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. 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 contains notices of public meetings and hearings for the state and its political subdivisions. 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 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 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. Intent Language Under Section 63J-1-603 of the Utah Code the Legislature intends that appropriations provided for the Department of Administrative Services - State Archives by this item and in Item 35 of Chapter 396 Laws of Utah 2009 not lapse at the close of Fiscal Year 2010. The use of any nonlapsing funds is limited to the following: Regional Repository Training and Development Program for local and regional repositories in Utah - $20,000. Performance The division is required to (1) acquire and preserve historical records and (2) provide access to them. The division holds these records in the public trust, and the Patron Services program assists patrons in their research efforts (access to records).  Measure: Patron requests for access fulfilled in a thorough and accurate
manner. Goal: Quality public access to historical records. Ties to UCA 63A Chapter 12 . Patron requests met within applicable timeframes (same day
service for walk-ins and telephone requests, within a week for correspondence requests) and adequate thoroughness (meeting request scope and/or referral to appropriate institution). Methodology: Number of walk-in, telephone, email and mail patron requests fulfilled within goal parameters. Measure Type: Output. Visits to the Online Digital Archives is growing rapidly. In FY 2009, the first full year of data available, 725,689 visits were recorded. In FY 2010, the visits totalled 1,299,489 for a 79 percent increase. The Analyst will be studying this trend going forward. Funding Detail | Sources of Finance | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $2,242,500 | $2,438,700 | $2,314,700 | $2,132,900 | $2,150,400 | | General Fund, One-time | ($3,900) | $300,000 | $49,900 | ($2,132,900) | ($2,150,400) | | Federal Funds | $0 | $83,100 | $55,500 | $0 | $0 | | Dedicated Credits Revenue | $49,100 | $128,500 | $39,100 | $0 | $0 | | Beginning Nonlapsing | $29,900 | $19,300 | $112,500 | $0 | $0 | | Beginning Nonlapsing - Retirement | $0 | $101,500 | $0 | $0 | $0 | | Closing Nonlapsing | ($19,300) | ($112,500) | ($21,500) | $0 | $0 | | Total | $2,298,300 | $2,958,600 | $2,550,200 | $0 | $0 |
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| | Programs: | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Archives Administration | $675,100 | $1,060,300 | $833,900 | $0 | $0 | | Records Analysis | $258,800 | $373,400 | $239,300 | $0 | $0 | | Preservation Services | $362,300 | $340,200 | $334,100 | $0 | $0 | | Patron Services | $448,500 | $488,800 | $601,600 | $0 | $0 | | Records Services | $553,600 | $695,900 | $541,300 | $0 | $0 | | Total | $2,298,300 | $2,958,600 | $2,550,200 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $1,549,000 | $1,728,800 | $1,690,000 | $0 | $0 | | In-state Travel | $8,700 | $16,200 | $7,900 | $0 | $0 | | Out-of-state Travel | $8,000 | $6,900 | $6,600 | $0 | $0 | | Current Expense | $599,100 | $739,400 | $604,400 | $0 | $0 | | DP Current Expense | $133,500 | $325,500 | $206,800 | $0 | $0 | | Capital Outlay | $0 | $97,900 | $0 | $0 | $0 | | Other Charges/Pass Thru | $0 | $43,900 | $34,500 | $0 | $0 | | Total | $2,298,300 | $2,958,600 | $2,550,200 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 28.0 | 28.0 | 26.0 | 0.0 | 0.0 |
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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 and establishes standards 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. The program also administers the Utah Public Notice Website. Funding Detail | Sources of Finance | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $675,400 | $854,400 | $784,000 | $724,700 | $810,900 | | General Fund, One-time | ($300) | $100,000 | $49,900 | ($724,700) | ($810,900) | | Dedicated Credits Revenue | $0 | $105,900 | $0 | $0 | $0 | | Total | $675,100 | $1,060,300 | $833,900 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $311,400 | $440,300 | $388,400 | $0 | $0 | | In-state Travel | $8,500 | $15,700 | $3,900 | $0 | $0 | | Out-of-state Travel | $8,000 | $6,900 | $4,300 | $0 | $0 | | Current Expense | $218,800 | $327,500 | $230,500 | $0 | $0 | | DP Current Expense | $128,400 | $134,100 | $206,800 | $0 | $0 | | Capital Outlay | $0 | $91,900 | $0 | $0 | $0 | | Other Charges/Pass Thru | $0 | $43,900 | $0 | $0 | $0 | | Total | $675,100 | $1,060,300 | $833,900 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 4.0 | 4.0 | 3.0 | 0.0 | 0.0 |
