1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A |
Inactive
Records Area B Garage- all offices except Prosecuting attorney |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 73 office Circuit Clerk 74.1 office County Clerk 72.7 office Sheriff 70.3
office Prosecuting Attorney 71.4 office |
Assessor Circuit Clerk County Clerk Garage Sheriff old jail- 70 Prosecuting Attorney |
Assessor
77 Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as
relative humidity) |
Assessor 54 office Circuit Clerk 60 office County Clerk 61 office Sheriff 45 office Prosecuting Attorney 61 office |
Assessor Circuit Clerk Sheriff 45 Prosecuting Attorney |
Assessor 45 Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor yes Circuit 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 Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk 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 Sheriff no Prosecuting Attorney |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where Garage-window broken |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor yes
Circuit Clerk
Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
1.1.E Type of security systems in place |
|
|
|
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 Sheriff yes Prosecuting Attorney |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Comments
The garage is used by the county clerk,
circuit clerk, assessor, and sheriff. The garage is located across the street
from the court house.
the building perimeter 37 feet x 8 feet x 7
inches tall. wooden shelving, broken window (with records stored adjacent to
and showing weather damage from) concrete floor, lawn mowers and weed whackers
stored in the same area( after gas tank filled, pervasive aroma of gasoline)
boxes,
volumes stacked, access to many blocked, places where records have tumbled over
and are in disarray
records
include land books, tax receipts, voters registration, return request mail
receipts, cancelled checks. regularly used by staff.
also
contains holiday decorations, ballot boxes, video slot machines confiscated by
state police, computers and other equipment.
The circuit clerk needs storage space.
Circuit records are being piled on top of filing cabinets that line the room.
Evidence is being laid on top of public records. Evidence is even stored on the
floor in the circuit office.
The Sheriff office is in need of storage
space. Non standard cardboard boxes are stacked everywhere in the office.
Stacks of boxes reach the ceiling in the sheriff office. Christmas decorations
are also being stored with the sheriff office records. sheriff cecil, president
of sheriff has stated that a judicial annex was in need for security reasons.
cecil said the cameras in the record room did not go into the overall security
system. glass breaking monitors are needed in all the windows and some panic
bars. sheriff cecil said that there are two court rooms. the smaller court room
is county commisioner and family law. the large court room is reserved for
circuit and it is not large enough.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
Location |
Record Type |
Volume |
Condition |
County Clerk room |
Election |
4 dockets |
Clean |
County Clerk room |
Financial Statements |
1 docket |
Clean |
County Clerk room |
Instruments Recorded and Received |
7 dockets |
Clean |
County Clerk room |
Corporations |
6 dockets |
Clean |
County Clerk room |
Reimbursement Agreements |
4 dockets |
Clean |
County Clerk room |
Assignment |
18 dockets |
Clean |
County Clerk room |
Discharge |
11 dockets |
Clean |
County Clerk room |
Land Books |
6 dockets |
Clean |
County Clerk room |
Leases |
49 dockets |
Clean |
County Clerk room |
Delayed Index |
1 dockets |
Clean |
County Clerk room |
Index Births |
3 dockets |
Clean |
County Clerk room |
Marriage License |
30 dockets |
Clean |
County Clerk room |
Conveyors Land |
1 dockets |
Clean |
County Clerk room |
Release Lien |
8 vertical drawers |
Clean |
County Clerk room |
Minutes |
3 vertical drawers |
Clean |
County Clerk room |
Financial |
3 vertical drawers |
Clean |
County Clerk room |
Deaths |
2 dockets |
Clean |
County Clerk room |
Index Deaths |
1 docket |
Clean |
