Compendium of Budget Information for the 2013 General Session

Infrastructure & General Government
Appropriations Subcommittee
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Agency: Administrative Services

Line Item: State Archives

Function

The Utah State Archives is the repository for official records of the state and its political subdivisions. The division serves state government and the public by managing records created by the legislative, judicial, executive branches, and local governments. Records created by government agencies are divided into record series, or documents of like purpose, that reflect the various functions of the agency.

The Division of Archives is the official custodian of all non-current public records of permanent value that are not required by law to remain in the custody of the agency of origin. The State Archives building contains the administrative offices, archival records, and research room. The State Records Center warehouses governmental records for all state and local agencies.

Statutory Authority

UCA 63A-12-101 defines the duties of the Division of Archives and Records Service:

  • Administer the state's archives and records management programs, including storage of records, central microphotography programs, and quality control
  • Apply fair, efficient, and economical management methods.
  • Establish standards, procedures, and techniques for best management and care of records
  • Provide staff and support services to the State Records Committee
  • Conduct surveys of office operations and recommend improvements in current records management practices
  • Establish schedules for storing and disposing of records
  • Establish, maintain, and operate centralized microphotography lab facilities and quality control for the state
  • Develop training programs to assist records officers and other interested officers of governmental entities in administering GRAMA
  • Follow directions from the executive director of the department
  • Administer and maintain the Utah Public Notice Website
  • Provide access to public records deposited in the archives.

UCA 63A-12-102 charges the state archivist with custody of the enrolled copy of the Utah constitution and the acts and resolutions passed by the Legislature including: bills, resolutions, memorials, petitions, and claims.

UCA 63A-12-106 requires State Archives to furnish certified copies of a record in its exclusive custody that is classified "public."

UCA 63F-1-702 requires State Archives to administer and provide training to the Utah Public Notice Website.

UCA 63G-2-604 requires State Archives to maintain model retention schedules that govern retention and destruction.

UCA 63G-2-702 requires State Archives to assist with, upon request, a records management program in the judicial branch.

UCA 63G-2-703 requires State Archives to assist with, upon request, a records management program in the Legislature.

UCA 63A-12-110 further defines the responsibilities of the Division of Archives and Records Service:

  • Develop and provide an online training course to records officers of all governmental entities and political subdivisions for annual certification regarding the provisions of GRAMA and other records management matters
  • Post online a list of records officers and their contact information of each governmental entity and political subdivision with the date of certification completion or expiration.

    UCA 63A-12-111 requires State Archives to appoint a records ombudsman to assist and, upon request, mediate records access issues for those who request and fulfill records requests.

    Intent Language

    Under Section 63J-1-603 of the Utah Code the Legislature intends that appropriations provided for State Archives in Item 16 of Chapter 3 Laws of Utah 2011 not lapse at the close of Fiscal Year 2012. The use of any nonlapsing funds is limited to the following: regional repository program support, public meeting notice website expenses, electronic archives preservation and storage - $30,000.

    Funding Detail

    "Beginning Nonlapsing - Retirement" funds appropriated to the Records Analysis program come from a re-allocation of a beginning balance in a Finance Mandated retirement program that the Legislature eliminated in FY 2008.

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $2,314,700 $2,132,900 $2,150,400 $2,014,800 $2,105,500
    General Fund, One-time $49,900 $46,700 $0 $100,000 $30,000
    Federal Funds $55,500 $83,100 $48,700 $99,000 $100,000
    Dedicated Credits Revenue $39,100 $23,300 $36,300 $146,300 $51,000
    Beginning Nonlapsing $112,500 $21,500 $20,000 $3,900 $0
    Closing Nonlapsing ($21,500) ($20,000) ($3,900) ($1,600) $0
    Total
    $2,550,200
    $2,287,500
    $2,251,500
    $2,362,400
    $2,286,500
    Programs:
    (click linked program name to drill-down)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Archives Administration $833,900 $815,500 $856,400 $899,300 $963,300
    Records Analysis $239,300 $238,900 $245,000 $218,900 $228,200
    Preservation Services $334,100 $293,300 $236,400 $343,900 $255,800
    Patron Services $601,600 $487,200 $464,600 $484,100 $508,500
    Records Services $541,300 $452,600 $449,100 $416,200 $330,700
    Total
    $2,550,200
    $2,287,500
    $2,251,500
    $2,362,400
    $2,286,500
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $1,690,000 $1,434,000 $1,473,100 $1,446,900 $1,517,100
    In-state Travel $7,900 $6,600 $4,300 $9,800 $6,000
    Out-of-state Travel $6,600 $6,400 $3,300 $11,200 $6,500
    Current Expense $604,400 $541,100 $516,800 $441,100 $428,700
    DP Current Expense $206,800 $250,200 $254,000 $194,200 $328,200
    DP Capital Outlay $0 $0 $0 $86,800 $0
    Capital Outlay $0 $0 $0 $153,000 $0
    Other Charges/Pass Thru $34,500 $49,200 $0 $19,400 $0
    Total
    $2,550,200
    $2,287,500
    $2,251,500
    $2,362,400
    $2,286,500
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 26.0 24.0 24.1 24.0 24.1
    Actual FTE 28.6 23.5 23.6 23.7 0.0






