1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Storage
Room |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 75 Circuit Clerk 75 County Clerk 74 Sheriff 72 Prosecuting Attorney 76 |
Assessor Circuit Clerk 75 County Clerk 74 Sheriff
vault-73 Prosecuting Attorney-76 |
Assessor-annex-78 Circuit Clerk-annex-78 County Clerk-80-with vault attached/ annex-78 Sheriff Prosecuting Attorney annex-78 |
Humidity (record as % relative humidity) |
Assessor 54 Circuit Clerk 54 County Clerk 51 Sheriff 46 Prosecuting Attorney 48 |
Assessor Circuit Clerk 54 County Clerk 56 Sheriff-46 Prosecuting Attorney-42 |
Assessor- 52 Circuit Clerk-52 County Clerk-65/ 52 Sheriff Prosecuting Attorney-52 |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff-no Prosecuting Attorney-yes |
Assessor yes Circuit Clerk yes County Clerk-no/ yes Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney- no |
Assessor Circuit Clerk County Clerk-vault-no Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor- Circuit Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor-no Circuit Clerk-no County Clerk-no/ no Sheriff Prosecuting Attorney-no |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor-no Circuit Clerk-no County Clerk-no/ no Sheriff Prosecuting Attorney no |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk yes spiders Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk no/ yes Sheriff Prosecuting Attorney yes |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
1.1.E Type of security systems in place |
|
|
|
Guards at entrance to area (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
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 yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor-yes Circuit Clerk yes County Clerk yes/ yes Sheriff Prosecuting Attorney yes |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/no Sheriff Prosecuting Attorney no |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney yes |
Assessor no Circuit Clerk no County Clerk yes/ no Sheriff Prosecuting Attorney no |
Panic Button
(record as yes/no) No panic buttons for any of the offices |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
Key card access
(record as yes/no) No Key card access to any offices Active or
Inactive |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no/ no Sheriff Prosecuting Attorney no |
|
|
|
|
Comments:
all OFFICALS,
except sheriff, store records in the annex building attic. the records are
stored together in poor conditons. there is no enviroment control. the ceiling
leaks in several places and there is a musty oder in the air. there are holes
in the ceiling in the hallway and what appears to be an old bath room. records
are in danger because records are stored in the hallway and any water that
comes through the bathroom would also AFFECT the rest of the records.
the
county clerk keeps copies of deed and lease books sealed in plastic and lays
them on wooden shelves held up using plastic pop containers.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Assessment Records |
72 loose
stacks bundled |
Clean/Torn |
Assessors office |
Land books |
9 dockets |
Clean |
Assessors office |
Maps |
10 vertical drawers |
Clean |
Assessors office |
Transfer slips books |
6 dockets |
Clean |
Assessors office |
Tax map cards |
Rolodex machine 6ft linear |
Clean |
Assessors office |
Tax maps |
1ft 1inch non standard box |
Clean |
Assessors office |
Maps |
1 map on table |
Clean |
Assessors office |
Dog tags |
2 non standard boxes |
Clean |
Assessors office |
Personal Property |
4 dockets |
Clean |
Assessors office |
Addresses |
7 vertical drawers that were 4inch high and 1ft wide |
Clean |
Assessors office |
Farm report |
1 lateral drawer |
Clean |
Assessors office |
Homestead Exemptions/Mobile Home Cards |
1 lateral drawer |
Clean |
Assessors office |
Oil and Gas |
4 lateral drawers |
Clean |
Assessors office |
Business |
3 lateral drawers |
Clean |
Assessors office |
Correspondence/Appraisal Updates |
1 lateral drawer |
Clean |
Circuit Clerk |
Probation |
9 lateral drawers |
Clean |
Circuit Clerk |
Civil |
3 lateral drawers |
Clean |
Circuit Clerk |
Divorce |
5 lateral drawers |
Clean |
Circuit Clerk |
Criminal |
6 lateral
