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 78 office Circuit Clerk 70 office County Clerk 72 office Sheriff 76 office Prosecuting Attorney 77 office |
Assessor 78 Circuit Clerk County Clerk 77 maintenance room Sheriff 60-75 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 77 commission room County Clerk 69 jail Sheriff Prosecuting Attorney |
Humidity (record as
relative humidity) |
Assessor 33 office Circuit Clerk 43 office County Clerk 44 office Sheriff 39 office Prosecuting Attorney 42 office |
Assessor 33 Circuit Clerk County Clerk 44 maintenance room Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 34 commission room County Clerk 43 jail 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 yes Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor NA Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor NA Circuit Clerk NA County Clerk no Sheriff NA Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk yes Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor NA Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes commission room County Clerk no jail Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor yes bats, mice Circuit Clerk no County Clerk no Sheriff yes mice Prosecuting Attorney yes bats, mice |
Assessor yes bats, mice Circuit Clerk County Clerk no Sheriff yes mice Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor yes bats, mice Circuit Clerk no County Clerk no Sheriff yes bats, mice Prosecuting Attorney yes |
Assessor yes bats, mice Circuit Clerk County Clerk no Sheriff yes bats, mice Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor yes ants, water bugs Circuit Clerk no County Clerk no Sheriff yes gnats, spiders Prosecuting Attorney yes spiders, bugs, bees |
Assessor yes ants, water bugs Circuit Clerk County Clerk no Sheriff yes roaches, flies Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor yes ants, water bugs Circuit Clerk no County Clerk no Sheriff yes gnats, spiders Prosecuting Attorney yes |
Assessor yes ants, water bugs Circuit Clerk County Clerk no Sheriff yes roaches, flies Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes commission room County Clerk yes jail Sheriff 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 yes Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail 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 County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail 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 NA Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes & no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor yes & no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes standard locks Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor yes standard locks Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor yes Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk commission room County Clerk no jail Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk commission room County Clerk no jail Sheriff Prosecuting Attorney |
Comments:
Assessor's office is not accessible.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office - Front |
Misc. forms & letters (current year) |
20 drawers, legal size |
Clean |
Assessor office - Front |
Misc. forms & letters (future year) |
6 drawers, legal size |
Clean |
Assessor office - Front |
Misc. forms & letters (supplemental) |
27 drawers, legal size |
Clean |
Assessor office - Front |
Misc. forms & letters (general) |
4 drawers, legal size |
Clean |
Assessor office - Front |
Personal Property (future year) |
4 books |
Clean |
Assessor office - Front |
Personal Property (current) and DMV |
36 books |
Clean |
Assessor office - Middle |
Mobile Home cards |
1 5x7 file drawer |
Clean |
Assessor office - Middle |
To do file |
1 drawer, legal size |
Clean |
Assessor office - Middle |
Current Building Permits |
1 drawer, legal size |
Clean |
Assessor office - Middle |
Prior Building Permits |
1 drawer, legal size |
Clean |
Assessor office - Middle |
Farm Discounts |
2 drawers, legal size |
Clean |
Assessor office - Middle |
Copy of Wills |
1 drawer, legal size |
Clean |
Assessor office - Middle |
Timber Management |
1 drawer, legal size |
Clean |
Assessor office - Middle |
Current Land |
14 books |
Clean |
Assessor office - Hallway 1 |
Homestead records |
3 5x7 drawers |
Clean |
Assessor office - Hallway 1 |
Change cards |
3 5x7 drawers |
Clean |
Assessor office - Hallway 1 |
Dog records |
4 5x7 drawers |
Clean |
Assessor office - Hallway 1 |
Farm Reports |
2 1 cu.ft. boxes |
Clean |
Assessor office - Hallway 1 |
Real Estate by year |
15 books |
Clean |
Assessor office - Hallway 1 |
Land Books by year |
20 books |
Clean |
Assessor office - Hallway 2 |
Personal Property Prior Years |
12 drawers, legal size |
Clean |
Assessor office - Hallway 2 |
Current assessment forms |
Stacked |
Clean |
Assessor office - Hallway 2 |
Personal Property Prior Years |
