1.1 The Physical Space Housing the Records |
Active
Records Area Main
Offices Sheriff
Tax Office |
Inactive
Records Area A |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 73 Circuit Clerk 75 County Clerk 80 Sheriff 76 Prosecuting Attorney 81 |
Assessor Circuit Clerk records room across hall-79 County Clerk vital statistics room- 75 Sheriff old jail 1st floor 71 Prosecuting Attorney |
Assessor, Circuit Clerk, Prosecuting attorney Jacobs building storage basement 2- 70 Circuit clerk- Meredith building 3rd
floor-NA County Clerk
Jacobs building storage basement 1 -74 Sheriff old jail 4th floor-73 Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 30 Circuit Clerk 33 County Clerk 33 Sheriff 32 Prosecuting Attorney 31 |
Assessor n/a Circuit Clerk 31 County Clerk 35 Sheriff old jail 1st floor 38 Prosecuting Attorney |
Assessor, Circuit Clerk Jacobs Bldg. Storage- 38 Circuit clerk- NA County Clerk
Jacobs Bldg. Storage basement 1- 39 Sheriff old jail 4th floor 39 Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney yes |
Assessor n/a Circuit Clerk yes County Clerk yes Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk n/a Sheriff yes Prosecuting Attorney no |
Assessor n/a Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff n/a Prosecuting Attorney no |
Assessor n/a Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk yes walls Sheriff n/a Prosecuting Attorney no |
Assessor n/a Circuit Clerk yes County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor n/a Circuit Clerk no County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk no County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff n/a Prosecuting Attorney yes, gnats |
Assessor n/a Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk yes County Clerk n/a Sheriff yes Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk yes County Clerk no Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor n/a Circuit Clerk no County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor n/a Circuit Clerk no County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a 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 n/a Circuit Clerk yes County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor n/a Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor n/a Circuit Clerk yes County Clerk n/a Sheriff yes Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor n/a Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor n/a Circuit Clerk no County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor n/a Circuit Clerk yes County Clerk yes Sheriff n/a Prosecuting Attorney no |
Assessor n/a Circuit Clerk yes County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk yes Sheriff no Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Comments
Not all surveys
were completed and returned.
the sheriff tax
office is on the first floor of the merrideth building annex.
the assessor
office is on the fourth floor of the merrideth building annex. the main office is very neat, well organized,
has plenty of work space, and has excellent lighting. The office has room to expand.
the county,
circuit clerk, Assessor, and prosecuting attorney stores records in the jacobs
building basement.
the sheriff law
office has been remodeling for more than a year.
the sheriff law
has storage in east fairmont.
the county clerk
main records room has blistered paint from moisture and mold on the vent
duct. The vital statistics vault room
windows have fire shields that automatically lower in the event of a fire.
COunty clerk has
access to storage in the jacobs building basement 1 from the planning office
via a narrow, dimly lit stairway. area
is very dirty with sewage and water pipes overhead and a strong sewage
smell. access to basement 2 in the
jacobs building is by keyed elevator.
basement 2 is very dirty, damp, odorous, and cool. furnace is located in this basement. circuit clerks section partitioned by a chain
link pad locked door.
The prosecutor's
section of basement 2 in jacobs has records dumped behind the furnace which may
be too close to furnace for safe storage.
records are not secure, damp, and in a messy condition.
