1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Circuit
Clerk Storage Rooms R1, R2, R3, R4 County
Clerk Basement Sheriff
Attic |
Inactive
Records Area B Circuit
Clerk Storage Rooms R5, R6, R7 County
Clerk Hall behind Main Office R2 |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor R1-73 Circuit clerk 70 County Clerk 71 Sheriff 82.4 Prosecuting Attorney
71 |
Assessor 70 Circuit Clerk R167, R2 55, R3 57, R4 59 County Clerk 70 Sheriff 60 Prosecuting Attorney |
Assessor Circuit Clerk R5 59, R6 59, R7 60 County Clerk R2 71 Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 33 Circuit Clerk 32 County Clerk 44 Sheriff 37 Prosecuting Attorney 38 |
Assessor Circuit Clerk 36, R2 54, R3 59, R4 61 Sheriff 40 Prosecuting Attorney |
Assessor Circuit Clerk R5 59, R6 59, R7 56 County Clerk R2 32 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 all R-no County Clerk no Sheriff attic- no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
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 |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk yes holes in the ceiling County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk yes holes in the ceiling County Clerk no Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor yes mice Circuit Clerk
yes mice County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk mo Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk yes roaches County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk mo Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor yes
ants Circuit Clerk yes roaches County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
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 yes |
Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
1.1.E Type of security systems in place |
|
|
|
Locked or limited access to areas with records
(record as yes/no) Yes locked and limited access to all spaces |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Comments Circuit
clerk office is located in the judicial annex across the street from the court
house.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Circuit Clerk office |
Domestic violence |
12 vertical drawers |
Clean |
Circuit Clerk office |
Divorces |
16 vertical drawer |
Clean |
Circuit Clerk office |
Current Court |
16 vertical drawers |
Clean |
Circuit Clerk office |
Criminal Cases |
8 vertical drawers |
Clean |
Circuit Clerk office |
Civil/criminal |
10 vertical drawers |
Clean |
Circuit Clerk office |
Misc. |
160 vertical drawers |
Clean |
Circuit Clerk office |
Laws/ Criminal |
299 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Civil |
120 vertical drawers |
Clean |
Circuit Clerk office |
Civil actions |
55 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Domestic |
21dockets |
Clean |
Circuit Clerk office |
Law orders |
79 dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Code books |
5dockets |
Clean |
Circuit Clerk office |
Mental Health |
6 dockets |
Clean |
Circuit Clerk office |
Adoptions |
6 dockets |
Clean |
Circuit Clerk office |
Juvenile |
17 dockets |
Clean |
Circuit Clerk office |
Adoptions |
8 vertical drawers |
Clean |
Circuit clerk down hall |
Indexes |
30 dockets |
Clean |
Clerk Circuit old room |
Law orders |
60 dockets |
Clean |
Clerk Circuit old room |
Law criminal orders |
86 dockets |
Clean |
Circuit clerk old room |
Minute Books |
10 dockets |
Clean |
Circuit clerk old room |
Chancery orders |
80 dockets |
Clean |
Circuit clerk old room |
Civil orders |
142 dockets |
Clean/Dirt/Torn |
Circuit clerk old room |
Cash |
15 dockets |
Clean |
Circuit clerk old room |
Misc. |
50 dockets |
Clean |
Circuit clerk old room |
Civil Actions |
100 vertical drawers |
Clean |
Circuit clerk old room |
Divorce and domestic |
140 vertical drawers |
Clean |
Circuit clerk old room |
Civil actions |
20 dockets |
Clean |
Circuit clerk old room |
