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, and executive branches. 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. The 2007 Legislature approved House Bill 222, Open and Public Meetings - Electronic Notice, which created the Utah Public Notice Website and required the division to maintain and operate the program. The website will contain notices of public meetings for the state and its political subdivisions. Statutory Authority UCA 63-2-901 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 of records
- 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
- Follow directions from the executive director of the department
- Provide access to public records deposited in the archives
UCA 63-2-906 requires State Archives to furnish certified copies of a record in its exclusive custody that is classified 'public.' UCA 63-2-909 requires any record to be presumed 'public' 75 years after its creation, except a record that contains information about an individual 21 years old or younger must wait 100 years. Intent Language Under terms of UCA 63-38-8.1(3), the Legislature intends not to lapse up to $20,000 provided by Item 38, Chapter 1, or Item 36, Chapter 371, Laws of Utah 2007. Expenditure of these funds is limited to: Digitizing and microfilming significant historical documents generated by former Utah legislators and governors for preservation and access. Under terms of UCA 63-38-8.1(3), the Legislature intends not to lapse up to $133,000 provided by Item 36, Chapter 371, Laws of Utah 2007 for regional repository projects and support grants. Expenditure of these funds is limited primarily to governmental entities to fund projects and regional repository support, but may also be used for non-governmental entities. The Legislature intends that no more than 25% of the total grants awarded for any given year be used for non-governmental entities. It is the intent of the Legislature that second class counties, cities, and special service districts may apply to the Division of State Archives to post public and legal notices to a statewide public notice website developed for the purpose of greater accessibility by the public. Funding Detail | Sources of Finance | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $2,011,400 | $2,092,500 | $2,242,500 | $2,438,700 | $2,510,700 | | General Fund, One-time | $14,000 | $108,700 | ($3,900) | $300,000 | $26,200 | | Federal Funds | $0 | $4,500 | $0 | $83,100 | $64,000 | | Dedicated Credits Revenue | $31,200 | $44,500 | $49,100 | $128,500 | $46,400 | | Risk Management ISF | $0 | $10,900 | $0 | $0 | $0 | | Beginning Nonlapsing | $23,800 | $44,700 | $29,900 | $19,300 | $153,000 | | Beginning Nonlapsing - Retirement | $0 | $0 | $0 | $101,500 | $0 | | Closing Nonlapsing | ($44,700) | ($29,900) | ($19,300) | ($112,500) | ($66,500) | | Total | $2,035,700 | $2,275,900 | $2,298,300 | $2,958,600 | $2,733,800 |
|---|
| | Programs: | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Archives Administration | $555,300 | $559,900 | $675,100 | $1,060,300 | $791,700 | | Records Analysis | $312,900 | $361,700 | $258,800 | $373,400 | $301,600 | | Preservation Services | $303,600 | $438,200 | $362,300 | $340,200 | $362,600 | | Patron Services | $341,900 | $388,400 | $448,500 | $488,800 | $508,600 | | Records Services | $522,000 | $527,700 | $553,600 | $695,900 | $769,300 | | Total | $2,035,700 | $2,275,900 | $2,298,300 | $2,958,600 | $2,733,800 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $1,441,400 | $1,448,700 | $1,549,000 | $1,728,800 | $1,786,000 | | In-State Travel | $4,900 | $9,600 | $8,700 | $16,200 | $10,200 | | Out of State Travel | $5,400 | $5,900 | $8,000 | $6,900 | $7,900 | | Current Expense | $430,600 | $546,100 | $599,100 | $739,400 | $583,800 | | DP Current Expense | $153,400 | $162,100 | $133,500 | $325,500 | $217,500 | | DP Capital Outlay | $0 | $53,700 | $0 | $0 | $0 | | Capital Outlay | $0 | $49,800 | $0 | $97,900 | $0 | | Other Charges/Pass Thru | $0 | $0 | $0 | $43,900 | $128,400 | | Total | $2,035,700 | $2,275,900 | $2,298,300 | $2,958,600 | $2,733,800 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 28.0 | 28.0 | 28.0 | 28.0 | 29.0 | | Actual FTE | 30.4 | 29.3 | 29.0 | 31.8 | 0.0 | | Vehicles | 1 | 0 | 0 | 0 | 0 |