54 4"x18" drawers |
Clean |
Assessor office - Hallway 2 |
Backup computer records |
3 4"x18" drawers |
Clean |
Assessor office - Hallway 2 |
Current and next year changes |
4 4"x18" drawers |
Clean |
Assessor office - Hallway 2 |
Real Estate Land books |
10 books |
Clean |
Assessor office - Hallway 2 |
DMV Records (1999-2001) |
2 books |
Clean |
Assessor office - Map Room |
Maps |
10 case drawers |
Clean |
Assessor office - Map Room |
Maps |
9 hanging files (maps & plats) |
Clean |
Assessor office - Map Room |
Transfer List |
8 books |
Clean |
Assessor office - Map Room |
Gas, oil, mineral records |
2 books |
Clean |
Assessor office - Map Room |
Map Card Files |
20 5x7 drawers |
Clean |
Assessor office - Map Room |
Paper copy of CAMA files |
6 boxes |
Clean |
Assessor office - Back Real Estate Office |
Current Transfer Lists |
24 drawers, legal size |
Clean |
Assessor office - Back Real Estate Office |
Real Estate |
12 books |
Clean |
Assessor office - Hallway 3 |
Sales Listing Forms |
2 drawers, legal size |
Clean |
Assessor office - Hallway 3 |
PRC Cards (out of date) |
12 drawers |
Clean |
Assessor office - Hallway 3 |
Audit Reports |
9 books |
Clean |
Assessor office - Appraiser's office |
CAMA files |
20 drawers, legal size |
Clean |
Assessor office - Appraiser's office |
Real Estate |
12 books |
Clean |
Assessor office - Appraiser's office |
Copy of all Land Maps |
|
Clean |
Assessor office - Detention Jail Center |
Personal Property records (2 years - 1998-1999) |
|
Clean |
Circuit Clerk office - Main Vault |
Criminal/Civil records |
292 wall can files |
Dirty with coal dust |
Circuit Clerk office - Main Vault |
Criminal Orders |
49 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
UDL |
4 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Domestic Relation Orders |
32 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Criminal Dockets |
5 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Civil Orders |
52 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Civil Dockets |
18 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Miscellaneous Orders |
15 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Commissioner/Forfeited & Delinquent Lands |
2 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Sale of Land for School Fund Orders |
1 book (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Judgment Executions |
2 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Jury |
1 book (12x14) |
Clean |
Circuit Clerk office - Main Vault |
Adoptions |
5 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Chancery Rules |
7 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Chancery Orders |
19 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Common Law Dockets |
4 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Common Law Orders |
20 books (12x18+) |
Clean |
Circuit Clerk office - Main Vault |
Juvenile Orders |
36 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Juvenile Dockets |
4 books
(8x14) |
Clean |
Circuit Clerk office - Main Vault |
Juvenile Records |
4 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Mental Hygiene |
5 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Miscellaneous Bonds |
10 books (8x14) |
Clean |
Circuit Clerk office - Main Vault |
Juvenile Case Files |
5 cabinets of 20 drawers, legal size |
Clean |
Circuit Clerk office - Main Vault |
Civil Case Files |
8 cabinets of 32 drawers, legal size |
Clean |
Circuit Clerk office - Main Vault |
Criminal Case Files |
8 cabinets of 32 drawers, legal size |
Clean |
Circuit Clerk office - Main Vault |
Domestic Case Files |
18 cabinets of 72 drawers, legal size |
Clean |
Circuit Clerk office - Main Vault |
Individual Cases |
25 1 cu.ft. boxes |
Clean |
Circuit Clerk office - Main Vault |
Mental Health Cases |
4 banker boxes, 1.5 cu.ft. |
Clean |
Circuit Clerk office - Detention Jail Center |
Old Civil Cases |
5 cabinets of 20 drawers, legal size |
Clean |
County Clerk office - Main Vault |
Deed |
309 books (8x14) |
Clean |
County Clerk office - Main Vault |
Deed Index |
32 books (8x14) |
Clean |
County Clerk office - Main Vault |
Will |
33 books, 15 12x18+, 18 8x14 |
Clean |
County Clerk office - Main Vault |
Probate |
11 books, 6 12x18+, 5 8x14 |
Clean |
County Clerk office - Main Vault |
Record of Fiduciary |
20 books |
Clean |
County Clerk office - Main Vault |
Deed of Trust |
354 books (8x14) |
Clean |
County Clerk office - Main Vault |
Appraisements |
37 books, 11 12x18+, 26 8x14 |
Clean |
County Clerk office - Main Vault |
Fiduciary Settlements |
19 books, 12 12x18+, 8 8x14 |
Clean |
County Clerk office - Main Vault |
Deaths |
9 books, 5 12x18+, 4 8x14 |
Clean |
County Clerk office - Main Vault |
Births |
6 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Foreign Deaths |
4 books (8x14) |
Clean |
County Clerk office - Main Vault |
Marriages |
19 books, 9 12x18+, 10 8x14 |
Clean |
County Clerk office - Main Vault |
