Clerk & Comptroller
Audit findings · High severity · evidence
4 findings match the current filter. Sorted by severity, then dollar amount.
- highevidenceCCC · FY 2023
Unauthorized and Undocumented Evidence Deletions in TrakMan
A total of 36 items were deleted from TrakMan by Civil and Criminal teammates during the audit period. Of six Civil deletions tested, three lacked documentation supporting proper approval and two were performed by unauthorized teammates. Of three Criminal deletions tested, none had proper approval documentation and two were performed by unauthorized teammates. The Evidence Procedure Manual required director-approved deletions performed only by authorized personnel.
in: CCC: Evidence Final Report - Dated December 8, 2023 - highevidenceCCC · FY 2023
No Procedures for Checked-Out Evidence That Cannot Be Located
Fifteen evidence items reflected as checked-out to Court Administration in TrakMan could not be located; Court Administration confirmed it did not have custody. Seven items were checked out from Criminal between July 2010 and November 2018, and eight items were checked out from Civil on February 16, 2021. As of July 2023, the seven Criminal items remained unlocated, while the eight Civil items were found and verified in the west side Evidence Room. Formal written procedures did not address steps to take when checked-out evidence cannot be located.
in: CCC: Evidence Final Report - Dated December 8, 2023 - highevidenceCCC · FY 2023
Chain of Custody Documentation Missing for 36 of 79 Items Tested
The IG tested 79 evidence items for proper chain of custody documentation and found 36 lacked proper documentation. All nine disposed and refused items tested lacked complete or accurate chain of custody records. Of 20 returned sensitive evidence items tested, five lacked proper documentation including missing signed receipts, purged case files, and unsigned receipts. Of 50 checked-out items tested, 22 lacked proper documentation — 21 missing signed Evidence Transfer Receipts and one with a receipt where the name did not match TrakMan records.
in: CCC: Evidence Final Report - Dated December 8, 2023 - highevidenceCCC · FY 2020
No documentation maintained for pre-destruction deposit will verification
Management indicated that a random 10% sample of deposited wills meeting their retention date was verified prior to destruction; however, no documentation was maintained to support that this verification requirement was actually completed. The IG team was therefore unable to confirm the verification occurred. Furthermore, the Probate division had no documented procedures providing detailed guidance on how to conduct the pre-destruction verification or how to maintain supporting documentation of the sample reviewed.
in: CCC: 2020-05 Deposit Will Audit – Dated September 17, 2020