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| PARIS
GRANTS PROGRAM FREQUENTLY
ASKED QUESTIONS |
General
County Specific
Municipal Specific
Consultants and Vendors
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| GENERAL
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Can
DARM recommend associations to join?
Does DARM provide microfilming services?
Does DARM provide document imaging services?
Does DARM provide storage for microfilm?
If
PARIS grant money is awarded for a preservation and conservation
process, but the job can’t be finished on time due to scheduling
problems with the vendor, is there flexibility to the deadline?
Do
vendors used for records managment projects need to be on state
contract?
What
is the PARIS Grants review process?
Does
DARM provide, for a charge, a service to visit an agency and conduct
a records inventory?
What
should an RFP for an image processing system consider?
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Can DARM recommend associations to join?
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Does DARM provide microfilming services?
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Yes,
DARM does have a Micrographics Unit that provides small and
large format microfilming services.More information may be
found on our Micrographics webpage.
Does DARM provide document imaging services?
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Yes,
DARM does have a Specialized Document Imaging Unit that provides
small and large format scanning, conversion of microfilm to
digital images, and conversion of digital images to microfilm
services. More information may be found on our Specialized
Document Imaging webpage.
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Does DARM provide storage for microfilm?
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Yes,
however DARM only
stores the silver halide master negatives of microfilm it has
created by either its Micrographics Unit or its Specialized
Document Imaging Unit. It is stored onsite at the State Records
Storage Center in specially designed vaults. More information
may be found on our Micrographics
and a Specialized Document Imaging
webpages.
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If PARIS grant money is awarded for a preservation and conservation
process, but the job can’t be finished on time due to scheduling
problems with the vendor, is there flexibility to the deadline?
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Yes,
however, extensions must be justified and documented to be situations
that were beyond the agency's control (e.g. the vendor is over-extended
and your project was just pushed back). Formal extension procedures
will be adopted during FY06.
Do
vendors used for records managment projects need to be on state
contract?
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What is the PARIS Grants review process?
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DARM
staff will review draft proposals submitted by February 4, 2005
for technical and substantive completeness and remit their recommendations
to each agency by February 14, 2005.
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The
agencies will then have until March 4, 2005 to rectify any deficiencies
in their application. DARM staff will conduct a final technical
review and then turn the applications over to teams of professional
grant reviewers that DARM has contracted with.
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The
professional reviewers will score applications and make recommendations
regarding funding to the State Records Committee. The State
Records Committee will allocate grant money based on these recommendations
at the May 19, 2005 State Records Committee meeting.
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NOTE:
The consultants retained by DARM (NEDCC, CIAT and CCAHA) for
the training sessions and surveys WILL NOT BE INVOLVED IN THE
REVIEW PROCESS of the applications.
Does DARM provide, for a charge,perform an on-site records inventory?
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Although
DARM has provided site visits and general recommendations in
the past, staff cannot provide this type of detailed service.
Detailed inventorying of an agency's records is eligible for
funding as a PARIS project as part of Records
Survey and Program Planning.
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What
should an RFP for an image processing system consider?
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DARM has a document, RFP/RFI/RFB
considerations for a Public Records Image Processing
System
available on its Forms Page.
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| COUNTY
SPECIFIC
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Is
the Surrogate’s Office eligible for PARIS funding?
Are
court records eligible for funding?
Does
DARM have any suggestions for vendors who deal with conserving historical
architectural/engineering drawings?
Are
records storage projects eligible for PARIS Grants funding?
Are
county records still eligible for legal transfer to the New Jersey
State Archives in Trenton?
Clarification
for Historical Records Section of the PARIS Grant Guidelines?
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Is the Surrogate’s Office eligible for PARIS funding?
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Are
court records eligible for funding?
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New
Jersey’s Judiciary, in regards to records management,
gained autonomy from DARM for its records retention and disposition.
Although it is understood that many counties maintain court
records, they are technically state records and their maintenance
is not covered under the PARIS Grants Program. For the PARIS
Grants Program, however, pre-1948 court records, which were
typically required to be filed with the individual county clerk’s,
are eligible. This includes all county naturalization records.
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Does DARM have any suggestions for vendors who deal
with conserving historical architectural/engineering drawings?
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Are
records storage projects eligible for PARIS Grants funding?
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DARM understands that records storage is a real problem in every
county. Finding suitable records storage facilities, even if
temporary, is a fundable project. It is expected that most counties
will be applying for such projects. The long-term goal of the
PARIS Grants Program is to develop/fund regional archives and
records storage centers to meet each county’s records
storage needs.
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Are county records still eligible for legal transfer
to the New Jersey State Archives in Trenton?
- Yes, the
New Jersey State Archives (NJSA), which a unit of the Division
of Archives and Records Management, has a long-standing collecting
policy relative to county records. Included are such series
as all pre-1948 court records (which includes naturalization
records), pre-1940 maps, slave records and county marriage records.
Counties are still very much encouraged to send these records
to the New Jersey State Archives. Click
Here to view the NJSA Collecting Policy...
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Clarification
for Historical Records Section of the PARIS Grant Guidelines?
This
serves as an administrative clarification and supplement to the
Historical Records section of the PARIS grant program guidelines,
beginning at page 36. With regard to all historical records projects,
proposals may be more competitive if they include plans for:
1. protecting
archival records by placing originals and copies in dual locations,
via transfer of certain original records (after imaging) to
DARM and/or storage of electronic data or microfilm master negatives
in a climate-controlled offsite location, and
2. broader
dissemination of historical information by providing copies
of electronic or microfilmed images, guides, indexes, reports
and/or databases to research institutions including the New
Jersey State Archives (within DARM), historical societies, public
libraries and/or local archives.