drawers |
Clean |
Circuit Clerk |
Domestic |
2 lateral drawers |
Clean |
Circuit Clerk |
Juvenile |
2 lateral drawers |
Clean |
Circuit Clerk |
Administrative |
1 vertical drawer |
Clean |
Circuit Clerk |
Administrative |
13 dockets |
Clean |
Circuit Clerk Storage Space |
Criminal Files |
176 document cans |
Clean |
Circuit Clerk Storage Space |
Criminal |
3 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Law orders |
28 dockets |
Dirt/Torn/Mold |
Circuit Clerk Storage Space |
Administrated order |
13 dockets |
Clean |
Circuit Clerk Storage Space |
Civil orders |
37 dockets |
Clean |
Circuit Clerk Storage Space |
Criminal orders |
39 dockets |
Clean |
Circuit Clerk Storage Space |
Domestic Relations |
18 dockets |
Clean |
Circuit Clerk Storage Space |
General Index Law |
2 dockets |
Clean |
Circuit Clerk Storage Space |
Loose Domestic Folders |
4 files |
Clean |
Circuit Clerk Storage Space |
Chancery |
43 dockets |
Water Damage/Torn/Mold/Dirt |
Circuit Clerk Storage Space |
Mental Hygiene |
3 dockets |
Clean |
Circuit Clerk Storage Space |
Witness |
2 dockets |
Dirt/Torn/Mold |
Circuit Clerk Storage Space |
Bond |
1 docket |
Dirt/Torn/Mold |
Circuit Clerk Storage Space |
Law |
1 docket |
Dirt/Torn/Mold |
Circuit Clerk Storage Space |
General Index Chancery |
4 dockets |
Clean |
Circuit Clerk Storage Space |
Fee Records |
6 dockets |
Clean/Dirt/Torn |
Circuit Clerk Storage Space |
Jury |
5 dockets |
Clean/Dirt/Torn |
Circuit Clerk Storage Space |
Civil Order |
12 dockets |
Clean |
Circuit Clerk Storage Space |
Adoption |
3 dockets |
Clean |
Circuit Clerk Storage Space |
Criminal |
5 dockets |
Clean |
Circuit Clerk Storage Space |
General Index Criminal Law |
9 dockets |
Clean |
Circuit Clerk Storage Space |
Juvenile |
20 dockets |
Clean |
Circuit Clerk Storage Space |
Criminal |
135 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Guardianship |
3 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Exemptions |
6 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Juvenile |
12 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Chancery |
12 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Civil |
88 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Domestic relations |
36 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Guardianship |
3 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Adoptions |
4 vertical drawers |
Clean |
Circuit Clerk Storage Space |
Mental Health |
1 vertical drawer |
Clean |
Circuit Clerk Storage Space |
Tapes - court recordings |
4 large banker boxes |
Clean |
Circuit Clerk Storage Space |
Dismissed bound-over |
1 large banker box |
Clean |
Circuit Clerk Storage Space |
Civil files |
1 non standard box |
Clean |
Circuit Clerk Storage Space |
Misc. files |
5ft 3in wide and 3ft 6inch high in non standard
boxes |
Clean |
Circuit Clerk Storage Space |
Mental Health |
4 large banker boxes |
Clean |
Circuit Clerk Storage Space |
Civil |
20 manuscript boxes |
Clean |
Circuit Clerk Storage Space |
Civil files |
6 non standard boxes |
Clean |
Circuit Clerk Storage Space |
Chancery |
12d vertical metal |
Clean |
Circuit Clerk Storage Space |
Civil |
88d vertical metal |
Clean |
Circuit Clerk Storage Space |
Criminal and juvenile |
12d vertical metal |
Clean |
Circuit Clerk Storage Space |
Chancery |
232 document cans |
Torn, browning paper |
Circuit Clerk Storage Space |
Mental hygiene |
1d vertical metal |
Clean |
Circuit Clerk Storage Space |
ADM |
1d vertical metal |
Clean |
Circuit Clerk Storage Space |
Juvenile |
12d vertical metal |
Clean |
County Clerk main office |
Register of Birth |
23 dockets |
Clean |
County Clerk main office |
Marriage Records |
41 dockets |
Clean |
County Clerk main office |
Death Records |
6 dockets |
Clean |
County Clerk main office |
Bonds |
2 dockets |
Clean |
County Clerk main office |
Redemptions debtor index |
2 dockets |
Clean |
County Clerk main office |
Land books |
7 dockets |
Clean |
County Clerk main office |
Birth |
2 lateral drawers |
Clean |
County Clerk main office |
Death |
2 lateral drawers |
Clean |
County Clerk room one |
Marriage Records |
54 document cans |
Clean |
County Clerk room one |
Official bonds |
1 document can |
Clean |
