1.1The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

1.1.ATemperature (in degrees Fahrenheit)

Assessor 81 office

Circuit Clerk 75 office

County Clerk75 office

Sheriff 74 office

Prosecuting Attorney 74 office

Assessor

Circuit Clerk 79 storage room

County Clerk 75 storage room 1

Sheriff

Prosecuting Attorney Basement 72

County Clerk 76 Storage Room 2

Bathroom 78

Evidence Room 74

New Storage Room 75

Humidity (record asrelative humidity)

Assessor 48

Circuit Clerk 51office

County Clerk 52 office

Sheriff 52 office

Prosecuting Attorney 45 office

Assessor

Circuit Clerk 54 storage room

County Clerk 51 storage room 1

Sheriff

Prosecuting Attorney Basement 44

County Clerk Storage Room 2 52

Bathroom 52

Evidence Room 50

New Storage Room48

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorneyno

County Clerk Storage Room 2 yes

Bathroom yes

Evidence Room yes

New Storage Room yes

1.1.C Pollutants and other hazards to records

 

 

 

Mold Ė active(record as yes/no)†††††††††††††††

Assessorno

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Mold Ė 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

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

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

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Animals Ė alivenote kind††††††††††††††††††††††††††††

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Insects Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Insects Ė past note kind††††††††††††††††††††††††††††††††

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorneyyes

County Clerk StorageRoom 2 yes

Bathroom no

Evidence Room no

New Storage Room no

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorneyno

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room 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

Prosecuting Attorneyno

County Clerk Storage Room 2 no

Bathroom no

Evidence Room no

New Storage Room no

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area(record as yes/no) No guards to entrance of any area active or inactive

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorneyno

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

Locked or limited access to areas with records (record as yes/no) All rooms have locked and limited access to records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorneyyes

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

Alarm system(record as yes/no) No rooms have ay alarm systems

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorneyno

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

Secured doors/windows(record as yes/no) All rooms have secured doors and windows

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

Panic Button(record as yes/no) No rooms have panic button

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

Key card access(record as yes/no) no rooms have key card access

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

County Clerk Storage Room 2

Bathroom

Evidence Room

New Storage Room

 

Comments: Bathroom not used anymore just for storage

 


 

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

Location

Record Type

Volume

Condition

Assessor office

Land books

31 dockets

Clean

Assessor office

Personal Property

6 dockets

Clean

Assessor office

Real Estate

40 dockets

Clean

Assessor office

Assessments

11 dockets

Clean

Assessor office

Maps

4ft linear

Clean

Assessor office

Real Property cards

6 lateral drawers

Clean

Assessor office

Correspondence

6 vertical drawers

Clean

Assessor office

Dog Funds

2 vertical drawers

Clean

Assessor office

Homestead

2 vertical drawers

Clean

Assessor office

Land

1 vertical drawer

Clean

Assessor office

Real Estate

2 vertical drawer

Clean

Assessor office

Payroll

1 vertical drawer

Clean

Assessor office

Receipts

1 vertical drawer

Clean

Circuit Clerk office

Finance Records

5 vertical drawers

Clean

Circuit Clerk office

Budget

3 vertical drawers

Clean

Circuit Clerk office

Billing

7 vertical drawers

Clean

Circuit Clerk office

Fine records

3 vertical drawers

Clean

Circuit Clerk office

Felony

36 vertical drawers

Clean

Circuit Clerk office

Old tax cases

7 vertical drawers

Clean

Circuit Clerk office

Adoption

4 vertical drawers

Clean

Circuit Clerk office

Mental Hygiene

9 vertical drawers

Clean

Circuit Clerk office

Juvenile

10 vertical drawers

Clean

Circuit Clerk office

Misc. cases

24 vertical drawers

Clean

Circuit Clerk office

Civil

28 vertical drawers

Clean

Circuit Clerk office

Domestic violence

4 vertical drawers

Clean

Circuit Clerk office

Audio tapes

3 vertical drawers

Clean

Circuit Clerk office

Felony cards

1 vertical drawer

Clean

Circuit Clerk office

Criminal

16 dockets

Clean

Circuit Clerk office

Divorce

16 dockets

Clean

Circuit Clerk office

Civil

47 dockets

Clean

Circuit Clerk office

Chancery

24 dockets

Clean

Circuit Clerk office

Civil

2 vertical drawers

Clean

Circuit Clerk office

Divorce

4 vertical drawers

Clean

Circuit Clerk office

Domestic Violence

4 vertical drawers

Clean

Circuit Clerk office

Misc.

