1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Upstairs

Circuit Clerk Vault

County Clerk Vault

Sheriff Storage Room

Inactive Records Area B

Circuit Clerk Upstairs Storage Room

County Clerk Storage Room

1.1.A  Temperature (in degrees Fahrenheit)

Assessor  81

Circuit Clerk 79

County Clerk  75

Sheriff  70

Prosecuting Attorney 74

Assessor

Circuit Clerk 76

County Clerk  N/A

Sheriff  60

Prosecuting Attorney  65

Assessor

Circuit Clerk 78

County Clerk N/A

Sheriff  60 back room

Sheriff  60 upstairs room

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor  30

Circuit Clerk  30

County Clerk  31

Sheriff  N/A

Prosecuting Attorney  50

Assessor N/A

Circuit Clerk  30

County Clerk N/A

Sheriff  N/A

Prosecuting Attorney  50

Assessor

Circuit Clerk 30

County Clerk  N/A

Sheriff  N/A back room

Sheriff N/A upstairs room

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor  no

Circuit Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor yes

Circuit Clerk  yes

County Clerk yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk  yes

Sheriff  yes back room

Sheriff yes upstairs room

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  yes

Prosecuting Attorney  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk  no

Sheriff  yes back room

Sheriff yes upstairs room

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk  no

County Clerk  no

Sheriff  yes

Prosecuting Attorney  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  yes (roof leak)

Prosecuting Attorney  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, mice

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, mice

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes

Assessor no

Circuit Clerk yes mice

County Clerk no

Sheriff  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor no

Circuit Clerk yes ants

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Dust or grime on records

Assessor  yes

Circuit Clerk no

County Clerk  yes

Sheriff  no

Prosecuting Attorney  yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff  no

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

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  yes

Assessor  yes

Circuit Clerk yes

County Clerk yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

Prosecuting Attorney

Sprinklers  (record as yes/no)

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

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

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 no

Circuit Clerk no

County Clerk no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

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

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  file cabinet only

Prosecuting Attorney  yes

Assessor  yes

Circuit Clerk yes

County Clerk no

Sheriff  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no back room

Sheriff yes upstairs room

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 no

County Clerk no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor  yes

Circuit Clerk yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor  yes

Circuit Clerk yes

County Clerk yes

Sheriff  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Panic Button  (record as yes/no)

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

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Key card access  (record as yes/no)

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

Circuit Clerk  no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

 

 

Comments:

 

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

Location

Record Type

Volume

Condition

Assessors – Main Office

Land

13 dockets

Clean

Assessors – Main Office

Personal Property

6 dockets

Clean

Assessors – Main Office

Real Estate Cards

Kardvyier 6 shelves 12x8x4 each

Clean

Assessors – Main Office

Assessments

30 vertical metal drawers

Clean

Assessors – Main Office

Assessments

43 banker boxes

Clean

Assessors – Main Office

Flat File Map

5 lateral drawers

Clean

Assessors – Main Office

Dog Tax

8 sm. banker boxes

Clean

Assessors – Main Office

Outdated Maps and Plats

30 drawers

Clean

Assessors – Upstairs

Personal Property

6 dockets

Clean

Assessors – Upstairs

Misc.

4 vertical drawers

Clean

Assessors – Upstairs

Misc.

12 large banker boxes

Clean

Assessors – Upstairs

Misc.

29 small banker boxes

Clean

Assessors – Upstairs

Misc.

5 nonstandard boxes

Clean

Circuit Clerk – Main Office

Domestic

9 vertical metal drawers

Clean

Circuit Clerk – Main Office

Domestic Violence

1 vertical metal drawer

Clean

Circuit Clerk – Main Office

Civil

3 vertical metal drawers

Clean

Circuit Clerk – Main Office

Land

156 document cans

Clean

Circuit Clerk – Vault

Chancery

178 document cans

Clean

Circuit Clerk – Vault

Indictments

18 document cans

Clean

Circuit Clerk – Vault

Law

144 document cans

Clean

Circuit Clerk – Vault

Misc.

90 dockets, 10 nonstandard boxes

Clean

Circuit Clerk – Main Office

Law/Criminal

34 dockets

Clean

Circuit Clerk – Main Office

Chancery

21 dockets

Clean

Circuit Clerk – Main Office

Civil

26 dockets

Clean

Circuit Clerk – Main Office

Domestic Relations