Kentucky Administrative Regulations › Title 725 - EDUCATION, ARTS, AND HUMANITIES CABINET - DEPARTMENT OF LIBRARIES AND ARCHIVES › Chapter 1 - Archives › Section 725 KAR 1:050 - Records management program

Current through Register Vol. 51, No. 1, July 1, 2024
RELATES TO: KRS Chapter 171
NECESSITY, FUNCTION, AND CONFORMITY: KRS 171.450(2) requires
				that the department shall enforce the provisions of KRS 171.410 through 171.740
				by promulgation of administrative regulations. KRS 171.520 requires the
				department to establish the policies and principles to be followed by state and
				local agencies in the conduct of their records management programs, to ensure
				the maintenance and security of records deemed appropriate for preservation, to
				facilitate the segregation and disposal of records of temporary value and to
				promote the effective and economical use of space, equipment, and supplies
				needed for the purpose of creating, maintaining, and servicing records. KRS 171.520 authorizes the department to administer and grant any money
				appropriated to it for providing and improving records management programs of
				state and local agencies. This administrative regulation establishes uniform
				policies for the administration of grants to local governments for the
				improvement of records management programs.
Section
			 1. Eligibility of Applicants. Any local government office
			 interested in improving the management and preservation of its public records
			 may apply for a grant under the local records program by completing the Local
			 Records Program Grant Application. For the purposes of this program, a local
			 government office shall constitute a "public agency" as defined by KRS 61.870(1).
Section 2. Application
			 Procedures. All applications shall be submitted on the Local Records Program
			 Grant Application and include a detailed project description, plan of work, and
			 budget request. Supporting documentation, such as the Invitation for Bid
			 Proposal are established in the Local Records Program Grant Guidelines. Entries
			 on the application form and any required supporting documents shall be typed
			 and completed as fully as possible, with additional sheets attached if
			 necessary. In signing the application and in accepting a grant award,
			 applicants agree, in carrying out their projects, to abide by the criteria
			 established in this administrative regulation.
Section 3. Categories for Funding. Any
			 project to improve the management and preservation of local public records
			 shall be considered. Categories for funding include, for example:
(1) Security microfilming vital (critical for
			 the functioning of the office) or historically significant records following
			 the standards and procedures in Microfilming and Digital Imaging of Public
			 Records: A Procedural Guide. Security microfilming carried out with local
			 records grant funds must be done through a micrographics laboratory or vendor
			 certified according to the criteria established in the Microfilming and Digital
			 Imaging of Public Records: A Procedural Guide and officially recognized by the
			 State Libraries, Archives, and Records Commission. A list of the names of
			 currently certified laboratories or vendors may be obtained from the
			 department's web site (
https://kdla.ky.gov/records/recmgmtservices/Pages/LocalRecordsProgramGrants.aspx
);
(2) Rerecording projects, for rerecording
			 damaged records or records now losing their image, using archivally acceptable
			 methods of recording on paper or microfilm;
(3) Document preservation projects, to carry
			 out preservation or conservation measures on endangered records of major
			 historical significance;
(4)
			 Purchasing document conservation supplies;
(5) Establishing a local government records
			 management program or archives. This may include hiring or partially
			 subsidizing the salary of a qualified archivist who will work with department
			 personnel in initiating a specific, time-limited project. Requests for salary
			 support shall be evaluated based on this administrative regulation. These funds
			 are not designed for ongoing support, and they shall not be used to replace
			 salary funds already being expended by the local government. They may be used
			 as short-term salary supplements;
(6) Arranging and describing archival
			 holdings, according to generally accepted professional standards of records
			 management and archival theory and practice;
(7) Purchasing supplies and equipment that
			 promote preservation of or access to archival materials, including acid-free
			 boxes and folders, shelving, and cabinets; and
(8) Codification of ordinances for cities and
			 counties, according to procedures in Policy Memorandum on Approved Codification
			 Services Vendors and Codification Grant Applicants/Recipients. Funds shall be
			 available for production of initial codes but not for code
			 supplements.