Bonds |
2 books, 1 12x18+, 1 8x14 |
Clean |
County Clerk office - Main Vault |
Land Books |
125 books, 100+ 12x18+, balance for computer
printout |
Clean |
County Clerk office - Main Vault |
Guardian |
2 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Execution |
2 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Administrator's Bond |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Primary Elections |
3 books (12x18+) |
Clean |
County Clerk office - Main Vault |
General Elections |
4 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Precinct Voters |
31 books |
Clean |
County Clerk office - Main Vault |
Corporate License |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Military Service Discharge |
20 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Relief Fund |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Certificate of Redemption |
2 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Sheriff Settlement |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Supplemental Tax |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Records of Assignments |
11 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Orders |
22 books, 12 12x18+, 10 8x14 |
Clean |
County Clerk office - Main Vault |
Judgment Docket |
26 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Record Power of Attorney |
19 books, 11 12x18+, 8 8x14 |
Clean |
County Clerk office - Main Vault |
Church Trustees |
4 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Record Change of Name |
1 book (12x18+) |
Clean |
County Clerk office - Main Vault |
Forfeiture of Lands |
2 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Deed of Trust Sale |
2 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Personal Property |
12 books (12x18+) |
Clean |
County Clerk office - Main Vault |
Release |
88 books (8x14) |
Clean |
County Clerk office - Main Vault |
General Index to Deed of Trust |
21 books (8x14) |
Clean |
County Clerk office - Main Vault |
Miscellaneous Bonds |
10 books (8x14) |
Clean |
County Clerk office - Main Vault |
Doing Business Under Fictitious Name |
1 book (12x18+) |
Clean |
County Clerk office - Wall Can Files |
Welfare Affidavit |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
State Road Commission Court Orders & Abandonment |
2 wall can files |
Clean |
County Clerk office - Wall Can Files |
Marriage Certificates |
18 wall can files |
Clean |
County Clerk office - Wall Can Files |
Financing Statements |
8 wall can files |
Clean |
County Clerk office - Wall Can Files |
Bankruptcy Discharge |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Name Change Order |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Birth Certificates |
20 wall can files |
Clean |
County Clerk office - Wall Can Files |
Oath of Office |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Deaths |
10 wall can files |
Clean |
County Clerk office - Wall Can Files |
Coal Taxes |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Court Order |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Notary Bonds |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Miscellaneous Bonds |
3 wall can files |
Clean |
County Clerk office - Wall Can Files |
Official Bonds |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Blasting Permits |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Embalmer Certificates |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Notary Bonds |
2 wall can files |
Clean |
County Clerk office - Wall Can Files |
BOE Bonds |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Audit Records |
56 wall can files |
Clean |
County Clerk office - Wall Can Files |
Dog Pound |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Coal Severance |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
911 |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
General School |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Magistrate Court |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Worthless Checks |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Assessor Valuation |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Jail Supplement |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
Sheriff Settlement |
1 wall can file |
Clean |
County Clerk office - Wall Can Files |
General Fund Revenue |
6 wall can files |
Clean |
County Clerk office - Wall Can Files |
Pay Roll |
6 wall can files |
Clean |
County Clerk office - Wall Can Files |
County Commission Minutes |
8 wall can files |
Clean |
County Clerk office - Wall Can Files |
Bank Statements |
9 wall can files |
Clean |
County Clerk office - Wall Can Files |
Fiduciary Records |
112 wall can files |
Clean |
County Clerk office - Wall Can Files |
Judgment Release |
8 wall can files |
Clean |
County Clerk office - Wall Can Files |
Wills |
48 wall can files |
Clean |
County Clerk office - Detention Jail Center |
County Commission Records |
