1

1.1 The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Records Held From Various Offices

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk n/a

County Clerk 74

Sheriff n/a

Prosecuting Attorney n/a

Basement 75

6^th floor storage 80

Closets 70

Files under the stairs 75

Attic n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk n/a

County Clerk 35

Sheriff n/a

Prosecuting Attorney n/a

Basement 80

6^th floor storage 100

Closets 100

Files under stairs 100

Attic n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic yes

Assessor

Circuit Clerk

County Clerk

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

Basement no

6^th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

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

Basement no

6^th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive note kind

Assessor no

Circuit Clerk yes spiders

County Clerk yes didn’t say

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6^th floor storage yes

Closets no

Files under stairs no

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Basement no

6^th floor storage no

Closets no

Files under stairs yes

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6^th floor storage no

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

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

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6^th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6^th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6^th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6^th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Comments: There was a guard at entrance of the building instead of the actual place of records. The Alarm system that they have is a panic button system.

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

Location	Record Type	Volume	Condition
Assessors office	Oil and gas	25 lateral drawers 106cf	Clean
Assessors office	Communications	10 lateral drawers 25cf	Clean
Assessors office	Property Research	12 lateral drawers	Clean
Assessors office	Exonerations	21 lateral drawers 90cf	Clean
Assessors office	Transcripts	8 lateral drawers 4cf	Clean
Assessors office	Oil and gas deed and right	16 vertical drawers	Clean
Assessors office	Chay	4 vertical drawers	Clean
Assessors office	RR-Kard-Veyer	21 non standard boxes 43 cf	Clean
Assessors office	Maps	450	Clean
Assessors office	Land books	132 dockets	Dirt, Torn
Assessors office	SPO	13 dockets	Clean
Assessors office	Transcripts	45 N.S. box 27cf	Clean
Assessors office	Transfers	21 lateral drawers 9cf	Clean
Assessors office	Personal Property Appraisements	42 vertical drawers 48 document cans	Clean
6^th floor	State Records, bank unpaid debt	17cf	Clean
6^th floor	Mobile home	21 cf	Clean
6^th floor	RR	8 box 14cf	Clean
Basement	Assessments	Non standard boxes 21cf	Clean
Basement	Dog Cards	Non standard boxes 18cf	Clean
Basement	Business Assessments	16 vertical drawers