2 vertical drawer

Clean

Circuit Clerk office

Family court tapes

4 vertical drawers

Clean

Circuit Clerk office

Civil

12 vertical drawers

Clean

Circuit Clerk office

Felony

4 vertical drawers

Clean

Circuit Clerk office

Misdemeanor

5 vertical drawers

Clean

Circuit Clerk office

Guardianship

1 vertical drawer

Clean

Circuit Clerk office

Pending divorces

1 vertical drawers

Clean

Circuit Clerk office

Adoption

6 vertical drawers

Clean

Circuit Clerk office

Juvenile Abuse and Neglect

3 vertical drawers

Clean

Circuit Clerk office

Divorces

24 vertical drawers

Clean

Circuit Clerk office

Domestic tapes

1 vertical drawer

Clean

Circuit Clerk office

Ended Civil

8 vertical drawers

Clean

Circuit Clerk office

Appeals

7 vertical drawers

 

Circuit Clerk office

Civil Appeals

16 vertical drawers

Clean

Circuit Clerk office

Misc.

30 banker boxes

Clean

Circuit Clerk office

Criminal/Civil evidence

1ft 8inch wide and 3ft 8inch high wooden drawers 22 of them

Clean

Circuit Clerk office

Chancery Records

24 document cans

Clean

Circuit Clerk office

Civil/Law/Child Support/Chancery

18 ft linear of non standard boxes

Clean

Circuit Clerk office

Law order

16 dockets

Clean

Circuit Clerk office

Execution

3 dockets

Clean

Circuit Clerk office

Delinquent lands

2 dockets

Clean

Circuit Clerk office

Trail

1 dockets

Clean

Circuit Clerk office

Witness Certification

1 docket

Clean

Circuit Clerk office

Judge

1 docket

Clean

Circuit Clerk office

Jury Commission

4 docket

Clean

Circuit Clerk office

Adoption

2 dockets

Clean

Circuit Clerk office

Criminal

11 dockets

Clean

Circuit Clerk office

Misc. Order

15 dockets

Clean

Circuit Clerk office

Record bonds

1 dockets

Clean

Circuit Clerk office

Order sale of land

1 docket

Clean

Circuit Clerk office

Financial Records

19 vertical drawers

Clean

Circuit Clerk office

Order books

14 dockets

Clean

Circuit Clerk office

Docket books

10 dockets

Clean

Circuit Clerk office

Criminal docket

16 dockets

Clean

Circuit Clerk office

Divorce

16 dockets

Clean

Circuit Clerk office

Civil order

55 dockets

Clean

Circuit Clerk office

Chancery

24 dockets

Clean

Circuit Clerk office

Felony

32 vertical drawers

Clean

Circuit Clerk office

Tax cases

7 vertical drawers

Clean

Circuit Clerk office

Adoption

4 vertical drawers

Clean

Circuit Clerk office

Mental Hygiene

4 vertical drawers

Clean

Circuit Clerk office

Juvenile

8 vertical drawers

Clean

Circuit Clerk office

Misc. cases

10 vertical drawers

Clean

Circuit Clerk office

Civil Cases

28 vertical drawers

Clean

Circuit Clerk office

Domestic Violence

4 vertical drawers

Clean

Circuit Clerk office

Audio tapes

3 vertical drawers

Clean

Circuit Clerk office

Civil/Divorce/Domestic Violence/Misc.