The sheriff's
offsite storage is in the old jail. It
is a four story stone "castle" with heavy iron bars on all windows; a secure
entrance; a cool, damp feeling; and is very dirty, musty, and odorous. records stored on floors 1, 2 and 4. most cells were chained and pad locked making
it impossible to inventory the records stored within. some records were stacked in a narrow walkway
making passage dangerous. many lights
burned out or broken.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Circuit Clerk Office Main |
Juvenile |
6 large, 60 small volumes |
Clean |
Circuit Clerk Office Main |
Law Orders (old) |
22 large, 96 small volumes |
Clean |
Circuit Clerk Office Main |
Miscellaneous |
23 small volumes |
Clean |
Circuit Clerk Office Main |
Civil Orders |
104 small volumes |
Clean |
Circuit Clerk Office Main |
Administrative |
20 small volumes |
Clean |
Circuit Clerk Office Main |
Divorce |
36 small volumes |
Clean |
Circuit Clerk Office Main |
Miscellaneous Bonds |
9 small volumes |
Clean |
Circuit Clerk Office Main |
Magistrate |
6 small volumes |
Clean |
Circuit Clerk Office Main |
Mental Hygiene |
22 small volumes |
Clean |
Circuit Clerk Office Main |
Adoption |
7 large, 8 small volumes |
Clean |
Circuit Clerk across Hall |
Chancery Orders |
93 large volumes |
Clean |
Circuit Clerk across Hall |
Civil Orders |
11 large volumes |
Clean |
Circuit Clerk across Hall |
Law Order |
14 large volumes |
Clean |
Circuit Clerk across Hall |
Delinquent lands |
7 large volumes |
Clean |
Circuit Clerk across Hall |
Sales/Forfeiture lands |
3 large volumes |
Clean |
Circuit Clerk across Hall |
Execution |
3 large volumes |
Clean |
Circuit Clerk across Hall |
Receivers |
1 large, 2 small volumes |
Clean |
Circuit Clerk across Hall |
Miscellaneous |
10 large volumes |
Clean |
Circuit Clerk across Hall |
Rules |
40 large volumes |
Clean |
Circuit Clerk across Hall |
Bonds |
8 large volumes |
Clean |
Circuit Clerk 3rd Floor Storage |
Felony Files |
885 linear feet |
Clean |
County Clerk Office Main |
Deeds |
698 large, 568 small volumes |
Clean |
County Clerk Office Main |
Police & Fiscal |
56 large, 4 small volumes |
Clean |
County Clerk Office Main |
Order Books |
18 large, 10 small volumes |
Clean |
County Clerk Office Main |
Official Oaths |
3 large, 4 small volumes |
Clean |
County Clerk Office Main |
Road Order |
1 large volume |
Clean |
County Clerk Office Main |
Deeds of Trust |
419 large, 328 small volumes |
Clean |
County Clerk Office Main |
Bonds |
39 large volumes |
Clean |
County Clerk Office Main |
Inventories/Estates |
205 large, 179 small volumes |
Clean |
County Clerk Office Main |
Inheritance Tax Release |
7 large, 14 small volumes |
Clean |
County Clerk Office Main |
Church Trustees |
2 large volumes |
Clean |
County Clerk Office Main |
Miscellaneous |
19 large, 22 small volumes |
Clean |
County Clerk Office Main |
Fed Tax Lien |
2 large, 1 small volumes |
Clean |
County Clerk Office Main |
State Tax Lien |
2 large, 10 small volumes |
Clean |
County Clerk Office Main |
Liens Index |
22 large, 13 small volumes |
Clean |
County Clerk Office Main |
Mechanic's Lien |
9 large volumes |
Clean |
County Clerk Office Main |
Land Books |
235 large volumes, 72 printouts |
Clean |
County Clerk Office Main |
Personal Property |
32 printouts |
Clean |
County Clerk Office Main |
Delinquent List |
100 volumes |
45 volumes very old |
County Clerk Office Main |
Index |
19 large volumes |
Clean |
County Clerk Office Main |
Fiduciary |
28 large volumes |
Clean |
County Clerk Office Main |
Releases |
138 large, 75 small volumes |
Clean |
County Clerk Office Main |
Service Discharges |
54 large, 5 small volumes |
Clean |
County Clerk Office Main |
Cert/Incorporation/Power Attorney |
27 large, 27 small volumes |
Clean |
County Clerk Office Main |
Wills |
44 large, 64 small volumes |
Clean |
County Clerk Office Main |
Miscellaneous Records |
38 Can files |
Clean |
County Clerk Office Main |
Legal Redemptions |
2, 5-drawer file cabinets |
Clean |
County Clerk Office Main |
Births (1955-1997), Deaths (1975-1997) |
10 Boxes; 1.5 cu. Ft. Births |
Clean |
County Clerk Office Main |
Wills |
44 large, 64 small volumes |
Clean |
County Clerk Office Vital Statistics Room vault |
Marriages |
85 large, 93 small volumes |
Clean |
County Clerk Office Vital Statistics Room vault |
Index |
10 large volumes |
Clean |
County Clerk Office Vital Statistics Room vault |
Births |
24 large, 16 small volumes |
Clean |
