Union County Records Center & Archives
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1 Union County Records Center & Archives Annual Report 2016 Prepared by Stephen W. Badenhop
2 Public (People) Public (Records) 2016 Annual Report Record Requests from Records Center & Archives Clerk of s Juvenile Probate Prosecutor Sheriff Engineer Auditor Other January February March April May June July August September October November December TOTALS 227 1, GRAND TOTAL: 562 Requests Public (People) Public (Records) Clerk of s Juvenile Probate Prosecutor Sheriff Engineer Auditor Other , , GRAND TOTAL: 535 Requests 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 Probate Prosecutor Sheriff Treasurer Boxes Boxes Boxes Boxes Boxes Boxes Boxes Boxes Volumes Boxes Boxes Boxes January 23 5 February March 73 April May June July August September 126 October November December 10 TOTALS GRAND TOTAL: Boxes: 1,173 Volumes 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: 0 2
4 Records Commission Certificates RC-1: One-Time Records Disposal RC-2: Records Retention Schedule RC-3: Records Disposal Certificate General 1 Airport 1 Auditor 1 Auto Title Division 1 Board of Elections 1 Board of Revision 1 Budget Commission Clerk of s 1 Commissioners 1 Common Pleas 1 Community Improvement Corporation Convention & Visitors Bureau Coroner Council for Families 1 Developmental Disabilities Dog Warden 1 Job and Family Services 1 1 Engineer 1 Emergency Management Facilities/Risk Management Health Department 1 Human Resources 1 Information Technology Investment Advisory Board 1 Law Library Marysville-Union County Port Authority Memorial Health Mental Health & Recovery Board Probate/Juvenile 1 Prosecuting Attorney 1 Recorder 1 Records Center & Archives Records Commission Senior Services 1 Sheriff 1 2 Treasurer UCATS 1 Veterans Service Commission TOTAL
5 Records Commission Certificates (Continued) 2016 GRAND TOTAL: One-Time Records Disposal (RC-1) 1 Records Retention Schedule (RC-2) 8 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) 12 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): 2 Records Retention Schedule (RC-2): 6 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): 0 Records Retention Schedule (RC-2): 13 Records Disposal Certificate (RC-3): 21 4
6 Auditor Auto Title BOE Clerk of s Comms. Common Pleas Records Disposal Seniors/ UCATS Engineer DJFS Probate/ Juvenile Prosecutor Recorder Sheriff Treasurer January February March 252 April May June July August September October November December TOTALS GRAND TOTAL: 527 Cubic Feet Disposed 2015 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 2016 Boxes 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 Engineer Human Resources Probate/Juvenile Prosecutor Recorder Sheriff Treasurer Veterans Services TOTAL 1, TOTAL REQUESTS: 1,128 Boxes 2015 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 1,515 Clerk of s 177 Sheriff 856 Prosecutor 147 Auditor 703 Probate 78 Commissioners 617 Juvenile 70 Board of Elections 375 Treasurer 62 Treasurer 246 Engineer 51 Prosecutor 263 Miscellaneous Books 34 Engineer 180 Auditor 25 Facilities 136 City of Marysville 23 Auto Title 102 Sheriff 16 Clerk of s 62 Commissioners 12 Common Pleas 44 Board of Elections 8 Juvenile 12 Common Pleas 6 Senior Services 10 Recorder 3 Human Resources 3 Bar Association 2 Recorder 3 DJFS 1 Council for Families 2 Facilities 1 Dog Warden 1 Council for Families 1 Records Center 1 Law Library 5,131 Total 744 Total 2016 Total Capacity: 8,960 Boxes 100% Current Use: 5,875 Boxes 66% Permanent 5,131 Boxes 87% Retention 744 Boxes 13% Available Space: 3,085 Boxes 34% 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% 7
9 Substantive Accomplishments Finished lobby remodel and integrating and combining Law Library and Records Center & Archives Departments into one combined office. Completed phase one of the shelving upgrade converting standard shelving into high density mobile shelving additional 2,510 cubic feet of records storage. Refurbished three additional roller book cases from storage and placed in Records Center & Archives Department storage for 104 additional bound volumes. Maintained all county offices, departments and agencies Record Retention Schedules (RC-2) keeping them with current best practices and standards. Renewed partnerships with the Union County Health Department and Mental Health and Recovery Board for record commission and records management services. Created and developed social media policy for county offices, departments and agencies when implementing their own county sponsored social media websites. Performed annual county records purge from the Records Center & Archives 275 boxes. Worked with the Department of Job and Family Services to identify, classify and dispose of 252 boxes of obsolete materials. Worked with regional governmental partner Montgomery County in microfilming the 2015 Union County Tax List and Union County Tax Duplicate. Worked with the Juvenile in identifying and preparing to expunge sealed Juvenile case files pursuant to statute. Integrated 88 boxes of Juvenile files into existing Juvenile files. Finished alphabetizing and organizing Board of Elections Registration Cards from 1977 to cubic feet of materials. Organized and restructured Prosecutor s Office filing system, including transferring select records to the Records Center & Archives, integrating appellate case files into the main files and filing miscellaneous records into their correct case file. Created new and revised box labels for permanent Auditor, Board of Elections, Board of Revision, Budget Commission, Common Pleas, Facilities, Law Library, Probate, Recorder and Treasurer boxes 936 boxes. Implemented electronic only Commissioners Journal and scanned the 2015 Commissioners Journal and placed the journal online. Converted Probate case files from open shelving to boxed container storage 686 cubic feet of materials. Separated out confidential Probate case files adoption, mental illness and mental retardation from public case files. Finished indexing Probate Marriage Records from , including organizing marriage consent and marriage affidavits records from
10 Completed the following record indexes to help increase the accessibility and availability of the records: o Clerk of s Criminal Records ( ) 1,425 Records o Probate General Index ( ) 18,869 Records o Probate Estate Case Files ( ) 8,929 Records o Probate Land Sale Case Files ( ) 2,946 Records o Auditor Payroll Records ( ) 2,563 Records o Auditor Liquor Assessments ( ) 698 Records o Auditor Cosmetic and Cigarette Dealers Licenses ( ) 289 Records o Auditor Soldier and Sailors Enumerations ( ) 834 Records Indexed a grand total of 36,553 additional records for future placement on Union County Record Indexes website. 9
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Union County Records Center & Archives Annual Report 2015 Prepared by Stephen W. Badenhop Public (People) Public (Records) Clerk of s Record Requests from Records Center Juvenile Pros. Sheriff Auditor
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