Fort Plain continues to seek alternative
means for funding
CSD receives a $35,613 grant to manage school records
Administrators were notified this week that
Fort Plain Central School District has been awarded a $35,613 NYS
Local Government Records Management grant. This grant will fund a
more efficient way access to semi-active school files and a better
way to handle requests for records.
Currently, the district’s storage space for
physical records, both in personnel offices and in the archive room,
is very limited. Only active (current year and one year prior)
records can be stored in personnel offices. Semi-active records are
located in a separate building, which makes retrieval time-consuming
and inefficient. Inefficiencies also occur when records have to be
retrieved because boxes are stacked five-high on top of each other
in shelving units. Each time a records request is received, a
district staff member can spend up to an hour moving and sorting
through boxes to retrieve the requested document.
The district has successfully completed
digitizing its inactive permanent records series, including former
personnel, payroll records, graduates, tax rolls and Board of
Education (BOE) minutes. These are housed on a secure server and can
be easily accessed by personnel. However, Under this Local
Government Records Management Improvement Fund Grant, Fort Plain
proposes purchasing four lateral filing systems and one vault to
store semi-active files—a process that will be less expensive than
fully digitizing the files at this time, and will also prepare those
files for future digitization. Two part-time records clerks also
will be hired to organize semi-active records that have accumulated
over the last several years, and organize new files. The district
will provide the necessary training to staff in order to integrate
best practices and meet state archives guidelines and regulations.
In the end, district staff will work more efficiently than ever
before, records will be readied for digitizing and constituents will
be better served.
This most recent grant brings the total to
more than $530,000 in funding awarded to Fort Plain CSD for the
2014-15 school year, so far. “During these difficult economic times,
in small districts' such as Fort Plain, we cannot rely on our
taxpayers and State Aide to provide the type of programs our
students will need to become successful in this rapidly changing
world economy,” said Douglas Burton, District Superintendent.
Therefore, it becomes our responsibility as school administrators,
teachers and school employees to seek and secure any additional
funding, which our district may qualify to receive.”
Fort Plain’s Board of Education has assisted
in this effort to acquire grants and donations, by participating in
a shared grant writer service available through the Capital Region
BOCES. The grant writer is able to work with staff to apply for
competitive grants and seek out donation possibilities by providing
expertise and time to write these applications while Fort Plain
staff can continue the jobs they need to perform.
“It has been a very productive partnership,
which is beneficial to the children of our community,” said Mr.
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