6inch wide by 5inch high and 12 cabinets

Clean

Circuit Clerk storage room

Family Court Tapes

5 vertical drawers

Clean

Circuit Clerk storage room

Civil

4 vertical drawers

Clean

Circuit Clerk storage room

Felony

3 vertical drawers

Clean

Circuit Clerk storage room

Misdemeanor

2 vertical drawers

Clean

Circuit Clerk storage room

Guardianship

1 vertical drawer

Clean

Circuit Clerk storage room

Pending divorces

1 vertical drawer

Clean

Circuit Clerk storage room

Juvenile

3 vertical drawer

Clean

Circuit Clerk storage room

Abuse and neglect

1 vertical drawer

Clean

Circuit Clerk storage room

Domestic tapes

1 vertical drawer

Clean

Circuit Clerk storage room

Ended divorces

1 vertical drawer

Clean

Bathroom

Adoptions

2 dockets

Clean

Bathroom

Law order

5 dockets

Clean

Bathroom

Juvenile Records

13 dockets

Clean

Bathroom

Criminal

11 dockets

Clean

Bathroom

Misc. Order

15 dockets

Clean

Bathroom

Jury

8 dockets

Clean

Bathroom

Record bond

1 docket

Clean

Bathroom

Order sale of land

1 docket

Clean

Bathroom

Felony

1 vertical drawer

Clean

Bathroom

Misdemeanor

3 vertical drawer

Clean

Bathroom

Appeals

7 vertical drawers

Clean

Bathroom

End Criminal

8 vertical drawers

Clean

Bathroom

Divorce

13 vertical drawers

Clean

Bathroom

Ended Civil

15 vertical drawers

Clean

Bathroom

Juvenile

13 dockets

Clean

Bathroom

Adoption

2 dockets

Clean

Bathroom

Law order books

5 dockets

Clean

Bathroom

Criminal

11 dockets

Clean

Bathroom

Misc. Order

15 dockets

Clean

Bathroom

Jury

3 dockets

Clean

Bathroom

Record bonds

1 dockets

Clean

Bathroom

Order of land sale

 

Clean

Evidence Room

Adoption

6 vertical drawers

Clean

Evidence Room

Civil

9 vertical drawers

Clean

Evidence Room

Misc. some records some evidence

30 banker boxes

Clean

Evidence Room

Misc.

1ft 8inch wide and 3ft 8inch high wooden locked drawers 22 of them

Clean

New storage room

Chancery records

24 document cans

Clean

New storage room

Civil appeals

16 vertical drawers

Clean

New storage room

Civil/Law/child support

53 non standard card board boxes

Clean

New storage room

Law order books

11 dockets

Clean

New storage room

Execution books

3 dockets

Clean

New storage room

Delinquent land

2 dockets

Clean

New storage room

Trial docket

1 docket

Clean

New storage room

Witness certificates

1 docket

Clean

New storage room

Judge

1 docket

Clean

New storage room

Jury

1 docket

Clean

County Clerk office

Wills

19 vertical drawer

Clean

County Clerk office

Birth

7 vertical drawers

Clean

County Clerk office

Bonds

6 vertical drawer

Clean

County Clerk office

Liens

2 vertical drawers

Clean

County Clerk office

Sheriff receipt

4 vertical drawers

Clean

County Clerk office

Minster bonds

2 vertical drawers

Clean

County Clerk office

Marriage certificates

15 vertical drawers

Clean

County Clerk office

Ownership

1 vertical drawers

Clean

County Clerk office

Deeds

12 vertical drawers

Clean

County Clerk office

Notary

3 vertical drawers

Clean

County Clerk office

Republic bonds

3 vertical drawers

Clean

County Clerk office

Homestead exemptions

4 vertical drawers

Clean

County Clerk office

Will books

5 dockets

Clean

County Clerk office

Fiduciary

5 dockets

Clean

County Clerk office

Court Records

7 dockets

Clean

County Clerk office

Marriage Records

8 dockets

Clean

County Clerk office

Land Books

65 dockets

Clean

County Clerk office

Index and Record

4 dockets

Clean

County Clerk office

Plat books

1 docket

Clean

County Clerk office

Personal Property

1 docket

Clean

County Clerk office

Delinquent books

2 dockets

Dirt/Torn

County Clerk office

Maps

3ft 8inch by 5inch high and 4drawers

County Clerk storage room

County Clerk office

Bonds/Oaths/Redemptions/Judgments/Marriage License/Appraisals

1ft 7inch wide and 2inch high wooden drawers 30 of them

County Clerk storage room

County Clerk office

Finance Statements

8 vertical drawers

Clean

County Clerk office

DMV

1 vertical drawer

Clean

County Clerk office

Misc.

1 vertical drawer

Clean

County Clerk office

Reappraisals

9 vertical drawers

Clean

County Clerk office

Monthly reports

2 vertical drawers

Clean

County Clerk office

Candidate Expense

2 vertical drawers

Clean

County Clerk office

Ballots

2 vertical drawers

Clean

County Clerk office

Commission Record

1 vertical drawer

Clean

County Clerk office

Voter Registration

1 vertical drawer

Clean

County Clerk office

Absentee

2 vertical drawers

Clean

County Clerk office

Deeds

5 vertical drawers

Clean

County Clerk office

Insurance

2 vertical drawers

Clean

County Clerk office

Fiduciary

6 vertical drawers

Clean

County Clerk office

Plats

3 vertical drawers

Clean

County Clerk office

Invoices

1 vertical drawer

Clean

County Clerk office

Election records

4 vertical drawers

Clean

County Clerk office

Misc.

