1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Memorial
Building Storage |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 80 Circuit Clerk 76 County Clerk 75 Sheriff 80 Prosecuting Attorney 74 |
Assessor 82 Circuit Clerk 82 County Clerk 82 Sheriff Prosecuting Attorney 82 |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 56 Circuit Clerk 52 County Clerk 40 Sheriff 54 Prosecuting Attorney |
Assessor 46 Circuit Clerk 46 County Clerk 46 Sheriff Prosecuting Attorney 46 |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes in office no in vault beside office Sheriff yes in office and no in closet beside office Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County 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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County 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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes spiders Circuit Clerk yes spiders County Clerk yes spiders Sheriff Prosecuting Attorney yes spiders |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes spiders Circuit Clerk yes spiders County Clerk yes spiders Sheriff Prosecuting Attorney yes spiders |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk 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 no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk 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 no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk 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 no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County 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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Comments: The
active and more recent inactive records are kept together in the offices. The upstairs storage space (which held older
inactive records) was disorganized.
There were stacks of books all over the place, loose files were on the
floor and they were mixed with Christmas decorations and other various supplies
and storage for the courthouse. the County Commissioner said it is like this
because of a lack of space in courthouse and not enough employees to take time
off their jobs to put the books in order.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Map cards, transfers, Assessments, DMV exemptions,
Homestead, Transfer books, Supplements, NADA books |
All these were contained on a rolodex machine.
Machine 6ft wide. Height unknown it reached into ceiling |
Clean/Torn |
Assessors office |
Land Books |
11 dockets |
Clean |
Assessors office |
Personal Property Books |
2 dockets |
Clean |
Assessors office |
Exoneration |
2 dockets |
Clean |
Assessors office |
Map Review Document Books |
105 dockets |
Clean |
Assessors office |
Maps |
3 map hangers, each 9ft 1in tall and 3ft 11inch
wide. |
Clean |
Assessors office |
Misc. |
4 vertical drawer |
Clean |
Circuit Clerk office and vault beside office |
Domestic Relations Book |
11 dockets |
Clean |
Circuit Clerk office and vault beside office |
Civil Order Book |
35 dockets |
Clean |
Circuit Clerk office and vault beside office |
Civil Docket |
20 dockets |
Clean |
Circuit Clerk office and vault beside office |
Domestic Relations |
2 dockets |
Clean |
Circuit Clerk office and vault beside office |
Misc. Docket |
4 dockets |
Clean |
Circuit Clerk office and vault beside office |
Memorandum |
9 dockets |
Vermin eaten/Torn |
Circuit Clerk office and vault beside office |
Reciprocal Delinquency Cases |
3 dockets |
Clean/Dirt |
Circuit Clerk office and vault beside office |
Record Fees and Collections |
4 dockets |
Red rot/Torn/Dirt |
Circuit Clerk office and vault beside office |
Bond Book |
8 dockets |
Clean |
Circuit Clerk office and vault beside office |
Criminal Order |
37 dockets |
Clean |
Circuit Clerk office and vault beside office |
Juvenile Docket |
9 dockets |
Clean |
Circuit Clerk office and vault beside office |
Index Law Chancery |
8 dockets |
Clean |
Circuit Clerk office and vault beside office |
Administrative Order |
2 dockets |
Clean |
Circuit Clerk office and vault beside office |
Criminal Docket |
3 dockets |
Clean |
Circuit Clerk office and vault beside office |
Execution |
1 dockets |
Clean |
Circuit Clerk office and vault beside office |
Delinquent |
2 dockets |
Clean |
Circuit Clerk office and vault beside office |
Law Orders |
11 dockets |
Clean |
Circuit Clerk office and vault beside office |
Chancery |
37 dockets |
Red rot/Dirt |
Circuit Clerk office and vault beside office |
Fee Records |
5 dockets |
Dirt |
Circuit Clerk office and vault beside office |
Transfer Ledgers |
1 dockets |
Dirt |
Circuit Clerk office and vault beside office |
Jury Certificates |
