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 70-80 office

Circuit Clerk 78 vault main

County Clerk 75 office

Sheriff office- 80

Prosecuting Attorney 70 office

Assessor

Circuit Clerk

County Clerk( third floor storage room 1)-69

Sheriff ( over the basement vault)-80

Prosecuting Attorney 70

Assessor

Circuit Clerk

County Clerk third floor storage room 2-70

Sheriff basement vault-85

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor varies

Circuit Clerk 31

County Clerk 31 office

Sheriff  office-35

Prosecuting Attorney office

Assessor

Circuit Clerk

County Clerk 35

Sheriff - 35

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk - 34

Sheriff -42

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

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

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes windows/ceiling

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney yes windows/ceiling

Assessor

Circuit Clerk

County Clerk no

Sheriff yes basement

Prosecuting Attorney

Animals – alive  note kind                            

Assessor yes mice

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Animals – past  note kind

Assessor yes mice

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney yes birds/bats

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Insects – alive  note kind

Assessor yes ants

Circuit Clerk no

County Clerk yes ladybugs

Sheriff yes ladybugs, flies

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes wasps

Sheriff yes ladybugs, flies

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes wasps

Sheriff no

Prosecuting Attorney

Insects – past note kind                                

Assessor yes ants/termites

Circuit Clerk no

County Clerk

Sheriff yes ladybugs

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes ladybugs

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

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

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments:  County Clerk's office put in a new roof in 2001.

 

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

Location

Record Type

Volume

Condition

Assessor office

Land and Personal Property

55 Large, 131 printouts

Clean

Assessor office

Maps by district

13 drawers letter size

Clean

Assessor office

Misc. papers and forms

5 drawers legal size

Clean

Assessor office

Personal property records

5 drawers legal size

Clean

Assessor office

Oil and gas records

5 drawers legal size

Clean

Assessor office

Map cards

5 5x8 drawers

Clean

Assessor office

Hanging Plats

100

Clean

Circuit Clerk office vault

Family Law recordings

7 -1 cu.ft. boxes of tapes

Clean

Circuit Clerk office vault

Court Reporter recording/notes

15- 1 cu.ft. boxes

Clean

Circuit clerk office vault

Court repot recording notes

5 letter drawers

Clean

Circuit clerk office vault

Chancery

29 Large dockets

Clean

Circuit clerk office vault

Common Law

24 Large, 2 Small dockets

Clean

Circuit clerk office vault

Civil

15 S dockets

Clean

Circuit clerk office vault

Domestic

7 S dockets

Clean

Circuit clerk office vault

Criminal

11 S dockets

Clean

Circuit clerk office vault

Juvenile

4 L, 3 S dockets

Clean

Circuit clerk office vault

Administrative

7 S dockets

Clean

Circuit clerk office vault

Miscellaneous

3 S dockets

Clean

Circuit clerk office vault

Guardian

1 S dockets

Clean

Circuit clerk office vault

Adoption

2 L, 3 S dockets

Clean

Circuit clerk office vault

Mental Hygiene

1 S dockets

Clean

Circuit clerk office vault

Delinquent Lands

6 L dockets

Clean

Circuit clerk office vault

Old chancery, law, juvenile, adoptions, etc.

355 document cans

Clean

Circuit clerk office vault

 old and current case files – domestic, criminal, civil, mental hygiene, guardian, adoption, administrative, jury, misc.

50 file cabinets

Clean

County Clerk main office

Appraisements, elections, tax release, liens, financial statements, will, probate

144 document cans

Clean

County Clerk main office

Commission

5 S dockets

Clean

County Clerk main office

Marriage

1 L, 1 S dockets

Clean

County Clerk main office

Election