COBI 2015 - State Archives

Overview
Issues
Performance
Background
Financials

Sources Uses

FY 2016 Appropriation

The Utah State Archives is the repository for official records of the state and its political subdivisions. The division serves state government by managing records created by the legislative, judicial, executive branches, and local governments. The division serves the public by providing and assisting with records access. Records created by government agencies are divided into record series, or documents of like purpose, that reflect the various functions of governmental entities.

Funding History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $2,966,500 from all sources for State Archives. This is a 5.6 percent reduction from Fiscal Year 2015 revised estimated amounts from all sources. The total includes $2,953,700 from the General/Education Funds, a reduction of 4 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.

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.

The following are performance measures tracked within this organization.

Records Training for Government Officers

Reformatting and Microfilming Records

In Person and Online Patron Requests

Assistance to the Public and Government Entities

Statute

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 for records officers of all governmental entities and political subdivisions to obtain annual certification regarding the provisions of GRAMA and other records management matters

Post online a list of records officers of each governmental entity and political subdivision with their contact information and the date of certification completion and 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.

UCA 63A-3-403 requires modification of a public information website to serve as a point of access for Government Records Access and Management requests for governmental entities and to provide access to public records.

The Division of Archives is the official custodian of all non-current government 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 repository and research room. The State Records Center warehouses inactive governmental records for all state and local agencies

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:

Program

Funding Source

Expenditure Category

Appropriation Type:

Appropriation History by

Programs	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Archives Administration	856,400	899,300	914,300	973,000	1,829,200	(17,900)	1,811,300	(957,600)	853,700
Records Analysis	245,000	218,900	236,100	232,700	241,800	(200)	241,600	9,900	251,500
Preservation Services	236,400	343,900	250,600	339,200	271,200	500	271,700	10,100	281,800
Patron Services	464,600	484,100	480,600	535,000	480,900	(3,800)	477,100	24,100	501,200
Records Services	449,100	416,200	336,400	352,100	342,700	(300)	342,400	5,900	348,300
Archives Extra	0	0	0	0	0	0	0	0	0
Total	$2,251,500	$2,362,400	$2,218,000	$2,432,000	$3,165,800	($21,700)	$3,144,100	($907,600)	$2,236,500

Sources of Finance	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
General Fund	2,150,400	2,014,800	2,105,500	2,243,600	2,839,300	0	2,839,300	(631,500)	2,207,800
General Fund, One-time	0	100,000	30,000	32,900	236,600	0	236,600	(220,700)	15,900
Federal Funds	48,700	99,000	35,100	30,000	38,900	0	38,900	1,100	40,000
Dedicated Credits Revenue	36,300	146,300	48,800	179,800	51,000	0	51,000	0	51,000
Beginning Nonlapsing	20,000	3,900	1,600	3,000	0	50,000	50,000	21,700	71,700
Closing Nonlapsing	(3,900)	(1,600)	(3,000)	(50,000)	0	(71,700)	(71,700)	(78,200)	(149,900)
Lapsing Balance	0	0	0	(7,300)	0	0	0	0	0
Total	$2,251,500	$2,362,400	$2,218,000	$2,432,000	$3,165,800	($21,700)	$3,144,100	($907,600)	$2,236,500

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	1,473,100	1,446,900	1,477,700	1,625,800	1,840,700	(17,500)	1,823,200	(216,100)	1,607,100
In-state Travel	4,300	9,800	9,600	7,700	6,700	9,900	16,600	(2,500)	14,100
Out-of-state Travel	3,300	11,200	4,500	8,200	4,800	6,700	11,500	0	11,500
Current Expense	516,800	441,100	410,800	511,400	390,400	72,400	462,800	22,700	485,500
DP Current Expense	254,000	194,200	257,100	252,900	765,400	19,200	784,600	(733,700)	50,900
DP Capital Outlay	0	86,800	44,100	15,000	134,000	(99,000)	35,000	22,000	57,000
Capital Outlay	0	153,000	5,100	0	23,800	(23,800)	0	0	0
Other Charges/Pass Thru	0	19,400	9,100	11,000	0	10,400	10,400	0	10,400
Total	$2,251,500	$2,362,400	$2,218,000	$2,432,000	$3,165,800	($21,700)	$3,144,100	($907,600)	$2,236,500

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	24.05	24	24.05	25	28.05	(0.05)	28	0	28
Actual FTE	23.60	23.73	23.20	24.90	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.