Grand jury blasts NC’s filing system |

Grand jury blasts NC’s filing system

The Nevada City Planning Department’s filing system is out of date and has no backup or security, the county grand jury said Friday.

Grand jurors also said in a midterm report that the current system is out of compliance with state standards. Those statements followed an investigation triggered by an anonymous citizen’s complaint filed with the Nevada County District Attorney over missing files.

“It’s much to-do about nothing,” said City Attorney Jim Anderson Friday. He claimed the city is already improving the planning files system.

The missing records were either misplaced or misfiled, but no criminal intent was found, grand jurors said. They added that the city’s filing system does not meet the state’s Records Management Guidelines. Grand jurors recommended that security for the files be improved and a backup system be put in place.

They also recommended that the city manager and the city clerk travel to Truckee to discuss that city’s planning file system because it meets state standards.

Anderson said the files reported missing were actually misplaced during City Hall’s renovations, when the staff moved to three rooms at the New York Hotel across the street.

The Planning Department’s filing system was not the best, Anderson admitted, but it has been reorganized, he added.

Duplicating the city’s records would be a lot of work and expensive, Anderson said. “That’d be great if we were Hewlett-Packard. Like everybody else, our revenues are going down rather than up.”

City Clerk Cathy Wilcox-Barnes said she is ultimately responsible for the city records.

The staff has completely revamped its filing system and has very quick access to the records, Wilcox-Barnes said. “We’ve made a lot of improvements.”

City Planner Paul Cogley, a part-time city consultant since 1997, also said his department’s filing system has been upgraded.

At this time, Cogley said, there are no missing or misplaced planning files. “The grand jury report provides guidance to where we should continue our efforts,” he concluded.

City Manager Beryl Robinson was out of town Friday and could not comment on the grand jury report.

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The grand jury report:

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