COBI 2015 - Records Analysis

Overview
Issues
Performance
Financials

Sources Uses

FY 2016 Appropriation

The Records Analysis section provides consulting services to state and local agencies in the management of their records. This responsibility includes maintaining records retention schedules and providing records and information management trainings. The section assists in the appraisal of state and local government records to determine their value to current government operations and future research needs.

Funding History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $251,500 from all sources for Records Analysis. This is a 4.1 percent increase from Fiscal Year 2015 revised estimated amounts from all sources. The total includes $252,600 from the General/Education Funds, an increase of 4.5 percent from revised Fiscal Year 2015 estimates.

Records Training for Government Officers

Records officers and other state and local governmental employees need assistance and training to understand their statutory responsibilities and to efficiently manage their records. 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. The Governor's Office of Management and Budget is currently revamping the performance measures for Administrative Services.

Government Officers Provided with Training and Assistance

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	245,000	234,400	228,200	234,600	241,100	0	241,100	10,100	251,200
General Fund, One-time	0	0	0	300	700	0	700	700	1,400
Beginning Nonlapsing	0	0	15,500	0	0	9,800	9,800	200	10,000
Closing Nonlapsing	0	(15,500)	(7,600)	(9,800)	0	(10,000)	(10,000)	(1,100)	(11,100)
Lapsing Balance	0	0	0	7,600	0	0	0	0	0
Total	$245,000	$218,900	$236,100	$232,700	$241,800	($200)	$241,600	$9,900	$251,500

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	245,000	218,900	236,100	232,700	241,800	(200)	241,600	9,700	251,300
Current Expense	0	0	0	0	0	0	0	200	200
Total	$245,000	$218,900	$236,100	$232,700	$241,800	($200)	$241,600	$9,900	$251,500

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Other Indicators	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Budgeted FTE	4	4	4	4	4	0	4	0	4
Actual FTE	3.70	3.95	3.90	3.70	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.