1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Storage Room

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk 75

County Clerk 74

Sheriff 72

Prosecuting Attorney 76

Assessor

Circuit Clerk 75

County Clerk 74

Sheriff  vault-73

Prosecuting Attorney-76

Assessor-annex-78

Circuit Clerk-annex-78

County Clerk-80-with vault attached/ annex-78

Sheriff

Prosecuting Attorney annex-78

Humidity (record as % relative humidity)

Assessor 54

Circuit Clerk 54

County Clerk 51

Sheriff 46

Prosecuting Attorney 48

Assessor

Circuit Clerk 54

County Clerk 56

Sheriff-46

Prosecuting Attorney-42

Assessor- 52

Circuit Clerk-52

County Clerk-65/ 52

Sheriff

Prosecuting Attorney-52

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff-no

Prosecuting Attorney-yes

Assessor yes

Circuit Clerk yes

County Clerk-no/ yes

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 no

Prosecuting Attorney- no

Assessor

Circuit Clerk

County Clerk-vault-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 no

Sheriff no

Prosecuting Attorney 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

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney 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

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor-no

Circuit Clerk-no

County Clerk-no/ no

Sheriff

Prosecuting Attorney-no

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 no

Prosecuting Attorney no

Assessor-no

Circuit Clerk-no

County Clerk-no/ no

Sheriff

Prosecuting Attorney no

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes spiders

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk no/ yes

Sheriff

Prosecuting Attorney yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Sprinklers  (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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

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 yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor-yes

Circuit Clerk yes

County Clerk yes/ yes

Sheriff

Prosecuting Attorney yes

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 no

Assessor no

Circuit Clerk no

County Clerk no/no

Sheriff

Prosecuting Attorney no

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes/ no

Sheriff

Prosecuting Attorney no

Panic Button  (record as yes/no) No panic buttons for any of the offices
Active or Inactive

Assessor  no

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Key card access  (record as yes/no) No Key card access to any offices Active or Inactive

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

 

 

 

 

 

 

 

Comments:

all OFFICALS, except sheriff, store records in the annex building attic. the records are stored together in poor conditons. there is no enviroment control. the ceiling leaks in several places and there is a musty oder in the air. there are holes in the ceiling in the hallway and what appears to be an old bath room. records are in danger because records are stored in the hallway and any water that comes through the bathroom would also AFFECT the rest of the records.

the county clerk keeps copies of deed and lease books sealed in plastic and lays them on wooden shelves held up using plastic pop containers.

