1.1 The Physical Space Housing the Records |
Active
Records Area Main
Offices Sheriff
Tax Office |
Inactive
Records Area A Assessor
Attic R1 Circuit
Clerk 2nd floor R1 County
Clerk Records R1 Sheriff
Law Enforcement Office R1 Prosecuting
Attorney Attached Room R1 |
Inactive
Records Area B Circuit
Clerk 3rd floor R2 County
Clerk Upstairs R2 |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 77.0 Circuit Clerk 72 County Clerk 79.7 Sheriff 72 Prosecuting Attorney 75 |
Assessor 85.8 Circuit Clerk R1 75 County Clerk R1 79.5 Sheriff R1 79 Prosecuting Attorney R1 82 |
Assessor Circuit Clerk R2 82 County Clerk R2 82 Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 46 Circuit Clerk 40 Sheriff 30 Prosecuting Attorney 46 |
Assessor 49 Circuit Clerk R1 42 County Clerk R1 33 Sheriff R1 42 Prosecuting Attorney R1 60 |
Assessor Circuit Clerk R2 41 County Clerk R2 42 Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk R1 yes County Clerk R1 yes Sheriff R1 no Prosecuting Attorney R1 yes |
Assessor Circuit Clerk R2 yes County Clerk R2 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 yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk yes, on papers Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes birds Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes people with lice Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes termites Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 yes, insects County Clerk R2 no Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 yes County Clerk R2 yes Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no 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 R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no 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 yes Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 yes Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff 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 R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff 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 R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk R2 no County Clerk R2 no Sheriff Prosecuting Attorney |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors Office |
Map |
1 4.7'x3.7' |
Clean |
Assessors Office |
Map Cards |
7 4x6 drawers |
Clean |
Assessors Attic R1 |
Misc. |
21 non-standard boxes, 3 large banker boxes |
Mold/Dirt/Torn |
Assessors Attic R1 |
Personal Property |
10 dockets |
Mold/Dirt/Torn |
Assessors Attic R1 |
Coal Indexes |
8 large banker boxes |
Mold/Dirt/Torn |
Assessors Attic R1 |
Business Returns |
3 non-standard boxes |
Mold/Dirt/Torn |
Assessors Attic R1 |
Property Taxes |
1 non-standard box |
Clean |
Assessors Attic R1 |
Delinquent Land Sales |
1 non-standard box |
Clean |
Assessors Attic R1 |
Homestead Exemption |
1 non-standard box |
Torn/Surface dirt |
Assessors Attic R1 |
Index |
1 non-standard box |
Clean |
Assessors Attic R1 |
Exonerations |
1 non-standard box |
Clean |
Assessors Attic R1 |
Maps |
Stack on floor |
Torn/Dirt |
Circuit Clerk Office |
Mental Health |
9 dockets |
Clean |
Circuit Clerk Office |
Mental Hygiene |
2 dockets |
Clean |
Circuit Clerk Office |
Adoption |
6 dockets/10 vertical drawers |
Clean |
Circuit Clerk Office |
Adoption Order |
1 docket |
Clean |
Circuit Clerk Office |
Execution |
3 dockets |
Clean |
Circuit Clerk Office |
Foreign Support and UTL |
2 dockets |
Clean |
Circuit Clerk Office |
Misc. Orders |
5 dockets |
Clean |
Circuit Clerk Office |
Report to State Commissioners of Forfeited and
Delinquent Lands |
6 dockets |
Clean |
Circuit Clerk Office |
Index to Chancery |
