1

1.1 The Physical Space Housing the Records

Active Records Area

Main Offices

Sheriff Tax Office

Inactive Records Area A

Assessor Attic R1

Circuit Clerk 2^nd floor R1

County Clerk Records R1

Sheriff Law Enforcement Office R1

Prosecuting Attorney Attached Room R1

Inactive Records Area B

Circuit Clerk 3^rd floor R2

County Clerk Upstairs R2

1.1.A Temperature (in degrees Fahrenheit)

Assessor 77.0

Circuit Clerk 72

County Clerk 79.7

Sheriff 72

Prosecuting Attorney 75

Assessor 85.8

Circuit Clerk R1 75

County Clerk R1 79.5

Sheriff R1 79

Prosecuting Attorney R1 82

Assessor

Circuit Clerk R2 82

County Clerk R2 82

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 46

Circuit Clerk 40

County Clerk

Sheriff 30

Prosecuting Attorney 46

Assessor 49

Circuit Clerk R1 42

County Clerk R1 33

Sheriff R1 42

Prosecuting Attorney R1 60

Assessor

Circuit Clerk R2 41

County Clerk R2 42

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk R2 yes

County Clerk R2 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 yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Mold - inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Moisture, Dampness (record as yes/no) and note where

Assessor no

Circuit Clerk no

County Clerk yes, on papers

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Animals - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes birds

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Animals - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes people with lice

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes termites

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 yes, insects

County Clerk R2 no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 yes

County Clerk R2 yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

Fire extinguishers (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

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 R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

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 yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

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 no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

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 R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

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 R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no

