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Records Management and Preservation Board announces grant recipients

The Records Management and Preservation Board (RMPB) has awarded $330,480 in grants to 17 West Virginia county commissions through the County Records Management and Preservation Grants program. The grants, which range from $7,230 to $53,000, are for projects that will introduce improved management and storage conditions for the counties’ official public records. The projects will be conducted during the fiscal year July 2005 through June 2006.

The RMPB encouraged grant applicants to address three criteria: remove non-record and accumulations of records having reached or exceeded required retention periods; provide proper and improved storage of permanent or long-term records; and conduct a total records inventory and condition assessment, and develop a master records management plan. A complete list of grant recipients is attached.

The County Records Management and Preservation Grants program receives its funding from records filing fees collected by county clerks. The funds serve as monetary incentives to equip county officials to improve conditions for the preservation of their public records.

The RMPB was created by the West Virginia Legislature in 2000 to develop uniform county records management programs. Its primary focus is to establish guidelines and provide technical assistance to address the needs of the records of county governments through a uniform records management system, and to further encourage adoption of these goals through the county records grant program.

The RMPB also funded a statewide survey of county government records and conditions in 2002-03, issued a county records manual in 2003 and sponsors records management workshops for county officials.

For more information about the RMPB annual grant program, contact Fredrick H. Armstrong, director of archives and history, by phone at (304) 558-0230, ext. 164, by e-mail at fharmstrong@wvculture.org, or by mail at Records Management and Preservation Board, WVDCH, The Cultural Center, 1900 Kanawha Boulevard, East, Charleston, WV 25305-0300. Information can also be accessed on the Division’s website at www.wvculture.org/history/rmpb/rmbp.html.

The West Virginia Division of Culture and History, an agency of the West Virginia Department of Education and the Arts, brings together the state’s past, present and future through programs and services in the areas of archives and history, the arts, historic preservation and museums. Visit the Division’s website at www.wvculture.org for more information about programs of the Division. The Division of Culture and History is an Equal Opportunity/Affirmative Action Employer.

RMPB Grant Recipients 2005-06

Counties that were second-time recipients (*), or received awards in excess of $10,000, provided a minimum of 10 percent cash match as well as in-kind contributions.

Barbour County Commission, $10,000 to inventory and assess records conditions and storage and to develop county records management plan with the assistance of a certified records consultant.

*Boone County Commission, $53,000 to continue part-time position to inventory and process records for proper storage and management, and to provide storage units and system for Prosecuting Attorney’s Office, and Foster Record Room shelving and environmental equipment.

Brooke County Commission, $7,230 for Sheriff’s Office to employ staff to inventory records, to remove those exceeding retention requirements, and to purchase supplies and storage units to relocate and improve records storage and access.

*Fayette County Commission, $7,500 for County Clerk to continue inventory of records, to remove those exceeding retention requirements, and to obtain or microfilm records for greater access and indirect preservation of originals.

*Hardy County Commission, $8,320 for Circuit Clerk to create microfilm backup of sixty-four court order books.

*Harrison County Commission, $30,000 to employ temporary staff to continue inventory of records, to remove those exceeding retention requirements, to purchase storage units and to relocate long- term and permanent records to improved and proper storage environment.

Marshall County Commission, $10,000 for Sheriff’s Office to purchase proper storage units for long-term and permanent records identified by staff in an inventory of the records and to remove all exceeding retention requirements.

*Mason County Commission, $32,500 for the County Clerk to develop and equip new storage area with roller shelving and plat cabinet and to purchase microfilm reader/printer for access to records in this format.

*Monongalia County Commission, $49,800 for County Clerk to inventory records in storage and remove those exceeding retention requirements, to have microfilm professionally assessed and replace damaged, and to purchase map cabinets; and for Sheriff’s Office staff to inventory records, to remove those exceeding retention requirements, and to arrange and file long-term and permanent records in new storage system.

*Nicholas County Commission, $25,000 for County Clerk to have record books microfilmed and made accessible on film and digital format for users, which will provide indirect preservation of the originals.

Preston County Commission, $10,000 to inventory and assess records conditions and storage and to develop county records management plan with the assistance of a certified records consultant.

Ritchie County Commission, $14,130 for the County Clerk to repair damaged permanent record books and have them rebound.

Tucker County Commission, $10,000 to inventory and assess records conditions and storage and to develop county records management plan with the assistance of a certified records consultant.

Tyler County Commission, $7,700 to employ staff to inventory Assessor’s and Prosecuting Attorney’s office records, to remove those exceeding retention requirements, and to purchase supplies and storage units to improve storage conditions.

*Upshur County Commission, $18,000 for County and Circuit clerks to have damaged permanent record books repaired and rebound.

*Wirt County Commission, $10,300 to purchase supplies, storage units and shelving for all offices to provide improved storage for long-term and permanent records identified in first grant project.

*Wood County Commission, $27,000 for the Assessor’s Office to employ staff to assess records, to remove those exceeding required retention, and to relocate long-term and permanent records to new storage units.