2 dockets |
Clean |
Circuit Clerk Office |
Civil Order |
1 docket |
Clean |
Circuit Clerk Office |
Guardianship Orders |
2 dockets |
Clean |
Circuit Clerk Office |
Jurors Record |
2 dockets |
Clean |
Circuit Clerk Office |
Chancery Order Book |
10 dockets |
Clean |
Circuit Clerk Office |
Domestic/Divorce Files |
86 vertical drawers |
Clean |
Circuit Clerk Office |
Civil Files |
229 vertical drawers/4 nonstandard boxes |
Clean |
Circuit Clerk Office |
Civil Order |
132 dockets/24' boxes linear |
Clean |
Circuit Clerk Office |
Criminal Files |
68 vertical drawers |
Clean |
Circuit Clerk Office |
Juvenile Files |
22 vertical drawers/53 dockets |
Clean |
Circuit Clerk Office |
Mixed Criminal |
2 vertical drawers |
Clean |
Circuit Clerk Office |
Old Warrants |
1 vertical drawer |
Clean |
Circuit Clerk Office |
Criminal Appeal |
1 vertical drawer |
Clean |
Circuit Clerk Office |
Bound Over Magistrate Court |
7 vertical drawers |
Clean |
Circuit Clerk Office |
Sealed Divorce Tapes |
4 vertical drawers |
Clean |
Circuit Clerk Office |
Bus Tardy |
2 vertical drawers |
Clean |
Circuit Clerk Office |
Guardianship |
1 vertical drawer |
Clean |
Circuit Clerk Office |
Court Reporter Notes |
1 banker box |
Clean |
Circuit Clerk Office |
Sealed Documents |
3 banker boxes |
Clean |
Circuit Clerk Office |
Law Orders |
90 dockets/24' boxes linear |
Clean |
Circuit Clerk 2nd floor R1 |
Civil Cases |
27 legal banker boxes/32 letter banker boxes |
Clean |
Circuit Clerk 2nd floor R1 |
URESA |
10 vertical drawers/4cf |
Clean |
Circuit Clerk 2nd floor R1 |
Civil |
5 vertical drawers/36cf |
Clean |
Circuit Clerk 2nd floor R1 |
Pistol Licenses |
3 can |
Clean |
Circuit Clerk 2nd floor R1 |
Marriage Waivers |
1 can |
Clean |
Circuit Clerk 2nd floor R1 |
Election |
1 can |
Clean |
Circuit Clerk 2nd floor R1 |
Writs and Suggestion |
6 cans |
Clean |
Circuit Clerk 2nd floor R1 |
Guardianship File |
6cf |
Clean |
Circuit Clerk 2nd floor R1 |
Bank Reconciliation, Statements, etc. |
6cf/1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Record of Fees and Other Collections |
4 dockets |
Clean |
Circuit Clerk 2nd floor R1 |
Transfer slips |
1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Homestead Exemption |
1 vertical drawer/1 non-standard box |
Clean |
Circuit Clerk 2nd floor R1 |
Redemption |
1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Ownership of Land |
1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Copy Hearing |
1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Income |
1 vertical drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Property Transfer |
13 non-standard plastic boxes |
Clean |
Circuit Clerk 2nd floor R1 |
Land |
90 dockets |
Torn/Mold/Burnt/Red rot |
Circuit Clerk 2nd floor R1 |
Misc. |
5 nonstandard boxes |
Clean |
Circuit Clerk 2nd floor R1 |
Real Estate Forms |
1 lateral drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Mobile Home Records |
3 lateral drawers |
Clean |
Circuit Clerk 2nd floor R1 |
Appraisal Guides |
1 lateral drawer |
Clean |
Circuit Clerk 2nd floor R1 |
Personal Property |
120 cans |
Clean |
Circuit Clerk 3rd floor R2 |
Order Book/Sales of Land/School Funds |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
Jurors Time Records |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
Fee Record |
6 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Justice's Criminal |
9 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Mental Hygiene |
11cf |
Clean |
Circuit Clerk 3rd floor R2 |
Masters Tapes |
14 banker boxes/4cd |
Clean |
Circuit Clerk 3rd floor R2 |
Misc. |
15 non-standard boxes |
Clean |
