6.5. Budget planning
In presenting budgets it is extremely essential to justify them. It is necessary of course, to account for the expenditure of previous allocations. The point that has been made in terms of quantifying the production of the staff is equally, if not more valid in relation to the expenditure of financial resources. There must be systems for paying staff ordering supplies receiving goods, issuing stocks and charging for services rendered. Because many archival institutions are governmental agencies they tend to be caught in such bureaucratic regulations which require that their monies be voted by Parliament but that in return the income derived by them be receivable into the public coffers. This puts many institutions in a difficult position where, for instance, they can demonstrate very clearly that the demand for reprographic services is growing! that the income being received into revenue is higher than expenditure but where. because they do not directly recycle the income for the purchase of the required reprographic materials. they find that they are allocated insufficient resources to buy the required inputs. It can also become difficult as in cases where, for instance the telecommunications bill becomes high because written inquiries must be responded to and letters posted, where telephone inquiries have to be answered, where researchers without access to payphones have to use institutional phones and pay for them and yet the revenue that accrues goes into general revenue and is not taken into account when determining the allocations to be made on the telecommunications vote.
The basic elements of the budget should include salaries. allowances, travel and subsistence, capital expenditure and inputs required to maintain the various services. It is a matter of regret that many archivists do not make adequate provision for attendance at various forums and instead want to rely on all expenses paid offers. Such provisions should be made especially for regional gatherings.
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