FAIRFAX COUNTY (VA) - UTILIZATION OF RESOURCES IN THE OFFICE OF THE CLERK OF THE CIRCUIT COURT

• NCJ Number: 58380
• Author(s): P R HANNINGTON
• Date Published: 1977
• Length: 50 pages
• Corporate Author: Fairfax Cty Office of Research and Statistics
• Sale Source: National Institute of Justice/; Fairfax Cty Dept of Environmental Management
• Publication Type: Report (Study/Research)
• Language: English
• Country: United States of America

Annotation

THE POTENTIAL FOR INCREASED PRODUCTIVITY IN THE OFFICE OF THE CLERK OF THE CIRCUIT COURT OF FAIRFAX COUNTY, (VA.,) WAS ESTIMATED BY EXAMINING FOUR SEPARATE AREAS OF OPERATION WITHIN THE OFFICE.

Abstract

IN THE AREA OF STAFF STRUCTURE AND ASSIGNMENT OF RESPONSIBILITY, PROBLEMS IDENTIFIED INCLUDED THE LACK OF FUNCTIONAL DISTINCTIONS AND CLEARLY DEFINED WORK DISTRIBUTION BETWEEN THE RECORDS AND COURTS SECTIONS, INADEQUATE CHAIN OF COMMAND, FRAGMENTED RESPONSIBILITY, AND HIGH PERSONNEL TURNOVER. A REVISED ORGANIZATIONAL STRUCTURE AND GRADE IMPROVEMENTS IN 27 POSITIONS WERE THEREFORE RECOMMENDED. IN THE AREA OF RECORDS MANAGEMENT PRACTICES, PROBLEMS IDENTIFIED INCLUDED OVERCROWDED AND POORLY ORGANIZED STORAGE FACILITIES, POOR OFFICE LAYOUTS, UNMONITORED PUBLIC ACCESS TO STORAGE FLOORS AND AREAS, DISPARATE INVENTORY CONTROL METHODS, DIFFICULTY IN IDENTIFYING AND LOCATING RECORDS, NEEDLESSLY EXPENSIVE STORAGE UNITS AND FORMATS, AND POTENTIALLY DETERIORATING OLDER DOCUMENTS. RECOMMENDATIONS IN THIS AREA THEREFORE INCLUDED BUYING MORE MODERN AND COST EFFECTIVE STORAGE UNITS, MICROFILMING RECORDS, REVISING OFFICE LAYOUTS, USING KEY OPERATED FLOOR SELECTORS IN THE ELEVATORS, PROVIDING USERS' GUIDES FOR RECORDS, AND REPRINTING OLDER BOOKS. IN THE AREA OF JURY SELECTION AND MANAGEMENT PROCEDURES, PROBLEMS IDENTIFIED INCLUDED TIME CONSUMING SELECTION AND CLERICAL TASKS AND A CUMBERSOME JURY PAYROLL PROCESS. RECOMMENDATIONS INCLUDED USING THE COUNTY'S COMPUTERIZED VOTER REGISTRATION LISTS AND OTHER COMPUTERIZED LISTS, AUTOMATING MANY CLERICAL TASKS, COLLECTING DATA DURING THE SUMMER, AND USING A FLAT FEE SYSTEM FOR JURORS. IN THE AREA OF ACCESSIBILITY TO HISTORICAL DOCUMENTS, THE MAIN PROBLEM IDENTIFIED WAS INADEQUATE AND DISORGANIZED STORAGE. A DETAILED PLAN WAS PROPOSED TO SOLVE THIS PROBLEM. EXPECTED QUANTIFIABLE BENEFITS FROM ADOPTING THE ABOVE RECOMMENDATIONS INCLUDED COST SAVINGS OF $137,816, AVAILABILITY OF 4,708 MANHOURS PER YEAR, AND REVENUE INCREASE OF $6,000 PER YEAR FROM A PUBLIC SELF-SERVICE MICROFILM READER/PRINTER. DETAILS ON METHODOLOGY, AND RECOMMENDED ORGANIZATIONAL, PAY GRADE, AND PHYSICAL FACILITY CHANGES, ARE INCLUDED. (CFW)