Compendium of Budget Information for the 2014 General Session

Infrastructure and 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 12 Laws of Utah 2012 not lapse at the close of Fiscal Year 2013. The use of any nonlapsing funds is limited to the following: regional repository program support, electronic archives preservation and management - $50,000.

    Funding Detail

    For more detail about a particular source of finance or organizational unit, click a linked entry in the left column of the table(s) below.

    Sources of Finance
    (click linked fund name for more info)
    General Fund
    General Fund, One-time
    Federal Funds
    Dedicated Credits Revenue
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $2,132,900 $2,150,400 $2,014,800 $2,105,500 $2,243,600
    $0
    		$2,243,600
    $595,700
    		$2,839,300
    $46,700 $0 $100,000 $30,000 $27,000
    $5,900
    		$32,900
    $203,700
    		$236,600
    $83,100 $48,700 $99,000 $35,100 $100,000
    $0
    		$100,000
    ($61,100)
    		$38,900
    $23,300 $36,300 $146,300 $48,800 $51,000
    $126,000
    		$177,000
    ($126,000)
    		$51,000
    $21,500 $20,000 $3,900 $1,600 $0
    $3,000
    		$3,000
    ($3,000)
    		$0
    ($20,000) ($3,900) ($1,600) ($3,000) $0
    $0
    		$0
    $0
    		$0
    $2,287,500
    $2,251,500
    $2,362,400
    $2,218,000
    $2,421,600
    $134,900
    $2,556,500
    $609,300
    $3,165,800
    Programs:
    (click linked program name to drill-down)
    Archives Administration
    Records Analysis
    Preservation Services
    Patron Services
    Records Services
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $815,500 $856,400 $899,300 $914,300 $1,062,800
    ($12,100)
    		$1,050,700
    $778,500
    		$1,829,200
    $238,900 $245,000 $218,900 $236,100 $234,900
    $7,900
    		$242,800
    ($1,000)
    		$241,800
    $293,300 $236,400 $343,900 $250,600 $262,900
    $117,100
    		$380,000
    ($108,800)
    		$271,200
    $487,200 $464,600 $484,100 $480,600 $524,500
    $1,800
    		$526,300
    ($45,400)
    		$480,900
    $452,600 $449,100 $416,200 $336,400 $336,500
    $20,200
    		$356,700
    ($14,000)
    		$342,700
    $2,287,500
    $2,251,500
    $2,362,400
    $2,218,000
    $2,421,600
    $134,900
    $2,556,500
    $609,300
    $3,165,800
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    DP Capital Outlay
    Capital Outlay
    Other Charges/Pass Thru
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $1,434,000 $1,473,100 $1,446,900 $1,477,700 $1,669,600
    $92,100
    		$1,761,700
    $79,000
    		$1,840,700
    $6,600 $4,300 $9,800 $9,600 $8,600
    ($1,900)
    		$6,700
    $0
    		$6,700
    $6,400 $3,300 $11,200 $4,500 $7,500
    ($3,200)
    		$4,300
    $500
    		$4,800
    $541,100 $516,800 $441,100 $410,800 $426,600
    $60,100
    		$486,700
    ($96,300)
    		$390,400
    $250,200 $254,000 $194,200 $257,100 $242,500
    ($40,100)
    		$202,400
    $563,000
    		$765,400
    $0 $0 $86,800 $44,100 $34,000
    $22,700
    		$56,700
    $77,300
    		$134,000
    $0 $0 $153,000 $5,100 $0
    $38,000
    		$38,000
    ($14,200)
    		$23,800
    $49,200 $0 $19,400 $9,100 $32,800
    ($32,800)
    		$0
    $0
    		$0
    $2,287,500
    $2,251,500
    $2,362,400
    $2,218,000
    $2,421,600
    $134,900
    $2,556,500
    $609,300
    $3,165,800
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    24.0 24.1 24.0 24.1 25.1
    2.0
    		27.0
    1.1
    		28.1
    23.5 23.6 23.7 23.2 0.0
    0.0
    		0.0
    0.0
    		0.0