Misc. |
55 banker boxes |
Clean |
Circuit clerk R2 |
Chancery /Misc. |
30 dockets |
Clean/Torn |
Circuit clerk R2 |
Chancery |
8 banker boxes |
Clean |
Circuit clerk R2 |
Civil legal |
15 dockets |
Clean/Torn |
Circuit Clerk R3 |
Misc. |
240 vertical drawers |
Clean |
Circuit Clerk R3 |
Misc. |
Wooden shelf 123 inches length 4 shelves- 23inH
each, 30 non standard cardboard boxes |
Surface dirt |
Circuit Clerk R3 |
Misc. |
15 banker boxes |
Surface dirt |
Circuit Clerk R4 |
Wooden shelf |
68in x 20in x 161in |
Surface dirt |
Circuit Clerk R4 |
Mental Hygiene |
20 N.S.CardboardBoxes |
Surface dirt |
Circuit Clerk R4 |
Juvenile |
70 N.S.C.B |
Surface dirt |
Circuit Clerk R4 |
Misc. |
25 banker boxes |
Surface dirt |
Circuit Clerk R4 |
Misc. |
80 legal boxes |
Surface dirt |
Circuit Clerk R5 |
Wooden shelf |
64inw 8 shelves-23in each |
Surface dirt |
Circuit Clerk R5 |
Misc. |
12 vertical drawers |
Surface dirt |
Circuit Clerk R5 |
Misc. |
50 boxes |
Surface dirt |
Circuit Clerk
R6 |
Misc. |
25 misc. boxes |
Surface dirt |
Circuit Clerk R6 |
Various files |
36 vertical drawers |
Surface dirt |
Circuit Clerk R6 |
Wood shelf |
51inl x 18inw x 285inH |
Surface dirt |
Circuit Clerk R6 |
Misc. |
46 nonstandard boxes |
Surface dirt |
County Clerk office |
Fiduciary Records |
440 dockets |
Clean |
County Clerk office |
Misc. Records |
5 dockets |
Clean |
County Clerk office |
General Index Wills |
17 dockets |
Clean |
County Clerk office |
Personal Property |
66 dockets |
Clean |
County Clerk office |
Federal Tax Lien |
4 dockets |
Clean |
County Clerk office |
Sewer Assessments |
1 dockets |
Clean |
County Clerk office |
Index Condition Sales Contracts |
1 docket |
Clean |
County Clerk office |
Chattel Mortgages |
92 dockets |
Clean |
County Clerk office |
Judgment Liens |
11 dockets |
Clean |
County Clerk office |
Will |
129 dockets |
Clean |
County Clerk office |
List of distributions |
4 dockets |
Clean |
County Clerk office |
Index of Birth |
8 dockets |
Clean |
County Clerk office |
Register of Birth |
49 dockets |
Clean |
County Clerk office |
Fiduciary |
72 dockets |
Clean |
County Clerk office |
Index of death |
6 dockets |
Clean |
County Clerk office |
Register of Death |
39 dockets |
Clean |
County Clerk office |
General Index |
1 docket |
Clean |
County Clerk office |
Corporation Record |
52 dockets |
Clean |
County Clerk office |
Report of Sales Trust |
22 dockets |
Clean |
County Clerk office |
Conditional sales Contracts |
1 dockets |
Clean |
County Clerk office |
Book of assignments |
6 dockets |
Clean |
County Clerk office |
Statements |
3 dockets |
Clean |
County Clerk office |
Physicians |
1 dockets |
Clean |
County Clerk office |
General Index Reimbursements |
1 docket |
Clean |
County Clerk office |
Reimbursements Agreements |
1 docket |
Clean |
County Clerk office |
UCC debtor index |
9 dockets |
Clean |
County Clerk office |
Bill of sale record |
2 dockets |
Clean |
County Clerk office |
Lis Pendens |
2 dockets |
Clean |
County Clerk office |
Debtor index of finance |
12 dockets |
Clean |
County Clerk office |
Change of name |
2 dockets |
Clean |
County Clerk office |
Assumed name |
3 dockets |
Clean |
County Clerk office |
License |
1 docket |
Clean |
County Clerk office |
Misc. Records |
1 docket |
Clean |
County Clerk office |
Church Trustee |
5 dockets |
Clean |
County Clerk office |
Coroners Records |
4 dockets |
Clean |
County Clerk office |
Report of Commissioner Fortified |
4 dockets |
Clean |
County Clerk office |
Auditors Report |
2 dockets |
Clean |
County Clerk office |
Financial Statements |
6 dockets |
Clean |
County Clerk office |
Delinquent |
16 dockets |
Clean |
County Clerk office |
Recap. Personal Property |
1 docket |
Clean |
County Clerk office |
Birth Certificate |
8 document cans |
Clean |
County Clerk office |
Consent to Marry |
1 document can |