8 dockets |
Mold/Dirt/Torn |
Circuit Clerk office and vault beside office |
Witness Certificates |
9 dockets |
Dirt /Clean |
Circuit Clerk office and vault beside office |
Adoption |
2 dockets |
Clean |
Circuit Clerk office and vault beside office |
Jury Certificates |
15 nonstandard boxes |
Clean/Torn |
Circuit Clerk office and vault beside office |
Court Cases |
12 banker boxes of files |
Clean |
Circuit Clerk office and vault beside office |
Misc. Files |
8 files |
Clean |
Circuit Clerk office and vault beside office |
Misc. Files |
16 banker boxes |
Clean |
Circuit Clerk office and vault beside office |
Mental Health |
5 nonstandard boxes |
Clean |
Circuit Clerk office and vault beside office |
Juvenile Order Books |
10 dockets |
Clean |
Circuit Clerk office and vault beside office |
Mental Hygiene |
3 dockets |
Clean |
Circuit Clerk office and vault beside office |
Misc. Books |
15 dockets |
Clean |
Circuit Clerk office and vault beside office |
Law Court Books |
1 docket |
Clean |
Circuit Clerk office and vault beside office |
Civil Cases |
30 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Divorce Cases |
32 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Criminal Cases |
33 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Domestic Cases |
25 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Monthly Reports |
3 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Retired Misc. Cases |
1 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Adoptions |
6 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Guardianship |
5 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Retired Criminal records |
8 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Closed Criminals |
3 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Appeals |
3 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Misdemeanors |
3 vertical drawers |
Clean |
Circuit Clerk office and vault beside office |
Adoption |
7 lateral drawers |
Clean |
Circuit Clerk office and vault beside office |
Chancery retired |
6 lateral drawers |
Clean |
Circuit Clerk office and vault beside office |
Exonerations |
3 lateral drawers |
Clean |
Circuit Clerk office and vault beside office |
Summons |
8 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Chancery |
13 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Indictments |
14 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Bonds |
17 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Monthly Reports |
6 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Divorce Cases |
10 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Dept. of State |
10 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
School Land Cases |
3 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
State Cases |
19 document cans |
Dirty/Bundled/Torn |
Circuit Clerk office and vault beside office |
Chancery Dismissed |
7 document cans |
Dirty/Bundled/Torn |
County Clerk office and vault beside office |
Land Books |
111 dockets |
Dirt/Torn |
County Clerk office and vault beside office |
Trust Deeds |
166 dockets |
Dirt/Torn/Mold |
County Clerk office and vault beside office |
Map Books |
5 dockets |
Dirt |
County Clerk office and vault beside office |
Release of Liens Books |
33 dockets |
Clean |
County Clerk office and vault beside office |
Debtor Index Finance Statements |
2 dockets |
Clean |
County Clerk office and vault beside office |
Record of Leases |
16 dockets |
Clean |
County Clerk office and vault beside office |
Right of Way |
13 dockets |
Dirt |
County Clerk office and vault beside office |
Federal Tax Lien |
10 dockets |
Dirt |
County Clerk office and vault beside office |
Judgment Liens |
9 dockets |
Clean |
County Clerk office and vault beside office |
Delinquent Land |
28 dockets |
Dirt/Torn |
County Clerk office and vault beside office |
Personal Property |
3 dockets |
Dirt |
County Clerk office and vault beside office |
Election Records |
5 dockets |
Clean |
County Clerk office and vault beside office |
Marriage Records |
6 dockets |
Clean |
County Clerk office and vault beside office |
Birth Records |
10 dockets |
Dirt |
County Clerk office and vault beside office |
Death Records |
7 dockets |
Dirt |
County Clerk office and vault beside office |
Vacation |
2 dockets |
Dirt |
County Clerk office and vault beside office |
Misc. |
1 docket |
Clean |
County Clerk office and vault beside office |
Births |
5 vertical drawers |
Clean/Torn |
County Clerk office and vault beside office |
Deaths |
4 vertical drawers |
Clean/Torn |
County Clerk office and vault beside office |
Corrections of Births |
1 drawer |
Clean |