    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)
    General Fund
    General Fund, One-time
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $724,700 $856,400 $836,900 $933,300 $1,035,800
    $0
    		$1,035,800
    $565,900
    		$1,601,700
    $90,800 $0 $0 $30,000 $27,000
    $1,300
    		$28,300
    $199,200
    		$227,500
    $0 $0 $0 ($62,400) $0
    ($13,400)
    		($13,400)
    $13,400
    		$0
    $0 $0 $62,400 $13,400 $0
    $0
    		$0
    $0
    		$0
    $815,500
    $856,400
    $899,300
    $914,300
    $1,062,800
    ($12,100)
    $1,050,700
    $778,500
    $1,829,200
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    DP Current Expense
    DP Capital Outlay
    Capital Outlay
    Other Charges/Pass Thru
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $348,600 $393,200 $397,000 $402,300 $551,100
    ($20,900)
    		$530,200
    $155,000
    		$685,200
    $3,500 $2,800 $9,100 $5,800 $5,100
    ($400)
    		$4,700
    $0
    		$4,700
    $3,500 $600 $6,600 $3,000 $4,500
    ($1,500)
    		$3,000
    $500
    		$3,500
    $209,700 $205,800 $137,600 $207,600 $210,200
    $5,500
    		$215,700
    ($3,100)
    		$212,600
    $250,200 $254,000 $194,200 $251,500 $242,500
    ($40,100)
    		$202,400
    $563,000
    		$765,400
    $0 $0 $86,800 $44,100 $34,000
    $22,700
    		$56,700
    $77,300
    		$134,000
    $0 $0 $68,000 $0 $0
    $38,000
    		$38,000
    ($14,200)
    		$23,800
    $0 $0 $0 $0 $15,400
    ($15,400)
    		$0
    $0
    		$0
    $815,500
    $856,400
    $899,300
    $914,300
    $1,062,800
    ($12,100)
    $1,050,700
    $778,500
    $1,829,200
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    2.5 4.8 2.5 4.8 5.8
    0.2
    		6.0
    2.8
    		8.8
    4.4 5.8 4.8 4.6 0.0
    0.0
    		0.0
    0.0
    		0.0









    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. Note that the Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.

    Government Officers Provided with Training and Assistance

    Funding Detail

    Sources of Finance
    (click linked fund name for more info)
    General Fund
    General Fund, One-time
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $176,400 $245,000 $234,400 $228,200 $234,900
    $0
    		$234,900
    $6,200
    		$241,100
    $62,500 $0 $0 $0 $0
    $300
    		$300
    $400
    		$700
    $0 $0 $0 $15,500 $0
    $7,600
    		$7,600
    ($7,600)
    		$0
    $0 $0 ($15,500) ($7,600) $0
    $0
    		$0
    $0
    		$0
    $238,900
    $245,000
    $218,900
    $236,100
    $234,900
    $7,900
    $242,800
    ($1,000)
    $241,800
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $238,900 $245,000 $218,900 $236,100 $234,900
    $7,900
    		$242,800
    ($1,000)
    		$241,800
    $238,900
    $245,000
    $218,900
    $236,100
    $234,900
    $7,900
    $242,800
    ($1,000)
    $241,800
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    4.0 4.0 4.0 4.0 4.0
    0.0
    		4.0
    0.0
    		4.0
    3.7 3.7 4.0 3.9 0.0
    0.0
    		0.0
    0.0
    		0.0









    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)
    General Fund
    General Fund, One-time
    Dedicated Credits Revenue
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $268,000 $200,100 $219,300 $204,800 $211,900
    $0
    		$211,900
    $6,600
    		$218,500
    $2,000 $0 $0 $0 $0
    $900
    		$900
    $800
    		$1,700
    $23,300 $36,300 $111,800 $48,800 $51,000
    $126,000
    		$177,000
    ($126,000)
    		$51,000
    $0 $0 $0 ($12,800) $0
    ($9,800)
    		($9,800)
    $9,800
    		$0
    $0 $0 $12,800 $9,800 $0
    $0
    		$0
    $0
    		$0
    $293,300
    $236,400
    $343,900
    $250,600
    $262,900
    $117,100
    $380,000
    ($108,800)
    $271,200
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Current Expense
    DP Current Expense
    Capital Outlay
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $255,800 $215,700 $229,000 $226,100 $222,900
    $75,100
    		$298,000
    ($33,400)
    		$264,600
    $0 $0 $100 $0 $0
    $0
    		$0
    $0
    		$0
    $37,500 $20,700 $29,800 $14,000 $40,000
    $42,000
    		$82,000
    ($75,400)
    		$6,600
    $0 $0 $0 $5,400 $0
    $0
    		$0
    $0
    		$0
    $0 $0 $85,000 $5,100 $0
    $0
    		$0
    $0
    		$0
    $293,300
    $236,400
    $343,900
    $250,600
    $262,900
    $117,100
    $380,000
    ($108,800)
    $271,200
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    4.5 4.0 4.5 4.0 4.0
    2.0
    		6.0
    (2.0)
    		4.0
    5.0 4.0 4.8 4.8 0.0
    0.0
    		0.0
    0.0
    		0.0









    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. Note that the Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.

