1.1 The Physical Space Housing the Records |
Active
Records Area Main
Offices County Clerk R1 Map Room, R2 Mid-Room, R3 End-Room |
Inactive
Records Area A Assessor
Boiler Room County Clerk R4 Clerk
Room, R5 File Room, R6 Basement Flood Room |
Inactive
Records Area B Assessor
Downstairs Room Assessor
hallway leading to boiler room A Room 3 County Clerk R7 Basement
Holes Room, R8 Basement Open, R9 Basement Closet |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor main office- 76/ business unit upstairs- 75/ Machine room-71/ map room-75 Circuit Clerk 75 County Clerk R1 71, R2 71, R3 71 Sheriff Prosecuting Attorney 74 |
Assessor 71 Circuit Clerk County Clerk R4 69, R5 72, R6 71 Sheriff Prosecuting Attorney 73 |
Assessor 74/ R3- 74 Circuit Clerk County Clerk R7 69, R8 69, R9 70 Sheriff Prosecuting Attorney 73 |
Humidity (record as % relative humidity) |
Assessor
51/BU-46/ machine room- 44/ map-44 Circuit Clerk 31 County Clerk R1 40, R2 44, R3 44 Sheriff Prosecuting Attorney 31 |
Assessor 44
boiler room Circuit Clerk County Clerk R4 51, R5 44, R6 59 Sheriff Prosecuting Attorney 31 |
Assessor 46/ R3-46 Circuit Clerk County Clerk R7 50, R8 50, R9 50 Sheriff Prosecuting Attorney 31 |
1.1.B Windows
(record as yes/no) |
Assessor yes/BU-no/ MR-no/ map-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor no Circuit Clerk County Clerk
no Sheriff Prosecuting Attorney yes |
Assessor no/ R3-no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
Mold - inactive (record as yes/no) |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk R4 yes, R5 no, R6 no Sheriff Prosecuting Attorney no |
Assessor no/R3 -yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney no |
Moisture, Dampness (record as yes/no) and note where |
Assessor no/BU-no/ MR-no/ map-yes Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk R4 yes the ceiling is leaking, R5 no,
R6 no Sheriff Prosecuting Attorney no |
Assessor no/ R3-walls Circuit Clerk County Clerk R7 walls and ceiling Sheriff Prosecuting Attorney no |
Animals - alive
note kind |
Assessor yes
paper mite/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor no/R3-no Circuit Clerk County Clerk R7 mice Sheriff Prosecuting Attorney no |
Insects - alive
note kind |
Assessor -no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor yes roaches Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor yes roaches/ R3-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
Insects - past note kind |
Assessor yes termites and roaches/BU-NA/ MR-no/
map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor yes roaches Circuit Clerk County Clerk R4 no, R5 no, R6 yes roaches and
spiders Sheriff Prosecuting Attorney no |
Assessor yes roaches/R3 no Circuit Clerk County Clerk yes roaches Sheriff Prosecuting Attorney no |
Dust or grime on records |
Assessor
no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk R4 yes, R5 no, R6 yes Sheriff Prosecuting Attorney no |
Assessor yes/R3-yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney no |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes/BU-yes/ MR-no/ map-no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes |
Assessor yes/R3-no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
1.1.E Type of security systems in place |
|
|
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes/BU-yes/ MR-yes/ map-no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes/R3-yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes |
Secured doors/windows (record as yes/no) |
Assessor yes/BU-yes/ MR-yes/ map-NA Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes |
Assessor-no/R3-no Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes |
Comments:
In room four of the County Clerk office
pieces of the ceiling are scattered on the records due to water leaks.
In county clerk room six all of the records
have been destroyed by a flood. The
dockets in room six bow over. Room six is also filthy and roach carcuss' are
everywhere.
Room seven has spores growing off of the DOCKETS; mold is growing on almost everthing. There are huge holes in the walls of this ROOM
THAT LED YOU further under the courthouse. Many of the records in this room have been destroyed
because of neglect.