9 1 cu.ft. boxes |
Clean |
County Clerk office - Detention Jail Center |
Wills |
8 1 cu.ft. boxes |
Clean |
County Clerk office - Detention Jail Center |
Fiduciary Settlements |
10 1 cu.ft. boxes |
Clean |
County Clerk office - Detention Jail Center |
Election Ballots |
10 1 cu.ft. boxes |
Clean |
County Clerk office - Detention Jail Center |
Fiduciary Statements |
1 1 cu.ft. box |
Clean |
County Clerk office - Detention Jail Center |
Judgment |
1 1 cu.ft. box |
Clean |
Sheriff's Tax office - Front |
Current year paid receipt |
8 drawers, legal size |
Clean |
Sheriff's Tax office - Front |
Sheriff computer printout, paid taxes, license
renewals |
8 drawers, legal size |
Clean |
Sheriff's Tax office - Bathroom |
Paid tax tickets from prior year waiting to be
audited |
10 1 cu.ft. boxes |
Clean |
Sheriff's Tax office - Bathroom |
All Land Sale records |
1 cu.ft. boxes |
Clean |
Sheriff's Tax office - Bathroom |
Time Sheets for Employees |
1 cu.ft. boxes |
Clean |
Sheriff's Tax office - Center |
Invoices and Correspondence |
2 drawers, legal size |
Clean |
Sheriff's Tax office - Center |
Bankruptcy Files |
2 drawers, legal size |
Clean |
Sheriff's Tax office - Center |
Delinquent non-entered land sales |
1 drawer, legal size |
Clean |
Sheriff's Tax office - Center |
Law Enforcement Vehicles Records |
1 drawer, legal size |
Clean |
Sheriff's Tax office - Center |
Guardian/Committee Files |
1 drawer, legal size |
Clean |
Sheriff's Tax office - Center |
Time Sheets |
1 drawer, legal size |
Clean |
Sheriff's Tax office - Small Kitchen Area |
Guardian/Committee Records |
13 1.5 cu.ft. plastic boxes |
Clean |
Sheriff's Tax office - Small Vault |
Guardian/Committee Records |
6 1 cu.ft. boxes |
Clean |
Sheriff's Tax office - Detention Jail Center |
Audited Records |
20-25 1 cu.ft. boxes |
Clean |
Prosecuting Attorney office - Main |
Felony Criminal |
5 drawers, legal size |
Clean |
Prosecuting Attorney office - Main |
Misdemeanor |
5 drawers, legal size |
Clean |
Prosecuting Attorney office - Main |
Juvenile |
2 drawers, legal size |
Clean |
Prosecuting Attorney office - Main |
Juvenile Abuse & Neglect |
2 drawers, legal size |
Clean |
Prosecuting Attorney office - Main |
Miscellaneous |
8 drawers, legal size |
Clean |
Prosecuting Attorney office - Main |
Criminal Complaints |
2 drawers, legal size |
Clean |
Comments
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 |
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
11 |
4 |
6 |
3 |
3 |
Part time |
0 |
0 |
0 |
1 (temporary) |
0 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
As required by Tax Department |
In-house (need help) |
None |
In-house as needed |
None |
Opportunities available |
Every year as scheduled |
(need help) |
None |
None |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
2 hours |
Don't know |
Don't know |
1 hour |
Public use |
|
1 hour |
Don't know |
Don't know |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
N/A |
Staff use |
8 hours |
1 hour |
Don't know |
Don't know |
N/A |
Public use |
N/A |
1 hour |
Don't know |
Don't know |
N/A |
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
None |
None |
Don't know |
Several thousand (Paid Tax Receipts, renewed
license, etc.) |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
No |
|
Placed in
storage |
|
|
Yes |
Yes |
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
N/A |
None |
None |
N/A |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored onsite or offsite |
|
|
Onsite |
|
|
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 |
None |
N/A |
N/A |
None |
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 |
N/A |
N/A |
N/A |
N/A |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
Onsite, offsite after 1 year |
|
Backup copies available (record as yes/no) |
|
|
|
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 |
Software Computer Group |
In process - not completed |
Daily tax collection, Daily DMV renewal |
None |
Software used |
N/A |
CCMS |
N/A |
Backup on disk done daily |
N/A |
Name and address of the vendor used |
N/A |
Software Computer Group, Charleston, WV |
N/A |
|
N/A |
System support used |
N/A |
CCMS |
N/A |
|
N/A |
Name and address of the vendor used |
N/A |
|
N/A |
|
N/A |
Security in place for the storage system |
N/A |
Locked vault |
N/A |
|
N/A |
Security in place for the backup system |
N/A |
|
N/A |
Locked, fireproof vault |
N/A |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
N/A |
N/A |
N/A |
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 |
No |
No |
Retention Record set by State Tax Dept. and Auditor |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
N/A |
Yes |
No |
No |
No |
Any records management guidelines used for electronic
records (record as yes/no) |
N/A |
Yes |
No |
N/A |
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) |
N/A |
No |
No |
No |
N/A |
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 |