Union County Records Center & Archives

Transcription

1 Union County Records Center & Archives Annual Report 2015 Prepared by Stephen W. Badenhop

2 Public (People) Public (Records) Clerk of s Record Requests from Records Center Juvenile Pros. Sheriff Auditor Engineer Comms. BOE January February March April May June July August September October November December TOTALS Common Pleas Treasurer Probate Recorder 2015 GRAND TOTAL: 535 Requests Public (People) Public (Records) Clerk of s Juvenile Pros. Sheriff Auditor Engineer Comms. BOE , , Common Pleas Treasurer Probate Recorder 2014 GRAND TOTAL: 541 Requests 2013 GRAND TOTAL: 509 Requests 2012 GRAND TOTAL: 595 Requests 2011 GRAND TOTAL: 584 Requests 2010 GRAND TOTAL: 538 Requests 1

3 Record Transfers to Records Center Auditor Auto Title Board of Elections Clerk of s Commissioners Engineer Juvenile Misc. Prosecutor Sheriff Treasurer Boxes Boxes Boxes Boxes Boxes Vols. Boxes Boxes Boxes Boxes Boxes January February March 11 April May 20 June July 5 2 August September 3 1 October 38 November 42 4 December TOTALS GRAND TOTAL: Boxes: 427 Volumes GRAND TOTAL: Boxes: 364 Volumes: GRAND TOTAL: Boxes: 631 Volumes: GRAND TOTAL: Boxes: 643 Volumes: GRAND TOTAL: Boxes: 591 Volumes: GRAND TOTAL: Boxes: 769 Volumes: 35 2

4 Records Commission Certificates RC-1: One-Time Records Disposal RC-2: Records Retention Schedule RC-3: Records Disposal Certificate General 1 Airport Auditor 1 2 Auto Title Division 1 Board of Elections 1 1 Board of Revision 1 Budget Commission Clerk of s 1 Commissioners 2 Common Pleas 2 Community Improvement Corporation 1 Convention & Visitors Bureau Coroner Council for Families 1 Developmental Disabilities Dog Warden Job and Family Services Engineer 1 Emergency Management 1 Facilities/Risk Management 1 Health Department Human Resources 1 Information Technology Investment Advisory Board Law Library Marysville-Union County Port Authority 1 Memorial Health 1 Mental Health & Recovery Board 1 1 Probate/Juvenile 1 Prosecuting Attorney 1 1 Recorder 1 Records Center & Archives Records Commission Senior Services Sheriff 1 2 Treasurer 1 1 UCATS Veterans Service Commission TOTAL

5 Records Commission Certificates (Continued) 2015 GRAND TOTAL: One-Time Records Disposal (RC-1) 2 Records Retention Schedule (RC-2) 12 Records Disposal Certificate (RC-3) GRAND TOTAL: One-Time Records Disposal (RC-1) 2 Records Retention Schedule (RC-2) 17 Records Disposal Certificate (RC-3) GRAND TOTAL: One-Time Records Disposal (RC-1): 2 Records Retention Schedule (RC-2): 6 Records Disposal Certificate (RC-3): GRAND TOTAL: One-Time Records Disposal (RC-1) 6 Records Retention Schedule (RC-2) 20 Records Disposal Certificate (RC-3) GRAND TOTAL: One-Time Records Disposal (RC-1): 0 Records Retention Schedule (RC-2): 13 Records Disposal Certificate (RC-3): GRAND TOTAL: One-Time Records Disposal (RC-1): 0 Records Retention Schedule (RC-2): 10 Records Disposal Certificate (RC-3): GRAND TOTAL: One-Time Records Disposal (RC-1) 2 Records Retention Schedule (RC-2) 17 Records Disposal Certificate (RC-3) 31 4

6 Auditor Auto Title BOE Clerk of s Comms. Common Pleas Records Disposal Health Engineer Mental Health Probate/ Juvenile Prosecutor Recorder Sheriff Treasurer January February March April May June July 35 August September 176 October November December TOTALS GRAND TOTAL: 588 Cubic Feet Disposed 2014 GRAND TOTAL: 589 Cubic Feet Disposed 2013 GRAND TOTAL: 352 Cubic Feet Disposed 2012 GRAND TOTAL: 382 Cubic Feet Disposed 2011 GRAND TOTAL: 1,219 Cubic Feet Disposed 2010 GRAND TOTAL: 1,145 Cubic Feet Disposed 5