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Assessment Records

72  loose stacks bundled

Clean/Torn

Assessors office

Land books

9 dockets

Clean

Assessors office

Maps

10 vertical drawers

Clean

Assessors office

Transfer slips books

6 dockets

Clean

Assessors office

Tax map cards

Rolodex machine 6ft linear

Clean

Assessors office

Tax maps

1ft 1inch non standard box

Clean

Assessors office

Maps

1 map on table

Clean

Assessors office

Dog tags

2 non standard boxes

Clean

Assessors office

Personal Property

4 dockets

Clean

Assessors office

Addresses

7 vertical drawers that were 4inch high and 1ft wide

Clean

Assessors office

Farm report

1 lateral drawer

Clean

Assessors office

Homestead Exemptions/Mobile Home Cards

1 lateral drawer

Clean

Assessors office

Oil and Gas

4 lateral drawers

Clean

Assessors office

Business

3 lateral drawers

Clean

Assessors office

Correspondence/Appraisal Updates

1 lateral drawer

Clean

Circuit Clerk

Probation

9 lateral drawers

Clean

Circuit Clerk

Civil

3 lateral drawers

Clean

Circuit Clerk

Divorce

5 lateral drawers

Clean

Circuit Clerk

Criminal

 6 lateral drawers

Clean

Circuit Clerk

Domestic

2 lateral drawers

Clean

Circuit Clerk

Juvenile

2 lateral drawers

Clean

Circuit Clerk

Administrative

1 vertical drawer

Clean

Circuit Clerk

Administrative

13 dockets

Clean

Circuit Clerk Storage Space

Criminal Files

176 document cans

Clean

Circuit Clerk Storage Space

Criminal

3 vertical drawers

Clean

Circuit Clerk Storage Space

Law orders

28 dockets

Dirt/Torn/Mold

Circuit Clerk Storage Space

Administrated order

13 dockets

Clean

Circuit Clerk Storage Space

Civil orders

37 dockets

Clean

Circuit Clerk Storage Space

Criminal orders

39 dockets

Clean

Circuit Clerk Storage Space

Domestic Relations

18 dockets

Clean

Circuit Clerk Storage Space

General Index Law

2 dockets

Clean

Circuit Clerk Storage Space

Loose Domestic Folders

4 files

Clean

Circuit Clerk Storage Space

Chancery

43 dockets

Water Damage/Torn/Mold/Dirt

Circuit Clerk Storage Space

Mental Hygiene

3 dockets

 Clean

Circuit Clerk Storage Space

Witness

2 dockets

Dirt/Torn/Mold

Circuit Clerk Storage Space

Bond

1 docket

Dirt/Torn/Mold

Circuit Clerk Storage Space

Law

1 docket

Dirt/Torn/Mold

Circuit Clerk Storage Space

General Index Chancery

4 dockets

Clean

Circuit Clerk Storage Space

Fee Records

6 dockets

Clean/Dirt/Torn

Circuit Clerk Storage Space

Jury

5 dockets

Clean/Dirt/Torn

Circuit Clerk Storage Space

Civil Order

12 dockets

Clean

Circuit Clerk Storage Space

Adoption

3 dockets

Clean

Circuit Clerk Storage Space

Criminal

5 dockets

Clean

Circuit Clerk Storage Space

General Index Criminal Law

9 dockets

Clean

Circuit Clerk Storage Space

Juvenile

20 dockets

Clean

Circuit Clerk Storage Space

Criminal

135 vertical drawers

Clean

Circuit Clerk Storage Space

Guardianship

3 vertical drawers

Clean

Circuit Clerk Storage Space

Exemptions

6 vertical drawers

Clean

Circuit Clerk Storage Space

Juvenile

12 vertical drawers

Clean

Circuit Clerk Storage Space

Chancery

12 vertical drawers

Clean

Circuit Clerk Storage Space

Civil

88 vertical drawers

Clean

Circuit Clerk Storage Space

Domestic relations

36 vertical drawers

Clean

Circuit Clerk Storage Space

Guardianship

3 vertical drawers

Clean

Circuit Clerk Storage Space

Adoptions

4 vertical drawers

Clean

Circuit Clerk Storage Space

Mental Health

1 vertical drawer

Clean

Circuit Clerk Storage Space

Tapes – court recordings

4 large banker boxes

Clean

Circuit Clerk Storage Space

Dismissed bound-over

1 large banker box

Clean

Circuit Clerk Storage Space

Civil files

1 non standard box

Clean

Circuit Clerk Storage Space

Misc. files

5ft 3in wide and 3ft 6inch high in non standard boxes

Clean

Circuit Clerk Storage Space

Mental Health

4 large banker boxes

Clean

Circuit Clerk Storage Space

Civil

20 manuscript boxes

Clean

Circuit Clerk Storage Space

Civil files

6 non standard boxes

Clean

Circuit Clerk Storage Space

Chancery

12d vertical metal

Clean

Circuit Clerk Storage Space

Civil

88d vertical metal

Clean

Circuit Clerk Storage Space

Criminal and juvenile

12d vertical metal

Clean

Circuit Clerk Storage Space

Chancery

232 document cans

Torn, browning paper

Circuit Clerk Storage Space

Mental hygiene

1d vertical metal

Clean

Circuit Clerk Storage Space

ADM

1d vertical metal

Clean

Circuit Clerk Storage Space

Juvenile

12d vertical metal

Clean

County Clerk main office

Register of Birth

23 dockets

Clean

County Clerk main office

Marriage Records

41 dockets

Clean

County Clerk main office

Death Records

6 dockets

Clean

County Clerk main office

Bonds

2 dockets

Clean

County Clerk main office

Redemptions debtor index

2 dockets

Clean

County Clerk main office

Land books

7 dockets

Clean

County Clerk main office

Birth

2 lateral drawers

Clean

County Clerk main office

Death

2 lateral drawers

Clean

County Clerk room one

Marriage Records

54 document cans

Clean

County Clerk room one

Official bonds

1 document can

Clean

County Clerk room one

Lunacy

1 document can

Clean

County Clerk room one

Right of Ways

7 document cans

Clean

County Clerk room one

Tax liens

2 document cans

Clean

County Clerk room one

Wills

4 document cans

Clean

County Clerk room one

Receipts

3 document cans

Clean

County Clerk room one

Misc.