Sheriff

Prosecuting Attorney

Comments

1.2, 1.4, and 1.5 Quantity of Records Held and Condition of Records

Location	Record Type	Volume	Condition
Assessors Office	Map	1 4.7'x3.7'	Clean
Assessors Office	Map Cards	7 4x6 drawers	Clean
Assessors Attic R1	Misc.	21 non-standard boxes, 3 large banker boxes	Mold/Dirt/Torn
Assessors Attic R1	Personal Property	10 dockets	Mold/Dirt/Torn
Assessors Attic R1	Coal Indexes	8 large banker boxes	Mold/Dirt/Torn
Assessors Attic R1	Business Returns	3 non-standard boxes	Mold/Dirt/Torn
Assessors Attic R1	Property Taxes	1 non-standard box	Clean
Assessors Attic R1	Delinquent Land Sales	1 non-standard box	Clean
Assessors Attic R1	Homestead Exemption	1 non-standard box	Torn/Surface dirt
Assessors Attic R1	Index	1 non-standard box	Clean
Assessors Attic R1	Exonerations	1 non-standard box	Clean
Assessors Attic R1	Maps	Stack on floor	Torn/Dirt
Circuit Clerk Office	Mental Health	9 dockets	Clean
Circuit Clerk Office	Mental Hygiene	2 dockets	Clean
Circuit Clerk Office	Adoption	6 dockets/10 vertical drawers	Clean
Circuit Clerk Office	Adoption Order	1 docket	Clean
Circuit Clerk Office	Execution	3 dockets	Clean
Circuit Clerk Office	Foreign Support and UTL	2 dockets	Clean
Circuit Clerk Office	Misc. Orders	5 dockets	Clean
Circuit Clerk Office	Report to State Commissioners of Forfeited and Delinquent Lands	6 dockets	Clean
Circuit Clerk Office	Index to Chancery	2 dockets	Clean
Circuit Clerk Office	Civil Order	1 docket	Clean
Circuit Clerk Office	Guardianship Orders	2 dockets	Clean
Circuit Clerk Office	Jurors Record	2 dockets	Clean
Circuit Clerk Office	Chancery Order Book	10 dockets	Clean
Circuit Clerk Office	Domestic/Divorce Files	86 vertical drawers	Clean
Circuit Clerk Office	Civil Files	229 vertical drawers/4 nonstandard boxes	Clean
Circuit Clerk Office	Civil Order	132 dockets/24' boxes linear	Clean
Circuit Clerk Office	Criminal Files	68 vertical drawers	Clean
Circuit Clerk Office	Juvenile Files	22 vertical drawers/53 dockets	Clean
Circuit Clerk Office	Mixed Criminal	2 vertical drawers	Clean
Circuit Clerk Office	Old Warrants	1 vertical drawer	Clean
Circuit Clerk Office	Criminal Appeal	1 vertical drawer	Clean
Circuit Clerk Office	Bound Over Magistrate Court	7 vertical drawers	Clean
Circuit Clerk Office	Sealed Divorce Tapes	4 vertical drawers	Clean
Circuit Clerk Office	Bus Tardy	2 vertical drawers	Clean
Circuit Clerk Office	Guardianship	1 vertical drawer	Clean
Circuit Clerk Office	Court Reporter Notes	1 banker box	Clean
Circuit Clerk Office	Sealed Documents	3 banker boxes	Clean
Circuit Clerk Office	Law Orders	90 dockets/24' boxes linear	Clean
Circuit Clerk 2^nd floor R1	Civil Cases	27 legal banker boxes/32 letter banker boxes	Clean
Circuit Clerk 2^nd floor R1	URESA	10 vertical drawers/4cf	Clean
Circuit Clerk 2^nd floor R1	Civil	5 vertical drawers/36cf	Clean
Circuit Clerk 2^nd floor R1	Pistol Licenses	3 can	Clean
Circuit Clerk 2^nd floor R1	Marriage Waivers	1 can	Clean
Circuit Clerk 2^nd floor R1	Election	1 can	Clean
Circuit Clerk 2^nd floor R1	Writs and Suggestion	6 cans	Clean
Circuit Clerk 2^nd floor R1	Guardianship File	6cf	Clean
Circuit Clerk 2^nd floor R1	Bank Reconciliation, Statements, etc.	6cf/1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Record of Fees and Other Collections	4 dockets	Clean
Circuit Clerk 2^nd floor R1	Transfer slips	1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Homestead Exemption	1 vertical drawer/1 non-standard box	Clean
Circuit Clerk 2^nd floor R1	Redemption	1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Ownership of Land	1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Copy Hearing	1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Income	1 vertical drawer	Clean
Circuit Clerk 2^nd floor R1	Property Transfer	13 non-standard plastic boxes	Clean
Circuit Clerk 2^nd floor R1	Land	90 dockets	Torn/Mold/Burnt/Red rot
Circuit Clerk 2^nd floor R1	Misc.	5 nonstandard boxes	Clean
Circuit Clerk 2^nd floor R1	Real Estate Forms	1 lateral drawer	Clean
Circuit Clerk 2^nd floor R1	Mobile Home Records	3 lateral drawers	Clean
Circuit Clerk 2^nd floor R1	Appraisal Guides	1 lateral drawer	Clean
Circuit Clerk 2^nd floor R1	Personal Property	120 cans	Clean
Circuit Clerk 3^rd floor R2	Order Book/Sales of Land/School Funds	1 docket	Clean
Circuit Clerk 3^rd floor R2	Jurors Time Records	1 docket	Clean
Circuit Clerk 3^rd floor R2	Fee Record	6 dockets	Clean
Circuit Clerk 3^rd floor R2	Justice's Criminal	9 dockets	Clean
Circuit Clerk 3^rd floor R2	Mental Hygiene	11cf	Clean
Circuit Clerk 3^rd floor R2	Masters Tapes	14 banker boxes/4cd	Clean
Circuit Clerk 3^rd floor R2	Misc.	15 non-standard boxes	Clean
Circuit Clerk 3^rd floor R2	Law Cases Ended	24 cans	Clean
Circuit Clerk 3^rd floor R2	Divorces Granted	22 cans	Clean
Circuit Clerk 3^rd floor R2	Change of Name	1 can	Clean
Circuit Clerk 3^rd floor R2	Pistol License	1 can	Clean
Circuit Clerk 3^rd floor R2	Chancery Causes Ended	22 cans	Clean
Circuit Clerk 3^rd floor R2	Summary Proceedings Petitioners	1 can	Clean
Circuit Clerk 3^rd floor R2	Probation and JP Judgments	2 cans	Clean
Circuit Clerk 3^rd floor R2	Civil Cases	3 bankers boxes	Clean
Circuit Clerk 3^rd floor R2	Dismissed Juvenile Cases	33cf	Clean
Circuit Clerk 3^rd floor R2	Criminal Cases	76cf	Clean
Circuit Clerk 3^rd floor R2	Criminal and Civil Cases	72cf	Clean
Circuit Clerk 3^rd floor R2	Jury Commissioners Record	2 dockets	Clean
Circuit Clerk 3^rd floor R2	Order Book Sale of School Lands	2dockets	Clean
Circuit Clerk 3^rd floor R2	Fee Record Trial Cases	1 docket	Clean
Circuit Clerk 3^rd floor R2	General Index to Delinquent Lands	1 docket	Clean
Circuit Clerk 3^rd floor R2	Civil Orders	4 dockets	Clean
Circuit Clerk 3^rd floor R2	Criminal	5 dockets	Clean
Circuit Clerk 3^rd floor R2	Misc.	2 dockets	Clean
Circuit Clerk 3^rd floor R2	Circuit Court	1 docket	Clean