Circuit Clerk 3rd floor R2 |
Law Cases Ended |
24 cans |
Clean |
Circuit Clerk 3rd floor R2 |
Divorces Granted |
22 cans |
Clean |
Circuit Clerk 3rd floor R2 |
Change of Name |
1 can |
Clean |
Circuit Clerk 3rd floor R2 |
Pistol License |
1 can |
Clean |
Circuit Clerk 3rd floor R2 |
Chancery Causes Ended |
22 cans |
Clean |
Circuit Clerk 3rd floor R2 |
Summary Proceedings Petitioners |
1 can |
Clean |
Circuit Clerk 3rd floor R2 |
Probation and JP Judgments |
2 cans |
Clean |
Circuit Clerk 3rd floor R2 |
Civil Cases |
3 bankers boxes |
Clean |
Circuit Clerk 3rd floor R2 |
Dismissed Juvenile Cases |
33cf |
Clean |
Circuit Clerk 3rd floor R2 |
Criminal Cases |
76cf |
Clean |
Circuit Clerk 3rd floor R2 |
Criminal and Civil Cases |
72cf |
Clean |
Circuit Clerk 3rd floor R2 |
Jury Commissioners Record |
2 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Order Book Sale of School Lands |
2dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Fee Record Trial Cases |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
General Index to Delinquent Lands |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
Civil Orders |
4 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Criminal |
5 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Misc. |
2 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
Circuit Court |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
Juvenile Record |
6 dockets |
Clean |
Circuit Clerk 3rd floor R2 |
General Index to Law Orders Plaintiff |
1 docket |
Clean |
Circuit Clerk 3rd floor R2 |
General Index to Law Orders Defendants |
1 docket |
Clean |
County Clerk Office |
Commissioner's Record Book |
69 cans |
Clean |
County Clerk Office |
Monthly Financial - All Offices |
17 cans |
Clean |
County Clerk Office |
Federal and State Tax Liens |
3 cans |
Clean |
County Clerk Office |
Minister Marriage Book |
1 can |
Clean |
County Clerk Office |
General County |
5 vertical drawers |
Clean |
County Clerk Office |
Assessor Volume |
1 vertical drawer |
Clean |
County Clerk Office |
Misc. |
1 vertical drawer |
Clean |
County Clerk Office |
Fee Record |
4 dockets |
Clean |
County Clerk Office |
Map Record |
1 docket/loose papers |
Torn |
County Clerk Office |
Transfer Sheets |
6 vertical drawers |
Clean |
County Clerk Office |
Receipt Books |
Stack on floor (24"x12") |
Clean |
County Clerk Office |
Coal Severance |
7 vertical drawers |
Folded |
County Clerk Records R1 |
Coal Lease |
26 dockets |
Clean |
County Clerk Records R1 |
Index to Coal Lease |
1 docket |
Clean |
County Clerk Records R1 |
Discharge |
15 docket |
Clean |
County Clerk Records R1 |
Index to Discharge |
1 docket |
Clean |
County Clerk Records R1 |
Commissioner's Record |
24 cans/89 dockets |
Clean |
County Clerk Records R1 |
Estate |
16 vertical drawers |
Clean |
County Clerk Records R1 |
Financing Statements |
12 vertical drawers |
Clean |
County Clerk Records R1 |
Index PPA Liens |
1 docket |
Clean |
County Clerk Records R1 |
Redemption Receipts |
2 dockets |
Clean |
County Clerk Records R1 |
Payroll with Tax |
1 docket |
Clean |
County Clerk Records R1 |
Payroll |
6 dockets |
Clean |
County Clerk Records R1 |
Welfare Department Receipts |
1 docket |
Clean |
County Clerk Records R1 |
Land |
4 dockets |
Clean |
County Clerk Records R1 |
Personal Property |
3 dockets |
Clean |
County Clerk Records R1 |
Commission Minutes |
11 dockets |
Clean |
County Clerk Records R1 |
Fiduciary Record |
24 dockets |
Clean |
County Clerk Records R1 |
Appraisement Short Form |
1 docket |
Clean |
County Clerk Records R1 |
Auditors Report |
1 docket |
Clean |