County Clerk Office Vital Statistics Room vault |
Deaths |
19 large, 22 small volumes |
Clean |
County Clerk Office Vital Statistics Room vault |
Index |
2 large volumes |
Clean |
County Clerk Election Records Room |
Precinct Books |
75 volumes |
Clean |
County Clerk Election Records Room |
Election Materials |
1 5-drawer legal; 5 4-drawer legal file cabinet |
Clean |
County Clerk Election Records Room |
Correspondence |
1 4-drawer letter file cabinet |
Clean |
County Clerk Election Records Room |
Inactive voters and change cards |
Large rotary file w/40 5x8" boxes |
Clean |
County Clerk Vault #1 |
records |
51- cardboard vertical (can) files |
Clean |
County Clerk Vault #1 |
records |
136- metal vertical (can) files |
Clean |
County Clerk Vault #1 |
records |
19- small cardboard file boxes |
Clean |
County Clerk Vault #2 |
Financial, orders, police/bonds, estates, oaths,
etc. |
209 metal can files |
Clean |
County Clerk Vault #2 |
Fiduciary Orders |
9 small volumes |
Clean |
County Clerk Vault #2 |
Heir ship Affidavits |
7 small volumes |
Clean |
County Clerk Vault #2 |
Policy & fiscal orders |
14 large, 5 small volumes |
Clean |
County Clerk Vault #2 |
Bonds |
11 small volumes |
Clean |
County Clerk Basement 1 Jacobs Building |
Old record books |
450+ stacked on wooden shelving, some no more than
1" off of ground |
Dirty |
County Clerk Basement 1 Jacobs Building |
Marriage, fiduciaries, settlements, appraisals, etc. |
150 boxes stacked on wooden shelving, some no more
than 1" off of ground |
Dirty, crumbled from weight
above |
County Clerk Basement 2 Jacobs Building |
Assessor's records |
On shelving |
Dirty, damp, and torn |
Prosecuting Attorney |
Felonies and magistrate current cases |
60-drawer legal file cabinet |
Clean |
Prosecuting Attorney |
Correspondence |
12-drawer letter file cabinet |
Clean |
Prosecuting Attorney |
PA "Legal Stuff" |
15 drawers (lateral cabinet) |
Clean |
Prosecuting Attorney |
Retired cases |
Lek Triever Filer containing =200 linear feet |
Clean |
Prosecuting Attorney Basement 2 Jacobs Building |
Juvenile records, other various |
Many boxes |
Boxes open, dirty, damp,
scattered about |
Sheriff's Office Law Enforcement |
Case Files |
9 4-drawer letter; 3 5-drawer letter; 24 "small"
drawers; 1 3-drawer letter |
Clean |
Sheriff's Tax Office Vault |
Miscellaneous checks |
30 5x8 drawers |
Clean |
Sheriff's Tax Office Vault |
Paid tax tickets |
70 18"x28"x6.5" drawers |
Clean |
Sheriff's Tax Office Room #2 |
Land (10 years) |
30 volumes |
Clean |
Sheriff's Tax Office Room #2 |
Personal Property (10 years) |
30 volumes |
Clean |
Sheriff Old Jail 1st floor |
Old ballots to be destroyed |
Trash bags in cells and aisles |
Dirty |
Sheriff old jail 2nd floor |
Unknown records |
4 1cuft boxes |
Dirty |
Sheriff old jail 2nd floor |
Unknown records |
5 1.5 cuft boxes |
Dirty |
Sheriff old jail 2nd floor |
Maps |
Loosely boxed or laid on bunks |
Dirty |
Sheriff old jail 2nd floor |
Wills |
27 1 cuft boxes in walkway |
Dirty |
Sheriff old jail 2nd floor |
Misc files |
60 1.5 cuft boxes in walkway |
Dirty |
Sheriff old jail 4th floor |
Unknown records |
54 1.5 cuft boxes in locked cells |
Dirty |
Sheriff old jail 4th floor |
Unknown records |
10 legal file drawers locked in cells |
Dirty |
County Clerk Vault #1 |
records |
19 small cardboard file boxes |
Clean |
County Clerk Vault #1 |
records |
19 small cardboard file boxes |
Clean |
Assessor Active Room 1 |
Records |
10 small lateral file drawers |
Clean |
Assessor Active Room 1 |
Personal property |
64 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
General records |
12 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Commercial records |
18 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Supplemental records |
8 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Real estate appraisals |
8 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Oil and gas records |
4 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Plot files |
8 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Deeds |
8 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Misc. filings |
4 vertical metal legal drawers |
Clean |
Assessor Active Room 1 |
Homestead and death records |
8 letter file drawers |
Clean |
Assessor Active Room 1 |
Unknown records |
3 letter file drawers |
Clean |
Assessor Active Room 1 |
Farm records |
6 letter file drawers |
Clean |
Assessor Active Room 1 |
Commercial records |
12 letter file drawers |
