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 78 office

Circuit Clerk 70 office

County Clerk 72 office

Sheriff 76 office

Prosecuting Attorney 77 office

Assessor 78

Circuit Clerk

County Clerk 77 maintenance room

Sheriff 60-75

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 77 commission room

County Clerk 69 jail

Sheriff

Prosecuting Attorney

Humidity (record as relative humidity)

Assessor 33 office

Circuit Clerk 43 office

County Clerk 44 office

Sheriff 39 office

Prosecuting Attorney 42 office

Assessor 33

Circuit Clerk

County Clerk 44 maintenance room

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 34 commission room

County Clerk 43 jail

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold active (record as yes/no)

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor NA

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Mold inactive (record as yes/no)

Assessor NA

Circuit Clerk NA

County Clerk no

Sheriff NA

Prosecuting Attorney no

Assessor NA

Circuit Clerk

County Clerk yes

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

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

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor NA

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Animals alive note kind

Assessor yes bats, mice

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney yes bats, mice

Assessor yes bats, mice

Circuit Clerk

County Clerk no

Sheriff yes mice

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Animals past note kind

Assessor yes bats, mice

Circuit Clerk no

County Clerk no

Sheriff yes bats, mice

Prosecuting Attorney yes

Assessor yes bats, mice

Circuit Clerk

County Clerk no

Sheriff yes bats, mice

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Insects alive note kind

Assessor yes ants, water bugs

Circuit Clerk no

County Clerk no

Sheriff yes gnats, spiders

Prosecuting Attorney yes spiders, bugs, bees

Assessor yes ants, water bugs

Circuit Clerk

County Clerk no

Sheriff yes roaches, flies

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Insects past note kind

Assessor yes ants, water bugs

Circuit Clerk no

County Clerk no

Sheriff yes gnats, spiders

Prosecuting Attorney yes

Assessor yes ants, water bugs

Circuit Clerk

County Clerk no

Sheriff yes roaches, flies

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes commission room

County Clerk yes jail

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

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

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

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 NA

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

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

Assessor yes & no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor yes & no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor yes standard locks

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor yes standard locks

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor yes

Circuit Clerk

County Clerk no commission room

County Clerk no jail

Sheriff

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 commission room

County Clerk no jail

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 commission room

County Clerk no jail

Sheriff

Prosecuting Attorney

 

 

Comments: Assessor's office is not accessible.


 

 

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

Location

Record Type

Volume

Condition

Assessor office Front

Misc. forms & letters (current year)

20 drawers, legal size

Clean

Assessor office Front

Misc. forms & letters (future year)

6 drawers, legal size

Clean

Assessor office Front

Misc. forms & letters (supplemental)

27 drawers, legal size

Clean

Assessor office Front

Misc. forms & letters (general)

4 drawers, legal size

Clean

Assessor office Front

Personal Property (future year)

