1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Basement

Inactive Records Area B

Upstairs attic with records from all offices

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 80

Circuit Clerk 73.6

County Clerk  73.8

Sheriff 73.2

Prosecuting Attorney 72

Assessor 74

Circuit Clerk records room 77

County Clerk 74

Sheriff

Prosecuting Attorney 74

Assessor 73

Circuit Clerk 73

County Clerk 73

Sheriff 73

Prosecuting Attorney 73

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 53

County Clerk 48

Sheriff 40

Prosecuting Attorney 55

Assessor 46

Circuit Clerk 53

County Clerk 46

Sheriff

Prosecuting Attorney 46

Assessor 46

Circuit Clerk 46

County Clerk 46

Sheriff 46

Prosecuting Attorney 46

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Yes

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney no

Yes

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Yes

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Yes, bats

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

No

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes bugs

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney yes bugs

No

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Yes roaches, various beetles and flies.

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney no

Yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (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

Prosecuting Attorney no

No

Sprinklers  (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney     no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney    no

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 no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Yes

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

Prosecuting Attorney no

No

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

Prosecuting Attorney yes

Yes

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

Prosecuting Attorney no

No

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

Prosecuting Attorney no

No

 

 

 

Comments: Although the County Clerk acknowledged the attic is a poor storage area, there is no choice but to use it.  Requests for funding for a better space have not been filled.  The bell tower shape of the attic attracts bats.  No staff can be spared to organize it; boxes are unlabeled and unsorted as to office.

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

Location

Record Type

Volume

Condition

Assessors office

Real Estate

46 dockets

Clean/ Red rot/ Mold

Assessors office

Folded Maps

30 rolled up maps

Clean/ Torn

Assessors office

Map Cards

5 metal drawers cabinet 2ft 6inches

Clean

Assessors office

Reappraisals/ Map Cards

12 metal drawers 1ft 2inches

Clean

Assessors basement

Real Estate

93 dockets

Clean/Dirt /Mold/Red rot/ Water Damage/ Torn

Assessors basement

Land Books

82 dockets

Clean/Dirt /Mold/Red rot/ Water Damage/Torn

Assessors basement

Report State Commission

7 dockets

Dirt/ Torn

Assessors basement

Delinquent

7 dockets

Dirt /Torn

Assessors basement

Reimbursements

1 docket

Clean/Dirt

Assessors basement

Right of Way

1 docket

Clean/ Dirt

Assessors basement

Personal Property

18 dockets

Dirt/ Clean/ Torn

Assessors basement

Misc.

8 vertical drawers

Clean

Assessors basement

Delinquent Tax

1 nonstandard box

Clean

Circuit Clerk office

Juvenile Order

5 vertical drawer

Clean

Circuit Clerk office

Tapes

1 non standard box

Clean

 

Juvenile/Adoptions/Divorces/ Civil Cases/Criminal Cases

Machine that contains files of each.

Clean

Circuit Clerk Basement

Deed Books

145 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Trust Deed

138 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Oil Lease

26 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Coal Lease

5 dockets

Dirt

Circuit Clerk Basement

Election Book

2 dockets

Dirt

Circuit Clerk Basement

Official Bonds