County Clerk office and vault beside office |
Misc. |
8 vertical drawers |
Clean |
County Clerk office and vault beside office |
Lunacy |
3 document cans |
Dirty/Bundled |
County Clerk office and vault beside office |
Bonds |
1 document can |
Dirty/Bundled |
County Clerk office and vault beside office |
Hold Court Orders |
2 document cans |
Clean |
County Clerk office and vault beside office |
Hanging Maps |
Metal Cabinet 4ft high and 3ft wide |
Clean/Torn |
County Clerk office and vault beside office |
Voter Registration |
38 metal cased dockets |
Dirt |
County Clerk office and vault beside office |
Misc. |
Loose stacks 1 ft high |
Torn/Dirt/Clean |
County Clerk office and vault beside office |
Voter Registration Card |
12 metal drawers the drawers 4inch high and 9 inch
wide |
Clean/Dirt |
County Clerk office and vault beside office |
Pay Roll/Timesheets |
5 vertical drawers |
Clean/Dirt |
County Clerk office and vault beside office |
Deed Books |
346 dockets |
Clean/Dirt/Mold/Torn |
County Clerk office and vault beside office |
Fiduciary Books |
32 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Will Books |
21 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Probate Order Books |
18 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Discharge Book |
9 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Mental Hygiene |
1 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Record Inventories |
28 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Bond Books |
14 dockets |
Clean/Dirt/Torn |
County Clerk office and vault beside office |
Order Books |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Classification Records |
4 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Court Order Books |
16 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Personal Property |
5 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Sales under Trust Deeds |
5 Dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Oath of Office |
4 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Chattel Mortgage |
4 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Record Nurses |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
County Fund |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Ledger Fund |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Fund Orders |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Records of Levies |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Clerks Records Receipts and Levies |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Delinquent Book |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Road Fund |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Conveyances Land |
1 docket |
Clean/Dirt |
County Clerk office and vault beside office |
Family Name to Probate |
2 dockets |
Clean/Dirt |
County Clerk office and vault beside office |
Index to Deeds |
64 dockets |
Dirt/Torn |
County Clerk office and vault beside office |
Marriage License |
56 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Deeds |
12 document cans |
Bundled/Dirt |
County Clerk office and vault beside office |
Judgment Liens |
16 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Fiduciary Settlements |
8 Document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Bond Books |
22 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Fiduciary |
10 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Liens |
21 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Wills |
13 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Bonds Minister Papers |
45 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Wills |
55 documents cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Appraisements |
35 document cans |
Bundled/Dirt/Torn |
County Clerk office and vault beside office |
Fiduciary |
45 document cans |
Bundled/Dirt/Torn |
Sheriff office and closet |
Land Books |
24 dockets |
Dirt |
Sheriff office and closet |
Personal Property |
5 dockets |
Dirt |
Prosecuting Attorney's office |
Juvenile/Felonies/ Misdemeanors/Police Reports |
28 banker boxes |
Clean |
Prosecuting Attorney's office |
Criminal Closed |
12 vertical
drawers |
Clean |
Prosecuting Attorney's office |
Juvenile Closed |
5 lateral drawers |
Clean |
Prosecuting Attorney's office |
Juvenile |
6 banker boxes |
Clean |
Prosecuting Attorney's office |
Misc. |
5 banker boxes, 10 vertical drawers |
Clean |
Prosecuting Attorney's office |
Misdemeanor |
8 vertical drawers |
Clean |
Upstairs storage space in memorial building |
Land/Personal Property Books |
4ft stack on floor |
Clean |
Upstairs storage space in memorial building |
Personal Property |
1ft stack on floor |
Clean |