4 books

Clean

Assessor office Front

Personal Property (current) and DMV

36 books

Clean

Assessor office Middle

Mobile Home cards

1 5x7 file drawer

Clean

Assessor office Middle

To do file

1 drawer, legal size

Clean

Assessor office Middle

Current Building Permits

1 drawer, legal size

Clean

Assessor office Middle

Prior Building Permits

1 drawer, legal size

Clean

Assessor office Middle

Farm Discounts

2 drawers, legal size

Clean

Assessor office Middle

Copy of Wills

1 drawer, legal size

Clean

Assessor office Middle

Timber Management

1 drawer, legal size

Clean

Assessor office Middle

Current Land

14 books

Clean

Assessor office Hallway 1

Homestead records

3 5x7 drawers

Clean

Assessor office Hallway 1

Change cards

3 5x7 drawers

Clean

Assessor office Hallway 1

Dog records

4 5x7 drawers

Clean

Assessor office Hallway 1

Farm Reports

2 1 cu.ft. boxes

Clean

Assessor office Hallway 1

Real Estate by year

15 books

Clean

Assessor office Hallway 1

Land Books by year

20 books

Clean

Assessor office Hallway 2

Personal Property Prior Years

12 drawers, legal size

Clean

Assessor office Hallway 2

Current assessment forms

Stacked

Clean

Assessor office Hallway 2

Personal Property Prior Years

54 4"x18" drawers

Clean

Assessor office Hallway 2

Backup computer records

3 4"x18" drawers

Clean

Assessor office Hallway 2

Current and next year changes

4 4"x18" drawers

Clean

Assessor office Hallway 2

Real Estate Land books

10 books

Clean

Assessor office Hallway 2

DMV Records (1999-2001)

2 books

Clean

Assessor office Map Room

Maps

10 case drawers

Clean

Assessor office Map Room

Maps

9 hanging files (maps & plats)

Clean

Assessor office Map Room

Transfer List

8 books

Clean

Assessor office Map Room

Gas, oil, mineral records

2 books

Clean

Assessor office Map Room

Map Card Files

20 5x7 drawers

Clean

Assessor office Map Room

Paper copy of CAMA files

6 boxes

Clean

Assessor office Back Real Estate Office

Current Transfer Lists

24 drawers, legal size

Clean

Assessor office Back Real Estate Office

Real Estate

12 books

Clean

Assessor office Hallway 3

Sales Listing Forms

2 drawers, legal size

Clean

Assessor office Hallway 3

PRC Cards (out of date)

12 drawers

Clean

Assessor office Hallway 3

Audit Reports

9 books

Clean

Assessor office Appraiser's office

CAMA files

20 drawers, legal size

Clean

Assessor office Appraiser's office

Real Estate

12 books

Clean

Assessor office Appraiser's office

Copy of all Land Maps

 

Clean

Assessor office Detention Jail Center

Personal Property records (2 years 1998-1999)

 

Clean

Circuit Clerk office Main Vault

Criminal/Civil records

292 wall can files

Dirty with coal dust

Circuit Clerk office Main Vault

Criminal Orders

49 books (8x14)

Clean

Circuit Clerk office Main Vault

UDL

4 books (8x14)

Clean

Circuit Clerk office Main Vault

Domestic Relation Orders

32 books (8x14)

Clean

Circuit Clerk office Main Vault

Criminal Dockets

5 books (8x14)

Clean

Circuit Clerk office Main Vault

Civil Orders

52 books (8x14)

Clean

Circuit Clerk office Main Vault

Civil Dockets

18 books (8x14)

Clean

Circuit Clerk office Main Vault

Miscellaneous Orders

15 books (8x14)

Clean

Circuit Clerk office Main Vault

Commissioner/Forfeited & Delinquent Lands

2 books (12x18+)

Clean

Circuit Clerk office Main Vault

Sale of Land for School Fund Orders

1 book (12x18+)

Clean

Circuit Clerk office Main Vault

Judgment Executions

2 books (12x18+)

Clean

Circuit Clerk office Main Vault

Jury

1 book (12x14)

Clean

Circuit Clerk office Main Vault

Adoptions

5 books (8x14)

Clean

Circuit Clerk office Main Vault

Chancery Rules

7 books (12x18+)

Clean

Circuit Clerk office Main Vault

Chancery Orders

19 books (12x18+)

Clean

Circuit Clerk office Main Vault

Common Law Dockets

4 books (12x18+)

Clean

Circuit Clerk office Main Vault

Common Law Orders

20 books (12x18+)

Clean

Circuit Clerk office Main Vault

Juvenile Orders

36 books (8x14)

Clean

Circuit Clerk office Main Vault

Juvenile Dockets

4 books (8x14)

Clean

Circuit Clerk office Main Vault

Juvenile Records

4 books (8x14)

Clean

Circuit Clerk office Main Vault

Mental Hygiene

5 books (8x14)

Clean

Circuit Clerk office Main Vault

Miscellaneous Bonds

10 books (8x14)