Clean |
County Clerk office |
Official Bonds |
4 document cans |
Clean |
County Clerk office |
Notary bonds |
11 document cans |
Clean |
County Clerk office |
Ministerial |
1 document cans |
Clean |
County Clerk office |
Administrative bonds |
6 document cans |
Clean |
County Clerk office |
Guardian bonds |
3 document cans |
Clean |
County Clerk office |
Release of Estates |
9 document cans |
Clean |
County Clerk office |
Trustees report of sales |
25 document cans |
Clean |
County Clerk office |
Executions |
2 document cans |
Clean |
County Clerk office |
Bank bonds |
1 document can |
Clean |
County Clerk office |
Birth/Death Correction |
4 document cans |
Clean |
County Clerk office |
Administer quality |
1 document cans |
Clean |
County Clerk office |
Assignments factor liens |
2 document cans |
Clean |
County Clerk office |
Church Trustees |
2 document cans |
Clean |
County Clerk office |
Misc. |
1 document cans |
Clean |
County Clerk office |
Contractor Statements |
7 vertical drawers |
Clean |
County Clerk office |
State Tax dept |
2 vertical drawers |
Clean |
County Clerk office |
Estate claims |
2 vertical drawers |
Clean |
County Clerk office |
County Commissioner |
2 vertical drawers |
Clean |
County Clerk office |
Administrative bonds |
30 dockets |
Clean |
County Clerk office |
Executor bonds |
3 dockets |
Clean |
County Clerk office |
Ministerial bond |
3 dockets |
Clean |
County Clerk office |
Guardian |
7 dockets |
Clean |
County Clerk office |
Order book Tax exonerations |
96 dockets |
Clean |
County Clerk office |
Index to bonds |
6 dockets |
Clean |
County Clerk office |
Notary bond |
13 dockets |
Clean |
County Clerk office |
Index to Order |
10 dockets |
Clean |
County Clerk office |
General bond |
1 docket |
Clean |
County Clerk office |
County Airport |
1 docket |
Clean |
County Clerk office |
Official bonds |
4 dockets |
Clean |
County Clerk office |
Oversees of the poor |
1 docket |
Clean |
County Clerk office |
Minute book |
2 dockets |
Clean |
County Clerk office |
Jail records |
1 banker box |
Clean |
County clerk inactive R1 |
Deed books |
544 dockets |
Clean, surface dirt |
County clerk inactive R1 |
Land books |
55 dockets |
Clean, surface dirt |
County clerk inactive R1 |
Delinquent Land |
32 dockets |
Clean, surface dirt |
County clerk inactive R1 |
Grantor index |
120 docket |
Clean, surface dirt |
County clerk inactive R1 |
Plat book |
25 dockets |
Clean |
County clerk inactive R1 |
Plans right of way |
1 docket |
Clean |
County clerk inactive R1 |
Road record |
2 dockets |
Clean |
County clerk inactive R1 |
Surveyors reporter |
2 dockets |
Clean |
County clerk inactive R2 h |
Settlements |
12 document cans |
Clean |
County clerk inactive R2 h |
Financing statements |
14d vertical metal letter |
Clean |
County clerk inactive R2 h |
Statements |
32d vertical |
Clean |
County clerk inactive R2 h |
Estates |
53 x 28cubic feet |
Clean |
County clerk inactive R2 h |
Marriage license |
20 legal |
Clean |
County clerk inactive R2 h |
Estates |
1 legal |
Clean |
County clerk inactive R2 h |
Transfers |
3 legal |
Clean |
County clerk inactive R2 h |
Welfare claims |
1 legal |
Clean |
County clerk inactive R2 h |
Adoptions and corrections |
4 legal |
Clean |
County clerk inactive R2 h |
Delinquent tax |
2 legal |
Clean |
County clerk inactive R2 h |
Monthly reports |
2 legal |
Clean |
County clerk inactive R2 h |
Hunting fishing |
2 legal |
Clean |
County clerk inactive R2 h |
Births and deaths |
2 legal |
Clean |
County clerk inactive R2 h |
Fee sheets |
3 legal |
Clean |
County clerk inactive R2 h |
Stationary |
11 bankers |
Clean |
Assessors office |
Release Record |
108 dockets |
Clean |
Assessors office |
General index release records |
6 dockets |
Clean |
Assessors office |
Index release grantor |
8 dockets |
Clean |
Assessors office |
Mortgage |