County Clerk room |
Birth |
3 dockets |
Clean |
County Clerk room |
Contracts |
15 dockets |
Clean |
County Clerk room |
Index of Death |
1 docket |
Clean |
County Clerk room |
Birth Regular |
3 dockets |
Clean |
County Clerk room |
Index Deeds Lease |
64 dockets |
Clean |
County Clerk room |
Right of Ways |
30 dockets |
Clean |
County Clerk room |
Road Records |
3 dockets |
Clean |
County Clerk room |
Deeds |
251 dockets |
Clean |
County Clerk room |
Commissioner Records Destroyed Title |
3 dockets |
Clean |
County Clerk room |
Tax Sale |
1 vertical drawer |
Clean |
County Clerk room |
VCC Financial |
1 vertical drawer |
Clean |
County Clerk room |
Trust Deeds |
177 dockets |
Clean |
County Clerk room |
General Index of Trust Deeds |
12 dockets |
Clean |
County Clerk room |
Judgment Liens |
9 dockets |
Clean |
County Clerk room |
Release |
45 dockets |
Clean |
County Clerk room |
Tax Lien |
5 dockets |
Clean |
County Clerk room |
Report Trustee |
1 docket |
Clean |
County Clerk room |
Church Trustee |
1 docket |
Clean |
County Clerk room |
Mechanics Lien |
2 dockets |
Clean |
County Clerk room |
Federal Tax Lien |
2 dockets |
Clean |
County Clerk room |
Reports of Sales Under Trust Deeds |
2 dockets |
Clean |
County Clerk room |
Power of Attorney |
5 dockets |
Clean |
County Clerk room |
Lis Pendens |
1 docket |
Clean |
County Clerk room |
Record Fees |
6 dockets |
Clean |
County Clerk room |
Delinquent Land Sales |
6 dockets |
Clean |
County Clerk room |
Sheriff Sales |
4 dockets |
Clean |
County Clerk room |
Debtor Index of Financing Statements |
3 dockets |
Clean |
County Clerk room |
Redemption Lands |
2 dockets |
Clean |
County Clerk room |
Appraisement Sale Bills |
30 dockets |
Clean |
County Clerk room |
Wills |
21 dockets |
Clean |
County Clerk room |
Record of Fiduciaries |
1 docket |
Clean |
County Clerk room |
Supplement Federal Records |
1 dockets |
Clean |
County Clerk room |
Index of Estate Will Settlements |
6 dockets |
Clean |
County Clerk room |
Estate Book |
2 dockets |
Clean |
County Clerk room |
Map Book |
6 dockets |
Clean |
County Clerk room |
Delinquent Tax Sale |
1 vertical drawer |
Clean |
County Clerk room |
Report on State Committee Delinquent Fortified Lands |
3 dockets |
Clean |
County Clerk record room |
School Fund |
1 docket |
Clean |
County Clerk record room |
Redemptions State Audits |
1 docket |
Clean |
County Clerk record room |
Administrative Bonds |
6 dockets |
Clean |
County Clerk record room |
Executions Bonds |
2 dockets |
Clean |
County Clerk record room |
Guardian Bonds |
4 dockets |
Clean |
County Clerk record room |
Reappraisals |
4 dockets |
Clean |
County Clerk record room |
Inventory Book |
21 dockets |
Clean |
County Clerk record room |
Officials Bonds |
1docket |
Clean |
County Clerk record room |
Lis Pendens |
1 docket |
Clean |
County Clerk record room |
Surveyors Records |
2 dockets |
Clean |
County Clerk record room |
Name Changes |
1 docket |
Clean |
County Clerk record room |
Commissioner Minutes |
2 dockets |
Clean |
County Clerk record room |
Financial general |
14 vertical drawers letter |
Clean |
County Clerk record room |
Order Book |
4 dockets |
Clean |
County Clerk record room |
Marriage License |
3 dockets |
Clean |
County Clerk record room |
Minutes |
2 dockets |
Clean |
County Clerk record room |
Duplicate Wills |
8 vertical drawers |
Clean |
County Clerk record room |
State Auditor Book |
2 dockets |
Clean |
County Clerk record room |
Index Deaths |
1 docket |
Clean |
County Clerk record room |
Registered Voters |
1docket |
Clean |
County Clerk record room |
Debtor Index to Finances |
1 docket |
Clean |
County Clerk record room |
Guardian Bonds |
1 docket |
Clean |
County Clerk record room |
Official Bonds |
1 dockets |
Clean |
County Clerk record room |
Certificate of Oath |
1 docket |
Clean |
County Clerk record room |
Settlements |
1 docket |
Clean |
County Clerk record room |
Land |
123 dockets bound |
Few torn bindings 1911-1924
laminated |
County Clerk record room |
Commissioners record |
16 dockets |
Clean |
County Clerk record room |
Commissioner record bound |
27 print outs |
Clean |
County Clerk record room |
Delinquent land sales |
4 bound |