Specifically,
as applied to the subsections under Historical Records, this
means:
Activities
Eligible for Support:
c)
Improving Access to Historical Records. The New Jersey
State Archives, within DARM, welcomes copies of guides and indexes
in paper and electronic form that provide access to local records.
Applicants may also consider making such resources available
through local research institutions such as public libraries,
local archives, and historical societies. In the interest of
providing greater access to public information, DARM strongly
encourages applicants to include plans for maximizing dissemination
of historical and genealogical research tools in this fashion.
d)
Records Conversion for Preservation Purposes.
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Mitigation
of records to new microfilm and Microfilming, duplicating,
and indexing. As stated above, in the interest of protecting
archival records and improving public access to them, DARM
welcomes reference copies of microfilm, images, and indexes
of historical records for public use at the State Archives.
This generally includes all records of genealogical or historical
research value more than eighty years old and all pre-1948
naturalizations. This excludes post-1860 land records. Applicants
should consult with DARM representatives for more information
about the State Archives’ accessioning and reference
guidelines and priorities. A list of record series eligible
for transfer to DARM is available online at:
http://www.njarchives.org/links/countylocal.html
In
addition to the record series listed in the “County and
Local Records Accessioning Guidelines,” historical records
(including Surrogates’ records) which have not previously
been microfilmed are also a high priority. For information about
county and local records already transferred to the State Archives
and/or available at the State Archives on microfilm, consult
the individual pages listing local records holdings at:
http://www.njarchives.org/links/webcat/county.html
and http://www.njarchives.org/links/webcat/municipal.html
Storage
of microfilm master negatives at the State Records Storage
Center, operated by DARM, is also an available option.
NOTE:
All proposed transfers of historical records, copies of guides
and indexes, reference microfilm, copies of electronic images
and databases to the New Jersey State Archives, and/or the
storage of microfilm master negatives at the State Records
Storage Center, are subject to approval by DARM.
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Purchase
of microfilm and imaging equipment. This includes purchase
of microfilm reading equipment to enable direct public use
of historical records. This may be on site or at a local research
institution where, by a formal and officially adopted resolution
and agreement for which DARM is a approving authority, research
access to and maintenance of local public records in original
or imaged form is provided by a local public library, archive
or historical organization.
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| MUNICIPAL
SPECIFIC |
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What projects can municipalities apply for in this
first year?
Who is the municipal Project Manager and does he
or she need to be designated by a resolution of the governing body?
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What projects can municipalities apply for in this first
year?
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Municipalities
may only apply for Needs Assessment and Strategic Planning funding
during their first year. This falls into the Inventory
and Planning PARIS Grant Category and the Records Survey
and Planning Sub-category. Securing a Needs Assessment and Strategic
Plan document will enable municipalities to prioritize future
PARIS Grant funding requests for other archives and records
management projects.
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Who is the municipal Project Manager and does he or
she need to be designated by a resolution of the governing body?
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The
municipal Project Manager is the Municipal Clerk by regulation
(N.J.A.C. 15:3-7.2). He or
she does not need to be officially designated by governing body
resolution. The Project Manager acts as signatory to all PARIS
related documents. Proposed regulatory revisions will allow
the Clerk to designate a project manager.
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| CONSULTANTS
AND
VENDORS
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Can
DARM recommend vendors and/or consultants?
Does
the New Jersey Division of Archives and Records Management (DARM)
endorse vendors or maintain a preferred vendors list?
How are vendor lists compiled?
In
what subject areas does DARM have vendor lists?
Should
vendors allow a government or agency to visit their facilities before
submitting a grant quote?
Why
do local governments ask vendors for references?
How
can I be added to a vendor list or have information about my company
updated?
How
does DARM use vendor lists?
For additional
information visit our PARIS Listing
of Consultants & Vendors Page...
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Can DARM recommend vendors and/or consultants?
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No, as a government agency DARM may not make vendor or consultant
recommendations. DARM, however, has added a listing of vendors
and consultants to their website that have either been used
by government offices in the past, or have requested to be included
therein. This list is not meant to endorse, recommend, or require
use of any particular consultant on this inventory
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Does the New Jersey Division of Archives and Records Management
(DARM) endorse vendors or maintain a preferred vendors list?
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How are vendor lists compiled?
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DARM
assumes no responsibility for the professionalism of any vendors
listed. Vendors on the lists may have performed records management
work for local governments in Jersey or have requested to be
added to this list themselves. The vendor lists do not endorse,
recommend, or require use of any particular vendor.
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In what subject areas does DARM have vendor lists?
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Should vendors allow a government or agency to visit their facilities
before submitting a grant quote?
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DARM
encourages open communication between governments and vendors.
Governments and agencies should request and vendors should allow
facility visits. While DARM cannot force a vendor to allow a
visit, these visits promote effective communication and further
understanding of the contractual relationship. Such meetings
allow each party to understand the condition of materials, the
size and complexity of projects, and to discuss product expectations.
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Why do local governments ask vendors for references?
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How can I be added to a vendor list or have information about my
company updated?
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Vendors
interested in being added to or updating information on a vendor
list can contact the staff of the PARIS Grants Program within
DARM at 609.530.3215 or via e-mail at paris.grants@sos.state.nj.us.
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How does DARM use vendor lists?
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DARM compiles vendor lists to help government agencies, local
governments, and other entities find companies and individuals
providing the specific services. The lists provide information
on organizations, how to contact them, as well as a brief summary
of services offered, when that information is available. While
DARM staff make every effort to ensure accuracy and completeness,
DARM encourages local governments and others to contact vendors
directly for verification of any information provided.
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| Contact
Information: |
| Jennifer
Petrino, Administrator, PARIS Grants Program |
2300
Stuyvesant Avenue
P.O. Box 307
Trenton, NJ 08625-0307 |
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