County Clerk Records R1 |
Consolidation or Division of Assessment of Real
Estate |
3 dockets |
Clean |
County Clerk Records R1 |
Offence Bond |
1 docket |
Clean |
County Clerk Records R1 |
Curb Forms |
1 docket |
Clean |
County Clerk Records R1 |
Registration of Birth |
1 docket |
Clean |
County Clerk Records R1 |
General Release |
59 dockets |
Clean |
County Clerk Records R1 |
General Index to Releases |
1 docket |
Clean |
County Clerk Records R1 |
Release of Liens |
4 dockets |
Clean |
County Clerk Records R1 |
Grantor Index to Releases |
4 dockets |
Clean |
County Clerk Records R1 |
Change of Name |
2 dockets |
Clean |
County Clerk Records R1 |
Church Trustees |
3 dockets |
Clean |
County Clerk Records R1 |
Ministers Marriage Authorization |
1 docket |
Clean |
County Clerk Records R1 |
Primary Election Record |
1 docket |
Clean |
County Clerk Records R1 |
Notaries Bond |
2 dockets |
Clean |
County Clerk Records R1 |
Register of Deaths |
16 dockets |
Clean |
County Clerk Records R1 |
Certification of Oath |
10 dockets |
Clean |
County Clerk Records R1 |
Power of Attorney |
12 dockets |
Clean |
County Clerk Records R1 |
Trust Company Statements |
1 docket |
Clean |
County Clerk Records R1 |
Register of Marriages |
40 dockets |
Clean |
County Clerk Records R1 |
Official Bond |
16 dockets/1 can |
Clean |
County Clerk Records R1 |
Marriage License Record |
33 dockets/2 cans |
Clean |
County Clerk Records R1 |
Application for Marriage License |
1 docket |
Clean |
County Clerk Records R1 |
Register of Births |
14 dockets |
Clean |
County Clerk Records R1 |
Index to Deeds of Trust |
1 docket |
Clean |
County Clerk Records R1 |
Deeds |
1 docket |
Clean |
County Clerk Records R1 |
Index to Releases |
1 docket |
Clean |
County Clerk Records R1 |
General Bonds |
3 cans |
Clean |
County Clerk Records R1 |
Federal and State Tax Receipt |
1 can |
Clean |
County Clerk Records R1 |
Notice of Tax Liens and Releases |
9 cans |
Clean |
County Clerk Records R1 |
Monthly Statements |
6 cans |
Clean |
County Clerk Records R1 |
Guardian Report |
1 can |
Clean |
County Clerk Records R1 |
Oaths of Office |
2 dockets |
Clean |
County Clerk Records R1 |
Hunting and Fishing Licenses |
2 cans |
Clean |
County Clerk Records R1 |
Notaries Bonds |
4 cans |
Clean |
County Clerk Records R1 |
Building Permits |
1 can |
Clean |
County Clerk Records R1 |
Bank Statements |
3 cans |
Clean |
County Clerk Records R1 |
Personal Property |
12 dockets |
Clean |
County Clerk Records R1 |
Misc. |
16 cans |
Clean |
County Clerk Upstairs R2 |
Misc. |
30 non-standard boxes/49 banker boxes |
Dirt/Mold |
County Clerk Upstairs R2 |
Personal Property |
78 dockets |
Dirt |
County Clerk Upstairs R2 |
Deed |
43 dockets |
Clean |
County Clerk Upstairs R2 |
Index of Deeds |
17 dockets |
Clean |
Sheriff Tax Office |
Land |
10 dockets |
Clean |
Sheriff Tax Office |
Personal Property |
8 dockets |
Clean |
Sheriff Tax Office |
Personal Property Corps |
2 dockets |
Clean |
Sheriff Tax Office |
Returned Mail Tickets |
8 vertical drawers |
Clean |
Sheriff Tax Office |
Tax |
I vertical drawer |
Clean |
Sheriff Tax Office |
Health Department |
1 vertical drawer |
Clean |
Sheriff Tax Office |
Refund Accounts |
1 vertical drawer |
Clean |
Sheriff Tax Office |
Jury Voucher |
1 vertical drawer |
Clean |
Sheriff Tax Office |
Delinquent Real and Personal Taxes |
10 Stacks (15"x48) |
Clean |
Sheriff Tax Office |
District Map |
Stack (15"x3") |
Clean |
Sheriff Tax Office |
Delinquent Tax Reports |
Stack (15x4") |
Clean |
Sheriff Tax Office |
Girls Post Books |
2 units (35"x27') |
Clean |
Sheriff Tax Office |
