1.1  The Physical Space Housing the Records

Active Records Area

 

Inactive Records Area A

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 70 office

Circuit Clerk 71 office

County Clerk 66 office and vault beside office

Sheriff 70 office

Prosecuting Attorney 70

Assessor     N/A

Circuit Clerk 72 closet

County Clerk 70 basement

Sheriff     N/A

Prosecuting Attorney

Assessor     N/A

Circuit Clerk

County Clerk 67 office

Sheriff     N/A

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 39% office

Circuit Clerk 40% office

County Clerk 38% office

Sheriff 40% office

Prosecuting Attorney 40%

Assessor

Circuit Clerk 51% closet

County Clerk 43% basement

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 62% office

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes in office no in vault

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor     N/A

Circuit Clerk no

County Clerk yes

Sheriff     N/A

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff     N/A

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor     N/A

Circuit Clerk no

County Clerk no

Sheriff     N/A

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 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 no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 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 yes

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 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

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

 

 

 

Comments : Many of the offices had Active and Inactive records in the same place. circuit Clerk said that there was a fire extingusiher in the hallway they would use in case of emergency. There is key card access to the main building after hours.  The circuit vault door is broken.  The circuit would like a panic button.

 

 

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

Location

Record Type

Volume

Condition

Assessor office

Report on Vehicles

8 vertical drawers

Clean

Assessor office

Personal Property

7 dockets

Clean

Assessor office

District Records

20 vertical drawers

Clean

Assessor office

Vehicles Listed

5 vertical drawers

Clean

Assessor office

Misc.

3  large banker boxes

Clean

Assessor office

State Sales Ratio and Printout

1 large banker box

Clean

Assessor office

Budget Files

1 large banker box

Clean

Assessor office

Application for Homestead Exemption

6 drawers 3x5 drawer size

Clean

Assessor office

Map cards

Machine  6ft wide 8 rows on it and 7 metal card holders a row

Clean

Assessor office

Tax maps

1 vertical drawer

Clean

Assessor office

Flood maps

1 vertical drawer

Clean

Assessor office

New Construction

1 vertical drawer

Clean

Assessor office

Erroneous Forms

1 vertical drawer

Clean

Assessor office

Building permit form, DMV form, Oil gas, Orphan Roads, Surveyors, Time Sheets

1 vertical drawer

Clean

Assessor office

Land Books

2 dockets

Clean

Assessor office

Flat map

Metal Cabinet size of flat map

Clean

Assessor office

Transfer Books

2 dockets

Clean

Assessor office

Will Book

1 docket

Clean

Assessor office

Commercial Business Property Returns

1vertical drawer

Clean

Assessor office

Maps

Map hanger

Covered by plastic Clean

Circuit Clerk office

Mental Health

5 vertical drawers

Clean

Circuit Clerk office

Guardianship

3 vertical drawers

Clean

Circuit Clerk office

Civil Docket Sheets

15 dockets

Clean

Circuit Clerk office

Domestic Docket Sheets

2 dockets

Clean

Circuit Clerk office

Criminal Docket Sheets

3 dockets

Clean

Circuit Clerk office

Fee Books

5 dockets

Clean/Dirt

Circuit Clerk office

Loose records unknown

2 inch stack on floor

Clean/ Torn

Circuit Clerk office

Loose records unknown

3 inch stack on floor

Clean/ Torn

Circuit Clerk office