COBI 2015 - Archives Administration

Overview
Issues
Financials

Sources Uses

FY 2016 Appropriation

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 History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $853,700 from all sources for Archives Administration. This is a 52.9 percent reduction from Fiscal Year 2015 revised estimated amounts from all sources. The total includes $929,300 from the General/Education Funds, a reduction of 49.2 percent from revised Fiscal Year 2015 estimates.

Appropriation Adjustments

In addition to statewide compensation and internal service fund cost increases, the following appropriation adjustments were made during the 2015 General Session:

DescriptionOngoingOne-Time Government Records Amendments$28,600$0

OngoingOne-TimeFinancing Source

$28,600$0General Fund

Enactment of this legislation likely will not materially impact state revenue. Enactment of this legislation could cost the Department of Administrative Services $28,600 from the General Fund ongoing beginning in FY 2016 for 1,040 hours of staff time to handle appeals.

New Open Records Appropriation Unit ($730,000)$0

OngoingOne-TimeFinancing Source

($730,000)$0General Fund

No Description

Intent Language

HB0003: Item 42

Under the terms of 63J-1-603 of the Utah Code, the Legislature intends that appropriations provided for State Archives in Item 17, Chapter 11, Laws of Utah 2014, shall not lapse at the close of FY 2015. Expenditures of these funds are limited to regional repository program support, electronic archives preservation and management, GRAMA and transparency improvements, and building Automated Storage and Retrieval System software and maintenance needs: $300,000.

Display By:

Funding Source

Expenditure Category

Appropriation Type:

Appropriation History by

Sources of Finance	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
General Fund	856,400	836,900	933,300	1,040,400	1,601,700	0	1,601,700	(677,800)	923,900
General Fund, One-time	0	0	30,000	28,300	227,500	0	227,500	(222,100)	5,400
Dedicated Credits Revenue	0	0	0	41,200	0	0	0	0	0
Beginning Nonlapsing	0	0	(62,400)	3,000	0	24,300	24,300	17,900	42,200
Closing Nonlapsing	0	62,400	13,400	(24,300)	0	(42,200)	(42,200)	(75,600)	(117,800)
Lapsing Balance	0	0	0	(115,600)	0	0	0	0	0
Total	$856,400	$899,300	$914,300	$973,000	$1,829,200	($17,900)	$1,811,300	($957,600)	$853,700

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	393,200	397,000	402,300	471,400	685,200	53,800	739,000	(252,700)	486,300
In-state Travel	2,800	9,100	5,800	4,800	4,700	1,800	6,500	(2,500)	4,000
Out-of-state Travel	600	6,600	3,000	7,900	3,500	4,000	7,500	0	7,500
Current Expense	205,800	137,600	207,600	237,400	212,600	29,800	242,400	5,700	248,100
DP Current Expense	254,000	194,200	251,500	236,500	765,400	15,500	780,900	(730,100)	50,800
DP Capital Outlay	0	86,800	44,100	15,000	134,000	(99,000)	35,000	22,000	57,000
Capital Outlay	0	68,000	0	0	23,800	(23,800)	0	0	0
Total	$856,400	$899,300	$914,300	$973,000	$1,829,200	($17,900)	$1,811,300	($957,600)	$853,700

Show Table | Show Additional Information

Other Indicators	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Budgeted FTE	4.80	2.50	4.80	5.80	8.80	0.20	9	0	9
Actual FTE	5.80	4.77	4.60	5.30	0	0	0	0	0

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.