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Coronavirus Municipal Records Digitization (DGZ) Grant | FAQS

The Department of Taxes is not currently accepting new applications for the Coronavirus Municipal Records Digitization Grant Program. The Department expects to be able to fully fund most or all of the applications that are approved. Approved applicants will be notified by September 15, 2020, and will receive instructions on how to submit documentation for reimbursement at that time. See instructions for approved grant applicants.

The Coronavirus Municipal Records Digitization (DGZ) Grant is funded by the Coronavirus Relief Fund (CRF). Please read the FAQs below for answers to common questions about the grant.

Can the funds cover annual contract fees if required to be paid for up front? Is this an allowable expense or would it need to be prorated?

For new contracts

The Treasury does not allow prepayments on contracts unless prepayments are necessary to maintain ordinary course policies and procedures.(1)

For contract expenses covered on a reimbursement basis, the Treasury only allows CRF payments for services and/or goods delivered during the CRF covered period, with substantial COVID-19--related benefit accrued during the CRF covered period (March 1, 2020, to December 30, 2020).(2)

(1)U.S. Department of Treasury, Coronavirus Relief Fund Frequently Asked Questions (FAQ #31), Updated as of August 10, 2020 (p.6)

(2)U.S. Department of Treasury, Coronavirus Relief Fund Guidance for State, Territorial, Local, and Tribal Governments, Updated June 30, 2020 (p.2-3)

What if we purchase a scanner to digitize but aren't at a place where we are able to have available via an online portal. Are we able to request funding?

Yes, you can still request funding and receive funding for the scanner purchase through the Coronavirus Municipal Records Digitization Grant.

Switching from NEMRC (New England Municipal Resource Center) to a company which can offer remote land records access is possible, but there is some concern about being able to backfile within the deadline. Would a contract noting future backfiling dates be adequate?

This will depend on the nature of the contract. Please send your plan to to discuss this in more detail.

We have used NEMRC to scan our land records. However, they do not offer an online portal. If we were to enter a five-year contract for web hosting, would the total cost of that contract be covered by the digitization grant?

The entire five-year contract will not be eligible to be covered by the digitization grant. If the work is getting done by December 30, 2020, then the costs incurred between March 1 to December 30 would be eligible. However, you cannot pay the total cost up front.

We had contracted to move our digitized records effort back 12 years in time (from 2000 to 1988) back in January. The work, however, is still ongoing (half went online at the end of July; the rest is expected early in October). Invoices have not yet been received/paid. Can we claim this cost?

If this work is included in your most recently voted budget, this would not be an eligible cost. However, if you ramped up work, redirected staff or contracting to speeding this up due to COVID-19 related reasons, this marginal cost may be claimed.