County clerk room eight is filthy. The boiler Room contained ash trays and
cigarettes.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
County Clerk room 1 |
Land |
255 docket |
Clean |
County Clerk room 1 |
Assignment |
33 dockets |
Clean |
County Clerk room 1 |
Judgment liens |
84 dockets |
Clean |
County Clerk room 1 |
Bond |
27 dockets |
Clean |
County Clerk room 1 |
Fiduciary supplement |
46 dockets |
Clean |
County Clerk room 1 |
Misc. records |
40 dockets |
Clean |
County Clerk room 1 |
Records |
11 dockets |
Clean |
County Clerk room 1 |
Mechanic liens |
4 dockets |
Clean |
County Clerk room 1 |
Certificate numbers |
4 dockets |
Clean |
County Clerk room 1 |
Land cases |
4 dockets |
Clean |
County Clerk room 1 |
General elections |
2 dockets |
Clean |
County Clerk room 1 |
Maps |
Stored in 4 metal cabinets 3ft linear each |
Clean |
County Clerk room 2 |
Fiduciary records |
232 dockets |
Clean |
County Clerk room 2 |
Certificate of corporation |
276 dockets |
Clean |
County Clerk room 2 |
Discharge record |
31 dockets |
Clean |
County Clerk room 2 |
Judgment liens |
58 dockets |
Surface dirt |
County Clerk room 2 |
Tax liens |
84 dockets |
Surface dirt |
County Clerk room 2 |
Judgments |
32 dockets |
Surface dirt |
County Clerk room 2 |
Corporations |
56 dockets |
Clean |
County Clerk room 2 |
Fiduciaries |
562 dockets |
Surface dirt/Torn |
County Clerk room 2 |
Fiduciary orders |
24 dockets |
Clean |
County Clerk room 2 |
Land |
14 dockets |
Clean |
County Clerk room 2 |
Financing statements |
28 dockets |
Clean |
County Clerk room 2 |
Power of attorney |
28 dockets |
Clean |
County Clerk room 2 |
Trust deeds |
2,300 dockets |
Clean |
County Clerk room 2 |
Grantor deeds index |
168 dockets |
Surface dirt |
County Clerk room 2 |
Index to releases |
27 dockets |
Clean |
County Clerk room 2 |
Grantor legal documents |
40 dockets |
Clean |
County Clerk room 2 |
Grantor index to deeds and liens |
88 dockets |
Clean |
County Clerk room 2 |
Trust deed index |
98 dockets |
Clean |
County Clerk room 2 |
UCC |
37 dockets |
Clean |
County Clerk room 2 |
Releases |
560 dockets |
Clean |
County Clerk room 3 |
Deeds |
1037 dockets |
Clean |
County Clerk room 3 |
Lease |
244 dockets |
Clean |
County Clerk room 3 |
Report of sales under trust deeds |
37 dockets |
Clean |
County Clerk room 3 |
Assignments |
122 dockets |
Clean |
County Clerk room 3 |
Financial statements |
5 dockets |
Clean |
County Clerk room 3 |
Change of name |
1 dockets |
Clean |
County Clerk room 4 |
Release |
317 dockets |
Surface dirt/Mold |
County Clerk room 4 |
Certificate of corp. |
3 dockets |
Mold |
County Clerk room 4 |
Trustees of church |
8 dockets |
Mold |
County Clerk room 4 |
Discharge records |
15 dockets |
Surface dirt/Mold |
County clerk room 4 |
Misc. records |
4 banker boxes |
Pieces of ceiling |
County clerk room 5 |
Probate |
2- 15ft linear
7 ft height 8 shelves x 10"
machine holding rows of open file folders |
Clean |
County clerk room 5 |
Probate files |
25 non standard boxes 8ft linear |
Clean |
County clerk room 6 |
Marriage license |
Dockets |
Wet |
County clerk room 7 see pictures |
Maps |
Laying out |
Torn/Dirt/Mold |
County clerk room 7 |
Misc. records |
Non standard cardboard 10ft linear x 3 |
Mold,/Torn |
County clerk room 7 |
Unknown |
Dockets |
Surface dirt/Mold |
County clerk room 7 |
Birth certificates |
Non standard boxes |
Surface dirt/Mold |
County clerk room 7 |
Unknown |
Banker and unknown 12ft linear |
Dirt, mold |
County clerk room 7 |
Unknown |
Dockets, non standard, banker boxes, 5 shelves 8fth
8ft linear |
Surface dirt/Mold |
County clerk room 8 |
|
|
|
County clerk room 8 |
|
|
|
County clerk room 8 |
|
|
|
County clerk room 8 |
|
|
|
Assessors-downstairs personal property |
Delinquent Real Estate |
10 dockets |
Clean |
Assessors-downstairs per. prop. |
