Technology Tools Grant

Technology Tools Grant Overview

This funding is to cover specific hardware and software, including training, up to $30,000.

If significant staff time is required to prepare the agency’s records, it is recommended that the agency first apply for an Organizing the File Room grant to cover this preparatory work and re-apply in the next grant cycle.

It is essential to research, coordinate, and gain buy-in for any new project. This is especially true for introducing new hardware and software into the workplace.

Lessons shared by previous grantees:

• It is very important to complete research and analysis well in advance of submitting a grant application.
• Ensure you have the support of leadership, stakeholders, and decision makers and adequate budget provisions to complete the plan.
• We successfully implemented new public records (PRA) management software. I attribute our success to allowing time for research and having policies and procedures already in place.

Review MSRC's PRA and Records Management Technology Guide (2019) as you research solutions. 

Hardware: Scanners

Purchasing a scanner is ideal if an agency is looking to improve its point-forward processes by scanning new incoming paper records. If your agency instead has a set of paper records or large items (such as maps, plans, etc.) please review the Digital Imaging grant as part of your planning process.

TIP: Verify vendor quotes include local and use taxes.

Software

Software including software as a service (SAAS) can include systems for tracking public records requests, redaction, capturing/managing digital records, and enterprise content management (ECM) systems.

Necessary vendor-provided consultation/training for software can be covered under a Technology Tools Grant.

Training or consultation about records management is not covered; these resources and services are provided at no cost to agencies by the Archives’ Records Management Consultants.

Agencies will need to fund ongoing costs such as subscription fees and/or license costs.

Software: Enterprise Content Management System (ECMS)

Most agencies will not be able to purchase and implement an Enterprise Content Management (ECM) system across the entire agency within the grant funding limit and deadline. It is acceptable to focus first on business areas ready for ECM and include in your Grant Project Timeline the plan for rolling out ECM and training staff.

Lessons shared by previous grantees:

• The ECM project took quite a bit longer than we originally thought, including developing a new index field structure that works for everyone in our office.
• Each employee will need time for decision-making.