83 dockets |
Clean |
Assessors office |
Execution dockets |
3 dockets |
Clean |
Assessors office |
Delinquent land |
2 dockets |
Clean |
Assessors office |
Lien book |
1057 dockets |
Clean |
Assessors office |
State and federal city tax liens |
8 document cans |
Clean |
Assessors office |
Financial statements |
1 document can |
Clean |
Assessors office |
Mechanic liens |
1 document can |
Clean |
Assessors office |
Distress Warrants |
1 document cans |
Clean |
Assessors office |
Redemption |
11 document cans |
Clean |
Assessors office |
Municipal records |
1 document cans |
Clean |
Assessors office |
Delinquent Tax receipts from sheriff |
2 document cans |
Clean |
Assessors office |
Grantor index Deeds of trust |
27 document cans |
Clean |
Assessors office |
Debtor index to lien |
61 document cans |
Clean |
Assessors office |
Maps |
15 vertical draws |
Clean |
Assessors office |
Tax maps |
40 dockets |
Clean |
Assessors office |
Property Record cards |
64 vertical drawers |
Clean |
Assessors office |
Assessor files |
23 banker boxes |
Clean |
Assessors office |
Alpha Property Card index machine with business
personal property, homestead cards, class letters, pickup cards,
exonerations, DMV |
1ftx1ft boxes holding these records in card form |
Clean |
Assessors office |
DMV |
54 dockets |
Clean |
Assessors office |
Personal Property |
40 dockets |
Clean |
Assessors office |
Boats |
2 dockets |
Clean |
Assessors office |
Law Taxes |
64 dockets |
Clean |
Assessors office |
Personal Property Cards |
20 cards |
Clean |
Assessors office |
Mobile home |
4 vertical drawers |
Clean |
Assessors office |
Dog tag |
4 vertical drawers |
Clean |
Assessors office |
Tax map |
15 dockets |
Clean |
Sheriff office |
Sale Systems Forms |
8 vertical drawers |
Clean |
Sheriff office |
Redemption |
8 vertical drawers |
Clean |
Sheriff office |
Transfers of Real Estate |
8 vertical
drawers |
Clean |
|
Copies of tax Receipts |
5 vertical
drawer |
Clean |
|
Misc. |
4 nonstandard
boxes |
Clean |
Sheriff office |
Accident reports |
1d vertical metal |
Clean |
Sheriff office |
Concealed weapons |
1d vertical metal |
Clean |
Sheriff office |
Case files |
2d vertical metal |
Clean |
Sheriff office |
Civil service |
1d vertical metal |
Clean |
Sheriff office |
Deputy employment files |
1d vertical |
Clean |
Sheriff office |
Home confinement and fingerprints |
1d vertical |
Clean |
Sheriff office |
Tax tickets |
12d vertical |
Clean |
Sheriff office |
Address |
6d vertical |
Clean |
Sheriff office attic |
Probation |
2 banker boxes |
Surface dirt |
Sheriff office attic |
Voter registration |
2 banker boxes |
Surface dirt |
Sheriff office attic |
Private property |
2 banker boxes |
Surface dirt |
Sheriff office attic |
Jail records |
1 banker boxes |
Surface dirt |
Sheriff office attic |
Voter information |
7 banker boxes |
Surface dirt |
Prosecuting attorney office |
Criminal |
19d vertical |
Clean |
Prosecuting attorney office |
Felony |
10d vertical |
Clean |
Prosecuting attorney office |
Civil |
16d vertical |
Clean |
Prosecuting attorney office |
Juvenile |
10d vertical |
Clean |
Prosecuting attorney office |
Guardian |
4d vertical |
Clean |
Prosecuting attorney office |
Misdemeanor |
8d vertical |
Clean |
Comments: The Sheriff's Office stores records
offsite. All of the inactive records for
the circuit clerk office are stored in the Magistrate building across from the
courthouse. The ceiling of the
Magistrate building has holes in it, so a person can look up and see the sky,
therefore when it rains water flows freely into these rooms. The WALLS IN this area consist of insulation
only. NONE OF THE
ASSESSOR INACTIVE RECORDS WERE assessed. NONE OF THE
INACTIVE OFFICES FOR THE PROSECUTTING ATTORNEY WERE assessed. In
the attic storage records were scattered around on the floor. No security system mentioned to us.