Appraisals |
8 vertical drawers |
Clean |
Assessors- downstairs personal property |
Real Estate Reports |
25 dockets |
Clean |
Assessors downstairs personal property |
Exonerations/Oil and Gas/ Maps/ Environmental
Protection |
20 lateral drawers |
Clean |
Assessors downstairs personal property |
Land Books |
20 dockets |
Clean |
Assessors downstairs personal property |
Transfers |
12 vertical drawers |
Clean |
Assessors office -business |
Map Cards |
12 lateral drawers |
Clean |
Assessors office -business |
Business Records |
16 lateral drawers |
Clean |
Assessors office -business |
Maps |
3 Cabinets- 3ft 4inch wide and 2ft 9inch high |
Clean |
Assessors office |
Personal Property Return |
12 lateral cabinets 8ft9inW x 8ftH- bundled files |
Clean |
Assessors office |
Land books |
481 dockets |
clean |
Assessors office |
Real Estate books/ Personal Property current |
52 dockets |
Clean |
Assessors office |
Personal Property |
42 dockets |
Clean |
Assessors office |
Current Reports dmv cards |
30 shelves 3ft linear shelves |
Clean |
Assessors office |
Homestead 5 years |
18 metal file
cabinets |
Clean |
Assessors office |
Surveys home owners |
12 vertical drawers |
Clean |
Assessors office |
Assessments |
80 vertical drawers |
Clean |
Assessors map room |
Maps |
4Racks metal 200 slots each-3ft 9inch wide and 3ft
7inch high |
clean |
Assessor map room |
Land |
20 dockets metal shelves |
Clean |
Assessor map room |
Assessments |
100d vertical metal |
clean |
|
|
|
|
Boiler Room |
Misc. Dockets |
97 dockets |
Surface dirt, mold |
Downstairs |
Land books |
410 dockets |
Clean |
Assessor machine room |
Assessment files |
4 machines 5ft8in high and 6ft wide each |
Clean |
Hallway |
Real estate and land books from the 1800's |
298 dockets |
Covers coming off, surface
dirt, poor condition |
Hallway |
Property records |
12d vertical files |
clean |
Assessor personal property office |
Map cards |
4 machines 6ftWx5ft8inH |
clean |
|
|
|
|
Circuit Clerk office |
Domestic orders |
103 dockets |
Dirt/Torn |
Circuit Clerk office |
Witness docket |
18 dockets |
Clean/Dirt |
Circuit Clerk office |
Juvenile |
3 dockets |
Clean/Dirt |
Circuit Clerk office |
Court Appointed Attorney |
20 dockets |
Clean/Dirt |
Circuit Clerk office |
Criminal Bonds |
1 dockets |
Clean/Dirt |
Circuit Clerk office |
Crime Proceedings Felony |
127 docket |
Dirt/Torn/Clean |
Circuit Clerk office |
Criminal Proceedings Misdemeanors |
127 docket |
Dirt/Torn/Clean |
Circuit Clerk office |
Civil Actions |
359 dockets |
Dirt/Torn/Clean |
Circuit Clerk office |
Misc. Orders |
21 dockets |
Clean |
Circuit Clerk office |
Civil Bond book |
2 dockets |
|
Circuit Clerk office |
Appeals |
19 dockets |
Clean |
Circuit Clerk office |
State Appeals |
14 dockets |
Clean |
Circuit Clerk office |
City Appeals |
6 dockets |
Clean |
Circuit Clerk office |
General Index of Law and County |
3 dockets |
Clean |
Circuit Clerk office |
General Index of WV Dept. of Highway |
1 docket |
Clean |
Circuit Clerk office |
General Index Criminal |
32 dockets |
Clean |
Circuit Clerk office |
Civil Defendants Index |
3 dockets |
Clean |
Circuit Clerk office |
Civil Plaintiff Index |
1 docket |
Clean |
Circuit Clerk office |
Divorce Index |
1 docket |
Clean |
Circuit Clerk office |
Institutions Civil Actions |
38 dockets |
Clean |
Circuit Clerk office |
Chancery |
3 dockets |
Clean |
Circuit Clerk office |
Institutions Misc. Proceedings |
6 dockets |
Clean |
Circuit Clerk office |
Execution books |
18 dockets |
Clean |
Circuit Clerk office |
Institutions Domestic Proceedings |
1 docket |
Clean |
Circuit Clerk office |
Civil Order Domestic Relations |
82 dockets |
Clean/Dirt |
Circuit Clerk office |
Intermediate Civil cases |
13 dockets |
Clean |
Circuit Clerk office |
Bond |
6 dockets |
Clean |
Circuit Clerk office |
Tapes |