|
|
|
|
|
|
Subcommittee Table of ContentsProgram: Archives Administration Function This program provides management, strategic planning, organizational development and public relations for the division. This program develops the state's system for records management, which includes collection, creation, care, storage, disposition, preservation, and access of records. The program is responsible for budget and accounting procedures. The director of Archives is the governor's representative on the State Records Committee Board. Funding Detail | Sources of Finance | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $574,700 | $540,600 | $675,400 | $854,400 | $755,500 | | General Fund, One-time | $1,500 | $0 | ($300) | $100,000 | $26,200 | | Federal Funds | $0 | $4,500 | $0 | $0 | $10,000 | | Dedicated Credits Revenue | $0 | $0 | $0 | $105,900 | $0 | | Beginning Nonlapsing | $23,800 | $44,700 | $0 | $0 | $0 | | Closing Nonlapsing | ($44,700) | ($29,900) | $0 | $0 | $0 | | Total | $555,300 | $559,900 | $675,100 | $1,060,300 | $791,700 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $232,400 | $294,400 | $311,400 | $440,300 | $407,700 | | In-State Travel | $4,900 | $9,600 | $8,500 | $15,700 | $10,000 | | Out of State Travel | $5,400 | $5,900 | $8,000 | $6,900 | $7,900 | | Current Expense | $159,200 | $98,800 | $218,800 | $327,500 | $225,200 | | DP Current Expense | $153,400 | $151,200 | $128,400 | $134,100 | $140,900 | | Capital Outlay | $0 | $0 | $0 | $91,900 | $0 | | Other Charges/Pass Thru | $0 | $0 | $0 | $43,900 | $0 | | Total | $555,300 | $559,900 | $675,100 | $1,060,300 | $791,700 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 3.0 | 3.0 | 4.0 | 4.0 | 5.0 | | Actual FTE | 3.4 | 4.0 | 3.9 | 6.7 | 0.0 | | Vehicles | 1 | 0 | 0 | 0 | 0 |
|
|
|
|
|
|
Subcommittee Table of ContentsProgram: Records Analysis Function The Records Analysis section provides consulting services to state agencies in the management of their records. This responsibility includes retention scheduling, freedom of information and privacy classification, staffing of the State Records Committee, and records and information management training. It assists in the appraisal of state and local government records to determine their value to current government operations and future research needs. Funding Detail | Sources of Finance | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $309,800 | $361,700 | $259,700 | $273,400 | $301,600 | | General Fund, One-time | $3,100 | $0 | ($900) | $0 | $0 | | Beginning Nonlapsing - Retirement | $0 | $0 | $0 | $100,000 | $0 | | Total | $312,900 | $361,700 | $258,800 | $373,400 | $301,600 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $312,900 | $243,400 | $258,800 | $274,500 | $301,600 | | Current Expense | $0 | $14,800 | $0 | $300 | $0 | | DP Current Expense | $0 | $0 | $0 | $92,600 | $0 | | DP Capital Outlay | $0 | $53,700 | $0 | $0 | $0 | | Capital Outlay | $0 | $49,800 | $0 | $6,000 | $0 | | Total | $312,900 | $361,700 | $258,800 | $373,400 | $301,600 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 6.0 | 6.0 | 5.0 | 5.0 | 5.0 | | Actual FTE | 5.8 | 4.5 | 4.7 | 4.8 | 0.0 |
|
|
|
|
|
|
