1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 70 office Circuit Clerk 71 office County Clerk 66 office and vault beside office Sheriff 70 office Prosecuting Attorney 70 |
Assessor
N/A Circuit Clerk 72 closet County Clerk 70 basement Sheriff
N/A Prosecuting Attorney |
Assessor
N/A Circuit Clerk County Clerk 67 office Sheriff
N/A Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 39% office Circuit Clerk 40% office County Clerk 38% office Sheriff 40% office Prosecuting Attorney 40% |
Assessor Circuit Clerk 51% closet County Clerk 43% basement Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 62% office Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes in office no in vault Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 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 yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
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 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
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 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Insects – 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 |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor
N/A Circuit Clerk no County Clerk yes Sheriff
N/A Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk no County Clerk no Sheriff
N/A Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor
N/A Circuit Clerk no County Clerk no Sheriff
N/A Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 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 no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 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 yes |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
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 |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
Panic Button
(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 |
Assessor Circuit Clerk County Clerk 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 Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Comments : Many
of the offices had Active and Inactive records in the same place. circuit Clerk
said that there was a fire extingusiher in the hallway they would use in case
of emergency. There is key card access to the main building after hours. The circuit vault door is broken. The circuit would like a panic button.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office |
Report on Vehicles |
8 vertical drawers |
Clean |
Assessor office |
Personal Property |
7 dockets |
Clean |
Assessor office |
District Records |
20 vertical drawers |
Clean |
Assessor office |
Vehicles Listed |
5 vertical drawers |
Clean |
Assessor office |
Misc. |
3 large
banker boxes |
Clean |
Assessor office |
State Sales Ratio and Printout |
1 large banker box |
Clean |
Assessor office |
Budget Files |
1 large banker box |
Clean |
Assessor office |
Application for Homestead Exemption |
6 drawers 3x5 drawer size |
Clean |
Assessor office |
Map cards |
Machine 6ft
wide 8 rows on it and 7 metal card holders a row |
Clean |
Assessor office |
Tax maps |
1 vertical drawer |
Clean |
Assessor office |
Flood maps |
1 vertical drawer |
Clean |
Assessor office |
New Construction |
1 vertical drawer |
Clean |
Assessor office |
Erroneous Forms |
1 vertical drawer |
Clean |
Assessor office |
Building permit form, DMV form, Oil gas, Orphan
Roads, Surveyors, Time Sheets |
1 vertical drawer |
Clean |
Assessor office |
Land Books |
2 dockets |
Clean |
Assessor office |
Flat map |
Metal Cabinet size of flat map |
Clean |
Assessor office |
Transfer Books |
2 dockets |
Clean |
Assessor office |
Will Book |
1 docket |
Clean |
Assessor office |
Commercial Business Property Returns |
1vertical drawer |
Clean |
Assessor office |
Maps |
Map hanger |
Covered by plastic Clean |
Circuit Clerk office |
Mental Health |
5 vertical drawers |
Clean |
Circuit Clerk office |
Guardianship |
3 vertical drawers |
Clean |
Circuit Clerk office |
Civil Docket Sheets |
15 dockets |
Clean |
Circuit Clerk office |
Domestic Docket Sheets |
2 dockets |
Clean |
Circuit Clerk office |
Criminal Docket Sheets |
3 dockets |
Clean |
Circuit Clerk office |
Fee Books |
5 dockets |
Clean/Dirt |
Circuit Clerk office |
Loose records unknown |
2 inch stack on floor |
Clean/ Torn |
Circuit Clerk office |
Loose records unknown |
3 inch stack on floor |
Clean/ Torn |
Circuit Clerk office |
Grand Jury |
2 vertical drawers |
Clean |
Circuit Clerk office |
Elections |
2 vertical drawers |
Clean |
Circuit Clerk office |
Execution |
2 vertical drawers |
Clean |
Circuit Clerk office |
Juvenile books |
12 dockets |
Clean/Dirt |
Circuit Clerk office |
Various Misc. Books |
30 dockets |
Clean/Dirt |
Circuit Clerk office |
Administrative books |
10 dockets |
Clean |
Circuit Clerk office |