1 lateral drawers 8inch high and 1ft 8inch wide
drawers |
Clean |
Circuit Clerk office |
Civil Cases |
166 small banker boxes |
Clean |
Circuit Clerk office |
Microfilm |
8ft high 7ft inch wide each drawers 9inch linear |
Positive/Clean |
Circuit Clerk office |
Criminal |
10 lateral drawers |
Clean |
Circuit Clerk office |
Civil |
318 shelves 3ft linear each of loose civil files |
Clean |
Circuit Clerk office |
Closed Criminals |
864 shelves 3ft
linear each loose criminal files |
Clean |
Circuit Clerk office |
Closed Civil |
183 shelves 3ft linear each loose civil records |
Clean |
Circuit Clerk office |
Closed Civil Files |
70 shelves 3ft linear each with manuscript files |
Clean |
Circuit Clerk office |
Civil |
402 small banker boxes |
Clean |
Circuit Clerk office |
Civil |
24 large banker boxes |
Clean |
Circuit Clerk office |
Domestic Files |
2 small banker boxes |
Clean |
Circuit Clerk office |
Exhibits |
2samll banker boxes |
Clean |
Circuit Clerk office |
Criminal |
10 shelves 3ft linear loose records on each |
Clean |
Circuit Clerk office |
Tapes |
7 boxes 3ftx1ft each |
Clean |
Circuit Clerk office |
Criminal Tapes |
10 metal drawers 2ft wide and 3ft high |
Clean |
Circuit Clerk office |
Domestic Violence |
68 small banker boxes |
Clean |
Circuit Clerk office |
Transcripts |
2 large banker boxes |
Clean |
Circuit Clerk office |
Criminal Cases |
98 large banker boxes |
Clean |
Circuit Clerk office |
Criminal Cases |
51 small banker boxes |
Clean |
Circuit Clerk office |
Attorney Appointed |
2 small banker boxes |
Clean |
Circuit Clerk office |
Tapes |
100 small banker boxes |
Clean |
Circuit Clerk office |
Domestic |
65 small banker boxes |
Clean |
Circuit Clerk office |
Current Criminal |
60 shelves 3ft linear |
Clean |
Circuit Clerk office |
Civil appeal |
60 shelves 3ft linear loose records |
Clean |
Circuit Clerk office |
Civil appeal |
33 shelves with manuscript boxes 3ft linear each
shelf |
Clean |
Circuit Clerk office |
Civil |
5 vertical drawers |
Clean |
Circuit Clerk office |
Asbestos |
5 lateral drawer |
Clean |
Circuit Clerk office |
Domestic Files |
118 small banker boxes |
Clean |
Circuit Clerk office |
Closed Criminal |
10 banker boxes |
Clean |
Circuit Clerk office |
Criminal |
6 lateral drawers |
Clean |
Circuit Clerk office |
Civil |
12 large banker boxes |
Clean |
Circuit Clerk office |
Audio Tapes |
1 large banker box |
Clean |
Circuit Clerk office |
Audio Domestic Tapes |
Metal cabinet 76inch high and 36inch wide |
Clean |
Circuit clerk office |
Criminal files on microfilm |
Unknown # of banker boxes |
clean |
Prosecuting Attorney office |
Criminal |
39 ft linear |
Clean |
Prosecuting Attorney office |
Closed Cases |
29 banker boxes |
Clean |
Prosecuting Attorney office |
Open cases Files |
60 ft linear |
Clean |
Prosecuting Attorney office |
Open file folders |
48 rows x3ft linear |
Clean |
Prosecuting Attorney office |
Misc. |
Non standard boxes 24 ft linear |
Clean |
Prosecuting Attorney office |
Criminal/Juvenile |
12 lateral drawers |
Clean |
Prosecuting Attorney office |
Civil |
24 rows shelves 3ft each |
Clean |
Prosecuting Attorney office |
Criminal |
45 rows shelves 3ft each |
Clean |
Prosecuting Attorney room1 |
Juvenile |
56 rows shelves 3ft each 12 small banker boxes |
Clean |
Prosecuting Attorney room1 |
Adoptions |
26 rows shelves 3ft each 15 banker boxes |
Clean |
Prosecuting Attorney room1 |
Felony |
32 rows shelves 3ft each 23 banker boxes |
Clean |
Prosecuting Attorney room1 |
Misdemeanor |
24 rows
shelves 3ft each 32 banker boxes |
Clean |
Prosecuting Attorney room2 |
Misc. |
6 rows shelves 3ft each Manuscript boxes |
Clean |
Comments:
the circuit
clerk is located in the judicial annex on the second floor.There were two rooms
we were not allowed to enter in the Circuit Clerk's office. They were called the Sealed room and the
Evidence Room.
