Union County Records Center & Archives Annual Report 2016 Prepared by Stephen W. Badenhop
Public (People) Public (Records) 2016 Annual Report Record Requests from Records Center & Archives Clerk of s Juvenile Probate Prosecutor Sheriff Engineer Auditor Other January 14 132 5 2 2 2 7 2 February 21 86 5 6 1 1 3 March 18 187 7 3 2 2 2 April 13 79 12 7 1 6 7 May 16 28 4 5 7 2 1 4 June 21 29 10 7 13 7 2 5 July 21 50 2 5 16 1 2 5 3 August 30 106 6 3 9 3 2 4 September 32 50 10 8 10 1 3 3 October 19 65 5 7 5 3 2 November 33 82 11 10 9 3 3 December 39 227 9 8 6 6 TOTALS 227 1,121 86 71 76 31 15 51 0 5 2016 GRAND TOTAL: 562 Requests Public (People) Public (Records) Clerk of s Juvenile Probate Prosecutor Sheriff Engineer Auditor Other 2015 238 699 120 65 0 56 17 37 2 0 2014 191 583 94 71 0 32 21 28 96 8 2013 143 528 112 82 0 84 22 39 24 3 2012 168 1,211 125 101 0 63 39 46 36 17 2011 233 1,400 122 79 0 35 26 16 62 11 2010 188 672 160 90 1 35 22 12 16 12 2015 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
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 11 18 March 73 April 691 45 May June July August 21 15 94 20 8 3 55 September 126 October November December 10 TOTALS 21 23 15 105 20 26 126 691 45 76 15 55 2016 GRAND TOTAL: Boxes: 1,173 Volumes 45 2015 GRAND TOTAL: Boxes: 427 Volumes 0 2014 GRAND TOTAL: Boxes: 364 Volumes: 41 2013 GRAND TOTAL: Boxes: 631 Volumes: 207 2012 GRAND TOTAL: Boxes: 643 Volumes: 117 2011 GRAND TOTAL: Boxes: 591 Volumes: 0 2
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 1 1 1 UCATS 1 Veterans Service Commission TOTAL 1 8 19 3
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) 19 2012 GRAND TOTAL: One-Time Records Disposal (RC-1) 2 Records Retention Schedule (RC-2) 17 Records Disposal Certificate (RC-3) 31 2015 GRAND TOTAL: One-Time Records Disposal (RC-1) 2 Records Retention Schedule (RC-2) 12 Records Disposal Certificate (RC-3) 21 2011 GRAND TOTAL: One-Time Records Disposal (RC-1) 6 Records Retention Schedule (RC-2) 20 Records Disposal Certificate (RC-3) 30 2014 GRAND TOTAL: One-Time Records Disposal (RC-1): 2 Records Retention Schedule (RC-2): 6 Records Disposal Certificate (RC-3): 25 2010 GRAND TOTAL: One-Time Records Disposal (RC-1): 0 Records Retention Schedule (RC-2): 10 Records Disposal Certificate (RC-3): 19 2013 GRAND TOTAL: One-Time Records Disposal (RC-1): 0 Records Retention Schedule (RC-2): 13 Records Disposal Certificate (RC-3): 21 4
Auditor Auto Title BOE Clerk of s Comms. Common Pleas Records Disposal Seniors/ UCATS Engineer DJFS Probate/ Juvenile Prosecutor Recorder Sheriff Treasurer January 58 38 9 10 22 1 21 25 18 8 3 38 24 February March 252 April May June July August September October November December TOTALS 58 38 9 10 22 1 21 25 252 18 8 3 38 24 2016 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
Box Requests Department 2016 Boxes 2015 Boxes 2014 Boxes 2013 Boxes 2012 Boxes 2011 Boxes 2010 Boxes Auditor 22 6 65 82 101 73 142 Auto Title Division 23 20 18 18 16 11 14 Board of Elections 30 19 20 22 20 22 4 Clerk of s 106 10 60 87 43 63 110 Commissioners 22 12 15 15 10 9 16 Common Pleas 0 0 3 0 11 8 Council for Families 1 0 0 0 0 0 Dog Warden 1 0 0 3 0 0 0 EMA 1 0 0 0 0 0 Engineer 31 86 63 9 17 17 38 Human Resources 2 0 0 0 0 0 Probate/Juvenile 724 4 37 8 250 0 13 Prosecutor 91 69 10 150 110 71 81 Recorder 0 3 2 40 0 0 Sheriff 14 35 14 20 1 29 80 Treasurer 64 14 24 87 10 28 42 Veterans Services 0 0 0 0 0 0 TOTAL 1,128 279 329 506 618 334 538 2016 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
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
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 2014 30 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 1971-1990, including organizing marriage consent and marriage affidavits records from 1820-1990. 8
Completed the following record indexes to help increase the accessibility and availability of the records: o Clerk of s Criminal Records (1953-1977) 1,425 Records o Probate General Index (1961-2015) 18,869 Records o Probate Estate Case Files (1852-1960) 8,929 Records o Probate Land Sale Case Files (1852-1960) 2,946 Records o Auditor Payroll Records (1968-1979) 2,563 Records o Auditor Liquor Assessments (1883-1918) 698 Records o Auditor Cosmetic and Cigarette Dealers Licenses (1931-1934) 289 Records o Auditor Soldier and Sailors Enumerations (1862-1864) 834 Records Indexed a grand total of 36,553 additional records for future placement on Union County Record Indexes website. 9