Some red rot |
County Clerk record room |
Receipts delinquent land |
4 bound |
Red rot |
County Clerk record room |
Personal property tax |
32 volumes print outs |
clean |
Sheriff office |
Accidents |
4 vertical drawers |
Clean |
Sheriff office |
Financial Audits |
8 vertical drawers |
Clean |
Sheriff office |
Concealed Weapons Permits |
8 vertical drawers |
Clean |
Sheriff office |
Land Books |
10 dockets |
Clean |
Sheriff office |
Time Sheets |
7 dockets |
Clean |
Sheriff office |
Home Confinements |
1 banker box and 2 vertical drawers |
Clean |
Sheriff office |
Warrants and Open Cases |
5 vertical drawers |
Clean |
Sheriff office |
Vehicle Mandates |
1 vertical drawers |
Clean |
Sheriff old jail |
Home confinement |
1 box |
Clean |
Sheriff old jail |
Warrants and open cases |
5 legal |
Clean |
Sheriff old jail |
Vehicle maintenance log |
1 legal |
clean |
Garage |
unknown |
37x28
1/2 8ft 7inch perimeter |
Surface dirt |
Garage |
Land |
Dockets in stacks |
Surface dirt |
Garage |
Tax receipts |
Non standard boxes |
Surface dirt |
Garage |
Voters registration |
boxes |
Surface dirt |
Garage |
Return registered mail receipts |
Non standard boxes |
Surface dirt |
Garage |
Postings |
Non standard boxes |
Surface dirt |
Circuit Clerk |
Civil Cases |
118 vertical drawers |
Clean |
Circuit Clerk |
Civil |
14 banker boxes |
Clean |
Circuit Clerk |
Criminal Docket |
3 dockets |
Clean |
Circuit Clerk |
Criminal Order |
17 dockets |
Clean |
Circuit Clerk |
Civil Order |
41 dockets |
Clean |
Circuit Clerk |
Court Report Notes |
39 banker boxes |
Clean |
Circuit Clerk |
Criminal Cases |
60 vertical drawers |
Clean |
Circuit Clerk |
Criminal Cases |
19 banker boxes |
Clean |
Circuit Clerk |
Civil Appeals |
3 vertical drawers |
Clean |
Circuit Clerk |
Waiving Mortification |
1 vertical drawer |
Clean |
Circuit Clerk |
Divorce |
8 banker boxes |
Clean |
Circuit Clerk |
Mental Hygiene |
7 banker boxes |
Clean |
Circuit Clerk |
Receipts |
1 banker box |
Clean |
Circuit Clerk |
Election |
1banker box |
Clean |
Circuit Clerk |
Guardianship |
3 vertical drawer |
Clean |
Circuit Clerk |
Delinquent Land |
1 vertical drawer |
Clean |
Circuit Clerk |
Divorce |
67 vertical drawers |
Clean |
Circuit Clerk |
Misdemeanors |
10 vertical drawers |
Clean |
Circuit Clerk |
Misc. Order Book |
11 dockets |
Clean |
Circuit Clerk |
Plaintiff Index |
3 dockets |
Clean |
Circuit Clerk |
Defendant Index |
3 dockets |
Clean |
Circuit Clerk |
Law Order |
12 dockets |
Mold/Red Rot/Torn/Dirt |
Circuit Clerk |
Adoptions |
1 vertical drawer |
Clean |
Circuit Clerk |
Suggestion Execution |
2vertical
drawers |
Clean |
Circuit Clerk |
Reciprocal |
5 vertical drawers |
Clean |
Circuit Clerk |
Divorce |
63 vertical drawers |
Clean |
Circuit Clerk |
Adoptions |
5 lateral drawers |
Clean |
Circuit Clerk |
Misdemeanor |
10 vertical drawers |
Clean |
Circuit Clerk |
Family land Master |
4 vertical drawers |
Clean |
Circuit Clerk |
AR Deputy Commissioners |
2 dockets |
Clean |
Circuit Clerk |
Juvenile |
20 dockets |
Red rot/Clean |
Circuit Clerk |
Adoptions Order |
5 dockets |
Clean |
Circuit Clerk |
Felony |
53 document cans |
Clean |
Circuit Clerk |
Chancery |
68 document cans |
Clean |
Circuit Clerk |
Chancery order |
11 dockets |
Mold/Dirt/Torn |
Circuit Clerk |
Law Master tapes |
3 banker boxes |
Clean |
Circuit Clerk |
Old Home Confinement Files |
2 banker boxes |
Torn |
Circuit Clerk |
Annual Report Deputy Commissioner Delinquent
Fortified Lands |
2 dockets |
Clean |
Circuit Clerk |
Civil |
13 boxes |
Clean |
Circuit Clerk |
Law files |
56 document cans |
Clean |
Circuit Clerk |
Law files |
4 legal drawers |
Clean |
Circuit Clerk |
Files |
5 letter drawers |
Clean |
Circuit Clerk |
Civil docket book/sheets |
13 dockets |
Clean |
Circuit Clerk |
Civil case files |
56 dockets |
Clean |
Circuit Clerk |
Domestic relations |
2 dockets |
Clean |
Circuit Clerk |
Criminal order |
5 dockets |
Clean |
Circuit Clerk |
Juror notes |
6 boxes |
Clean |
Circuit Clerk |
Bastard |
1 letter |
Clean |
Circuit Clerk |
Criminal Files |
4 banker boxes/5 loose files |
Clean |
Circuit Clerk |
Administrative orders |
3d vertical metal |
Clean |
Circuit Clerk |
Administrative orders |