County Clerk room one |
Lunacy |
1 document can |
Clean |
County Clerk room one |
Right of Ways |
7 document cans |
Clean |
County Clerk room one |
Tax liens |
2 document cans |
Clean |
County Clerk room one |
Wills |
4 document cans |
Clean |
County Clerk room one |
Receipts |
3 document cans |
Clean |
County Clerk room one |
Misc. |
8 document cans |
Clean |
County Clerk room one |
Sheriff Supplements |
344 document cans |
Clean |
County Clerk room one |
Probate |
384 document cans |
Clean |
County Clerk room one |
Delayed births |
8 document cans |
Clean |
County Clerk room one |
Official bonds |
2 document cans |
Clean |
County Clerk room one |
Statements of surety |
2 document cans |
Clean |
County Clerk room one |
Dog fund/Receipts/ Reimbursements |
Non standard boxes 4ft 5inch linear |
Clean |
County Clerk room one |
Map books |
2 dockets |
Clean |
County Clerk room one |
Election records |
2 dockets |
Clean |
County Clerk room one |
Absentee Voting |
1 vertical drawer |
Clean |
County Clerk room one |
Candidate Documents |
1 vertical drawers |
Clean |
County Clerk room one |
Land books |
178 dockets |
Clean/Dirt/Torn |
County Clerk room one |
Trust Deeds |
165 dockets |
Old/Dirt/Torn |
County Clerk room one |
Liens |
9 dockets |
Clean |
County Clerk room one |
Judgment liens |
20 dockets |
Clean |
County Clerk room one |
Execution docket |
4 dockets |
Clean |
County Clerk room one |
Assignment |
5 dockets |
Clean |
County Clerk room one |
Lis Pendens |
3 dockets |
Clean |
County Clerk room one |
Erroneous Files |
Bundled files 7inch highX9 inch wide |
Clean |
County Clerk room one |
Dog fund, receipts, reimbursements |
4ft5inL non standard card board boxes |
clean |
County Clerk room one |
Maps |
Metal map hanger 2ft 2inch wide and 3ft 2inch high |
Clean |
County Clerk room one |
Marriage |
10 vertical drawers |
Clean |
County Clerk room one |
Fiduciary |
20 vertical drawers |
Clean |
County Clerk room one |
Jury |
5 dockets |
Dirt/Torn |
County Clerk room one |
Fee Records |
6 dockets |
Dirt/Torn |
County Clerk room one |
Release Deeds |
98 dockets |
Clean/Dirt |
County Clerk room one |
Personal Property |
10 dockets |
Clean |
County Clerk room one |
Fiduciary |
24 dockets |
Water damage/Mold/Dirt/Torn |
County Clerk room one |
Deeds |
280 dockets |
Clean/Dirt |
County Clerk room one |
Lease record |
2 dockets |
Clean |
County Clerk room one |
Lease Book |
213 dockets |
Clean/Dirt |
County Clerk room one |
Corporation Records |
8 dockets |
Clean |
County Clerk room one |
Church Trustees |
3 dockets |
Clean |
County Clerk room one |
Lunacy |
2 dockets |
Red Rot |
County Clerk room one |
Oil and Gas |
51 dockets |
Clean |
County Clerk room one |
Misc. Writing |
3 dockets |
Clean |
County Clerk room one |
Wills |
34 dockets |
Clean |
County Clerk room one |
Index Deed |
19 dockets |
Clean |
County Clerk room one |
Order books |
30 dockets |
Clean |
County Clerk room one |
Bond Book |
13 dockets |
Clean |
County Clerk room one |
Administrative |
10 dockets |
Clean |
County Clerk room one |
Appraisements |
48 dockets |
Clean |
County Clerk room one |
Settlements |
60 dockets |
Clean |
County Clerk room one |
Delinquent |
13 dockets |
Clean |
County clerk inactive room with vault |
Trust deeds |
165 dockets |
Clean |
County clerk inactive room with vault |
Discharge deeds |
283 dockets |
Clean |
County clerk inactive room with vault |
Lease |
251 dockets |
Clean |
County clerk inactive room with vault |
Corporations |
8 dockets |
Clean |
County clerk inactive room with vault |
Church |
3 dockets |
Clean |
County clerk inactive room with vault |
Record of lunacy |
2 dockets |
Red rot, torn |
County clerk inactive room with vault |
Grantors deed on gas |
51 dockets |
Clean |
County clerk inactive room with vault |
Misc. |
3 dockets |
Clean |
County clerk inactive room with vault |
Wills |
3 dockets |
Clean |
County clerk inactive room with vault |
Index deeds |
19 dockets |
Clean |
County clerk inactive room with vault |
Release deeds |
26 dockets |
Clean |
County clerk inactive room with vault |
Order |
30 dockets |
Clean |
County clerk inactive room with vault |
Bond |
13 dockets |
clean |
County clerk inactive room with vault |
