Unlocking the Power of Social Media Marketing

Posted on Feb 16, 2010 in Records Management News

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County records piling up — outside courthouse walls

Posted on Feb 12, 2010 in Records Management News

County records pil­ing up — out­side cour­t­house walls
by Brian J. Reed

These records, stored in the Anderson’s Fur­ni­ture build­ing, show the des­per­ate need for records stor­age space expe­ri­enced by county officeholders.

POMEROY — A tight county bud­get with lit­tle room for extra expenses seems to have dashed pre­lim­i­nary plans to annex the Meigs County Cour­t­house, but the prob­lem of where to store the public’s records is increas­ing, some office­hold­ers said.

Stor­age of county records has been a grow­ing con­cern for vir­tu­ally every depart­ment in county gov­ern­ment, and the majes­tic county cour­t­house, though pic­turesque and his­toric, was never designed to house the mounds of pub­lic records amassed through decades of trans­act­ing daily count business.

Last year, Pro­bate and Juve­nile Judge L. Scott Pow­ell agreed to work with county com­mis­sion­ers in inves­ti­gat­ing a pos­si­ble solu­tion to the short­age of space in the 19th-century cour­t­house. An archi­tect vis­ited the cour­t­house and exam­ined pos­si­ble loca­tions for an expan­sion, but the county has been unable to come up with the money nec­es­sary for any archi­tec­tural work.

Clerk of Courts Diane Lynch and a staff of three deputies work in two rooms. One wall is lined with lit­tle num­bered card­board boxes, filled with court records from the mid-19th cen­tury. Lynch’s vault holds the spillover from that type of records stor­age system.

A room which was once part of the cour­t­house cor­ri­dor houses Lynch’s desk and sev­eral mov­ing fil­ing cab­i­nets filled with more old cases. Stan­dard fil­ing cab­i­nets hold the most cur­rent court files.

Other records, dat­ing from the early 20th cen­tury through the 1940’s, are now stored in the old title office on the sec­ond floor, a ground-floor room on Sec­ond Street, and part of the third floor of Anderson’s Fur­ni­ture. Some of her records are bound for the old Vet­er­ans Memo­r­ial Hos­pi­tal build­ing, where other county records are now being stored.

Lynch said she is con­cerned with theft, since the aban­doned hos­pi­tal has been ille­gally entered on a num­ber of occas­sions, and about the safety of the records in light of the hospital’s dete­ri­o­rat­ing con­di­tion. She said she has insisted the stor­age room her records are placed in be securely locked.

Recorder Kay Hill is more for­tu­nate. Her offi­cial records are all con­tained in her office. How­ever, she has stopped keep­ing a paper record of newly-recorded doc­u­ments, because there is no more space in which to keep them. The deeds and other land doc­u­ments in Hill’s charge date back to the 1820’s.

Deeds, mort­gages and other recorder’s records are scanned into a com­puter and printed upon request. The index­ing is also done on the com­puter, elim­i­nat­ing almost all new paper documents.

Pow­ell him­self has moved some of his records out of the cour­t­house, and into space at the Meigs County Museum. Pow­ell said his deci­sion to do so not only allows more con­ve­nient access to the pub­lic than stor­ing the records in another loca­tion, but it also pro­tects the records.

Pow­ell said those old records are used pri­mar­ily by geneaol­ogy researchers. Some records were dam­aged, and oth­ers were stolen while in the cour­t­house space, because court staff was unable to prop­erly mon­i­tor them.

Allow­ing the pub­lic open and unsu­per­vised access to those records in Powell’s office placed con­fi­den­tial infor­ma­tion at risk some­times, he said.

Sev­eral years ago, before Pow­ell took office, rats dam­aged boxes of court records while stored in the rear of the courthouse.

Pow­ell has said a cour­t­house addi­tion would not only pro­vide for more safe and secure records stor­age, but would also help the three courts in the build­ing com­ply with added secu­rity mea­sures now in place. The open space between the courthouse’s side entrance, now closed to enter­ing pub­lic, and the sheriff’s office is one place where offi­cials have pro­posed a pos­si­ble addition.

Com­pli­ments of File­Man Research … Cary McGov­ern … Fileman