1.1The Physical Space Housing the Records

Active Records Area

 

Inactive Records Area A

Inactive Records Area B

1.1.ATemperature (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 Ė 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 Ė 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 Ė alivenote 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 Ė pastnote 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 Ė alivenote 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 Ė 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.

3large 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

Machine6ft 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

Grand Jury

2 vertical drawers

Clean

Circuit Clerk office

Elections

2 vertical drawers

Clean

Circuit Clerk office

Execution

2 vertical drawers

Clean

Circuit Clerk office

Juvenile books

12 dockets

Clean/Dirt

Circuit Clerk office

Various Misc. Books

30 dockets

Clean/Dirt

Circuit Clerk office

Administrative books

10 dockets

Clean

Circuit Clerk office

Civil order

63 dockets

Clean/Dirt/Torn

Circuit Clerk office

Domestic Relations

24 dockets

Clean/Dirt/Torn

Circuit Clerk office

Misc.

4 dockets

Clean

Circuit Clerk office

Mental Hygiene

6 dockets

Clean

Circuit Clerk office

Criminal Orders

64 dockets

Clean/Dirt/Torn

Circuit Clerk office

One certain Civil Case

6 vertical drawers

Clean

Circuit Clerk office

Civil Docket books

9 dockets

Clean

 

 

 

 

Circuit Clerk office

Adoptions

6 dockets

Clean

Circuit Clerk office

Grand jury notes

1 vertical drawer

Clean

Circuit Clerk office : SEE COMMENTS

Juvenile files

90 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Criminal files

58 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Civil files

161 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Misc..

5 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Mental Hygiene

6 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Domestic Relations

39 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Divorce

42 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Motion for Judgment

2 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Chancery

2 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Law

4 spaces 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Criminal Appeal

1 space 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Delinquent lands

1 space 3ft each

Clean

Circuit Clerk office : SEE COMMENTS

Chancery Divorce

11 spaces 3ft each

Clean

Circuit Clerk office storage room

Various Record

5ft 2inch stack of dockets

 

Circuit Clerk office storage room

Various Records

4ft 11inch stack of dockets

 

Circuit Clerk office storage room

Various Records

4ft 8inch stack of dockets

 

Circuit Clerk office storage room

Various Records

4ft 9inch stack of cardboard boxes nonstandard

 

Circuit Clerk office storage room

Tapes

2 non standard boxes

 

Circuit Clerk office storage room

Tapes

5ft 2inch stack of non standard boxes

 

Circuit Clerk office storage room

Tapes

5ft 7inch stack of non standard boxes

 

Circuit Clerk office storage room

Tapes

3ft 6inch stack of non standard boxes

 

Circuit Clerk office storage room

Civil Cases

23 small banker boxes

 

Circuit Clerk office storage room

Civil Cases

37 large banker boxes

 

County Clerk office and vault beside office

Index of birth

16 dockets

Dirt/Clean/ Torn

County Clerk office and vault beside office

Index of Death

24 dockets

Dirt/Clean/ Torn

County Clerk office and vault beside office

Index of Marriage

70 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Deeds of Trust

194 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Misc.Forms

4 dockets

Dirt/Clean/ Torn

County Clerk office and vault beside office

Record of Trust Company

1 docket

Dirt

County Clerk office and vault beside office

Land Title

7 docket

Dirt/Clean/ Torn

County Clerk office and vault beside office

Attorney General Assessments

1 docket

Dirt

County Clerk office and vault beside office

 

 

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Series Index 1 to Deeds

17 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Series of Index 2 to Deeds

54 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Series of Index 3 to Deeds

18 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Map Books

9 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Record Fee

20 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Land Book

33 dockets

Dirt/Clean/ Torn/ Red Rot

County Clerk office and vault beside office

Personal Property

5 dockets

Dirt/Clean/Torn

County Clerk office and vault beside office

Delinquent Land

5 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Names

1 docket

Dirt/Clean/ Mold/Torn/Red Rot

County Clerk office and vault beside office

Surveys

3 docket

Dirt/Clean/ Mold/Torn/Red Rot

County Clerk office and vault beside office

Index to Agreements

3 docket

Dirt/Clean/ Torn

County Clerk office and vault beside office

Church Trustees

1 docket

Torn/Red Rot

County Clerk office and vault beside office

Misc.

