications after the later date, if scheduling allows]
- March 1: Application deadline; postmark or delivery date. This must be sent directly to the Local Records Contact listed on page 3, above
- May/June 2024: Missouri Historical Records Advisory Board meets to review grant applications
- 3 to 6 weeks after grant review session: Secretary of State distributes packets containing:
• Award letters and grant agreement forms
• Non-Award letters to un-awarded applicants
- July 1, 2024: FY25 Grant Period begins [DO NOT start grant work until you receive notice to proceed]
- January 15, 2025: Interim Report due [or Final Report in lieu of Interim Report]
- May 31: Final Report due
- June 30: closing date for the FY25 grant cycle
- FY26 cycle begins with grant draft reviews in November 2024

Emergency Grants: In the case of significant disaster, emergency grants for records preservation may be available—contact Local Records for more information.

Local Records staff will advise on all grant projects from their development through the completion of the application. Additionally, the Grant Administrator can review draft applications mid-November through mid-January, and offer suggestions to guide development of the application. The Grant Administrator WILL NOT review drafts received after January 15.

Grant funds will be provided on a reimbursement basis, up to the awarded amount.

For additional grant forms, see the Full Grant Text RFP link.

Estimated Size of Grant
Grant awards are capped at $20,000.

Term of Contract
Project Year July 1, 2024 to June 30, 2025

Contact Information
Contact information:
Local Records Program – Grant Administrator
Local Records Grant Program
600 W. Main
PO Box 1747
Jefferson City, MO 65102-1747

Phone: 573.751.9047 (Local Records Main Line)
Email: local.records@sos.mo.gov

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