Local Records Grant Program Administration

PURPOSE: This rule outlines the process of administering the grants-in-aid program for local records preservation through the Office of the Secretary of State. (1) The local records grant program provides financial assistance to local government officials to support records management and preservation efforts, particularly for records of permanent retention. (A) Eligible applicants include all local government entities supported by a tax levy. (B) Ineligible applicants include: 1. Individuals; 2. State agencies (local public records housed by state agencies may be included in a grant application that is submitted and administered by the local official who has statutory authority over the records); 3. Private organizations (local public records housed by private organizations may be included in a grant application that is submitted and administered by the local official who has statutory authority over the records); 4. Federal agencies. (C) Procedures and Evaluation of Applications. 1. The Missouri Historical Records Advisory Board (MHRAB) recommends grant— A. Activities, requirements, and objectives; B. Cost-sharing contributions, budget structure, payment benchmarks, and accounting guidelines; and C. Calendars. 2. The MHRAB reviews and evaluates grant applications and recommends funding levels for award to the secretary of state. 3. The process to be followed in writing and submitting a grant proposal are found in the Missouri Local Records Preservation Grant Program Guidebook and Application. All applicable guidelines, procedures, and standards relating to the local records preservation grants-in-aid program are detailed in Missouri Local Records Preservation Grant Program Guidebook and Application and the Guidelines for Microfilming Public Records. A. Any interested person may obtain the most current version of Local Records Preservation Grant Program Guidebook and Application from the secretary of state website: www.sos.mo.gov/archives/localrecs/grants/. B. The most current version of Guidelines for Microfilming Public Records are available from the secretary of state website: www.sos.mo.gov/archives/pubs/mfmg/. 4. The current Guidebook and Application and the Guidelines for Microfilming Public Records may be accessed on the secretary of state website: www.sos.mo.gov/archives/localrecs/grants. AUTHORITY: section 59.319, RSMo 2016, and section 109.221, RSMo Supp. 2019.* Emergency rule filed June 19, 1991, effective June 29, 1991, expired Oct. 28, 1991. Original rule filed June 19, 1991, effective Oct. 31, 1991. Amended: Filed Nov. 6, 1991, effective May 14, 1992. Rescinded and readopted: Filed July 27, 1999, effective Feb. 29, 2000. Rescinded and readopted: Filed Jan. 18, 2002, effective July 30, 2002. Amended: Filed Jan. 24, 2003, effective July 30, 2003. Amended: Filed July 25, 2014, effective Jan. 30, 2015. Amended: Filed July 1, 2019, effective Dec. 30, 2019. *Original authority: 59.319, RSMo 1969, amended 1989, 1994, 2012 and 109.221, RSMo 1989, amended 1990, 1993, 1995, 1998, 2018.