Circuit Clerk 3^rd floor R2	Juvenile Record	6 dockets	Clean
Circuit Clerk 3^rd floor R2	General Index to Law Orders Plaintiff	1 docket	Clean
Circuit Clerk 3^rd floor R2	General Index to Law Orders Defendants	1 docket	Clean
County Clerk Office	Commissioner's Record Book	69 cans	Clean
County Clerk Office	Monthly Financial - All Offices	17 cans	Clean
County Clerk Office	Federal and State Tax Liens	3 cans	Clean
County Clerk Office	Minister Marriage Book	1 can	Clean
County Clerk Office	General County	5 vertical drawers	Clean
County Clerk Office	Assessor Volume	1 vertical drawer	Clean
County Clerk Office	Misc.	1 vertical drawer	Clean
County Clerk Office	Fee Record	4 dockets	Clean
County Clerk Office	Map Record	1 docket/loose papers	Torn
County Clerk Office	Transfer Sheets	6 vertical drawers	Clean
County Clerk Office	Receipt Books	Stack on floor (24"x12")	Clean
County Clerk Office	Coal Severance	7 vertical drawers	Folded
County Clerk Records R1	Coal Lease	26 dockets	Clean
County Clerk Records R1	Index to Coal Lease	1 docket	Clean
County Clerk Records R1	Discharge	15 docket	Clean
County Clerk Records R1	Index to Discharge	1 docket	Clean
County Clerk Records R1	Commissioner's Record	24 cans/89 dockets	Clean
County Clerk Records R1	Estate	16 vertical drawers	Clean
County Clerk Records R1	Financing Statements	12 vertical drawers	Clean
County Clerk Records R1	Index PPA Liens	1 docket	Clean
County Clerk Records R1	Redemption Receipts	2 dockets	Clean
County Clerk Records R1	Payroll with Tax	1 docket	Clean
County Clerk Records R1	Payroll	6 dockets	Clean
County Clerk Records R1	Welfare Department Receipts	1 docket	Clean
County Clerk Records R1	Land	4 dockets	Clean
County Clerk Records R1	Personal Property	3 dockets	Clean
County Clerk Records R1	Commission Minutes	11 dockets	Clean
County Clerk Records R1	Fiduciary Record	24 dockets	Clean
County Clerk Records R1	Appraisement Short Form	1 docket	Clean
County Clerk Records R1	Auditors Report	1 docket	Clean
County Clerk Records R1	Consolidation or Division of Assessment of Real Estate	3 dockets	Clean
County Clerk Records R1	Offence Bond	1 docket	Clean
County Clerk Records R1	Curb Forms	1 docket	Clean
County Clerk Records R1	Registration of Birth	1 docket	Clean
County Clerk Records R1	General Release	59 dockets	Clean
County Clerk Records R1	General Index to Releases	1 docket	Clean
County Clerk Records R1	Release of Liens	4 dockets	Clean
County Clerk Records R1	Grantor Index to Releases	4 dockets	Clean
County Clerk Records R1	Change of Name	2 dockets	Clean
County Clerk Records R1	Church Trustees	3 dockets	Clean
County Clerk Records R1	Ministers Marriage Authorization	1 docket	Clean
County Clerk Records R1	Primary Election Record	1 docket	Clean
County Clerk Records R1	Notaries Bond	2 dockets	Clean
County Clerk Records R1	Register of Deaths	16 dockets	Clean
County Clerk Records R1	Certification of Oath	10 dockets	Clean
County Clerk Records R1	Power of Attorney	12 dockets	Clean
County Clerk Records R1	Trust Company Statements	1 docket	Clean
County Clerk Records R1	Register of Marriages	40 dockets	Clean
County Clerk Records R1	Official Bond	16 dockets/1 can	Clean
County Clerk Records R1	Marriage License Record	33 dockets/2 cans	Clean
County Clerk Records R1	Application for Marriage License	1 docket	Clean
County Clerk Records R1	Register of Births	14 dockets	Clean
County Clerk Records R1	Index to Deeds of Trust	1 docket	Clean
County Clerk Records R1	Deeds	1 docket	Clean
County Clerk Records R1	Index to Releases	1 docket	Clean
County Clerk Records R1	General Bonds	3 cans	Clean
County Clerk Records R1	Federal and State Tax Receipt	1 can	Clean
County Clerk Records R1	Notice of Tax Liens and Releases	9 cans	Clean
County Clerk Records R1	Monthly Statements	6 cans	Clean
County Clerk Records R1	Guardian Report	1 can	Clean
County Clerk Records R1	Oaths of Office	2 dockets	Clean
County Clerk Records R1	Hunting and Fishing Licenses	2 cans	Clean
County Clerk Records R1	Notaries Bonds	4 cans	Clean
County Clerk Records R1	Building Permits	1 can	Clean
County Clerk Records R1	Bank Statements	3 cans	Clean
County Clerk Records R1	Personal Property	12 dockets	Clean
County Clerk Records R1	Misc.	16 cans	Clean
County Clerk Upstairs R2	Misc.	30 non-standard boxes/49 banker boxes	Dirt/Mold
County Clerk Upstairs R2	Personal Property	78 dockets	Dirt
County Clerk Upstairs R2	Deed	43 dockets	Clean
County Clerk Upstairs R2	Index of Deeds	17 dockets	Clean
Sheriff Tax Office	Land	10 dockets	Clean
Sheriff Tax Office	Personal Property	8 dockets	Clean
Sheriff Tax Office	Personal Property Corps	2 dockets	Clean
Sheriff Tax Office	Returned Mail Tickets	8 vertical drawers	Clean
Sheriff Tax Office	Tax	I vertical drawer	Clean
Sheriff Tax Office	Health Department	1 vertical drawer	Clean
Sheriff Tax Office	Refund Accounts	1 vertical drawer	Clean
Sheriff Tax Office	Jury Voucher	1 vertical drawer	Clean
Sheriff Tax Office	Delinquent Real and Personal Taxes	10 Stacks (15"x48)	Clean
Sheriff Tax Office	District Map	Stack (15"x3")	Clean
Sheriff Tax Office	Delinquent Tax Reports	Stack (15x4")	Clean
Sheriff Tax Office	Girls Post Books	2 units (35"x27')	Clean
Sheriff Tax Office	Sheriff's Settlement Record	1 docket	Clean
Sheriff Law Enforcement Office R1	Accident Reports	4 vertical drawers	Clean
Sheriff Law Enforcement Office R1	Misc.	200 banker boxes	Clean
Prosecuting Attorney Office	Criminal Files	4 vertical drawers/folders in shelf (3'x4")	Clean
Prosecuting Attorney Attached Room R1	Misc.	200 banker boxes	Clean
Prosecuting Attorney Attached Room R1	Criminal Files	9 vertical drawers	Clean
Prosecuting Attorney Attached Room R1	Juvenile	2 vertical drawers	Clean
Prosecuting Attorney Attached Room R1	Mixed Cases	4 vertical drawers	Clean
Prosecuting Attorney Attached Room R1	Abuse Cases	3 vertical drawers	Clean