Dockets |
clean |
Magistrate office |
Civil |
13 banker boxes |
Torn |
Magistrate office |
Misc. |
36 5ft stacks
of files |
Clean |
Magistrate office |
Civil |
5ft stack |
Clean |
Magistrate office |
Civil |
3 vertical drawers |
Clean |
Magistrate office |
Misdemeanor |
5 vertical drawers/1 cubit box |
Clean |
Magistrate office |
Felony |
1 vertical drawer |
Clean |
Magistrate office |
DUI |
1 vertical drawer |
Clean |
Magistrate office |
Civil/Criminal Closed Cases Cards |
21 vertical drawers 3x5 |
Clean |
Magistrate office |
Commission Cores |
14 vertical drawers |
Clean |
Magistrate office |
Misc. |
18 vertical drawers |
Clean |
Magistrate office |
Receipts |
1 vertical drawer |
Clean |
Magistrate office |
Permits |
4 vertical drawers |
Clean |
Magistrate office |
Family Law Master |
7 RC cartons/5 banker boxes/4 vertical drawers |
Clean |
Magistrate office |
Misc. |
11 vertical drawers |
Clean |
Assessor office |
Real Property Transfer List |
4 vertical drawer |
Clean, surface dirt |
Assessor office |
Personal Property |
7 banker boxes |
Clean |
Assessor office |
Maps |
40inch
hanging file maps covered in plastic |
Clean |
Assessor office |
Capitation Books |
4 vertical drawers |
Clean |
|
Real property cards |
4 vertical drawer |
Water damage, torn, surface
dirt |
Assessor office |
Personal Property |
26 dockets |
Clean, some torn |
Assessor office |
Map Cards |
2 metal drawers 12inch each |
Clean |
Assessor office |
Land Books |
110 dockets |
Torn/Mold/Dirt/Clean |
Assessor office |
Homestead Exemptions |
1 lateral file |
Clean |
Assessor office |
Correspondence |
2 vertical drawers |
Clean |
Assessor office |
Dog Cards |
Drawer metal 18inch x 9in |
Clean |
Assessor office |
Attorneys Oath |
3 vertical drawers |
Clean |
Prosecuting Attorney office |
Criminal |
5 vertical drawer/ 5 CD Rom disk |
Water damage/Dirt |
Prosecuting Attorney office |
Juvenile |
Vertical files |
Clean |
Prosecuting Attorney office |
Civil |
Photographs |
Clean |
Prosecuting Attorney office |
Civil |
VHS video tapes |
Clean |
Prosecuting Attorney office |
Civil |
Floppy disc |
Clean |
Prosecuting Attorney office |
Civil |
CD ROM |
Clean |
Prosecuting Attorney office |
Criminal cases |
35d vertical metal |
Clean |
Prosecuting Attorney office |
Criminal |
Boxes on floor |
Water damage, surface dirt |
Prosecuting Attorney office |
Juvenile |
Boxes on floor |
Surface dirt |
Comments
P1, P2, P3, P4, P5, P6, P7, P8, P9
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
No |
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
8 |
|
|
|
answered yes |
Part time |
1 |
|
|
|
no |
Volunteers |
0 |
|
|
|
no |
1.7.B Records Training |
|
|
|
|
|
Training received |
assessment course |
|
|
|
|
Opportunities available |
workshops |
training with the Supreme Court |
|
|
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
frequent |
5 hours |
|
|
|
Public use |
frequent |
5 hours |
|
|
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
didn't know |
1 hour |
|
|
|
Public use |
didn't know |
1 hour |
|
|
|
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
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 |
|
|
|
|
|
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 |
|
|
|
|
|
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 |
|
|
|
|
|
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) |
|
|
|
|
Word Excel and Windows XP |
Software used |
|
|
|
|
Network |
Name and address of the vendor used |
|
|
|
|
Office max Circuit City |
System support used |
|
|
|
|
Windows XP |
Name and address of the vendor used |
|
|
|
|
Office Max |
Security in place for the storage system |
|
|
|
|
Electronic Locks |
Security in place for the backup system |
|
|
|
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
none |
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 |
1977 records schedule |
|
|
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
|
yes |
|
|
|
Any records management guidelines used for
electronic records (record as yes/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 |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
|
|
|
|
|
Transfer documentation for these records (record
as yes/no) |
|
|
|
|
|
Comments