4 vertical drawer

Clean

County Clerk office and vault beside office

Closed Estates

4 banker boxes

Clean

County Clerk office and vault beside office

Deed books

301 dockets

Dirt/Clean/ Mold/Torn

County Clerk office and vault beside office

Discharge books

19 dockets

Clean/Dirt

County Clerk office and vault beside office

Settlement & Accounting

28 dockets

Clean/ Dirt

County Clerk office and vault beside office

Deeds of Release

72 dockets

Clean/Dirt/ Torn

County Clerk office and vault beside office

Appraisements

47 dockets

Clean/ Dirt

County Clerk office and vault beside office

Inventory Book

52 dockets

Clean/ Dirt /Torn

County Clerk office and vault beside office

Mechanic Liens

3 dockets

Clean/Dirt

County Clerk office and vault beside office

Wills

49 dockets

Clean/Dirt

County Clerk office and vault beside office

Execution

2 dockets

Clean/Dirt

County Clerk office and vault beside office

Lis Pendens

2 dockets

Clean/Dirt

County Clerk office and vault beside office

Executors Bonds

2 dockets

Clean/Dirt

County Clerk office and vault beside office

Record of Fiduciary

18 dockets

Clean/Dirt

County Clerk office and vault beside office

Probate Fiduciary records

16 dockets

Clean/Dirt

County Clerk office and vault beside office

Guardian Accounts

1 docket

Clean/Dirt

County Clerk office and vault beside office

Supplement Fiduciary Records

4 dockets

Clean/Dirt

County Clerk office and vault beside office

Maps

Hanging on wooden hanger 3ft 4in high and 3ft 1inch wide

Torn/ Clean

County Clerk office and vault beside office

Maps

7ft 6inch linear rolled in container

Torn

County Clerk office and vault beside office

Pictures

4 nonstandard box

Clean

County Clerk office and vault beside office

Financing Statements & Estates

24 small metal drawers

Clean

County Clerk basement

Personal Property/ Transfer Deed of Trust

36 dockets

Red Rot /Dirt

County Clerk basement

Lunacy

10 dockets

Dirt/ Torn

County Clerk basement

Chattel Trust Deeds

1docket

Dirt/Torn

County Clerk basement

Unknown Various Records

3ft 7inch high and 4ft 10inch wide linear space of nonstandard boxes

Dirt/ Clean/ Torn

County Clerk basement

Dept of Transportation

3ft 11inch high and 1ft 9inch wide linear space of non standard boxes

Dirt/ Clean/ Torn

County Clerk basement

Grants

1 large banker box

Clean /Torn

County Clerk basement

Ambulance

2 large banker boxes

Dirt/ Clean/ Torn

County Clerk basement

Vendor Cards

2 large banker boxes

Dirt/ Clean/ Torn

County Clerk basement

Payroll/General County Checks/Vendor Cards

1ft high and 1ft wide stack of nonstandard boxes

Dirt/ Clean/ Torn

County Clerk basement

Ambulance Fund Voucher

1 small banker box

Dirt/ Clean/ Torn

County Clerk basement

Timesheets

1 small banker box

Dirt/ Clean/ Torn

County Clerk basement

Vendor Office Cards

3 small banker boxes

Dirt/ Clean/ Torn

County Clerk basement

Coal Severance Vouchers

1 small banker boxes

Dirt/ Clean/ Torn

County Clerk basement

General County Voucher

4 small banker boxes

Dirt/ Clean/ Torn

County Clerk basement

Various Misc. Records

3ft 9inch wide and 3ft 4inch high stack of non standard boxes on floor

Dirt/ Clean/ Torn

County Clerk basement

Blueprints books

3large dockets

Torn

County Clerk basement

Land Books

51 dockets

Torn/Dirt/Red Rot/ Mold

County Clerk basement

Minister Bond

5 dockets

Dirt/Torn

County Clerk basement

Judgment Lien

11 dockets

Dirt/Torn

County Clerk basement

Deeds of Release

18 dockets

Dirt/Torn

County Clerk basement

Grantor Index of Release

1 docket

Dirt

 

 

 

 

County Clerk basement

Misc. Orders

7 dockets

Dirt / Torn

County Clerk basement

Notary Bonds

2 dockets

Dirt / Torn

County Clerk basement

General Road Fund

7 dockets

Dirt / Torn

County Clerk basement

General Index Fiduciary

2 dockets

Dirt / Torn

County Clerk basement

Classification Records

6 dockets

Dirt / Torn

County Clerk basement

Voter Registration/ Regular Card Cancelled/ Vouchers

Wooden Shelf 9ich wide and 7inch high containing 10 small non standard boxes

Clean / Dirt

County Clerk basement

Primary Election

1 small banker box

Clean

County Clerk basement

Payroll

1 small banker box

Clean

County Clerk basement

Precinct

1 small banker box

Clean

County Clerk basement

General Election

1 small banker box

Clean

County Clerk basement

Misc. County

8 large banker boxes

Clean

County Clerk basement

Misc. Various Records

7 small banker boxes on floor

Clean/ Dirt

County Clerk basement

General County Fund

23 document cans

Torn/ Bundled and Dirt

County Clerk basement

Will

44 document cans

Torn/ Bundled and Dirt

County Clerk basement

Settlements

48 document cans

Torn/ Bundled and Dirt

County Clerk basement

Appraisements/Settlements/ Wills/ Release Judgments/ Executions

126 document cans

Torn/ Bundled and Dirt

County Clerk basement

Settlements

6 large banker boxes

Clean/ Torn

County Clerk basement

Appraisements/ Settlements

16 small banker boxes

Clean/ Torn

County Clerk basement

Civil Service

2 non standard boxes

Clean/ Torn

County Clerk basement

Wills

4 non standard boxes

Clean/ Torn

County Clerk basement

Dept of Highways

3 non standard boxes

Clean/ Torn

County Clerk basement

Blueprint book

1 docket

Clean/ Torn

County Clerk basement

Report Sales Trust Deeds

1 docket

Clean/ Torn

County Clerk basement

Births

4 vertical drawer

Clean/ Torn

County Clerk basement

Misc.