Subcommittee Table of ContentsProgram: Preservation Services Function This program is responsible for providing microfilming services to state agencies and quality assurance to agencies that possess their own microfilm cameras. Consulting services are provided to all state agencies for their microfilming needs. Funding Detail Dedicated credits come from items sold by State Archives, which primarily include microfilming and duplication of microfilm records. Costs charged represent the actual costs of State Archives in providing these services. | Sources of Finance | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $272,300 | $280,000 | $313,900 | $317,600 | $316,200 | | General Fund, One-time | $2,800 | $108,700 | ($700) | $0 | $0 | | Dedicated Credits Revenue | $28,500 | $38,600 | $49,100 | $22,600 | $46,400 | | Risk Management ISF | $0 | $10,900 | $0 | $0 | $0 | | Total | $303,600 | $438,200 | $362,300 | $340,200 | $362,600 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $282,900 | $313,300 | $313,800 | $278,200 | $321,600 | | In-State Travel | $0 | $0 | $100 | $0 | $100 | | Current Expense | $20,700 | $114,000 | $43,300 | $62,000 | $29,300 | | DP Current Expense | $0 | $10,900 | $5,100 | $0 | $11,600 | | Total | $303,600 | $438,200 | $362,300 | $340,200 | $362,600 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 6.0 | 6.0 | 6.0 | 6.0 | 6.0 | | Actual FTE | 7.6 | 8.5 | 7.8 | 6.9 | 0.0 |
|
|
|
|
|
|
Subcommittee Table of ContentsProgram: Patron Services Function This program is responsible for providing access to all public records in division custody. Staff creates inventories, guides, finding aids, and indexes to describe materials and make them more accessible to researchers. It also manages the permanent collection in the new Archives repository. Both the general public and state agencies access records. 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 | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $335,600 | $382,500 | $439,100 | $498,900 | $508,600 | | General Fund, One-time | $3,600 | $0 | ($1,200) | $0 | $0 | | Federal Funds | $0 | $0 | $0 | $83,100 | $0 | | Dedicated Credits Revenue | $2,700 | $5,900 | $0 | $0 | $0 | | Beginning Nonlapsing | $0 | $0 | $29,900 | $19,300 | $0 | | Closing Nonlapsing | $0 | $0 | ($19,300) | ($112,500) | $0 | | Total | $341,900 | $388,400 | $448,500 | $488,800 | $508,600 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $384,800 | $374,100 | $436,300 | $474,700 | $488,900 | | In-State Travel | $0 | $0 | $100 | $0 | $100 | | Current Expense | ($42,900) | $14,300 | $12,100 | $14,100 | $8,100 | | DP Current Expense | $0 | $0 | $0 | $0 | $11,500 | | Total | $341,900 | $388,400 | $448,500 | $488,800 | $508,600 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 7.0 | 7.0 | 7.0 | 7.0 | 7.0 | | Actual FTE | 7.7 | 7.0 | 7.9 | 8.5 | 0.0 |
|
|
|
|
|
|
Subcommittee Table of ContentsProgram: 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, and destruction of inactive state and local records. Funding Detail | Sources of Finance | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | General Fund | $519,000 | $527,700 | $554,400 | $494,400 | $628,800 | | General Fund, One-time | $3,000 | $0 | ($800) | $200,000 | $0 | | Federal Funds | $0 | $0 | $0 | $0 | $54,000 | | Beginning Nonlapsing | $0 | $0 | $0 | $0 | $153,000 | | Beginning Nonlapsing - Retirement | $0 | $0 | $0 | $1,500 | $0 | | Closing Nonlapsing | $0 | $0 | $0 | $0 | ($66,500) | | Total | $522,000 | $527,700 | $553,600 | $695,900 | $769,300 |
|---|
| | Categories of Expenditure | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Personal Services | $228,400 | $223,500 | $228,700 | $261,100 | $266,200 | | In-State Travel | $0 | $0 | $0 | $500 | $0 | | Current Expense | $293,600 | $304,200 | $324,900 | $335,500 | $321,200 | | DP Current Expense | $0 | $0 | $0 | $98,800 | $53,500 | | Other Charges/Pass Thru | $0 | $0 | $0 | $0 | $128,400 | | Total | $522,000 | $527,700 | $553,600 | $695,900 | $769,300 |
|---|
| | Other Indicators | 2005
Actual | 2006
Actual | 2007
Actual | 2008
Actual | 2009
Approp | | Budgeted FTE | 6.0 | 6.0 | 6.0 | 6.0 | 6.0 | | Actual FTE | 5.9 | 5.4 | 4.7 | 4.9 | 0.0 |
|
|
|
|
|
|
Subcommittee Table of Contents |