Clean

Circuit Clerk office Main Vault

Juvenile Case Files

5 cabinets of 20 drawers, legal size

Clean

Circuit Clerk office Main Vault

Civil Case Files

8 cabinets of 32 drawers, legal size

Clean

Circuit Clerk office Main Vault

Criminal Case Files

8 cabinets of 32 drawers, legal size

Clean

Circuit Clerk office Main Vault

Domestic Case Files

18 cabinets of 72 drawers, legal size

Clean

Circuit Clerk office Main Vault

Individual Cases

25 1 cu.ft. boxes

Clean

Circuit Clerk office Main Vault

Mental Health Cases

4 banker boxes, 1.5 cu.ft.

Clean

Circuit Clerk office Detention Jail Center

Old Civil Cases

5 cabinets of 20 drawers, legal size

Clean

County Clerk office Main Vault

Deed

309 books (8x14)

Clean

County Clerk office Main Vault

Deed Index

32 books (8x14)

Clean

County Clerk office Main Vault

Will

33 books, 15 12x18+, 18 8x14

Clean

County Clerk office Main Vault

Probate

11 books, 6 12x18+, 5 8x14

Clean

County Clerk office Main Vault

Record of Fiduciary

20 books

Clean

County Clerk office Main Vault

Deed of Trust

354 books (8x14)

Clean

County Clerk office Main Vault

Appraisements

37 books, 11 12x18+, 26 8x14

Clean

County Clerk office Main Vault

Fiduciary Settlements

19 books, 12 12x18+, 8 8x14

Clean

County Clerk office Main Vault

Deaths

9 books, 5 12x18+, 4 8x14

Clean

County Clerk office Main Vault

Births

6 books (12x18+)

Clean

County Clerk office Main Vault

Foreign Deaths

4 books (8x14)

Clean

County Clerk office Main Vault

Marriages

19 books, 9 12x18+, 10 8x14

Clean

County Clerk office Main Vault

Bonds

2 books, 1 12x18+, 1 8x14

Clean

County Clerk office Main Vault

Land Books

125 books, 100+ 12x18+, balance for computer printout

Clean

County Clerk office Main Vault

Guardian

2 books (12x18+)

Clean

County Clerk office Main Vault

Execution

2 books (12x18+)

Clean

County Clerk office Main Vault

Administrator's Bond

1 book (12x18+)

Clean

County Clerk office Main Vault

Primary Elections

3 books (12x18+)

Clean

County Clerk office Main Vault

General Elections

4 books (12x18+)

Clean

County Clerk office Main Vault

Precinct Voters

31 books

Clean

County Clerk office Main Vault

Corporate License

1 book (12x18+)

Clean

County Clerk office Main Vault

Military Service Discharge

20 books (12x18+)

Clean

County Clerk office Main Vault

Relief Fund

1 book (12x18+)

Clean

County Clerk office Main Vault

Certificate of Redemption

2 books (12x18+)

Clean

County Clerk office Main Vault

Sheriff Settlement

1 book (12x18+)

Clean

County Clerk office Main Vault

Supplemental Tax

1 book (12x18+)

Clean

County Clerk office Main Vault

Records of Assignments

11 books (12x18+)

Clean

County Clerk office Main Vault

Orders

22 books, 12 12x18+, 10 8x14

Clean

County Clerk office Main Vault

Judgment Docket

26 books (12x18+)

Clean

County Clerk office Main Vault

Record Power of Attorney

19 books, 11 12x18+, 8 8x14

Clean

County Clerk office Main Vault

Church Trustees

4 books (12x18+)

Clean

County Clerk office Main Vault

Record Change of Name

1 book (12x18+)

Clean

County Clerk office Main Vault

Forfeiture of Lands

2 books (12x18+)

Clean

County Clerk office Main Vault

Deed of Trust Sale

2 books (12x18+)

Clean

County Clerk office Main Vault

Personal Property

12 books (12x18+)

Clean

County Clerk office Main Vault

Release

88 books (8x14)