    Subcommittee Table of Contents

    Program: Archives Administration

    Function

    This program provides management, strategic planning, organizational development and public relations for the division. It develops the state's archives and records management system and establishes standards for records creation, care, storage, disposition, preservation, and access to those records. The program is responsible for budget and accounting procedures. The director of Archives is the governor's representative on the State Records Committee. The program oversees the records ombudsman services and also administers the Utah Public Notice Website.

    Funding Detail

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $784,000 $724,700 $856,400 $836,900 $933,300
    General Fund, One-time $49,900 $90,800 $0 $0 $30,000
    Closing Nonlapsing $0 $0 $0 $62,400 $0
    Total
    $833,900
    $815,500
    $856,400
    $899,300
    $963,300
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $388,400 $348,600 $393,200 $397,000 $405,400
    In-state Travel $3,900 $3,500 $2,800 $9,100 $3,500
    Out-of-state Travel $4,300 $3,500 $600 $6,600 $3,500
    Current Expense $230,500 $209,700 $205,800 $137,600 $222,700
    DP Current Expense $206,800 $250,200 $254,000 $194,200 $328,200
    DP Capital Outlay $0 $0 $0 $86,800 $0
    Capital Outlay $0 $0 $0 $68,000 $0
    Total
    $833,900
    $815,500
    $856,400
    $899,300
    $963,300
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 3.0 2.5 4.8 2.5 4.8
    Actual FTE 5.2 4.4 5.8 4.8 0.0






    Subcommittee Table of Contents

    Program: Records Analysis

    Function

    The Records Analysis section provides consulting services to state and local agencies in the management of their records. This responsibility includes retention scheduling, open records requests and GRAMA classification, records and information management trainings, and staff support of the State Records Committee. It assists in the appraisal of state and local government records to determine their value to current government operations and future research needs.

    Performance

    Records Officers and others in state and local governmental entities need assistance and training in their statutory responsibilities and in the most efficient means to accomplish their duties. The Records Analysis program is mandated to promote efficient records management of government records in all government agencies. This program tracks the number of Records Officers and others trained through field services and training workshops. Performance was impacted by the reallocation of resources to fulfill the services of the new records ombudsman.

    Government Officers Provided with Training and Assistance

    Funding Detail

    "Beginning Nonlapsing - Retirement" funds appropriated to this program come from the re-allocation of a beginning balance in a Finance Mandated retirement program that the Legislature eliminated in FY 2008.

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $239,300 $176,400 $245,000 $234,400 $228,200
    General Fund, One-time $0 $62,500 $0 $0 $0
    Closing Nonlapsing $0 $0 $0 ($15,500) $0
    Total
    $239,300
    $238,900
    $245,000
    $218,900
    $228,200
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $239,300 $238,900 $245,000 $218,900 $228,200
    Total
    $239,300
    $238,900
    $245,000
    $218,900
    $228,200
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 5.0 4.0 4.0 4.0 4.0
    Actual FTE 4.2 3.7 3.7 4.0 0.0






    Subcommittee Table of Contents

    Program: Preservation Services

    Function

    This program operates a centralized microphotography and reformatting center that reformats records as needed for long-term preservation. It provides reformatting and consulting services to state and local agencies as well as quality assurance. It establishes and maintains standards of quality control for governmental entities that reformat their own records, and enables customers to access reformatted records.

    Performance

    The workload in this program is reformatting and microfilming records using established standards and best practices. The program tracks frames and images reformatted for government customers and for the preservation and access of historical records and consults with governmental entities.

    Funding Detail

    Dedicated credits come from items sold by State Archives, which primarily include microfilming and the reformatting and duplication of microfilmed records. Costs charged represent the actual costs of State Archives in providing these services.

