COBI 2015 - Patron Services

Overview
Issues
Performance
Background
Financials

Sources Uses

FY 2016 Appropriation

This program provides access to records through the Digital Archives by preparing reformatting paper and microfilmed records for online presentation and works with partners for distributed online access. 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.

Funding History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $501,200 from all sources for Patron Services. This is a 5.1 percent increase from Fiscal Year 2015 revised estimated amounts from all sources. The total includes $466,200 from the General/Education Funds, an increase of 5.5 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 State Board Public Programming Grant$10,000$0

OngoingOne-TimeFinancing Source

$10,000$0Federal Funds

The National Historical Publications and Records Commission seeks proposals that strengthen the nation's archival network through activities undertaken by state historical records advisory boards, to enhance access to historical records.

In Person and Online Patron Requests

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. 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

This program is responsible for providing access to all historical government records in division custody. Staff creates 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 entities entities access these permanent records.

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.

Dedicated Credits in this program come from the sale of copies of archived records such as divorce decrees and military discharge records.

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	399,800	383,100	408,500	422,100	437,300	0	437,300	23,500	460,800
General Fund, One-time	0	0	0	2,400	4,700	0	4,700	700	5,400
Federal Funds	48,700	99,000	35,100	30,000	38,900	0	38,900	1,100	40,000
Dedicated Credits Revenue	0	34,500	0	(900)	0	0	0	0	0
Beginning Nonlapsing	20,000	3,900	36,400	0	0	(1,800)	(1,800)	3,800	2,000
Closing Nonlapsing	(3,900)	(36,400)	600	1,800	0	(2,000)	(2,000)	(5,000)	(7,000)
Lapsing Balance	0	0	0	79,600	0	0	0	0	0
Total	$464,600	$484,100	$480,600	$535,000	$480,900	($3,800)	$477,100	$24,100	$501,200

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	452,200	443,300	447,100	485,800	470,500	(41,600)	428,900	11,700	440,600
In-state Travel	1,500	3,300	3,800	2,900	2,000	8,100	10,100	0	10,100
Out-of-state Travel	2,700	4,600	1,500	300	1,300	2,700	4,000	0	4,000
Current Expense	8,200	13,500	19,100	35,000	7,100	16,600	23,700	12,400	36,100
Other Charges/Pass Thru	0	19,400	9,100	11,000	0	10,400	10,400	0	10,400
Total	$464,600	$484,100	$480,600	$535,000	$480,900	($3,800)	$477,100	$24,100	$501,200

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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	8.25	7	8.25	8.20	8.25	(0.25)	8	0	8
Actual FTE	7.10	7.41	7	7.40	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.