Company offers records storage solution to Wood County Commission
PARKERSBURG — As county officials try to figure out what to do with old records being stored at the old sheriff’s department’s building, a company specializing in document storage approached the county Monday to offer a possible solution.
Keith Curry and Tom Curry of Records Imaging & Storage (RIS) in Parkersburg asked the Wood County Commission on Monday to consider their services as a way for the county to clean up the records being stored at the old Wood County Sheriff’s Department building on Second Street.
The commission has talked about the need to repair the roof of the building, which has had a mold problem with water being trapped in foam used in the roof on the building. Commissioners have talked about replacing the roof.
The proposed roof work is estimated to cost $150,000 to $165,000 to remove the old roof and replace it. Commissioner have also discussed putting up a prefabricated building on the site of the former Wood County Jail that could hold the county records and other local records.
”The area we would like to discuss is a problem that you, other counties and other companies have that we solve,” said Keith Curry. ”We are a storage company located on Ohio Avenue in Parkersburg, Wood County. We have been serving customers in Ohio, Pennsylvania and West Virginia for 30 years.”
RIS has a database that covers over 100,000 cubic feet of records that allows it to retrieve a record and deliver it within 20 minutes.
”We store historical records there, because people have the confidence in us because we can meet those requirements,” Keith Curry said. ”Storage is more than just a metal building that you put boxes into.
”It has to be secure, access has to be controlled, climate must be controlled and you must be able to retrieve those records knowing what they are when needed.”
He said they already have some county records housed in their facility and have been able to produce them when needed. They were surprised at the suggestion of possibly putting up a metal building since this is what they do and have done it for years. Officials said many documents stored there deal with the ongoing C8 lawsuits.
Keith Curry talked about their willingness to work with any county employees to address the record needs, including going through the records and classifying them accordingly with established rules and state law on retention and disposal.
”Our people have done this and we have experienced people in this type of project,” he said.
Commissioner Jimmy Colombo said the problem is being able to identify and document different records.
”There are a lot of records over there that are non-descript that we cannot exactly throw away or keep because no one is telling us,” he said.
Tom Curry said in developing a retention schedule, they would need to “take the low hanging fruit first.”
”If you have a large basket of records over here, you can identify some of them,” he said. ”Let’s get those out and take care of that first and then work on identifying the others. When you look at the whole problem, it is a massive problem.”
The county has had officials in from the state Supreme Court. The West Virginia Archives Department came in and offered advice on what should be kept and should be gotten rid of. The Circuit Clerk’s Office has begun scanning most recent cases so the records could be called up on a computer.
Circuit Clerk Carole Jones, who attended the commission meeting, said the scanning is taking a while for her people to do as they have daily responsibilities they have to meet in keeping the courts on schedule.
”Carole has a lot of records,” Commission President Blair Couch said. ”There are retention policies out there.”
His question was about the disposing of records.
”There are a lot of records that do not need to be retained,” he said. ”We want to get out of it.”
Keith Curry estimated that one out of every 100 records in storage probably needed to be kept and scanned.
The cost is also a factor as he said they would advocate scanning only what was needed.
Couch wants to take the Currys on a tour of the building where records are being stored to show them what they are dealing with and then seek possible solutions.
In other business:
∫ Officials with SW Resources came in to talk about the second annual Party With A Purpose on Aug. 25 at Grand Pointe Conference Center in Vienna. President and CEO Terah Klein said they made around 15 percent more with the Party With A Purpose over what they made at the last Harvest of Opportunity auction. The gathering will include a dinner, band, auction and other activities and prizes.
”Any net proceeds that end up above and beyond what we have budgeted for our operations, we will roll that into our warehouse expansion,” Klein said. The groundbreaking for the new warehouse expansion will be Sept. 15.
SW Resources is looking to raise around $500,000 for the 8,000-square-feet project.