    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)
    General Fund
    General Fund, One-time
    Federal Funds
    Dedicated Credits Revenue
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $507,100 $399,800 $383,100 $408,500 $424,500
    $0
    		$424,500
    $12,800
    		$437,300
    ($104,500) $0 $0 $0 $0
    $2,400
    		$2,400
    $2,300
    		$4,700
    $83,100 $48,700 $99,000 $35,100 $100,000
    $0
    		$100,000
    ($61,100)
    		$38,900
    $0 $0 $34,500 $0 $0
    $0
    		$0
    $0
    		$0
    $21,500 $20,000 $3,900 $36,400 $0
    ($600)
    		($600)
    $600
    		$0
    ($20,000) ($3,900) ($36,400) $600 $0
    $0
    		$0
    $0
    		$0
    $487,200
    $464,600
    $484,100
    $480,600
    $524,500
    $1,800
    $526,300
    ($45,400)
    $480,900
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Out-of-state Travel
    Current Expense
    Other Charges/Pass Thru
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $426,100 $452,200 $443,300 $447,100 $491,100
    $25,400
    		$516,500
    ($46,000)
    		$470,500
    $3,100 $1,500 $3,300 $3,800 $3,500
    ($1,500)
    		$2,000
    $0
    		$2,000
    $2,900 $2,700 $4,600 $1,500 $3,000
    ($1,700)
    		$1,300
    $0
    		$1,300
    $5,900 $8,200 $13,500 $19,100 $9,500
    ($3,000)
    		$6,500
    $600
    		$7,100
    $49,200 $0 $19,400 $9,100 $17,400
    ($17,400)
    		$0
    $0
    		$0
    $487,200
    $464,600
    $484,100
    $480,600
    $524,500
    $1,800
    $526,300
    ($45,400)
    $480,900
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    7.0 8.3 7.0 8.3 8.3
    (0.3)
    		8.0
    0.3
    		8.3
    7.3 7.1 7.4 7.0 0.0
    0.0
    		0.0
    0.0
    		0.0









    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)
    General Fund
    General Fund, One-time
    Beginning Nonlapsing
    Closing Nonlapsing
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $456,700 $449,100 $341,100 $330,700 $336,500
    $0
    		$336,500
    $4,200
    		$340,700
    ($4,100) $0 $100,000 $0 $0
    $1,000
    		$1,000
    $1,000
    		$2,000
    $0 $0 $0 $24,900 $0
    $19,200
    		$19,200
    ($19,200)
    		$0
    $0 $0 ($24,900) ($19,200) $0
    $0
    		$0
    $0
    		$0
    $452,600
    $449,100
    $416,200
    $336,400
    $336,500
    $20,200
    $356,700
    ($14,000)
    $342,700
    Categories of Expenditure
    (mouse-over category name for definition)
    Personnel Services
    In-state Travel
    Current Expense
    DP Current Expense
    Total
    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    $164,600 $167,000 $158,700 $166,100 $169,600
    $4,600
    		$174,200
    $4,400
    		$178,600
    $0 $0 ($2,700) $0 $0
    $0
    		$0
    $0
    		$0
    $288,000 $282,100 $260,200 $170,100 $166,900
    $15,600
    		$182,500
    ($18,400)
    		$164,100
    $0 $0 $0 $200 $0
    $0
    		$0
    $0
    		$0
    $452,600
    $449,100
    $416,200
    $336,400
    $336,500
    $20,200
    $356,700
    ($14,000)
    $342,700
    Other Indicators
     
    Budgeted FTE
    Actual FTE

    2010
    Actual
    2011
    Actual
    2012
    Actual
    2013
    Actual
    2014
    Approp
    2014
    Change
    2014
    Revised
    2015
    Change
    2015
    Approp
    6.0 3.0 6.0 3.0 3.0
    0.0
    		3.0
    0.0
    		3.0
    3.0 3.0 2.9 2.9 0.0
    0.0
    		0.0
    0.0
    		0.0









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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.