Judgment lien |
4 dockets |
clean |
County clerk inactive room with vault |
Fiduciary |
16 dockets |
Red rot, torn |
County clerk inactive room with vault |
Appraisements |
48 dockets |
Clean |
County clerk inactive room with vault |
Settlements |
60 dockets |
Clean |
County clerk inactive room with vault |
Delinquent land |
13 dockets |
Red rot torn |
County clerk inactive room with vault |
Fiduciary |
25 drawers |
Clean |
County clerk inactive room with vault |
Marriage |
10 drawers |
Clean |
County clerk inactive room with vault |
Heirs |
10 dockets |
Clean |
County clerk inactive room with vault |
Records |
80 document cans |
Clean |
County clerk inactive room with vault |
Grantor to index deeds |
8 dockets |
Torn, old, poor condition |
Sheriff
office |
Committee Accounts |
4 vertical drawers |
Clean |
Sheriff office |
Concealed Weapons |
1 vertical drawer |
Clean |
Sheriff office |
DMV reports |
1 vertical drawer |
Clean |
Sheriff office |
Delinquent Tax |
2 vertical drawer |
Clean |
Sheriff office |
Bankrupt |
1 vertical drawer |
Clean |
Sheriff office |
Personal Property |
20 dockets |
Clean |
Sheriff office |
Concealed Weapons |
1 lateral drawer |
Clean |
Sheriff office |
DMV reports |
1 lateral drawer |
Clean |
Sheriff office |
District rep. |
3 lateral drawers |
Clean |
Sheriff office |
Sheriff info. |
2 lateral drawers |
Clean |
Sheriff office |
Certificate of Redemption |
6 dockets |
Clean |
Sheriff office |
State Land |
7 dockets |
Clean |
Sheriff office |
Public and Delinquent list |
2 dockets |
Clean |
Sheriff office |
Forfeited and Delinquent Land Sales |
7 dockets |
Clean |
Sheriff office |
Financial Audits |
2ft high books |
Clean |
Sheriff office |
Distribution reports |
3 dockets |
Clean |
Sheriff office |
Land Sale |
1 docket |
Clean |
Sheriff office |
Sheriff Disposition |
2 dockets |
Clean |
Sheriff office |
Financial audits |
3 books |
clean |
Prosecuting Attorney office |
Felony |
2 vertical drawers |
Clean |
Prosecuting attorney offices |
Felony open/closed |
24 vertical metal drawers |
Clean |
Prosecuting attorney |
Juvenile open/closed |
4 vertical drawers |
clean |
Prosecuting Attorney office |
Misc. Files |
2 vertical drawers |
Clean |
Prosecuting Attorney office |
Grand jury bound-over |
1 vertical drawer |
Clean |
Prosecuting Attorney office |
Juvenile Delinquent |
5 vertical drawer |
Clean |
Prosecuting Attorney office |
Juvenile
Abuse and neglect |
5 vertical drawer |
Clean |
Prosecuting Attorney -inactive |
Board of Education |
2 vertical drawers |
Clean |
Prosecuting Attorney -inactive |
County Commission |
2 vertical drawers |
Clean |
Prosecuting Attorney -inactive |
Closed Felony |
6 vertical drawers |
Clean |
Annex attic-county clerk |
Copies Deed books |
62 books in sheets sealed in plastic |
Clean |
Annex attic-county clerk |
Lease Books |
35 books in sheets sealed in plastic |
Clean |
Annex attic- hallway-assessor |
Assessors Records |
Wooden Shelf 5ft wide and 3ft3inch high |
Clean/Dirt/Torn |
Annex attic-hallway-assessor |
Assessors records |
5ft wide X 3ft 9 inch high -non standard cardboard
boxes on floor |
Clean/Dirt/Torn |
Annex attic- circuit clerk |
Criminal |
176 document cans |
Surface dirt |
Annex attic-circuit clerk |
records |
3 - plastic crates- 5ft 3inch wide X 2ft high |
Clean/Dirt/Torn |
Annex attic- circuit clerk |
Civil |
10 vertical drawers |
Clean |
Annex attic- circuit clerk |
Divorce |
1 vertical drawer |
Clean |
Annex attic- circuit clerk |
Criminal |
3 vertical drawer |
Clean |
Annex attic- circuit clerk |
Juvenile |
2 vertical drawer |
Clean |
Annex attic-county clerk |
records |
3- 3ft 6in high X 4ft 12 inch wide and non standard
boxes |
Clean/Dirt |
Annex attic- prosecuting attorney |
records |
56 banker boxes |
Clean |
Annex attic- circuit clerk |
Mental Health |
4 large banker boxes |
Clean/Dirt |
Annex attic- circuit clerk |
Civil files |
3 opened non standard boxes |
Clean/Dirt/Torn |
Annex attic-circuit clerk |
Misc. |
4 banker boxes |
Clean/Dirt |
Annex attic- circuit clerk |
Misc. |
3 non standard boxes |
Clean/Dirt/Torn |
Annex attic assessor-closet |
Assessors records |
Small closet- 18ft linear x 5ft wide |
Clean/Dirt/Torn |
Annex attic |
