[The Brazil Times nameplate] Partly Cloudy ~ 67°F  
High: 84°F ~ Low: 59°F
Wednesday, May 6, 2015

Documents to be 'destroyed'

Sunday, February 21, 2010

(Photo)
Clay County Auditor Mary Jo Alumbaugh
Paper shredders will be working some overtime.

During its annual meeting recently, the Clay County Public Records Commission approved requests to destroy records by the Clay County Auditor's Office and Clay County Jail.

"This is something done annually and we file a report stating what is being destroyed," Commission member and Clay County Auditor Mary Jo Alumbaugh said.

Alumbaugh told The Brazil Times the Indiana Commission of Public Records sets requirements to retain various documents.

"We are allowed to dispose certain documents after a specific number of years which depends on the type of document," Alumbaugh told The Times. "However, we always keep them at least a year longer than required just in case we need to double check some of the information."

Despite some paper records being destroyed, the information is retained by other means.

"We never destroy any actual legal documents, and all the information is recorded either on microfilm, the financial ledgers we always keep or in some other form," she said. "From our office, it is mainly old claims, forms and tax sale information."

Clay County Justice Center Jail Commander Ken Rollings said the jail also retains its information from the destroyed records.

"We keep a 10-year backlog of the information through the Indiana Department of Correction, but for our own purposes, we keep them for 15 years," Rollings said. "For us, it is mainly property sheets, medical records and other things inmates file every day."

Rollings added all the paperwork leads to an "overabundance of records," which Alumbaugh said makes it difficult to maintain with a limited amount of space at the Clay County Courthouse and Clay County Jail.

"Having all the paperwork takes up a lot of space," she said. "It clears up a lot of room by being able to record the information digitally, or by other means, and destroy the massive amount of paper."

The commission also discussed other ways of digitizing and indexing more records for historical purposes in the future.


Comments
Note: The nature of the Internet makes it impractical for our staff to review every comment. If you feel that a comment is offensive, please Login or Create an account first, and then you will be able to flag a comment as objectionable. Please also note that those who post comments on thebraziltimes.com may do so using a screen name, which may or may not reflect a website user's actual name. Readers should be careful not to assign comments to real people who may have names similar to screen names. Refrain from obscenity in your comments, and to keep discussions civil, don't say anything in a way your grandmother would be ashamed to read.

ann looking for a bld to house or men and women that will not have a job when they are released that they can live to help them asking for a building GOD bless

-- Posted by arkey on Mon, Feb 22, 2010, at 11:21 AM


Respond to this story

Posting a comment requires free registration: