1.1  The Physical Space Housing the Records

Active Records Area

Main Offices

Sheriff Tax Office

Inactive Records Area A

Assessor Attic R1

Circuit Clerk 2nd floor R1

County Clerk Records R1

Sheriff Law Enforcement Office R1

Prosecuting Attorney Attached Room R1

Inactive Records Area B

Circuit Clerk 3rd floor R2

County Clerk Upstairs R2

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 77.0

Circuit Clerk 72

County Clerk 79.7

Sheriff 72

Prosecuting Attorney 75

Assessor 85.8

Circuit Clerk R1 75

County Clerk R1 79.5

Sheriff R1 79

Prosecuting Attorney R1 82

Assessor

Circuit Clerk R2 82

County Clerk R2 82

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 46

Circuit Clerk 40

County Clerk

Sheriff 30

Prosecuting Attorney 46

Assessor 49

Circuit Clerk R1 42

County Clerk R1 33

Sheriff R1 42

Prosecuting Attorney R1 60

Assessor

Circuit Clerk R2 41

County Clerk R2 42

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk R2 yes

County Clerk R2 yes

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Moisture, Dampness (record as yes/no)                 and note where

Assessor no

Circuit Clerk no

County Clerk yes, on papers

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes birds

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes people with lice

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes termites

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 yes, insects

County Clerk R2 no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 yes

County Clerk R2 yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

 

 

 

Comments

 

 

1.2, 1.4, and 1.5 Quantity of Records Held and Condition of Records                                         

Location

Record Type

Volume

Condition

Assessors Office

Map

1 4.7’x3.7’

Clean

Assessors Office

Map Cards

7 4x6 drawers

Clean

Assessors Attic R1

Misc.

21 non-standard boxes, 3 large banker boxes

Mold/Dirt/Torn

Assessors Attic R1

Personal Property

10 dockets

Mold/Dirt/Torn

Assessors Attic R1

Coal Indexes

8 large banker boxes

Mold/Dirt/Torn

Assessors Attic R1

Business Returns

3 non-standard boxes

Mold/Dirt/Torn

Assessors Attic R1

Property Taxes

1 non-standard box

Clean

Assessors Attic R1

Delinquent Land Sales

1 non-standard box

Clean

Assessors Attic R1

Homestead Exemption

1 non-standard box

Torn/Surface dirt

Assessors Attic R1

Index

1 non-standard box

Clean

Assessors Attic R1

Exonerations

1 non-standard box

Clean

Assessors Attic R1

Maps

Stack on floor

Torn/Dirt

Circuit Clerk Office

Mental Health

9 dockets

Clean

Circuit Clerk Office

Mental Hygiene

2 dockets

Clean

Circuit Clerk Office

Adoption

6 dockets/10 vertical drawers

Clean

Circuit Clerk Office

Adoption Order

1 docket

Clean

Circuit Clerk Office

Execution

3 dockets

Clean

Circuit Clerk Office

Foreign Support and UTL

2 dockets

Clean

Circuit Clerk Office

Misc. Orders

5 dockets

Clean

Circuit Clerk Office

Report to State Commissioners of Forfeited and Delinquent Lands

6 dockets

Clean

Circuit Clerk Office

Index to Chancery

2 dockets

Clean

Circuit Clerk Office

Civil Order

1 docket

Clean

Circuit Clerk Office

Guardianship Orders

2 dockets

Clean

Circuit Clerk Office

Jurors Record

2 dockets

Clean

Circuit Clerk Office

Chancery Order Book

10 dockets

Clean

Circuit Clerk Office

Domestic/Divorce Files

86 vertical drawers

Clean

Circuit Clerk Office

Civil Files

229 vertical drawers/4 nonstandard boxes

Clean

Circuit Clerk Office

Civil Order

132 dockets/24’ boxes linear

Clean

Circuit Clerk Office

Criminal Files

68 vertical drawers

Clean

Circuit Clerk Office

Juvenile Files

22 vertical drawers/53 dockets

Clean

Circuit Clerk Office

Mixed Criminal

2 vertical drawers

Clean

Circuit Clerk Office

Old Warrants

1 vertical drawer

Clean

Circuit Clerk Office

Criminal Appeal

1 vertical drawer

Clean

Circuit Clerk Office

Bound Over Magistrate Court

7 vertical drawers

Clean

Circuit Clerk Office

Sealed Divorce Tapes

4 vertical drawers

Clean

Circuit Clerk Office

Bus Tardy

2 vertical drawers

Clean

Circuit Clerk Office

Guardianship

1 vertical drawer

Clean

Circuit Clerk Office

Court Reporter Notes

1 banker box

Clean

Circuit Clerk Office

Sealed Documents

3 banker boxes

Clean

Circuit Clerk Office

Law Orders

90 dockets/24’ boxes linear

Clean

Circuit Clerk 2nd floor R1

Civil Cases

27 legal banker boxes/32 letter banker boxes

Clean

Circuit Clerk 2nd floor R1

URESA

10 vertical drawers/4cf

Clean

Circuit Clerk 2nd floor R1

Civil

5 vertical drawers/36cf

Clean

Circuit Clerk 2nd floor R1

Pistol Licenses

3 can

Clean

Circuit Clerk 2nd floor R1

Marriage Waivers

1 can

Clean

Circuit Clerk 2nd floor R1

Election

1 can

Clean

Circuit Clerk 2nd floor R1

Writs and Suggestion

6 cans

Clean

Circuit Clerk 2nd floor R1

Guardianship File

6cf

Clean

Circuit Clerk 2nd floor R1

Bank Reconciliation, Statements, etc.

6cf/1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Record of Fees and Other Collections

4 dockets

Clean

Circuit Clerk 2nd floor R1

Transfer slips

1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Homestead Exemption

1 vertical drawer/1 non-standard box

Clean

Circuit Clerk 2nd floor R1

Redemption

1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Ownership of Land

1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Copy Hearing

1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Income

1 vertical drawer

Clean

Circuit Clerk 2nd floor R1

Property Transfer

13 non-standard plastic boxes

Clean

Circuit Clerk 2nd floor R1

Land

90 dockets

Torn/Mold/Burnt/Red rot

Circuit Clerk 2nd floor R1

Misc.

5 nonstandard boxes

Clean

Circuit Clerk 2nd floor R1

Real Estate Forms

1 lateral drawer

Clean

Circuit Clerk 2nd floor R1

Mobile Home Records

3 lateral drawers

Clean

Circuit Clerk 2nd floor R1

Appraisal Guides

1 lateral drawer

Clean

Circuit Clerk 2nd floor R1

Personal Property

120 cans

Clean

Circuit Clerk 3rd  floor R2

Order Book/Sales of Land/School Funds

1 docket

Clean

Circuit Clerk 3rd  floor R2

Jurors Time Records

1 docket

Clean

Circuit Clerk 3rd  floor R2

Fee Record

6 dockets

Clean

Circuit Clerk 3rd  floor R2

Justice’s Criminal

9 dockets

Clean

Circuit Clerk 3rd  floor R2

Mental Hygiene

11cf

Clean

Circuit Clerk 3rd  floor R2

Masters Tapes

14 banker boxes/4cd

Clean

Circuit Clerk 3rd  floor R2

Misc.

15 non-standard boxes

Clean

Circuit Clerk 3rd  floor R2

Law Cases Ended

24 cans

Clean

Circuit Clerk 3rd  floor R2

Divorces Granted

22 cans

Clean

Circuit Clerk 3rd  floor R2

Change of Name

1 can

Clean

Circuit Clerk 3rd  floor R2

Pistol License

1 can

Clean

Circuit Clerk 3rd  floor R2

Chancery Causes Ended

22 cans

Clean

Circuit Clerk 3rd  floor R2

Summary Proceedings Petitioners

1 can

Clean

Circuit Clerk 3rd  floor R2

Probation and JP Judgments

2 cans

Clean

Circuit Clerk 3rd  floor R2

Civil Cases

3 bankers boxes

Clean

Circuit Clerk 3rd  floor R2

Dismissed Juvenile Cases

33cf

Clean

Circuit Clerk 3rd  floor R2

Criminal Cases

76cf

Clean

Circuit Clerk 3rd  floor R2

Criminal and Civil Cases

72cf

Clean

Circuit Clerk 3rd  floor R2

Jury Commissioners Record

2 dockets

Clean

Circuit Clerk 3rd  floor R2

Order Book Sale of School Lands

2dockets

Clean

Circuit Clerk 3rd  floor R2

Fee Record Trial Cases

1 docket

Clean

Circuit Clerk 3rd  floor R2

General Index to Delinquent Lands

1 docket

Clean

Circuit Clerk 3rd  floor R2

Civil Orders

4 dockets

Clean

Circuit Clerk 3rd  floor R2

Criminal

5 dockets

Clean

Circuit Clerk 3rd  floor R2

Misc.

2 dockets

Clean

Circuit Clerk 3rd  floor R2

Circuit Court

1 docket

Clean

Circuit Clerk 3rd  floor R2

Juvenile Record

6 dockets

Clean

Circuit Clerk 3rd  floor R2

General Index to Law Orders Plaintiff

1 docket

Clean

Circuit Clerk 3rd  floor R2

General Index to Law Orders Defendants

1 docket

Clean

County Clerk Office

Commissioner’s Record Book

69 cans

Clean

County Clerk Office

Monthly Financial – All Offices

17 cans

Clean

County Clerk Office

Federal and State Tax Liens

3 cans

Clean

County Clerk Office

Minister Marriage Book

1 can

Clean

County Clerk Office

General County

5 vertical drawers

Clean

County Clerk Office

Assessor Volume

1 vertical drawer

Clean

County Clerk Office

Misc.