8 document cans

Clean

County Clerk room one

Sheriff Supplements

344 document cans

Clean

County Clerk room one

Probate

384 document cans

Clean

County Clerk room one

Delayed births

8 document cans

Clean

County Clerk room one

Official bonds

2 document cans

Clean

County Clerk room one

Statements of surety

2 document cans

Clean

County Clerk room one

Dog fund/Receipts/

Reimbursements

Non standard boxes 4ft 5inch linear

Clean

County Clerk room one

Map books

2 dockets

Clean

County Clerk room one

Election records

2 dockets

Clean

County Clerk room one

Absentee Voting

1 vertical drawer

Clean

County Clerk room one

Candidate Documents

1 vertical drawers

Clean

County Clerk room one

Land books

178 dockets

Clean/Dirt/Torn

County Clerk room one

Trust Deeds

165 dockets

Old/Dirt/Torn

County Clerk room one

Liens

9 dockets

Clean

County Clerk room one

Judgment liens

20 dockets

Clean

County Clerk room one

Execution docket

4 dockets

Clean

County Clerk room one

Assignment

5 dockets

Clean

County Clerk room one

Lis Pendens

3 dockets

Clean

County Clerk room one

Erroneous Files

Bundled files 7inch highX9 inch wide

Clean

County Clerk room one

Dog fund, receipts, reimbursements

4ft5inL non standard card board boxes

clean

County Clerk room one

Maps

Metal map hanger 2ft 2inch wide and 3ft 2inch high

Clean

County Clerk room one

Marriage

10 vertical drawers

Clean

County Clerk room one

Fiduciary

20 vertical drawers

Clean

County Clerk room one

Jury

5 dockets

Dirt/Torn

County Clerk room one

Fee Records

6 dockets

Dirt/Torn

County Clerk room one

Release Deeds

98 dockets

Clean/Dirt

County Clerk room one

Personal Property

10 dockets

Clean

County Clerk room one

Fiduciary

24 dockets

Water damage/Mold/Dirt/Torn

County Clerk room one

Deeds

280 dockets

Clean/Dirt

County Clerk room one

Lease record

2 dockets

Clean

County Clerk room one

Lease Book

213 dockets

Clean/Dirt

County Clerk room one

Corporation Records

8 dockets

Clean

County Clerk room one

Church Trustees

3 dockets

Clean

County Clerk room one

Lunacy

2 dockets

Red Rot

County Clerk room one

Oil and Gas

51 dockets

Clean

County Clerk room one

Misc. Writing

3 dockets

Clean

County Clerk room one

Wills

34 dockets

Clean

County Clerk room one

Index Deed

19 dockets

Clean

County Clerk room one

Order books

30 dockets

Clean

County Clerk room one

Bond Book

13 dockets

Clean

County Clerk room one

Administrative

10 dockets

Clean

County Clerk room one

Appraisements

48 dockets

Clean

County Clerk room one

Settlements

60 dockets

Clean

County Clerk room one

Delinquent

13 dockets

Clean

County clerk inactive room with vault

Trust deeds

165 dockets

Clean

County clerk inactive room with vault

Discharge deeds

283 dockets

Clean

County clerk inactive room with vault

Lease

251 dockets

Clean

County clerk inactive room with vault

Corporations

8 dockets

Clean

County clerk inactive room with vault

Church

3 dockets

Clean

County clerk inactive room with vault

Record of lunacy

2 dockets

Red rot, torn

County clerk inactive room with vault

Grantors deed on gas

51 dockets

Clean

County clerk inactive room with vault

Misc.

