FOR IMMEDIATE RELEASE
Date: August 22, 2025
The New York State Archives has awarded the Town of Newport $18,930.00 in funding from the Local Government Records Management Improvement Fund (LGRMIF), which provides grants to local governments to assist them in establishing records management programs or developing new program components. It is a competitive program, awarding grants based on the merits of applications.
“Having a modern and efficient records management program is an essential part of good, transparent government,” Town Supervisor Nathaniel Lowell said. “This grant will enable the Town to address longstanding challenges in accessibility to and organization of records and provide a strong planning foundation for long-term program improvements, at no additional expense to Town taxpayers.”
The grant will fund the purchase of records storage materials and the hiring of an outside records management consultant to complete the following objectives by June 2026, as overseen by the Office of the Town Clerk’s Records Management Officer:
- Complete an electronic inventory of all inactive and active records held by the Town and place inactive records in labeled records storage containers;
- Develop Office Retention Schedules for each Town Department included in the inventory;
- Conduct a Needs Assessment and prepare a written report of needs to identify 1) needs for storage of inactive records; 2) record series and quantity of records which are candidates for electronic document conversion; 3) needs related to active records; and 4) needs for archival records;
- Develop a written Records Management Plan for development of the shared Records Management Program, defining both short-term and long-term goals, and identifying needs for accomplishing each goal; and
- Develop a Records Management Policy and Procedure Manual that provides step by step instructions for the management of inactive records (from creation to disposition).
Residents who have questions about this grant award are encouraged to contact the Town Clerk’s Office at (315) 914-0491 or [email protected].