Comments: Assessor has offsite storage area at Rock Creek; it holds old Land dockets.

Some County Clerk older files are also stored in Foster school.

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	no	no	no	yes	yes

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	15	5	11	5	6
Part time	1	0	2	0	2
Volunteers	0	0	0	1	1
1.7.B Records Training
Training received	None	Supreme court mandated	In house		20 hours a year
Opportunities available	None	Supreme court mandates	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	All day	Rare	All day	n/a
Public use	None	1 hour	All day	n/a	none
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Often	None	Don't know	n/a
Public use	None	None	Don't know	n/a

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied		None	None	None	None
Disposition of originals
Discarded	Yes, shredded
Placed in storage
Microfilming
Internal	None	None	None	None	None
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	None		yes	None	None
Volume of material microfilmed		Don't know order books
Disposition of originals		Stored inch 3^rd floor	stored
Discarded			Yes
Placed in storage		3^rd floor of Courthouse	Offsite
Master copy stored (onsite or offsite )		Onsite	onsite
User copies available (record as yes/no)			No
Imaging/Digitizing
Internal	None	None	None	None	None
Volume of material digitized
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)
External	None	None	None	None	None
Volume of material digitized
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/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	n/a	n/a	n/a	n/a
Software used	ISA	n/a	COTT Systems	n/a	Word perfect
Name and address of the vendor used	n/a	n/a		n/a	n/a
System support used	n/a	n/a		n/a	n/a
Name and address of the vendor used	n/a	n/a		n/a	n/a
Security in place for the storage system		n/a	Vault Systems	n/a	storage
Security in place for the backup system	Password	n/a		n/a	n/a
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	n/a	n/a		1 year on electronic backup	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 records schedule	None	1977 records schedule	1977 records schedule	None
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	Yes shred	No	No	No	No
Any records management guidelines used for electronic records (record as yes/no)	No	No	No	No	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)	Yes, State tax department	No	Older records stored at fester school	None	None
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 assessor needs more space

P1, P2, P3, P4, P5, P6, P7, P8

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