3 dockets

Clean

County clerk inactive room with vault

Wills

3 dockets

Clean

County clerk inactive room with vault

Index deeds

19 dockets

Clean

County clerk inactive room with vault

Release deeds

26 dockets

Clean

County clerk inactive room with vault

Order

30 dockets

Clean

County clerk inactive room with vault

Bond

13 dockets

clean

County clerk inactive room with vault

Judgment lien

4 dockets

clean

County clerk inactive room with vault

Fiduciary

16 dockets

Red rot, torn

County clerk inactive room with vault

Appraisements

48 dockets

Clean

County clerk inactive room with vault

Settlements

60 dockets

Clean

County clerk inactive room with vault

Delinquent land

13 dockets

Red rot torn

County clerk inactive room with vault

Fiduciary

25 drawers

Clean

County clerk inactive room with vault

Marriage

10 drawers

Clean

County clerk inactive room with vault

Heirs

10 dockets

Clean

County clerk inactive room with vault

Records

80 document cans

Clean

County clerk inactive room with vault

Grantor to index deeds

8 dockets

Torn, old, poor condition

 Sheriff office

Committee Accounts

4 vertical drawers

Clean

Sheriff office

Concealed Weapons

1 vertical drawer

Clean

Sheriff office

DMV reports

1 vertical drawer

Clean

Sheriff office

Delinquent Tax

2 vertical drawer

Clean

Sheriff office

Bankrupt

1 vertical drawer

Clean

Sheriff office

Personal Property

20 dockets

Clean

Sheriff office

Concealed Weapons

1 lateral drawer

Clean

Sheriff office

DMV reports

1 lateral drawer

Clean

Sheriff office

District rep.

3 lateral drawers

Clean

Sheriff office

Sheriff info.

2 lateral drawers

Clean

Sheriff office

Certificate of Redemption

6 dockets

Clean

Sheriff office

State Land

7 dockets

Clean

Sheriff office

Public and Delinquent list

2 dockets

Clean

Sheriff office

Forfeited and Delinquent Land Sales

7 dockets

Clean

Sheriff office

Financial Audits

2ft high books

Clean

Sheriff office

Distribution reports

3 dockets

Clean

Sheriff office

Land Sale

1 docket

Clean

Sheriff office

Sheriff Disposition

2 dockets

Clean

Sheriff office

Financial audits

3 books

clean

Prosecuting Attorney office

Felony

2 vertical drawers

Clean

Prosecuting attorney offices

Felony open/closed

24 vertical metal drawers

Clean

Prosecuting attorney

Juvenile open/closed

4 vertical drawers

clean

Prosecuting Attorney office

Misc. Files

2 vertical drawers

Clean

Prosecuting Attorney office

Grand jury bound-over

1 vertical drawer

Clean

Prosecuting Attorney office

Juvenile Delinquent

5 vertical drawer

Clean

Prosecuting Attorney office

 Juvenile Abuse and neglect

5 vertical drawer

Clean

Prosecuting Attorney -inactive

Board of Education

2 vertical drawers

Clean

Prosecuting Attorney -inactive

County Commission

2 vertical drawers

Clean

Prosecuting Attorney -inactive

Closed Felony

6 vertical drawers

Clean

Annex attic-county clerk

Copies Deed books

62 books in sheets sealed in plastic

Clean

Annex attic-county clerk

Lease Books

35 books in sheets sealed in plastic

Clean

Annex attic- hallway-assessor

Assessors Records

Wooden Shelf 5ft wide and 3ft3inch high

Clean/Dirt/Torn

Annex attic-hallway-assessor

Assessors records

5ft wide X 3ft 9 inch high -non standard cardboard boxes on floor

Clean/Dirt/Torn

Annex attic- circuit clerk

Criminal

176 document cans

Surface dirt

Annex attic-circuit clerk

 records

3 – plastic crates- 5ft 3inch wide X 2ft high

Clean/Dirt/Torn

Annex attic- circuit clerk

Civil

10 vertical drawers

Clean

Annex attic- circuit clerk

Divorce

1 vertical drawer

Clean

Annex attic- circuit clerk

Criminal

3 vertical drawer

Clean

Annex attic- circuit clerk

Juvenile

2 vertical drawer

Clean

Annex attic-county clerk

 records

3- 3ft 6in high X 4ft 12 inch wide and non standard boxes

Clean/Dirt

Annex attic- prosecuting attorney

 records

56 banker boxes

Clean

Annex attic- circuit clerk

Mental Health

4 large banker boxes

Clean/Dirt

Annex attic- circuit clerk

Civil files

3 opened non standard boxes

Clean/Dirt/Torn

Annex attic-circuit clerk

Misc.