1 vertical drawer

Clean

County Clerk Office

Fee Record

4 dockets

Clean

County Clerk Office

Map Record

1 docket/loose papers

Torn

County Clerk Office

Transfer Sheets

6 vertical drawers

Clean

County Clerk Office

Receipt Books

Stack on floor (24”x12”)

Clean

County Clerk Office

Coal Severance

7 vertical drawers

Folded

County Clerk Records R1

Coal Lease

26 dockets

Clean

County Clerk Records R1

Index to Coal Lease

1 docket

Clean

County Clerk Records R1

Discharge

15 docket

Clean

County Clerk Records R1

Index to Discharge

1 docket

Clean

County Clerk Records R1

Commissioner’s Record

24 cans/89 dockets

Clean

County Clerk Records R1

Estate

16 vertical drawers

Clean

County Clerk Records R1

Financing Statements

12 vertical drawers

Clean

County Clerk Records R1

Index PPA Liens

1 docket

Clean

County Clerk Records R1

Redemption Receipts

2 dockets

Clean

County Clerk Records R1

Payroll with Tax

1 docket

Clean

County Clerk Records R1

Payroll

6 dockets

Clean

County Clerk Records R1

Welfare Department Receipts

1 docket

Clean

County Clerk Records R1

Land

4 dockets

Clean

County Clerk Records R1

Personal Property

3 dockets

Clean

County Clerk Records R1

Commission Minutes

11 dockets

Clean

County Clerk Records R1

Fiduciary Record

24 dockets

Clean

County Clerk Records R1

Appraisement Short Form

1 docket

Clean

County Clerk Records R1

Auditors Report

1 docket

Clean

County Clerk Records R1

Consolidation or Division of Assessment of Real Estate

3 dockets

Clean

County Clerk Records R1

Offence Bond

1 docket

Clean

County Clerk Records R1

Curb Forms

1 docket

Clean

County Clerk Records R1

Registration of Birth

1 docket

Clean

County Clerk Records R1

General Release

59 dockets

Clean

County Clerk Records R1

General Index to Releases

1 docket

Clean

County Clerk Records R1

Release of Liens

4 dockets

Clean

County Clerk Records R1

Grantor Index to Releases

4 dockets

Clean

County Clerk Records R1

Change of Name

2 dockets

Clean

County Clerk Records R1

Church Trustees

3 dockets

Clean

County Clerk Records R1

Ministers Marriage Authorization

1 docket

Clean

County Clerk Records R1

Primary Election Record

1 docket

Clean

County Clerk Records R1

Notaries Bond

2 dockets

Clean

County Clerk Records R1

Register of Deaths

16 dockets

Clean

County Clerk Records R1

Certification of Oath

10 dockets

Clean

County Clerk Records R1

Power of Attorney

12 dockets

Clean

County Clerk Records R1

Trust Company Statements

1 docket

Clean

County Clerk Records R1

Register of Marriages

40 dockets

Clean

County Clerk Records R1

Official Bond

16 dockets/1 can

Clean

County Clerk Records R1

Marriage License Record

33 dockets/2 cans

Clean

County Clerk Records R1

Application for Marriage License

1 docket

Clean

County Clerk Records R1

Register of Births

14 dockets

Clean

County Clerk Records R1

Index to Deeds of Trust

1 docket

Clean

County Clerk Records R1

Deeds

1 docket

Clean

County Clerk Records R1

Index to Releases

1 docket

Clean

County Clerk Records R1

General Bonds

3 cans

Clean

County Clerk Records R1

Federal and State Tax Receipt

1 can

Clean

County Clerk Records R1

Notice of Tax Liens and Releases

9 cans

Clean

County Clerk Records R1

Monthly Statements

6 cans

Clean

County Clerk Records R1

Guardian Report

1 can

Clean

County Clerk Records R1

Oaths of Office

2 dockets

Clean

County Clerk Records R1

Hunting and Fishing Licenses

2 cans

Clean

County Clerk Records R1

Notaries Bonds

4 cans

Clean

County Clerk Records R1

Building Permits

1 can

Clean

County Clerk Records R1

Bank Statements

3 cans

Clean

County Clerk Records R1

Personal Property

12 dockets

Clean

County Clerk Records R1

Misc.

16 cans

Clean

County Clerk Upstairs R2

Misc.