7 Box Requests Department 2015 Boxes 2014 Boxes 2013 Boxes 2012 Boxes 2011 Boxes 2010 Boxes Auditor Auto Title Division Board of Elections Clerk of s Commissioners Common Pleas Council for Families Dog Warden EMA Human Resources Engineer Probate/Juvenile Prosecutor Recorder Sheriff Treasurer Veterans Services TOTAL TOTAL REQUESTS: 279 Boxes 2014 TOTAL REQUESTS: 329 Boxes 2013 TOTAL REQUESTS: 506 Boxes 2012 TOTAL REQUESTS: 618 Boxes 2011 TOTAL REQUESTS: 334 Boxes 2010 TOTAL REQUESTS: 538 Boxes 6

8 Shelf Inventory Permanent Records Retention Records Boxes Office Boxes Office 1,424 Clerk of s 203 Sheriff 891 Prosecutor 182 Auditor 487 Juvenile 100 Commissioners 379 Treasurer 62 Board of Elections 244 Engineer 42 Engineer 243 Miscellaneous Books 38 Prosecutor 177 Auditor 36 Treasurer 126 City of Marysville 24 Juvenile 102 Sheriff 23 Senior Services 62 Commissioners 20 Auto Title 55 Board of Elections 10 Clerk of s 12 Common Pleas 4 UCATS 10 Recorder 3 Recorder 7 Bar Association 2 Human Resources 6 Probate 2 Common Pleas 3 DJFS 2 Council for Families 2 Facilities 1 EMA 1 Council for Families 4,231 Total 754 Total 2015 Total Capacity: 6,450 Boxes 100% Current Use: 4,985 Boxes 77% Permanent 4,231 Boxes 85% Retention 754 Boxes 15% Available Space: 1,465 Boxes 23% 2014 Total Capacity: 6,450 Boxes 100% Current Use: 4,736 Boxes 73% Permanent 3,923 Boxes 83% Retention 813 Boxes 17% Available Space: 1,714 Boxes 27% 2013 Total Capacity: 6,450 Boxes 100% Current Use: 4,747 Boxes 74% Permanent 3,946 Boxes 83% Retention 801 Boxes 17% Available Space: 1,703 Boxes 26% 7

9 Substantive Accomplishment Completed the overhaul of all county offices, departments and agencies Record Retention Schedules (RC-2) to align with the 2011 record commission statute revisions. Worked with regional governmental partner Montgomery County in microfilming the 2014 Union County Tax List and Union County Tax Duplicate. Renewed partnerships with the Union County Health Department and Mental Health and Recovery Board for record commission and records management services. Worked with the Health Department to identify, classify and dispose of 176 boxes of obsolete materials. Worked with the Mental Health and Recovery Board to identify, classify and dispose of 35 boxes of obsolete materials. Worked with the Juvenile in identifying and preparing to expunge sealed Juvenile case files pursuant to statute. Created and implemented a Union County Records Center and Archives webpage which includes a full inventory of bound volumes stored at the Records Center, online posting of the county Record Retention Schedules (RC-2), historical county statistics, and online versions of the Union County Commissioners Journal ( ) and Auditor s Tax List ( ) Developed and designed with a third party contractor a Union County, Ohio, Records Index webpage, which includes records from nine county offices and departments and contains 145,395 records. Alphabetized and organized Board of Elections Registration Cards from 1977 to cubic feet of materials. Archived, organized and inventoried Auditor s ditch files from 1861 to Archived, organized, inventoried and ensured continuity of Commissioners ditch files from 1958 to Archived, organized and inventoried Commissioners driveway variance records from 2004 to Completed the following record indexes to help increase the accessibility and availability of the records: o Ditch Records ( ) 1,568 Records o Soldiers Discharge Records ( ) 1,094 Records o Clerk of s of Appeals Case Files ( ) 451 Records o Clerk of s Domestic Relations Case Files ( ) 3,527 Records o Probate Marriage Records ( ) 5,888 Records o Probate Miscellaneous Case Files ( ) 331 Records o Probate Settlement of Minors Claims Case Files ( ) 168 Records o Probate Assignment and Partnership Case Files ( ) 230 Records 8