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $295,000 $268,000 $200,100 $219,300 $204,800
    General Fund, One-time $0 $2,000 $0 $0 $0
    Dedicated Credits Revenue $39,100 $23,300 $36,300 $111,800 $51,000
    Closing Nonlapsing $0 $0 $0 $12,800 $0
    Total
    $334,100
    $293,300
    $236,400
    $343,900
    $255,800
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $305,200 $255,800 $215,700 $229,000 $217,700
    In-state Travel $0 $0 $0 $100 $0
    Current Expense $28,900 $37,500 $20,700 $29,800 $38,100
    Capital Outlay $0 $0 $0 $85,000 $0
    Total
    $334,100
    $293,300
    $236,400
    $343,900
    $255,800
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 6.0 4.5 4.0 4.5 4.0
    Actual FTE 6.2 5.0 4.0 4.8 0.0






    Subcommittee Table of Contents

    Program: Patron Services

    Function

    This program is responsible for providing access to all historical public records in division custody. Staff create inventories, guides, finding aids, and indexes to describe materials and make them more accessible to researchers. The program also manages the permanent collection in the Archives' repository, Digital Archives, and Electronic Archives. Both the general public and state and local agencies access these permanent records.

    This program provides access to records through the Digital Archives by reformatting paper and microfilmed records for online presentation. These online resources provide access worldwide at any time of day. Records are also digitized for patrons on demand, and may be incorporated into the Digital Archives. The program maintains electronic-born, permanent records in an Electronic Archives, preserving the record copy intact as an authentic, trustworthy record.

    Performance

    The division holds historical records in the public trust and the Patron Services program assists patrons in their research efforts. This program strives to meet patron requests for services the same day for walk-ins and within a week for correspondence and telephone requests.

    Visits to the Research Center are directly impacted by the national trend of patrons doing research online. As more patrons visit the online Digital Archives, the number of patron requests at the Research Center declines.

    Research Center Requests Compared with Online Digital Archives Visits

    Funding Detail

    Dedicated Credits in this program come from the sale of copies of archived records such as divorce decrees and military discharge records.

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $455,100 $507,100 $399,800 $383,100 $408,500
    General Fund, One-time $0 ($104,500) $0 $0 $0
    Federal Funds $55,500 $83,100 $48,700 $99,000 $100,000
    Dedicated Credits Revenue $0 $0 $0 $34,500 $0
    Beginning Nonlapsing $112,500 $21,500 $20,000 $3,900 $0
    Closing Nonlapsing ($21,500) ($20,000) ($3,900) ($36,400) $0
    Total
    $601,600
    $487,200
    $464,600
    $484,100
    $508,500
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $540,000 $426,100 $452,200 $443,300 $497,000
    In-state Travel $4,000 $3,100 $1,500 $3,300 $2,500
    Out-of-state Travel $2,300 $2,900 $2,700 $4,600 $3,000
    Current Expense $20,800 $5,900 $8,200 $13,500 $6,000
    Other Charges/Pass Thru $34,500 $49,200 $0 $19,400 $0
    Total
    $601,600
    $487,200
    $464,600
    $484,100
    $508,500
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 7.0 7.0 8.3 7.0 8.3
    Actual FTE 8.8 7.3 7.1 7.4 0.0






    Subcommittee Table of Contents

    Program: Records Services

    Function

    The Records Services program stores and retrieves inactive records at the State Records Center for governmental entities. Records of temporary value are destroyed after they have met their approved retention period. The Records Center provides customer services in the access, storage, retrieval of inactive state and local records, and destruction of obsolete records upon completion of their legal retention period.

    Funding Detail

    Sources of Finance
    (click linked fund name for more info)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    General Fund $541,300 $456,700 $449,100 $341,100 $330,700
    General Fund, One-time $0 ($4,100) $0 $100,000 $0
    Closing Nonlapsing $0 $0 $0 ($24,900) $0
    Total
    $541,300
    $452,600
    $449,100
    $416,200
    $330,700
    Categories of Expenditure
    (mouse-over category name for definition)
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Personnel Services $217,100 $164,600 $167,000 $158,700 $168,800
    In-state Travel $0 $0 $0 ($2,700) $0
    Current Expense $324,200 $288,000 $282,100 $260,200 $161,900
    Total
    $541,300
    $452,600
    $449,100
    $416,200
    $330,700
    Other Indicators
    2009
    Actual
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Approp
    Budgeted FTE 5.0 6.0 3.0 6.0 3.0
    Actual FTE 4.2 3.0 3.0 2.9 0.0






    Subcommittee Table of Contents
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    COBI contains unaudited data as presented to the Legislature by state agencies at the time of publication. For audited financial data see the State of Utah's Comprehensive Annual Financial Reports.