Unknown records |
14- 1ftx1ft6in boxes |
clean |
Annex attic - prosecuting attorney |
Cases |
16- large banker boxes |
Clean |
Annex attic- prosecuting attorney |
Cases |
32- small banker boxes |
clean |
Annex attic- prosecuting attorney |
Case |
8- banker boxes |
Clean |
Annex attic- circuit clerk |
civil |
20-brown accordion files lying out |
clean |
Annex attic- circuit clerk |
Probation |
9 drawers vertical |
Clean |
Annex attic- circuit clerk |
Civil |
3d vertical metal |
Clean |
Annex attic- circuit clerk |
Criminal |
4d vertical metal |
Clean |
Annex attic- circuit clerk |
Divorce |
4d vertical metal |
Clean |
Annex attic circuit clerk |
Juvenile |
4d vertical metal |
Clean |
|
|
|
|
Comments:
additional annex comments-
the
closet had assessor records stored with trash and an old bed mattress.very
messy area.
dockets
were stored in a low ceiling basement type room. the dockets were kept on
wooden shelves. the dockets were in poor condition. the room was very dim and
very dirty. i could not tell who the records belonged to. these records need to
be removed before they are destroyed.
the
circuit clerk has to double stack vertical metal files because they are out of
room.
all
offices are in need of space.
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 |
3 |
N/A |
N/A |
10 |
3 |
Part time |
0 |
N/A |
N/A |
0 |
0 |
Volunteers |
0 |
N/A |
N/A |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
None |
Training by the clerk |
None |
None |
Opportunities available |
None |
None |
In house |
None |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
1 hour |
5 hours |
2 hours |
Didn't know |
Didn't know |
Public use |
8 hours |
3 hours |
5 hours |
Didn't know |
Didn't know |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Rare |
2 hours |
1 hour |
Didn't know |
Didn't know |
Public use |
None |
6 hours |
None |
Didn't know |
Didn't know |
Comments:
On the survey, the employess for the Circuit and County clerk only answered yes
to the number of employees.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Comments:
None of the offices had microfilm or internal/External imaging.
assessor's
reply to photocoping- none- everything except most current three years
information is kept in the county clerks record room. we keep all originals.
map cards are updated continually and the old maps are not discarded. maps are
updated annually and the old maps are sold.
circuit clerk's reply was- none- but under what is the dispositon of originals- wills and probate are stored; original deeds, deeds of trust, leases, etc., are returned to owner.
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 |
|
Voter Registration |
|
N/A |
Software used |
N/A |
Windows Circuit Clerk management office excel |
CSSI |
IBM |
N/A |
Name and address of the vendor used |
N/A |
Software computers Group Inc. PO Box 3042 Charleston
WV 25331-3041 |
Parkersburg WV |
Software Systems University Ave. Morgantown WV |
N/A |
System support used |
N/A |
|
|
|
N/A |
Name and address of the vendor used |
N/A |
|
|
Software systems
same address |
N/A |
Security in place for the Storage system |
N/A |
|
Each day backed up to hard drive. Backup tape taken
offsite by County Clerk |
|
N/A |
Security in place for the backup system |
N/A |
|
Password |
|
N/A |
Procedural rules used for creation, Storage,
reformatting, and retirement of electronic records |
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 |
1977 retention schedule |
No |
No |
Yes no name mentioned |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
No |
No |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
No |
Yes |
No |
No |
|
|
|
|
|
|
Comments: Prosecuting Attorney said they keep all their documents.
1.11 Material
being stored outside the office's jurisdiction |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Lists of records administered by the office, but held
by a local historical or genealogical group, a local library, or West
Virginia University (record as yes/no) |
No |
No |
No |
No |
No |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
No |
No |
No |
No |
No |
Transfer documentation for these records (record
as yes/no) |
No |
No |
No |
No |
No |
|
|
|
|
|
|
Comments