the judicial
building has sprinklers in pros. att. office and circuit clerk office.
the main court
house building does not provide sprinklers.
assessor storage
in boiler room- people smoked in this room and dead roaches were on the floor.
it was dirty.
assessor central
filing room is full now.
assessor first
floor personal property office has a window open to the public.
assessor map
room is a public access room.
the assessor
does backup for computer daily and weekly. dog copies are kept on hard copies
for 6 years in vault and computer.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
|
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
76 |
33 |
34 |
|
49 |
Part time |
8 |
2 |
1 |
|
3 |
Volunteers |
0 |
0 |
0 |
|
In summer only |
1.7.B Records Training |
|
|
|
|
|
Training received |
In house |
In house |
None |
|
In house |
Opportunities available |
None |
None |
None |
|
None |
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
All day |
Don't know |
n/a |
|
8 hours |
Public use |
None |
None |
n/a |
|
Don't know |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Less than 1 hour |
Don't know |
n/a |
|
Don't know |
Public use |
None |
None |
|
|
Rare |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
12,000x5 was answer |
|
None |
|
NA |
Volume of material copied |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
Yes-destroyed |
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
none |
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
Yes shredded |
Yes voters registration |
|
|
Placed in
storage |
|
|
Yes others |
|
|
Master copy stored onsite or offsite |
|
Offsite |
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
External |
|
|
|
|
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) |
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
|
|
|
|
none |
Volume of material digitized |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
Yes |
yes |
|
|
Master copy stored (onsite or offsite ) |
|
onsite |
Offsite |
|
|
Backup copies available (record as yes/no) |
|
|
Yes |
|
|
External |
|
|
|
|
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:
All 1999 records scanned and stored in
alabama.
circuit clerk quit
scanning domestic cases because no authorization from the supreme court.
circuit clerk stores records of Asbestos, Civil, court reporter notes at a
warehouse dunbar facility. an archives service copied criminal files onto
microfilm.
pros. att.
office is located in the judicial annex. the pros. att. stores records at the
warehouse in dunbar and at chelyan elementary.
assessor wants to image all realestate recoreds.
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) |
AUDA cat |
|
none |
|
Dell |
Software used |
EZRI, Arcama, Capa, Assessment systems, NRA state
tax |
|
Promise |
|
Windows, Corel (sp.) |
Name and address of the vendor used |
|
|
SYSCON North Port Alabama |
|
Butch Evans, Software Group, Charleston, WV |
System support used |
|
|
Cornerstone |
|
N/A |
Name and address of the vendor used |
|
|
SYSCON North Port Alabama |
|
N/A |
Security in place for the storage system |
Password |
|
Back ups made daily |
|
passwords |
Security in place for the backup system |
|
|
|
|
|
|
password |
|
none |
|
passwords |
Recommendations:
To find out about Circuit Clerk Computer
Systems call Butch Evans telephone (304) 343-6480
assessor does digital mapping and the hard copies are stored in the state tax department. uses state tax procedure rules when reformatting, creating or retiring electronic records.
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, land other 5 years |
Yes |
State auditors office schedule |
|
No |
Documentation processes to show what records have been
destroyed in the past five years (record as yes/no) |
No |
Yes |
None |
|
No |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
No |
none |
|
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 |
Archive services in Charleston and another place in
Dunbar |
None |
|
yes |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
No |
|
None |
|
No |
Transfer documentation for these records (record
as yes/no) |
No |
|
No |
|
NA |
Comments