Civil order |
63 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Domestic Relations |
24 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Misc. |
4 dockets |
Clean |
Circuit Clerk office |
Mental Hygiene |
6 dockets |
Clean |
Circuit Clerk office |
Criminal Orders |
64 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
One certain Civil Case |
6 vertical drawers |
Clean |
Circuit Clerk office |
Civil Docket books |
9 dockets |
Clean |
|
|
|
|
Circuit Clerk office |
Adoptions |
6 dockets |
Clean |
Circuit Clerk office |
Grand jury notes |
1 vertical drawer |
Clean |
Circuit Clerk office : SEE COMMENTS |
Juvenile files |
90 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Criminal files |
58 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Civil files |
161 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Misc.. |
5 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Mental Hygiene |
6 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Domestic Relations |
39 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Divorce |
42 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Motion for Judgment |
2 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Chancery |
2 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Law |
4 spaces 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Criminal Appeal |
1 space 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Delinquent lands |
1 space 3ft each |
Clean |
Circuit Clerk office : SEE COMMENTS |
Chancery Divorce |
11 spaces 3ft each |
Clean |
Circuit Clerk office storage room |
Various Record |
5ft 2inch stack of dockets |
|
Circuit Clerk office storage room |
Various Records |
4ft 11inch stack of dockets |
|
Circuit Clerk office storage room |
Various Records |
4ft 8inch stack of dockets |
|
Circuit Clerk office storage room |
Various Records |
4ft 9inch stack of cardboard boxes nonstandard |
|
Circuit Clerk office storage room |
Tapes |
2 non standard boxes |
|
Circuit Clerk office storage room |
Tapes |
5ft 2inch stack of non standard boxes |
|
Circuit Clerk office storage room |
Tapes |
5ft 7inch stack of non standard boxes |
|
Circuit Clerk office storage room |
Tapes |
3ft 6inch stack of non standard boxes |
|
Circuit Clerk office storage room |
Civil Cases |
23 small banker boxes |
|
Circuit Clerk office storage room |
Civil Cases |
37 large banker boxes |
|
County Clerk office and vault beside office |
Index of birth |
16 dockets |
Dirt/Clean/ Torn |
County Clerk office and vault beside office |
Index of Death |
24 dockets |
Dirt/Clean/ Torn |
County Clerk office and vault beside office |
Index of Marriage |
70 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Deeds of Trust |
194 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Misc. Forms |
4 dockets |
Dirt/Clean/ Torn |
County Clerk office and vault beside office |
Record of Trust Company |
1 docket |
Dirt |
County Clerk office and vault beside office |
Land Title |
7 docket |
Dirt/Clean/ Torn |
County Clerk office and vault beside office |
Attorney General Assessments |
1 docket |
Dirt |
County Clerk office and vault beside office |
|
|
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Series Index 1 to Deeds |
17 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Series of Index 2 to Deeds |
54 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Series of Index 3 to Deeds |
18 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Map Books |
9 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Record Fee |
20 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Land Book |
33 dockets |
Dirt/Clean/ Torn/ Red Rot |
County Clerk office and vault beside office |
Personal Property |
5 dockets |
Dirt/Clean/Torn |
County Clerk office and vault beside office |
Delinquent Land |
5 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Names |
1 docket |
Dirt/Clean/ Mold/Torn/Red Rot |
County Clerk office and vault beside office |
Surveys |
3 docket |
Dirt/Clean/ Mold/Torn/Red Rot |
County Clerk office and vault beside office |
Index to Agreements |
3 docket |
Dirt/Clean/ Torn |
County Clerk office and vault beside office |
Church Trustees |
1 docket |
Torn/Red Rot |
County Clerk office and vault beside office |
Misc. |
4 vertical drawer |
Clean |
County Clerk office and vault beside office |
Closed Estates |
4 banker boxes |
Clean |
County Clerk office and vault beside office |
Deed books |
301 dockets |
Dirt/Clean/ Mold/Torn |
County Clerk office and vault beside office |
Discharge books |
19 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Settlement & Accounting |
28 dockets |
Clean/ Dirt |
County Clerk office and vault beside office |
Deeds of Release |
72 dockets |
Clean/Dirt/ Torn |
County Clerk office and vault beside office |
Appraisements |
47 dockets |
