Compendium of Budget Information for the 2012 General Session

Infrastructure & General Government
Appropriations Subcommittee

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 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.

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 in Item 35 of Chapter 2 Laws of Utah 2010 not lapse at the close of Fiscal Year 2011. The use of any nonlapsing funds is limited to the following: Regional Repository Training and Development Program for local and regional repositories in Utah.

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	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$2,438,700	$2,314,700	$2,132,900	$2,150,400	$2,014,800
General Fund, One-time	$300,000	$49,900	$46,700	$0	$0
Federal Funds	$83,100	$55,500	$83,100	$48,700	$115,600
Dedicated Credits Revenue	$128,500	$39,100	$23,300	$36,300	$32,200
Beginning Nonlapsing	$19,300	$112,500	$21,500	$20,000	$0
Beginning Nonlapsing - Retirement	$101,500	$0	$0	$0	$0
Closing Nonlapsing	($112,500)	($21,500)	($20,000)	($3,900)	$0
Total	$2,958,600	$2,550,200	$2,287,500	$2,251,500	$2,162,600

Programs:	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Archives Administration	$1,060,300	$833,900	$815,500	$856,400	$836,900
Records Analysis	$373,400	$239,300	$238,900	$245,000	$234,400
Preservation Services	$340,200	$334,100	$293,300	$236,400	$251,500
Patron Services	$488,800	$601,600	$487,200	$464,600	$498,700
Records Services	$695,900	$541,300	$452,600	$449,100	$341,100
Total	$2,958,600	$2,550,200	$2,287,500	$2,251,500	$2,162,600

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$1,728,800	$1,690,000	$1,434,000	$1,473,100	$1,470,900
In-state Travel	$16,200	$7,900	$6,600	$4,300	$8,000
Out-of-state Travel	$6,900	$6,600	$6,400	$3,300	$6,500
Current Expense	$739,400	$604,400	$541,100	$516,800	$417,200
DP Current Expense	$325,500	$206,800	$250,200	$254,000	$240,000
Capital Outlay	$97,900	$0	$0	$0	$0
Other Charges/Pass Thru	$43,900	$34,500	$49,200	$0	$20,000
Total	$2,958,600	$2,550,200	$2,287,500	$2,251,500	$2,162,600

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	28.0	26.0	24.0	24.1	24.0
Actual FTE	31.8	28.6	23.5	23.6	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 also administers the Utah Public Notice Website.

Funding Detail

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$854,400	$784,000	$724,700	$856,400	$836,900
General Fund, One-time	$100,000	$49,900	$90,800	$0	$0
Dedicated Credits Revenue	$105,900	$0	$0	$0	$0
Total	$1,060,300	$833,900	$815,500	$856,400	$836,900

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$440,300	$388,400	$348,600	$393,200	$395,000
In-state Travel	$15,700	$3,900	$3,500	$2,800	$4,600
Out-of-state Travel	$6,900	$4,300	$3,500	$600	$3,500
Current Expense	$327,500	$230,500	$209,700	$205,800	$193,800
DP Current Expense	$134,100	$206,800	$250,200	$254,000	$240,000
Capital Outlay	$91,900	$0	$0	$0	$0
Other Charges/Pass Thru	$43,900	$0	$0	$0	$0
Total	$1,060,300	$833,900	$815,500	$856,400	$836,900

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	4.0	3.0	2.5	4.8	2.5
Actual FTE	6.7	5.2	4.4	5.8	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, freedom of information and privacy 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.

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	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$273,400	$239,300	$176,400	$245,000	$234,400
General Fund, One-time	$0	$0	$62,500	$0	$0
Beginning Nonlapsing - Retirement	$100,000	$0	$0	$0	$0
Total	$373,400	$239,300	$238,900	$245,000	$234,400

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$274,500	$239,300	$238,900	$245,000	$234,400
Current Expense	$300	$0	$0	$0	$0
DP Current Expense	$92,600	$0	$0	$0	$0
Capital Outlay	$6,000	$0	$0	$0	$0
Total	$373,400	$239,300	$238,900	$245,000	$234,400

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	5.0	5.0	4.0	4.0	4.0
Actual FTE	4.8	4.2	3.7	3.7	0.0

Subcommittee Table of Contents

Program: Preservation Services

Function

This program operates a centralized microphotography and reformatting center that reformats records as needed and for long-term preservation. It provides reformatting and consulting services to state and local agencies and 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 and consultations with governmental entities.

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	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$317,600	$295,000	$268,000	$200,100	$219,300
General Fund, One-time	$0	$0	$2,000	$0	$0
Dedicated Credits Revenue	$22,600	$39,100	$23,300	$36,300	$32,200
Total	$340,200	$334,100	$293,300	$236,400	$251,500

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$278,200	$305,200	$255,800	$215,700	$213,500
Current Expense	$62,000	$28,900	$37,500	$20,700	$38,000
Total	$340,200	$334,100	$293,300	$236,400	$251,500

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	6.0	6.0	4.5	4.0	4.5
Actual FTE	6.9	6.2	5.0	4.0	0.0

Subcommittee Table of Contents

Program: Patron Services

Function

This program is responsible for providing access to all 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 new Archives repository and the Digital Archives. Both the general public and state and local agencies access records.

This program also provides access to records through the Digital Archives by reformatting paper and film 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

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.

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	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$498,900	$455,100	$507,100	$399,800	$383,100
General Fund, One-time	$0	$0	($104,500)	$0	$0
Federal Funds	$83,100	$55,500	$83,100	$48,700	$115,600
Beginning Nonlapsing	$19,300	$112,500	$21,500	$20,000	$0
Closing Nonlapsing	($112,500)	($21,500)	($20,000)	($3,900)	$0
Total	$488,800	$601,600	$487,200	$464,600	$498,700

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$474,700	$540,000	$426,100	$452,200	$466,300
In-state Travel	$0	$4,000	$3,100	$1,500	$3,400
Out-of-state Travel	$0	$2,300	$2,900	$2,700	$3,000
Current Expense	$14,100	$20,800	$5,900	$8,200	$6,000
Other Charges/Pass Thru	$0	$34,500	$49,200	$0	$20,000
Total	$488,800	$601,600	$487,200	$464,600	$498,700

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	7.0	7.0	7.0	8.3	7.0
Actual FTE	8.5	8.8	7.3	7.1	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, and destruction of inactive state and local records.

Performance

An important part of managing stored records for government agencies is the timely destruction of records that are not appraised as historical.

Funding Detail

Sources of Finance	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
General Fund	$494,400	$541,300	$456,700	$449,100	$341,100
General Fund, One-time	$200,000	$0	($4,100)	$0	$0
Beginning Nonlapsing - Retirement	$1,500	$0	$0	$0	$0
Total	$695,900	$541,300	$452,600	$449,100	$341,100

Categories of Expenditure	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Personnel Services	$261,100	$217,100	$164,600	$167,000	$161,700
In-state Travel	$500	$0	$0	$0	$0
Current Expense	$335,500	$324,200	$288,000	$282,100	$179,400
DP Current Expense	$98,800	$0	$0	$0	$0
Total	$695,900	$541,300	$452,600	$449,100	$341,100

Other Indicators	2008 Actual	2009 Actual	2010 Actual	2011 Actual	2012 Approp
Budgeted FTE	6.0	5.0	6.0	3.0	6.0
Actual FTE	4.9	4.2	3.0	3.0	0.0

Subcommittee Table of Contents