WEST VIRGINIA - RECOMMENDATIONS AND CONSIDERATIONS FOR THE IMPLEMENTATION OF A STATEWIDE RECORDS RETENTION AND DISPOSAL PROGRAM FOR THE STATE SUPREME COURT AND MUNICIPAL COURT, 1980

• NCJ Number: 67024
• Author(s): R WOLFE
• Date Published: 1980
• Length: 73 pages
• Grant Number(s): 79-SS-AX-0007
• Sponsoring Agency: US Dept of Justice
• Corporate Author: National Ctr for State Courts
• Publication Format: Document
• Language: English
• Country: United States of America

Annotation

RECOMMENDATIONS MADE BY THE NATIONAL CENTER FOR STATE COURTS FOR DEVELOPING A SOUND RECORDS RETENTION AND RECORDS PRESERVATION PROGRAM FOR THE WEST VIRGINIA SUPREME COURT AND MAGISTRATE COURT ARE PRESENTED.

Abstract

THE SUPREME COURT OF WEST VIRGINIA IS RESPONSIBLE FOR THE RETENTION AND PRESERVATION OF ALL STATE SUPREME COURT RECORDS AND ALL RECORDS OF THE MAGISTRATE COURT. STORAGE OF COURT RECORDS AND TIMELY DESTRUCTION OF VALUELESS RECORDS HAS BECOME A MAJOR PROBLEM. AS A RESULT OF VISITING THE WEST VIRGINIA COURT OFFICES AND ANALYZING THE SYSTEM, THE APPLIED TECHNOLOGY PROJECT OF THE NATIONAL CENTER FOR STATE COURTS DEVELOPED SEVERAL ALTERNATIVE APPROACHES WHICH COULD BE IMPLEMENTED. IT IS SUGGESTED THAT A COMPLETE, DETAILED INVENTORY OF ALL RECORDS INVOLVED IN THE PROGRAM BE MADE. RECORDS RETENTION SCHEDULES SHOULD BE DEVELOPED FOR THE MAGISTRATE COURT RECORDS. SCHEDULES SHOULD BE APPROVED BY THE STATE ARCHIVES AND PROMULGATED BY SUPREME COURT RULE. SEVERAL AREAS INCLUDING INVENTORYING AND CATALOGING, RECORD USERS, EQUIPMENT, AND COSTS OF ALTERNATIVE PROGRAMS SHOULD BE EXAMINED FURTHER PRIOR TO MAKING A FINAL DECISION FOR A RECORDS RETENTION AND DISPOSITION PROGRAM. MAGISTRATE COURT OFFICES SHOULD BEGIN MICROFILMING OR PRODUCING COMPUTER OUTPUT MICROFILM INDEXES RATHER THAN MAINTAINING CUMULATIVE CARD INDEXES. ALTERNATIVE STORAGE WITHOUT MICROFILMING SHOULD BE OBTAINED WHENEVER POSSIBLE FOR THOSE RECORDS THAT CANNOT BE DESTROYED. REGARDLESS OF WHERE RECORDS ARE STORED, THEY SHOULD BE BOXED IN STANDARD WAREHOUSE SHELVING BOXES. RECORDKEEPING PROCEDURES THAT CREATE STORAGE PROBLEMS SHOULD BE IDENTIFIED AND ELIMINATED, AND OPEN SHELF FILING EQUIPMENT SHOULD REPLACE LATERAL AND VERTICAL DRAWER FILES. APPENDIXES INCLUDING CHARTS AND PHOTOGRAPHS ARE PROVIDED IN THE REPORT. (LWM)