Clean/ Dirt |
County Clerk office and vault beside office |
Inventory Book |
52 dockets |
Clean/ Dirt /Torn |
County Clerk office and vault beside office |
Mechanic Liens |
3 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Wills |
49 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Execution |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Lis Pendens |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Executors Bonds |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Record of Fiduciary |
18 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Probate Fiduciary records |
16 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Guardian Accounts |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Supplement Fiduciary Records |
4 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Maps |
Hanging on wooden hanger 3ft 4in high and 3ft 1inch
wide |
Torn/ Clean |
County Clerk office and vault beside office |
Maps |
7ft 6inch linear rolled in container |
Torn |
County Clerk office and vault beside office |
Pictures |
4 nonstandard box |
Clean |
County Clerk office and vault beside office |
Financing Statements & Estates |
24 small metal drawers |
Clean |
County Clerk basement |
Personal Property/ Transfer Deed of Trust |
36 dockets |
Red Rot /Dirt |
County Clerk basement |
Lunacy |
10 dockets |
Dirt/ Torn |
County Clerk basement |
Chattel Trust Deeds |
1docket |
Dirt/Torn |
County Clerk basement |
Unknown Various Records |
3ft 7inch high and 4ft 10inch wide linear space of nonstandard
boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Dept of Transportation |
3ft 11inch high and 1ft 9inch wide linear space of
non standard boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Grants |
1 large banker box |
Clean /Torn |
County Clerk basement |
Ambulance |
2 large banker boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Vendor Cards |
2 large banker boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Payroll/General County Checks/Vendor Cards |
1ft high and 1ft wide stack of nonstandard boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Ambulance Fund Voucher |
1 small banker box |
Dirt/ Clean/ Torn |
County Clerk basement |
Timesheets |
1 small banker box |
Dirt/ Clean/ Torn |
County Clerk basement |
Vendor Office Cards |
3 small banker boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Coal Severance Vouchers |
1 small banker boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
General County Voucher |
4 small banker boxes |
Dirt/ Clean/ Torn |
County Clerk basement |
Various Misc. Records |
3ft 9inch wide and 3ft 4inch high stack of non
standard boxes on floor |
Dirt/ Clean/ Torn |
County Clerk basement |
Blueprints books |
3 large
dockets |
Torn |
County Clerk basement |
Land Books |
51 dockets |
Torn/Dirt/Red Rot/ Mold |
County Clerk basement |
Minister Bond |
5 dockets |
Dirt/Torn |
County Clerk basement |
Judgment Lien |
11 dockets |
Dirt/Torn |
County Clerk basement |
Deeds of Release |
18 dockets |
Dirt/Torn |
County Clerk basement |
Grantor Index of Release |
1 docket |
Dirt |
|
|
|
|
County Clerk basement |
Misc. Orders |
7 dockets |
Dirt / Torn |
County Clerk basement |
Notary Bonds |
2 dockets |
Dirt / Torn |
County Clerk basement |
General Road Fund |
7 dockets |
Dirt / Torn |
County Clerk basement |
General Index Fiduciary |
2 dockets |
Dirt / Torn |
County Clerk basement |
Classification Records |
6 dockets |
Dirt / Torn |
County Clerk basement |
Voter Registration/ Regular Card Cancelled/ Vouchers |
Wooden Shelf 9ich wide and 7inch high containing 10
small non standard boxes |
Clean / Dirt |
County Clerk basement |
Primary Election |
1 small
banker box |
Clean |
County Clerk basement |
Payroll |
1 small
banker box |
Clean |
County Clerk basement |
Precinct |
1 small
banker box |
Clean |
County Clerk basement |
General Election |
1 small
banker box |
Clean |
County Clerk basement |
Misc. County |
8 large banker boxes |
Clean |
County Clerk basement |
Misc. Various Records |
7 small banker boxes on floor |
Clean/ Dirt |
County Clerk basement |
General County Fund |
23 document cans |
Torn/ Bundled and Dirt |
County Clerk basement |
Will |
44 document cans |
Torn/ Bundled and Dirt |
County Clerk basement |
Settlements |
48 document cans |
Torn/ Bundled and Dirt |
County Clerk basement |
Appraisements/Settlements/ Wills/ Release Judgments/
Executions |
126 document cans |
Torn/ Bundled and Dirt |
County Clerk basement |
Settlements |
6 large banker boxes |
Clean/ Torn |
County Clerk basement |
Appraisements/ Settlements |
16 small banker boxes |
Clean/ Torn |
County Clerk basement |
Civil Service |
2 non standard boxes |
Clean/ Torn |
County Clerk basement |
Wills |
4 non standard boxes |
Clean/ Torn |
County Clerk basement |
Dept of Highways |
