Ontario County Dept of RAIMS

3051 County Complex Drive, Canandaigua, NY 14424 e-mail: hansjf@co.ontario.ny.us Web: http://raims.com

2001 Annual Report 2001

ACTIVITIES

The Staff of the Department of Records, Archives and Information Management Services were involved in the following major activities during Fiscal Year 2001:

· A grant-funded project to arrange, index, and store in acid-free folders and boxes Nineteenth Century Court records. The index is being made available on the Internet.

· Conversion to a new computerized records management system that permits barcoding on box and file levels. The conversion to barcoding is still on-going.

· Conversion of permanent electronic records to computer-generated microfilm. This program is grant-funded, and the first set of records was from the County Clerk and Real Property Tax.

· 41,731 retrievals of records for county departments and researchers.

· Addition of various indexes and educational materials to the website http://raims.com/ . The site was accessed 1,375,485 times during Fiscal Year 2001.

· Microfilmed permanent records, especially from DSS and the Treasurer's Office. Over 1.5 million images were produced by the microfilming staff.

· Scanned over 50,000 non-permanent records, especially for FLCC and Sheriff's Office to reduce space needs.

· Hosted 834 researchers on site.

· Destroyed 1,001 cubic feet of records that had met the State Archives' requirements for retention according to CO-2 Schedule.

· Accepted 1,438 cubic feet of records from Ontario County departments.

· Participated in various activities related to records management on the regional and state levels.

· Advised staff of various county departments on records management matters.

· Aided in county activities such as newsletter and radio show.

"1" is 1991; "11" is 2001 Retrievals for departments and outside researcher remain high (41,731) and are one of the most labor-intensive activities. Of these, retrievals and interfilings for the Co. Clerk represent 12,330 requests.	"1" = 1991; "11"=2001 Researchers come from all over the U.S. They include historians, genealogists, teachers, professors at universities
"1"=1991; "11"=2001 Research letters show the only significant drop after peaking at over 700 per year.	"1"=1991; "11"= 2001 Boxes received and boxes shredded is still out of balance. Balance was achieved only in 1996. Imbalance has created serious space problem.
	The Staff: Dr. Hans-J. Finke, Director and RMO Mary Jo Lanphear, Assistant RMO Delores Furnum, Typist Donna McCormick, Clerk Robin Cuppernell, Microfilmer Kristine Martin, Microfilmer Deborah Sawin, Microfilmer O.Annie Raims, Rodent Control Officer
"1"= 1991; "11"=2001 Fax transmittals represent documents needed immediately by county departments. Most of them to the Co. Clerk's Office.	The RMO celebrated his 10th Anniversary at the County on December 16. He thinks a building addition would be an appropriate Anniversary present.
Special Recognition is herewith given to Robin Cuppernell and Kris Martin for their special efforts in microfilm production despite being one microfilmer short for most of the year.	Kudos to Delores Furnum and Donna McCormick for rising to the inevitable challenges of the records management software conversion.