Clerk & Comptroller
Audit findings · Low · evidence
6 findings match the current filter. Sorted by severity, then dollar amount.
- lowevidenceCCC · FY 2024
Incorrect images docketed to cases due to auto-docketing error
Two cases had the incorrect image docketed; the CCIS transaction report was docketed as the DL Check. Management attributed this to an auto-docketing error. The incorrect docketing reduces the reliability and accuracy of case records.
in: CCC Driver License Reinstatements - Dated December 27, 2024 - lowevidenceCCC · FY 2023
One Criminal image of 361 tested was docketed incorrectly
One Criminal image was a Return of Service but was docketed with code NOFI (Notice of Filing) because the portal filer selected an incorrect docket code and the teammate did not correct it. The image description on the document and the docket description did not agree.
in: CCC Docket Image Privacy Follow-Up - Final Report dated February 14 2023 - lowevidenceCCC · FY 2023
Safe contained spare keys and evidence vault combinations unknown to management
During an unannounced cash count on 6/9/2022, the IG observed the contents of the safe at Dade City Official Records and found several spare/copy keys for other departments and a folder containing combinations for both evidence vaults. A Records Division Operations Supervisor stated on 6/28/2022 that they were unaware these items were stored in the safe. The HR Director also confirmed HR was unaware, and while HR tracked to whom combinations were distributed, it could not track where they were stored thereafter. The Records Assistant Director later advised on 12/5/2022 that the vault codes found were obsolete.
in: CCC: Unannounced Cash Counts - Dated February 28, 2023 - lowevidenceBCC · FY 2023
DAVID search queries not documented in associated case files
For 3 of 11 DAVID queries reviewed, the associated case file did not reflect the specific DAVID information that was queried, making it difficult to trace all queries to a legitimate business purpose.
in: BCC: Stormwater DAVID Contract Attestation - Dated November 13, 2023 - lowevidenceCCC · FY 2021
One Criminal image of 361 tested was docketed with incorrect code
One Criminal image tested — a Return of Service — was docketed using code NOFI (Notice of Filing), which did not match the actual document. The filing was received via the online portal with the incorrect docket code selected by the filer, and the code was not corrected by staff before docketing.
in: CCC: 2020-09 Docket & Image Privacy – Dated August 4, 2021 - lowevidenceCCC · FY 2021
Documentation of verified wills prior to destruction not fully remediated
The original audit found that documentation of deposited wills verified prior to destruction was not being maintained. The corrective action plan for this item was only partially completed as of the follow-up date, because no deposit wills had been destroyed since the original 2020-05 audit engagement. As a result, Civil management had not yet been able to finalize updates to the destruction procedures to ensure complete and accurate guidance.
in: CCC: 2020-05 Deposit Will Follow-up Memo – Dated August 5, 2021