Sheriff's Settlement Record |
1 docket |
Clean |
Sheriff Law Enforcement Office R1 |
Accident Reports |
4 vertical drawers |
Clean |
Sheriff Law Enforcement Office R1 |
Misc. |
200 banker boxes |
Clean |
Prosecuting Attorney Office |
Criminal Files |
4 vertical drawers/folders in shelf (3'x4") |
Clean |
Prosecuting Attorney Attached Room R1 |
Misc. |
200 banker boxes |
Clean |
Prosecuting Attorney Attached Room R1 |
Criminal Files |
9 vertical drawers |
Clean |
Prosecuting Attorney Attached Room R1 |
Juvenile |
2 vertical drawers |
Clean |
Prosecuting Attorney Attached Room R1 |
Mixed Cases |
4 vertical drawers |
Clean |
Prosecuting Attorney Attached Room R1 |
Abuse Cases |
3 vertical drawers |
Clean |
Comments: Assessor has offsite storage area at Rock
Creek; it holds old Land dockets.
Some County Clerk older files are also stored
in Foster school.
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
no |
no |
no |
yes |
yes |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
15 |
5 |
11 |
5 |
6 |
Part time |
1 |
0 |
2 |
0 |
2 |
Volunteers |
0 |
0 |
0 |
1 |
1 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
Supreme court mandated |
In house |
|
20 hours a year |
Opportunities available |
None |
Supreme court mandates |
None |
|
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
All day |
Rare |
All day |
n/a |
|
Public use |
None |
1 hour |
All day |
n/a |
none |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Often |
None |
Don't know |
n/a |
|
Public use |
None |
None |
Don't know |
n/a |
|
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
|
None |
None |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
Yes, shredded |
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
None |
None |
None |
None |
None |
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored onsite or offsite |
|
|
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
External |
None |
|
yes |
None |
None |
Volume of material microfilmed |
|
Don't know order books |
|
|
|
Disposition of originals |
|
Stored inch 3rd floor |
stored |
|
|
Discarded |
|
|
Yes |
|
|
Placed in
storage |
|
3rd floor of Courthouse |
Offsite |
|
|
Master copy stored (onsite or offsite ) |
|
Onsite |
onsite |
|
|
User copies available (record as yes/no) |
|
|
No |
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
None |
None |
None |
None |
None |
Volume of material digitized |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
External |
None |
None |
None |
None |
None |
Volume of material digitized |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/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 |
n/a |
n/a |
n/a |
n/a |
Software used |
ISA |
n/a |
COTT Systems |
n/a |
Word perfect |
Name and address of the vendor used |
n/a |
n/a |
|
n/a |
n/a |
System support used |
n/a |
n/a |
|
n/a |
n/a |
Name and address of the vendor used |
n/a |
n/a |
|
n/a |
n/a |
Security in place for the storage system |
|
n/a |
Vault Systems |
n/a |
storage |
Security in place for the backup system |
Password |
n/a |
|
n/a |
n/a |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
n/a |
n/a |
|
1 year on electronic backup |
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 records schedule |
None |
1977 records schedule |
1977 records schedule |
None |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
Yes shred |
No |
No |
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) |
Yes, State tax department |
No |
Older records stored at fester school |
None |
None |
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 assessor needs more space
P1, P2, P3, P4, P5, P6, P7, P8