Clean

County Clerk office Main Vault

General Index to Deed of Trust

21 books (8x14)

Clean

County Clerk office Main Vault

Miscellaneous Bonds

10 books (8x14)

Clean

County Clerk office Main Vault

Doing Business Under Fictitious Name

1 book (12x18+)

Clean

County Clerk office Wall Can Files

Welfare Affidavit

1 wall can file

Clean

County Clerk office Wall Can Files

State Road Commission Court Orders & Abandonment

2 wall can files

Clean

County Clerk office Wall Can Files

Marriage Certificates

18 wall can files

Clean

County Clerk office Wall Can Files

Financing Statements

8 wall can files

Clean

County Clerk office Wall Can Files

Bankruptcy Discharge

1 wall can file

Clean

County Clerk office Wall Can Files

Name Change Order

1 wall can file

Clean

County Clerk office Wall Can Files

Birth Certificates

20 wall can files

Clean

County Clerk office Wall Can Files

Oath of Office

1 wall can file

Clean

County Clerk office Wall Can Files

Deaths

10 wall can files

Clean

County Clerk office Wall Can Files

Coal Taxes

1 wall can file

Clean

County Clerk office Wall Can Files

Court Order

1 wall can file

Clean

County Clerk office Wall Can Files

Notary Bonds

1 wall can file

Clean

County Clerk office Wall Can Files

Miscellaneous Bonds

3 wall can files

Clean

County Clerk office Wall Can Files

Official Bonds

1 wall can file

Clean

County Clerk office Wall Can Files

Blasting Permits

1 wall can file

Clean

County Clerk office Wall Can Files

Embalmer Certificates

1 wall can file

Clean

County Clerk office Wall Can Files

Notary Bonds

2 wall can files

Clean

County Clerk office Wall Can Files

BOE Bonds

1 wall can file

Clean

County Clerk office Wall Can Files

Audit Records

56 wall can files

Clean

County Clerk office Wall Can Files

Dog Pound

1 wall can file

Clean

County Clerk office Wall Can Files

Coal Severance

1 wall can file

Clean

County Clerk office Wall Can Files

911

1 wall can file

Clean

County Clerk office Wall Can Files

General School

1 wall can file

Clean

County Clerk office Wall Can Files

Magistrate Court

1 wall can file

Clean

County Clerk office Wall Can Files

Worthless Checks

1 wall can file

Clean

County Clerk office Wall Can Files

Assessor Valuation

1 wall can file

Clean

County Clerk office Wall Can Files

Jail Supplement

1 wall can file

Clean

County Clerk office Wall Can Files

Sheriff Settlement

1 wall can file

Clean

County Clerk office Wall Can Files

General Fund Revenue

6 wall can files

Clean

County Clerk office Wall Can Files

Pay Roll

6 wall can files

Clean

County Clerk office Wall Can Files

County Commission Minutes

8 wall can files

Clean

County Clerk office Wall Can Files

Bank Statements

9 wall can files

Clean

County Clerk office Wall Can Files

Fiduciary Records

112 wall can files

Clean

County Clerk office Wall Can Files

Judgment Release

8 wall can files

Clean

County Clerk office Wall Can Files

Wills

48 wall can files

Clean

County Clerk office Detention Jail Center

County Commission Records

9 1 cu.ft. boxes

Clean

County Clerk office Detention Jail Center

Wills

8 1 cu.ft. boxes

Clean

County Clerk office Detention Jail Center

Fiduciary Settlements

10 1 cu.ft. boxes

Clean

County Clerk office Detention Jail Center

Election Ballots

10 1 cu.ft. boxes

Clean

County Clerk office Detention Jail Center

Fiduciary Statements

1 1 cu.ft. box

Clean

County Clerk office Detention Jail Center

Judgment

1 1 cu.ft. box

Clean

Sheriff's Tax office Front

Current year paid receipt

8 drawers, legal size

Clean

Sheriff's Tax office Front

Sheriff computer printout, paid taxes, license renewals

8 drawers, legal size

Clean

Sheriff's Tax office Bathroom

Paid tax tickets from prior year waiting to be audited

10 1 cu.ft. boxes

Clean

Sheriff's Tax office Bathroom

All Land Sale records

1 cu.ft. boxes

Clean

Sheriff's Tax office Bathroom

Time Sheets for Employees

1 cu.ft. boxes

Clean