4 banker boxes

Clean/Dirt

Annex attic- circuit clerk

Misc.

3 non standard boxes

Clean/Dirt/Torn

Annex attic assessor-closet

Assessors records

Small closet- 18ft linear x 5ft wide

Clean/Dirt/Torn

Annex attic

Unknown records

14- 1ftx1ft6in boxes

clean

Annex attic – prosecuting attorney

Cases

16- large banker boxes

Clean

Annex attic- prosecuting attorney

Cases

32- small banker boxes

clean

Annex attic- prosecuting attorney

Case

8- banker boxes

Clean

Annex attic- circuit clerk

civil

20-brown accordion files lying out

clean

Annex attic- circuit clerk

Probation

9 drawers vertical

Clean

Annex attic- circuit clerk

Civil

3d vertical metal

Clean

Annex attic- circuit clerk

Criminal

4d vertical metal

Clean

Annex attic- circuit clerk

Divorce

4d vertical metal

Clean

Annex attic circuit clerk

Juvenile

4d vertical metal

Clean

 

 

 

 

 

Comments:

 additional annex comments-

the closet had assessor records stored with trash and an old bed mattress.very messy area.

dockets were stored in a low ceiling basement type room. the dockets were kept on wooden shelves. the dockets were in poor condition. the room was very dim and very dirty. i could not tell who the records belonged to. these records need to be removed before they are destroyed.

 

the circuit clerk has to double stack vertical metal files because they are out of room.

 

all offices are in need of space.

           

P1, P2, P3, P4


 

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

3

N/A

N/A

10

3

Part time

0

N/A

N/A

0

0

Volunteers

0

N/A

N/A

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

None

Training by the clerk

None

None

Opportunities available

None

None

In house

None

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

1 hour

5 hours

2 hours

Didn’t know

Didn’t know

Public use

8 hours

3 ˝ hours

5 hours

Didn’t know

Didn’t know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Rare

2 hours

1 hour

Didn’t know

Didn’t know

Public use

None

6 hours

None

Didn’t know

Didn’t know

 

Comments: On the survey, the employess for the Circuit and County clerk only answered yes to the number of employees.

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments: None of the offices had microfilm or internal/External imaging.

 

assessor’s reply to photocoping- none- everything except most current three years information is kept in the county clerks record room. we keep all originals. map cards are updated continually and the old maps are not discarded. maps are updated annually and the old maps are sold.

 

circuit clerk’s reply was- none- but under what is the dispositon of originals- wills and probate are stored; original deeds, deeds of trust, leases, etc., are returned to owner.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

Voter Registration

 

N/A

Software used

N/A

Windows Circuit Clerk management office excel

CSSI

IBM

N/A

Name and address of the vendor used

N/A

Software computers Group Inc. PO Box 3042 Charleston WV 25331-3041

Parkersburg WV

Software Systems University Ave. Morgantown WV

N/A

System support used

N/A

 

 

 

N/A

Name and address of the vendor used

N/A

 

 

Software systems  same address

N/A

Security in place for the Storage system

N/A

 

Each day backed up to hard drive. Backup tape taken offsite by County Clerk

 

N/A

Security in place for the backup system

N/A

 

Password

 

N/A

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

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

1977 retention schedule

No

No

Yes no name mentioned

No

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

No

No

No

No

No

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

No

No

Yes

No

No

 

 

 

 

 

 

 

Comments: Prosecuting Attorney said they keep all their documents.

 

 

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

No

No

No

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

No

No

No

No

No

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

No

No

No

No

No

 

 

 

 

 

 

 

Comments

 

 

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