Upstairs storage space in memorial building |
Various Records |
2ft stack on floor, 1ft stack on floor, 1ft 9 inch
stack on floor, 1ft stack on floor, 4ft 9inch stack on floor, 5ft stack on
floor |
Clean |
Upstairs storage space in memorial building |
Witness books |
On wooden shelf 2ft 8 inch wide and 4ft 8inch high |
Clean |
Upstairs storage space in memorial building |
Various records |
1ft stack on floor |
Clean |
Upstairs storage space in memorial building |
Maps |
8 bundled and rolled up maps |
Torn/Dirt |
Upstairs storage space in memorial building |
Personal Property/Land Books/ Real Estate Books |
5ft high 8ft wide |
Dirt/Mold/Torn |
Upstairs storage space in memorial building |
Labeled
Sheriffs office |
10 nonstandard boxes |
Dirt |
Upstairs storage space in memorial building |
DNR and Paid Tickets |
10 banker boxes |
Clean |
Upstairs storage space in memorial building |
Map Books and Misc. Record Books |
2ft 4in high x 2ft 8inch wide |
Dirt |
Upstairs storage space in memorial building |
Misc. |
10 dockets |
Dirt/Torn/Mold |
Upstairs storage space in memorial building |
Case Records |
75 banker boxes |
Torn/Clean |
Upstairs storage space in memorial building |
Court Cases |
3 stacks bundled about 4inches |
Torn/Clean |
Upstairs storage space in memorial building |
Misc. |
33 banker boxes |
Dirt |
Upstairs storage space in memorial building |
Paid Tickets |
3 small banker boxes |
Dirt |
Upstairs storage space in memorial building |
Tickets and Audits |
2 large banker boxes |
Dirt |
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 |
4 |
4 |
5 |
3 |
3 |
Full time |
3 |
3 |
5 |
2 |
3 |
Part time |
1 |
1 |
0 |
1 |
0 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
none |
in house |
in house |
workshops |
none |
Opportunities available |
none |
none |
|
workshops |
none |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
8 hours |
8 hours |
rare |
8 hours |
Public use |
no public access |
8 hours |
8 hours |
|
no public access |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
didn't know |
|
didn't know |
didn't know |
didn't know |
Public use |
No regular public access to old inactive records |
No regular public access to old inactive records |
No regular public access to old inactive records |
No regular public access to old inactive records |
No regular public access to old inactive records |
Comments:
In the Sheriff's office, the active records
are kept in a coat closet, at which only two people can fit in tehre with all
the records.
The Prosecuting Attorney has to keep large banker boxes in his actual office where his desk is, and boxes are scattered around the room. Prosecuting attorney said the reason for this is there is no more room for the records, and he has to keep them Because they are recent cases.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Discarded |
|
|
|
|
|
Placed in
storage |
yes |
yes |
yes |
yes |
yes |
Microfilming |
|
|
|
|
|
Internal |
n/a |
n/a |
n/a |
n/a |
n/a |
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 |
n/a |
n/a |
done by the Mormon Church |
n/a |
n/a |
Volume of material microfilmed |
|
|
70 rolls |
|
|
Disposition of originals |
|
|
good condition |
|
|
Discarded |
|
|
no |
|
|
Placed in
storage |
|
|
yes |
|
|
Master copy stored (onsite or offsite ) |
|
|
onsite |
|
|
User copies available (record as yes/no) |
|
|
yes but stored in a bank vault in Hinton WV |
|
|
Comments: The county clerk had a some of their sheets of microfilm at the courthouse, but most of it is kept in a bank vault in Hinton . The County clerk did not say which mormon church did the microfilming
1.9 Electronic Records |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Software used |
|
CSSI just records from 1999 |
|
CSSI just record of 1999 through 2002 |
|
Name and address of the vendor used |
|
Charleston |
|
|
|
Security in place for the storage system |
|
passwords |
|
passwords |
|
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 |
yes |
none |
none |
none |
none |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
none |
none |
none |
none |
do not destroy documents |
Any records management guidelines used for
electronic records (record as yes/no) |
no |
no |
no |
no |
no |
|
|
|
|
|
|
Comments: Most commented that they did not destroy records, with the acception of the Sheriff's office who said they shred their tax tickets every 15 years, however they do not document what is destroyed.
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) |
none |
none |
none accept for the microfilm in the bank |
none |
none |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
none |
none |
none |
none |
none |
|
|
|
|
|
|
Comments