Clerk & Comptroller
Audit findings · High severity · policy
3 findings match the current filter. Sorted by severity, then dollar amount.
- highpolicyCCC · FY 2023
Civil Marchman Act filing type assigned incorrect public privacy level
One of 96 Civil test samples, a filing type 'Invol Asm Stab' associated with Marchman Act cases, was assigned a public privacy level in Clericus when it was required to be sealed under AO2017-064(II)(A)(9). Marchman Act case files and dockets must be sealed by the Clerk of the Circuit Court unless otherwise ordered by the court. Management immediately corrected the privacy level upon notification.
in: CCC Docket Image Privacy Follow-Up - Final Report dated February 14 2023 - highpolicyCCC · FY 2022
Majority of DAVID Searches for Audit Period Could Not Be Verified
Of the 1,660 DAVID searches conducted during the audit period, 955 (58%) could not be verified as proper, authorized, business-related searches. Reasons for unverifiability included incorrect purpose codes, missing case/citation numbers, incorrect case/citation numbers, inability to locate the searched person in Clericus, impound searches using names instead of tag numbers, verbally requested searches with no documentation, and deleted email documentation. Documented policies and procedures providing guidance for conducting verifiable searches were limited, and verbal search requests were not required to be documented.
in: CCC: DAVID Attestation-Admin - Dated July 12, 2022 - highpolicyCCC · FY 2020
Segregation of duties not enforced in deposit will verification process
At the Dade City location, the same person who inputted a deposit will into Clericus was permitted to verify their own work, provided they waited 24 hours, because the documented procedures did not explicitly require a separate teammate to perform verification. Additionally, the Deposit Will Verification procedure allowed the verifier to make corrections as necessary, which effectively eliminated the segregation of duty control over data entered by the intake clerk. These gaps created risk of undetected errors or irregularities in case records.
in: CCC: 2020-05 Deposit Will Audit – Dated September 17, 2020