3 non standard boxes |
Clean/ Torn |
County Clerk basement |
Blueprint book |
1 docket |
Clean/ Torn |
County Clerk basement |
Report Sales Trust Deeds |
1 docket |
Clean/ Torn |
County Clerk basement |
Births |
4 vertical drawer |
Clean/ Torn |
County Clerk basement |
Misc. |
1ft 8 inch stack books |
Clean/ Torn |
County Clerk basement |
Misc. |
1ft 4inch high and 2ft 9inch space of small non
standard boxes |
Clean/ Torn |
County Clerk basement |
Rolled maps |
2ft wide and 10 inch high rolled maps |
Torn |
County Clerk basement |
Misc. Orders |
9 dockets |
Clean/ Torn |
County Clerk basement |
Deeds of Trust |
|
Clean/ Torn |
County Clerk basement |
Right of Way |
|
Clean/ Torn |
County Clerk basement |
Misc. |
2ft 8inch stack of dockets |
Clean/ Torn |
County Clerk basement |
Misc. |
2 small banker boxes |
Clean/ Torn |
County Clerk basement |
Marriage License |
26 large banker boxes |
Clean/ Torn |
County Clerk basement |
Loose files |
3ft 1inch stack |
Clean/ Torn |
County Clerk basement |
Vouchers |
3 banker boxes |
Clean/ Torn |
County Clerk basement |
Sheriff Reports |
1 small banker boxes |
Clean/ Torn |
County Clerk basement |
Deposit Slips |
1 small banker boxes |
Clean/ Torn |
County Clerk basement |
Misc. |
17 small banker boxes |
Clean/ Torn |
County Clerk basement |
Swimming Pool Records |
1 large banker boxes |
Clean/ Torn/ Dirt |
County Clerk basement |
Runsheets |
4 large banker boxes |
Clean/ Torn |
County Clerk basement |
Unpaid bills |
1 large banker box |
Clean/ Torn |
County Clerk basement |
Misc. |
11 large banker boxes |
Clean/ Torn |
County Clerk basement |
Loose files |
1ft 2inch stack on floor |
Clean/ Torn |
County Clerk basement |
Loose files |
1ft 3inch stack on floor |
Clean/Dirt/ Torn |
County Clerk basement |
Loose files |
1ft stack on floor |
Clean/ Dirt/Torn |
County Clerk basement |
County Checks |
1 small banker boxes |
Clean/ Torn |
County Clerk basement |
Grantee Index |
1 docket |
Clean/ Torn |
County Clerk basement |
General County Fund |
48 document cans |
Clean/ Torn |
County Clerk basement |
Misc. Records |
2ft 10 inch stack of non standard boxes on the floor |
Clean/ Torn |
County Clerk basement |
Financing Statements |
16 large banker boxes |
Clean/ Torn |
County Clerk basement |
Advanced Reports |
8 large banker boxes |
Clean/ Torn |
Sheriff office |
Various mixed records unknown records (not labeled) |
68 vertical drawers |
Clean |
Prosecuting Attorney office |
Various mixed records |
16 vertical metal drawers |
Clean |
Prosecuting Attorney office |
Various mixed records |
12 lateral metal drawers |
Clean |
Comments: Circuit Clerk had a machine that contaided
metal shelves with files in a folder. Sections
of it were in 3ft long. it was a new Shelving machine, when you press a button
a whol row closes and another one opens.
In Circuit clerk Storage Space there
were pipes on the ceiling.
prosecutting
attorney office is located two blocks away from court house.
P1, P2, P3, P4, P5, P6, P7, P8, P9,
P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25
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 |
10 |
4 |
On the survey they filled out they answered yes |
On the survey they filled out they answered yes |
4 |
Part time |
0 |
2 |
No |
No |
0 |
Volunteers |
0 |
0 |
No |
Unknown |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
None |
In house training |
None |
N/A |
Opportunities available |
None |
None |
None |
None |
N/A |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
Didn’t know |
8 hours |
All day |
N/A |
Public use |
Not a lot |
Didn’t know |
8 hours |
Didn’t know |
N/A |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Didn’t know |
Didn’t know |
8 hours |
Didn’t know |
N/A |
Public use |
Didn’t know |
Didn’t know |
8 hours |
None |
N/A |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Comments
No copying done there, but indicated originals are
returned to owners, banks, attorneys, etc…
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) |
|
|
|
|
|
Software used |
WVISC |
CCMS |
None |
None |
None |
Name and address of the vendor used |
Windsoft Tell Net |
|
|
|
|
Security in place for the storage system |
Password |
|
|
|
|
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 |
Yes however none was provided |
Yes, 1995 Records Retention schedule |
Just 1977 plan |
None |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
None destroyed |
No |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
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 |
The genealogical group has copied some of the
records and put them in book form. |
No |
No |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
No |
No |
Yes |
No |
No |
Transfer documentation for these records (record
as yes/no) |
No |
No |
No |
No |
No |
Comments