P1, P2, P3, P4, P5, P6, P7, P8, P9
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
19 |
12 |
Answered yes |
52 in all |
n/a |
Part time |
0 |
1 |
No |
2 |
N/A |
Volunteers |
0 |
0 |
0 |
0 |
N/A |
1.7.B Records Training |
|
|
|
|
|
Training received |
5 hours in house |
None |
|
N/A |
None |
Opportunities available |
None |
None |
Yearly Training |
N/A |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
2 hours |
0 |
8 hours |
8 hours |
8 hours |
Public use |
0 |
0 |
8 hours |
0 |
0 |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
0 |
0 |
8 hours |
0 |
0 |
Public use |
0 |
0 |
8 hours |
0 |
0 |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Microfilming |
|
|
|
|
|
Internal |
|
|
Didn't know |
|
|
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
Yes |
|
|
Placed in
storage |
|
|
No |
|
|
Master copy stored onsite or offsite |
|
|
Onsite |
|
|
User copies available (record as yes/no) |
|
|
yes |
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material digitized |
|
|
500 |
Didn't know |
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
Yes |
|
|
Placed in
storage |
|
|
No |
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
Onsite |
|
Backup copies available (record as yes/no) |
|
|
no |
Yes |
|
External |
|
|
|
|
|
Volume of material digitized |
All tax maps |
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments: assessor said almost 80% of duplication for electronic format is done at the state level for the tax department. County clerk did internal microfilming until 1987 when it was transferred to imaging. the vendor is responsible for the storing of the microfilm. the county approximates that 500,000 oversized and regular pages are contained in each volume which there are approximately 650 volumes.
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) |
Dog Tags, Supplemental Accounts, Exonerations, Mobil
Home, Personal Property, Real Estate Appraisals |
Index, Docket Sheets, Reports, etc |
Deeds, Marriage, Deaths, Will, Probate, Liens |
Several Formats Tax records |
n/a |
Software used |
Custom CLT |
AS 400 |
OTG Scanner Software |
Cobol, Lotus, Excel, Word |
Microsoft Word |
Name and address of the vendor used |
In house programmer Doug Herrington Cole Layer Trumble
Co. 3199 Klepinger Rd. Dayton Ohio 45406 |
Software Systems 23 university Ave. Morgantown WV
26508 |
In house |
Wood County |
n/a |
System support used |
Local State Tax Dept. |
AS 400 |
In house |
County |
n/a |
Name and address of the vendor used |
Doug Herrington Dept. Tax: Revenue, Property
Divisions, PO Box 2389 Charleston WV 25328-2389 |
IBM |
In house |
|
n/a |
Security in place for the storage system |
Several Passwords and Firewall through WVNET |
|
|
Password |
n/a |
Security in place for the backup system |
Local backup tape stored offsite |
Nightly backups in safe |
Offline no access |
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
|
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 |
Yes |
Yes |
No |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
Yes |
Yes |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
No |
No |
Yes |
No |
Comments
1.11 Material
being stored outside the office's jurisdiction |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Lists of records administered by the office, but
held by a local historical or genealogical group, a local library, or West
Virginia University (record as yes/no) |
No |
Yes |
No |
Yes |
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