1ft 8 inch stack books

Clean/ Torn

County Clerk basement

Misc.

1ft 4inch high and 2ft 9inch space of small non standard boxes

Clean/ Torn

County Clerk basement

Rolled maps

2ft wide and 10 inch high rolledmaps

Torn

County Clerk basement

Misc. Orders

9 dockets

Clean/ Torn

County Clerk basement

Deeds of Trust

 

Clean/ Torn

County Clerk basement

Right of Way

 

Clean/ Torn

County Clerk basement

Misc.

2ft 8inch stack of dockets

Clean/ Torn

County Clerk basement

Misc.

2 small banker boxes

Clean/ Torn

County Clerk basement

Marriage License

26 large banker boxes

Clean/ Torn

County Clerk basement

Loose files

3ft 1inch stack

Clean/ Torn

County Clerk basement

Vouchers

3 banker boxes

Clean/ Torn

County Clerk basement

Sheriff Reports

1 small banker boxes

Clean/ Torn

County Clerk basement

Deposit Slips

1 small banker boxes

Clean/ Torn

County Clerk basement

Misc.

17 small banker boxes

Clean/ Torn

County Clerk basement

Swimming Pool Records

1 large banker boxes

Clean/ Torn/ Dirt

County Clerk basement

Runsheets

4 large banker boxes

Clean/ Torn

County Clerk basement

Unpaid bills

1 large banker box

Clean/ Torn

County Clerk basement

Misc.

11 large banker boxes

Clean/ Torn

County Clerk basement

Loose files

1ft 2inch stack on floor

Clean/ Torn

County Clerk basement

Loose files

1ft 3inch stack on floor

Clean/Dirt/ Torn

County Clerk basement

Loose files

1ft stack on floor

Clean/ Dirt/Torn

County Clerk basement

County Checks

1 small banker boxes

Clean/ Torn

County Clerk basement

Grantee Index

1 docket

Clean/ Torn

County Clerk basement

General County Fund

48 document cans

Clean/ Torn

County Clerk basement

Misc. Records

2ft 10 inch stack of non standard boxes on the floor

Clean/ Torn

County Clerk basement

Financing Statements

16 large banker boxes

Clean/ Torn

County Clerk basement

Advanced Reports

8 large banker boxes

Clean/ Torn

Sheriff office

Various mixed records unknown records (not labeled)

68 vertical drawers

Clean

Prosecuting Attorney office

Various mixed records

16 vertical metal drawers

Clean

Prosecuting Attorney office

Various mixed records

12 lateral metal drawers

Clean

 

Comments:Circuit Clerk had a machine that contaided metal shelves with files in a folder.Sections of it were in 3ft long. it was a new Shelving machine, when you press a button a whol row closes and another one opens.

††††††††††† In Circuit clerk Storage Space there were pipes on the ceiling.

prosecutting attorney office is located two blocks away from court house.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25

 

 


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.ANumber of Employees

 

 

 

 

 

Full time

10

4

On the survey they filled out they answered yes

On the survey they filled out they answered yes

4

Part time

0

2

No

No

0

Volunteers

0

0

No

Unknown

0

1.7.B Records Training

 

 

 

 

 

Training received

None

None

In house training

None

N/A

Opportunities available

None

None

None

None

N/A

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

Didnít know

8 hours

All day

N/A

Public use

Not a lot

Didnít know

8 hours

Didnít know

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didnít know

Didnít know

8 hours

Didnít know

N/A

Public use

Didnít know

Didnít know

8 hours

None

N/A

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments

 

††††††††††† No copying done there, but indicated originals are returned to owners, banks, attorneys, etcÖ

 

 

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)

 

 

 

 

 

Software used

WVISC

CCMS

None

None

None

Name and address of the vendor used

Windsoft Tell Net

 

 

 

 

Security in place for the storage system

Password

 

 

 

 

 

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

Yes however none was provided

Yes, 1995 Records Retention schedule

Just 1977 plan

None

No

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

No

Yes

None destroyed

No

No

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

Yes

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)

No

No

The genealogical group has copied some of the records and put them in book form.

No

No

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

No

No

Yes

No

No

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

No

No

No

No

No

 

Comments

 

 

 

 

 

 

 

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