County receives grant for records storage equipment

By Larry Lodato For the Coal Valley News

March 18, 2014

The Boone County Commission is the recipient of a $12,000 grant from the West Virginia Records Management and Preservation Board to purchase moveable track shelving to enhance access to law enforcement and tax records for the Boone County Sheriff’s Department.

County Commission President Eddie Hendricks picked up the award letter and certificate last week from Governor Earl Ray Tomblin during a ceremony at the State Capitol. The funds will be available after the start of the new fiscal year, which begins July 1, 2014.

“These grants are essential to purchase equipment for the respective office holder to store and retrieve vital county documents” Hendricks stated. “This new high density equipment will be set up in the new Courthouse Annex close to where other moveable track shelving units for other office holders are located.”

The Boone County Sheriff’s Department is charged with law enforcement and tax collection responsibilities, and Boone County Sheriff Randall White said records and documents which his department will be placing in the new mobile track units will include, but are not limited to, concealed weapons and pistol permit applications; accident and complaint reports from deputies; criminal complaint reports; daily work and activity reports; personnel files; records and documents needed for trials and cases; real estate and personal property tax records; records, financial reports; bank account reconciliation records; audits, copies of checks written to various vendors who do business with the county; estates documents; DMV records and many other public documents relating to both tax collections and law enforcement.

The new equipment will nearly double the amount of storage area available to the Sheriff’s Department. The estimated cost of the new shelving equipment is approximately $20,000 with the Boone County Commission providing funding in excess of the $12,000 grant.

Previous grants from the Records Management and Preservation Board were utilized for records storage equipment for various offices including the county clerk, circuit clerk, prosecuting attorney and the Boone County Commission.

County Administrator James A. Gore said that by having all of the mobile track shelving placed in a central location it will allow employees in the various offices to easily access, retrieve and store vital county records and documents. Gore said the retention schedule for various offices varies as some records must be retained for a longer time period than others.