STATE ARCHIVES

ANNUAL REPORT, 2001

ADMINISTRATION

FISCAL ADMINISTRATION

Fiscal Administration processes cash collections, refunds, and payables transactions to vendors and other State agencies. It secures goods and services through the requisitioning process, including large and small procurements; and bills for services and products rendered, such as reference and imaging services, and plats.net services provided to the courts. It also performs the time-keeping function associated with payroll.

This department monitors program and agency expenditures, processing necessary adjusting entries, and monitors program and agency revenues, including contributions and interest accrurals to the Morris L. Radoff Fund and the Archives Endowment Fund. In addition, it forecasts revenues and expenditures; processes necessary budget amendments; performs the year-end closeout process; and prepares the agency budget request.

Fiscal Administration organized as a unit in January 2000, when the State Archives was in the midst of a legislative audit. With the support of executive management, policies and procedures were initiated to address audit concerns with respect to processing of refunds and payables, and internal control over cash collections. In addition, the Fixed Asset Subsystem (FAS) was implemented, making it easier to track and account for the fixed assets of the State Archives within the Comptroller's financial management system, known as R-Stars. The highlight of FY2001, however, was a well planned closeout of the fiscal year. During this year-end process, the agency was able to add $175,000 to the Archives Endowment Fund. This was the largest contribution from operations that had been made in recent years, and much of the credit goes to the plats.net project, which generated revenue contributing to a year-end surplus.

LAND OFFICE

The Land Office provides citizens and public officials with a simple, convenient, cost-effective, and prompt process for determining the existence of vacant land, i.e. land for which a patent never has been issued, for confirming the extent of land owned in fee-simple, or for reserving vacant land for public use. The land patent process is governed by Real Property Article, Title 13, Annotated Code of Maryland and COMAR 14.18.01.

PERSONNEL

The Personnel Office provides agency human resources policy direction established by the State Personnel and Pension Article, COMAR 17.04.01 through 17.04.14, and the Office of Personnel Services and Benefits. The Office is responsible for recruitment and examination, salary administration and classification, employee performance evaluations, health care and other benefits, employee relations, employee career development and training, and retirement. The Personnel Officer manages the Archives Personnel Office and administers State personnel policies and benefits programs at the Archives.

The Maryland State Archives Personnel Office promotes the recruitment, development and retention of highly motivated, well qualified individuals to provide efficient, effective, and courteous service to the citizens of Maryland.

The Office provides applicants and Archives employees with timely, accurate and reliable personnel services through the use of modern personnel management and state of the art information systems.

Maryland State Archives