Sheriff's Tax office Center

Invoices and Correspondence

2 drawers, legal size

Clean

Sheriff's Tax office Center

Bankruptcy Files

2 drawers, legal size

Clean

Sheriff's Tax office Center

Delinquent non-entered land sales

1 drawer, legal size

Clean

Sheriff's Tax office Center

Law Enforcement Vehicles Records

1 drawer, legal size

Clean

Sheriff's Tax office Center

Guardian/Committee Files

1 drawer, legal size

Clean

Sheriff's Tax office Center

Time Sheets

1 drawer, legal size

Clean

Sheriff's Tax office Small Kitchen Area

Guardian/Committee Records

13 1.5 cu.ft. plastic boxes

Clean

Sheriff's Tax office Small Vault

Guardian/Committee Records

6 1 cu.ft. boxes

Clean

Sheriff's Tax office Detention Jail Center

Audited Records

20-25 1 cu.ft. boxes

Clean

Prosecuting Attorney office Main

Felony Criminal

5 drawers, legal size

Clean

Prosecuting Attorney office Main

Misdemeanor

5 drawers, legal size

Clean

Prosecuting Attorney office Main

Juvenile

2 drawers, legal size

Clean

Prosecuting Attorney office Main

Juvenile Abuse & Neglect

2 drawers, legal size

Clean

Prosecuting Attorney office Main

Miscellaneous

8 drawers, legal size

Clean

Prosecuting Attorney office Main

Criminal Complaints

2 drawers, legal size

Clean

 

Comments

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10

 

 

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.A Number of Employees

 

 

 

 

 

Full time

11

4

6

3

3

Part time

0

0

0

1 (temporary)

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

As required by Tax Department

In-house (need help)

None

In-house as needed

None

Opportunities available

Every year as scheduled

(need help)

None

None

None

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

2 hours

Don't know

Don't know

1 hour

Public use

 

1 hour

Don't know

Don't know

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

N/A

Staff use

8 hours

1 hour

Don't know

Don't know

N/A

Public use

N/A

1 hour

Don't know

Don't know

N/A

 


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

None

None

Don't know

Several thousand (Paid Tax Receipts, renewed license, etc.)

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

No

No

 

Placed in storage

 

 

Yes

Yes

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

N/A

None

None

N/A

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

No

 

 

Placed in storage

 

 

Yes

 

 

Master copy stored onsite or offsite

 

 

Onsite

 

 

User copies available (record as yes/no)

 

 

Yes

 

 

External

 

 

 

 

 

Volume of material microfilmed

N/A

N/A

None

N/A

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

N/A

None

N/A

N/A

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

N/A

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

Onsite, offsite after 1 year

 

Backup copies available (record as yes/no)

 

 

 

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

Software Computer Group

In process not completed

Daily tax collection, Daily DMV renewal

None

Software used

N/A

CCMS

N/A

Backup on disk done daily

N/A

Name and address of the vendor used

N/A

Software Computer Group, Charleston, WV

N/A

 

N/A

System support used

N/A

CCMS

N/A

 

N/A

Name and address of the vendor used

N/A

 

N/A

 

N/A

Security in place for the storage system

N/A

Locked vault

N/A

 

N/A

Security in place for the backup system

N/A

 

N/A

Locked, fireproof vault

N/A

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

N/A

N/A

N/A

N/A

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

N/A

No

No

Retention Record set by State Tax Dept. and Auditor

No

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

N/A

Yes

No

No

No

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

N/A

Yes

No

N/A

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)

N/A

No

No

No

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

 

 

 

Mineral Index Page