5 non standard boxes

Clean

County Clerk office

Misc.

60 document cans

Clean

County Clerk storage room

Deed books

195 dockets

Clean

County Clerk storage room

Release books

48 dockets

Clean

County Clerk storage room

Trust deeds

144 dockets

Clean

County Clerk storage room

Appraisements

30 dockets

Clean

County Clerk storage room

Personal Property

5 dockets

Clean

County Clerk storage room

General index deeds

15 dockets

Dirt/Torn

County Clerk storage room

Land books

17 dockets

Clean

County Clerk storage room

Real estate

32 dockets

Clean

County Clerk storage room

Debtor Index Trust deeds

7 dockets

Dirt/torn

County Clerk storage room

Misc. records

6 dockets

Clean

County Clerk storage room

Election Books

5 dockets

Clean

County Clerk storage room

Judgment lines

5 dockets

Clean

County Clerk storage room

Settlement books

12 dockets

Clean

County Clerk storage room

Assignment books

8 dockets

Clean

County Clerk storage room

Levy estimate

2 dockets

Clean

County Clerk storage room

Map books

3 dockets

Dirt

County Clerk storage space2

Deeds

290 dockets

Clean/Dirt/Torn

County Clerk storage space2

Release deeds

48 dockets

Clean

County Clerk storage space2

Appraisements

30 dockets

Clean

County Clerk storage space2

Personal property

5 dockets

Clean

County Clerk storage space2

General index

5 dockets

Dirt

County Clerk storage space2

General index deed

10 dockets

Clean

County Clerk storage space2

Land

17 dockets

Clean

County Clerk storage space2

Real estate

32 dockets

Clean

County Clerk storage space2

Misc. Records

6 dockets

Clean

County Clerk storage space2

Misc. Liens

2 dockets

Clean

County Clerk storage space2

Fiduciary

110 dockets

Clean/Dirt/torn

County Clerk storage space2

Voter Registration

36 dockets

Clean

County Clerk storage space2

County Records

12 dockets

Clean

County Clerk storage space2

Election records

5 dockets

Clean

County Clerk storage space2

Judgment lines

5 dockets

Clean

County Clerk storage space2

Settlements

12 dockets

Clean

County Clerk storage space2

Assignments

8 dockets

Clean

County Clerk storage space2

Levy Estimate

2 dockets

Clean

County Clerk storage space2

Map books

3 dockets

Clean

County Clerk storage space2

Marital bond

7 dockets

Clean

County Clerk storage space2

Mechanic lien

4 dockets

Clean

County Clerk storage space2

Wills

102 dockets

Clean

County Clerk storage space2

Releases

29 dockets

Clean

County Clerk storage space2

Trust Deeds

128 dockets

Clean

County Clerk storage space2

Marriage license

11 vertical drawers

Clean

County Clerk storage space2

Voter Registration

5 vertical drawers

Clean

County Clerk storage space2

Misc.

36 ft linear non standard card board boxes

Clean

Prosecuting Attorneyoffice

Open files

28 vertical drawer

Clean

Prosecuting Attorneyoffice

Closed files

20 vertical drawers

Clean

Prosecuting AttorneyBasement

Civil and Criminal

93 square feet of non standard boxes

Clean

Prosecuting AttorneyBasement

Civil and Criminal

40 banker boxes

Clean

Prosecuting AttorneyBasement

Misc.

8 vertical drawers

Clean

 

 

Comments: Sheriff says his records were kept in Circuit Clerk and other rooms.

 

P1, P2, P3, P4, P5†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† †††††††††††


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.ANumber of Employees

 

 

 

 

 

Full time

4

3

3

3

2

Part time

0

1

1

0

2

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

None

None

None

None

Opportunities available

None

None

None

None

None

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

Public use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

Public use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

 

Comments

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Software used

Microsoft Word

Circuit Court Management Systems

CSSI

N/A

Corel Wordperfect

Name and address of the vendor used

 

 

Casto and Harris

N/A

 

System support used

 

CDS(computer data system)

 

N/A

 

Name and address of the vendor used

 

 

 

N/A

 

Security in place for the storage system

 

 

 

N/A

Password

Security in place for the backup system

 

 

 

N/A

Password

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

 

 

 

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

No

Yes 1977 retention schedule

No

No

No

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

No

Yes

Yes

No

No

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

No

No

No

No

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)

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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