30 non-standard boxes/49 banker boxes

Dirt/Mold

County Clerk Upstairs R2

Personal Property

78 dockets

Dirt

County Clerk Upstairs R2

Deed

43 dockets

Clean

County Clerk Upstairs R2

Index of Deeds

17 dockets

Clean

Sheriff Tax Office

Land

10 dockets

Clean

Sheriff Tax Office

Personal Property

8 dockets

Clean

Sheriff Tax Office

Personal Property Corps

2 dockets

Clean

Sheriff Tax Office

Returned Mail Tickets

8 vertical drawers

Clean

Sheriff Tax Office

Tax

I vertical drawer

Clean

Sheriff Tax Office

Health Department

1 vertical drawer

Clean

Sheriff Tax Office

Refund Accounts

1 vertical drawer

Clean

Sheriff Tax Office

Jury Voucher

1 vertical drawer

Clean

Sheriff Tax Office

Delinquent Real and Personal Taxes

10 Stacks (15”x48)

Clean

Sheriff Tax Office

District Map

Stack (15”x3”)

Clean

Sheriff Tax Office

Delinquent Tax Reports

Stack (15x4”)

Clean

Sheriff Tax Office

Girls Post Books

2 units (35”x27’)

Clean

Sheriff Tax Office

Sheriff’s Settlement Record

1 docket

Clean

Sheriff Law Enforcement Office R1

Accident Reports

4 vertical drawers

Clean

Sheriff Law Enforcement Office R1

Misc.

200 banker boxes

Clean

Prosecuting Attorney Office

Criminal Files

4 vertical drawers/folders in shelf (3’x4”)

Clean

Prosecuting Attorney Attached Room R1

Misc.

200 banker boxes

Clean

Prosecuting Attorney Attached Room R1

Criminal Files

9 vertical drawers

Clean

Prosecuting Attorney Attached Room R1

Juvenile

2 vertical drawers

Clean

Prosecuting Attorney Attached Room R1

Mixed Cases

4 vertical drawers

Clean

Prosecuting Attorney Attached Room R1

Abuse Cases

3 vertical drawers

Clean

 

Comments:  Assessor has offsite storage area at Rock Creek; it holds old Land dockets.

 

 Some County Clerk older files are also stored in Foster school.

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

no

no

no

yes

yes

 

Comments

 

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

15

5

11

5

6

Part time

1

0

2

0

2

Volunteers

0

0

0

1

1

1.7.B Records Training

 

 

 

 

 

Training received

None

Supreme court mandated

In house

 

20 hours a year

Opportunities available

None

Supreme court mandates

None

 

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

All day

Rare

All day

n/a

 

Public use

None

1 hour

All day

n/a

none

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Often

None

Don’t know

n/a

 

Public use

None

None

Don’t know

n/a

 

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

 

None

None

None

None

Disposition of originals

 

 

 

 

 

     Discarded

Yes, shredded

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

None

None

None

None

None

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

None

 

yes

None

None

Volume of material microfilmed

 

Don’t know order books

 

 

 

Disposition of originals

 

Stored inch 3rd floor

stored

 

 

    Discarded

 

 

Yes

 

 

    Placed in storage

 

3rd floor of Courthouse

Offsite

 

 

Master copy stored    (onsite or offsite )

 

Onsite

onsite

 

 

User copies available (record as yes/no)

 

 

No

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

None

None

None

None

None

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

None

None

None

None

None

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments

 

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Record groups and/or series created and maintained in electronic format  (list all)

n/a

n/a

n/a

n/a

n/a

Software used

ISA

n/a

COTT Systems

n/a

Word perfect

Name and address of the vendor used

n/a

n/a

 

n/a

n/a

System support used

n/a

n/a

 

n/a

n/a

Name and address of the vendor used

n/a

n/a

 

n/a

n/a

Security in place for the storage system

 

n/a

Vault Systems

n/a

storage

Security in place for the backup system

Password

n/a

 

n/a

n/a

Procedural rules used for creation, storage, reformatting, and retirement of electronic records

n/a

n/a

 

1 year on electronic backup

n/a

 

Recommendations

 

 

1.10 Records Retention/Disposition (Retention Schedules, Destruction Process, Electronic Records Guidelines Used)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Name of retention schedules or any other procedures, including Code references, followed during the last five years

1977 records schedule

None

1977 records schedule

1977 records schedule

None

Documentation processes to show what records have been destroyed in the past five years  (record as yes/no)

Yes shred

No

No

No

No

Any records management guidelines used for electronic records (record as yes/no)

No

No

No

No

No

 

Comments

 

 

 

 

 

1.11 Material being stored outside the office's jurisdiction

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Lists of records administered by the office, but held by a local historical or genealogical group, a local library, or West Virginia University  (record as yes/no)

Yes, State tax department

No

Older records stored at fester school

None

None

Lists contain record group, series, span date, and quantity data  (record as yes/no)

No

No

No

No

No

Transfer documentation for these records  (record as yes/no)

No

No

No

No

No

 

Comments assessor needs more space

 

P1, P2, P3, P4, P5, P6, P7, P8

 

 

 

 

 

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