Clean |
Assessor Active Room 1 |
RR Kard Keeper |
10 shelves |
Clean |
Assessor Active Room 1 |
Large Kard Keeper |
10 shelves |
Clean |
Assessor Active Room 1 |
Lex Triver |
14 shelves |
Clean |
Assessor Active Room 1 |
|
12 drawers card files |
Clean |
Assessor Active Room 1 |
Previous transfers |
12 drawers card files |
Clean |
Assessor Active Room 1 |
Land books 1998-2002 |
30 books |
Clean |
Assessor Active Room 1 |
Land books 1999-2002 |
40 books |
Clean |
Assessor Active Room 1 |
Personal property records |
40 books |
Clean |
Assessor Active Room 1 |
DMV records |
23 books |
Clean |
Assessor Active Room 1 |
Plots and maps |
Hanging files (400) |
Clean |
Assessor Active Room 1 |
Maps |
12 drawers |
Clean |
Assessor Storage 2d floor |
Land books 1912-1987 |
304 large books |
Clean |
Assessor Storage 2d floor |
Land books 1988-1998 |
60 books |
Clean |
Assessor storage 3d floor |
Business files |
18 large boxes |
Clean |
Assessor storage 3d floor |
Appraisals |
40 small boxes |
Clean |
Comments: all offices need more storage space. Assessor's storage is on rented rooms across
the street on 2nd and 3rd floors.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
N/A |
No |
No |
No |
No |
Comments: all
offices need a disaster contingency plan in place.
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
N/A |
No number given |
12 |
31 |
9 |
Part time |
N/A |
N/A |
2 |
0 |
N/A |
Volunteers |
N/A |
N/A |
N/A |
0 |
N/A |
1.7.B Records Training |
|
|
|
|
|
Training received |
N/A |
None |
Conference & in-house |
NA |
None |
Opportunities available |
N/A |
None |
Association meetings |
On job |
Prosecuting Meetings/Key personnel |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
N/A |
N/A |
8 hours |
N/A |
6 hours |
Public use |
N/A |
N/A |
8 hours |
N/A |
0 |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
N/A |
N/A |
hour |
N/A |
N/A |
Public use |
N/A |
N/A |
hour |
N/A |
N/A |
Comments: all offices need on-going records management training for personnel.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
N/A |
None |
|
NA |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
Placed in
storage |
|
|
Yes |
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
N/A |
None |
All (pre 2001) |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored onsite or offsite |
|
|
Offsite |
|
|
User copies available (record as yes/no) |
|
|
Yes |
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
N/A |
N/A |
None |
N/A |
None |
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 |
N/A |
N/A |
All (since 2001) |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
No |
|
|
Placed in
storage |
|
Yes |
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
Onsite/offsite |
Offsite |
|
|
Backup copies available (record as yes/no) |
|
Yes |
|
|
|
External |
|
|
|
|
|
Volume of material digitized |
N/A |
N/A |
None |
N/A |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments:
In County CLERK'S OFFICE,
everything is backed up daily since 1980.
505 large deed books have been reproduced (photocopied) into 287 smaller
books for use by the public.
Assessor keeps land books
permanently; personal property records only 10 years; and all others per
established retention schedule. Assessor
uses no microfilm or imaging; only electronic.
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 |
Indexing |
N/A |
Access to Circuit Court and Magistrate Court |
Software used |
N/A |
NA |
ACS |
Some |
AS400 |
Name and address of the vendor used |
N/A |
NA |
Dallax, TX |
NA |
N/A |
System support used |
N/A |
NA |
ACS |
NA |
N/A |
Name and address of the vendor used |
N/A |
NA |
|
NA |
N/A |
Security in place for the storage system |
N/A |
NA |
ACS Backup |
|
N/A |
Security in place for the backup system |
N/A |
NA |
|
NA |
Daily |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
NA |
Contract w/ACS |
NA |
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 |
N/A |
N/A |
Yes |
N/A |
Yes |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
N/A |
N/A |
Yes |
N/A |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
N/A |
N/A |
Yes |
N/A |
N/A |
Comments
Sheriff's office is in the
process of setting up records retention procedures now.
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) |
N/A |
No |
No |
No |
No |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Transfer documentation for these records (record
as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Comments