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Subcommittee Table of ContentsProgram: 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, 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 | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $259,700 | $273,400 | $239,300 | $176,400 | $178,100 | | General Fund, One-time | ($900) | $0 | $0 | ($176,400) | ($178,100) | | Beginning Nonlapsing - Retirement | $0 | $100,000 | $0 | $0 | $0 | | Total | $258,800 | $373,400 | $239,300 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $258,800 | $274,500 | $239,300 | $0 | $0 | | Current Expense | $0 | $300 | $0 | $0 | $0 | | DP Current Expense | $0 | $92,600 | $0 | $0 | $0 | | Capital Outlay | $0 | $6,000 | $0 | $0 | $0 | | Total | $258,800 | $373,400 | $239,300 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 5.0 | 5.0 | 5.0 | 0.0 | 0.0 |
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Subcommittee Table of ContentsProgram: Preservation Services Function This program is responsible for providing microfilming and reformatting services to state and local 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 | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $313,900 | $317,600 | $295,000 | $268,000 | $261,600 | | General Fund, One-time | ($700) | $0 | $0 | ($268,000) | ($261,600) | | Dedicated Credits Revenue | $49,100 | $22,600 | $39,100 | $0 | $0 | | Total | $362,300 | $340,200 | $334,100 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $313,800 | $278,200 | $305,200 | $0 | $0 | | In-state Travel | $100 | $0 | $0 | $0 | $0 | | Current Expense | $43,300 | $62,000 | $28,900 | $0 | $0 | | DP Current Expense | $5,100 | $0 | $0 | $0 | $0 | | Total | $362,300 | $340,200 | $334,100 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 6.0 | 6.0 | 6.0 | 0.0 | 0.0 |
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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 and the digital Archives. Both the general public and state and local 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 | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $439,100 | $498,900 | $455,100 | $507,100 | $513,300 | | General Fund, One-time | ($1,200) | $0 | $0 | ($507,100) | ($513,300) | | Federal Funds | $0 | $83,100 | $55,500 | $0 | $0 | | Beginning Nonlapsing | $29,900 | $19,300 | $112,500 | $0 | $0 | | Closing Nonlapsing | ($19,300) | ($112,500) | ($21,500) | $0 | $0 | | Total | $448,500 | $488,800 | $601,600 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $436,300 | $474,700 | $540,000 | $0 | $0 | | In-state Travel | $100 | $0 | $4,000 | $0 | $0 | | Out-of-state Travel | $0 | $0 | $2,300 | $0 | $0 | | Current Expense | $12,100 | $14,100 | $20,800 | $0 | $0 | | Other Charges/Pass Thru | $0 | $0 | $34,500 | $0 | $0 | | Total | $448,500 | $488,800 | $601,600 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 7.0 | 7.0 | 7.0 | 0.0 | 0.0 |
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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 | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | General Fund | $554,400 | $494,400 | $541,300 | $456,700 | $386,500 | | General Fund, One-time | ($800) | $200,000 | $0 | ($456,700) | ($386,500) | | Beginning Nonlapsing - Retirement | $0 | $1,500 | $0 | $0 | $0 | | Total | $553,600 | $695,900 | $541,300 | $0 | $0 |
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| | Categories of Expenditure | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Personnel Services | $228,700 | $261,100 | $217,100 | $0 | $0 | | In-state Travel | $0 | $500 | $0 | $0 | $0 | | Current Expense | $324,900 | $335,500 | $324,200 | $0 | $0 | | DP Current Expense | $0 | $98,800 | $0 | $0 | $0 | | Total | $553,600 | $695,900 | $541,300 | $0 | $0 |
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| | Other Indicators | 2007
Actual | 2008
Actual | 2009
Actual | 2010
Actual | 2011
Approp | | Budgeted FTE | 6.0 | 6.0 | 5.0 | 0.0 | 0.0 |
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Subcommittee Table of Contents |