1.1 The Physical Space Housing the Records	Active Records Area	Inactive Records Area A	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 78 office Circuit Clerk 70 office County Clerk 72 office Sheriff 76 office Prosecuting Attorney 77 office	Assessor 78 Circuit Clerk County Clerk 77 maintenance room Sheriff 60-75 Prosecuting Attorney	Assessor Circuit Clerk County Clerk 77 commission room County Clerk 69 jail Sheriff Prosecuting Attorney
Humidity (record as relative humidity)	Assessor 33 office Circuit Clerk 43 office County Clerk 44 office Sheriff 39 office Prosecuting Attorney 42 office	Assessor 33 Circuit Clerk County Clerk 44 maintenance room Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk 34 commission room County Clerk 43 jail Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor yes Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor NA Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no	Assessor NA Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor NA Circuit Clerk NA County Clerk no Sheriff NA Prosecuting Attorney no	Assessor NA Circuit Clerk County Clerk yes Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor NA Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no	Assessor NA Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes commission room County Clerk no jail Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor yes bats, mice Circuit Clerk no County Clerk no Sheriff yes mice Prosecuting Attorney yes bats, mice	Assessor yes bats, mice Circuit Clerk County Clerk no Sheriff yes mice Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Animals - past note kind	Assessor yes bats, mice Circuit Clerk no County Clerk no Sheriff yes bats, mice Prosecuting Attorney yes	Assessor yes bats, mice Circuit Clerk County Clerk no Sheriff yes bats, mice Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor yes ants, water bugs Circuit Clerk no County Clerk no Sheriff yes gnats, spiders Prosecuting Attorney yes spiders, bugs, bees	Assessor yes ants, water bugs Circuit Clerk County Clerk no Sheriff yes roaches, flies Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Insects - past note kind	Assessor yes ants, water bugs Circuit Clerk no County Clerk no Sheriff yes gnats, spiders Prosecuting Attorney yes	Assessor yes ants, water bugs Circuit Clerk County Clerk no Sheriff yes roaches, flies Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Dust or grime on records	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor yes Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes commission room County Clerk yes jail Sheriff Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney no	Assessor yes Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
Guards at entrance to area (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney no	Assessor no Circuit Clerk County Clerk no Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Locked or limited access to areas with records (record as yes/no)	Assessor yes & no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney yes	Assessor yes & no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor yes standard locks Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no	Assessor yes standard locks Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney	Assessor yes Circuit Clerk County Clerk no commission room County Clerk no jail Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk commission room County Clerk no jail Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk commission room County Clerk no jail Sheriff Prosecuting Attorney

Comments: Assessor's office is not accessible.

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

Location	Record Type	Volume	Condition
Assessor office - Front	Misc. forms & letters (current year)	20 drawers, legal size	Clean
Assessor office - Front	Misc. forms & letters (future year)	6 drawers, legal size	Clean
Assessor office - Front	Misc. forms & letters (supplemental)	27 drawers, legal size	Clean
Assessor office - Front	Misc. forms & letters (general)	4 drawers, legal size	Clean
Assessor office - Front	Personal Property (future year)	4 books	Clean
Assessor office - Front	Personal Property (current) and DMV	36 books	Clean
Assessor office - Middle	Mobile Home cards	1 5x7 file drawer	Clean
Assessor office - Middle	To do file	1 drawer, legal size	Clean
Assessor office - Middle	Current Building Permits	1 drawer, legal size	Clean
Assessor office - Middle	Prior Building Permits	1 drawer, legal size	Clean
Assessor office - Middle	Farm Discounts	2 drawers, legal size	Clean
Assessor office - Middle	Copy of Wills	1 drawer, legal size	Clean
Assessor office - Middle	Timber Management	1 drawer, legal size	Clean
Assessor office - Middle	Current Land	14 books	Clean
Assessor office - Hallway 1	Homestead records	3 5x7 drawers	Clean
Assessor office - Hallway 1	Change cards	3 5x7 drawers	Clean
Assessor office - Hallway 1	Dog records	4 5x7 drawers	Clean
Assessor office - Hallway 1	Farm Reports	2 1 cu.ft. boxes	Clean
Assessor office - Hallway 1	Real Estate by year	15 books	Clean
Assessor office - Hallway 1	Land Books by year	20 books	Clean
Assessor office - Hallway 2	Personal Property Prior Years	12 drawers, legal size	Clean
Assessor office - Hallway 2	Current assessment forms	Stacked	Clean
Assessor office - Hallway 2	Personal Property Prior Years	54 4"x18" drawers	Clean
Assessor office - Hallway 2	Backup computer records	3 4"x18" drawers	Clean
Assessor office - Hallway 2	Current and next year changes	4 4"x18" drawers	Clean
Assessor office - Hallway 2	Real Estate Land books	10 books	Clean
Assessor office - Hallway 2	DMV Records (1999-2001)	2 books	Clean
Assessor office - Map Room	Maps	10 case drawers	Clean
Assessor office - Map Room	Maps	9 hanging files (maps & plats)	Clean
Assessor office - Map Room	Transfer List	8 books	Clean
Assessor office - Map Room	Gas, oil, mineral records	2 books	Clean
Assessor office - Map Room	Map Card Files	20 5x7 drawers	Clean
Assessor office - Map Room	Paper copy of CAMA files	6 boxes	Clean
Assessor office - Back Real Estate Office	Current Transfer Lists	24 drawers, legal size	Clean
Assessor office - Back Real Estate Office	Real Estate	12 books	Clean
Assessor office - Hallway 3	Sales Listing Forms	2 drawers, legal size	Clean
Assessor office - Hallway 3	PRC Cards (out of date)	12 drawers	Clean
Assessor office - Hallway 3	Audit Reports	9 books	Clean
Assessor office - Appraiser's office	CAMA files	20 drawers, legal size	Clean
Assessor office - Appraiser's office	Real Estate	12 books	Clean
Assessor office - Appraiser's office	Copy of all Land Maps		Clean
Assessor office - Detention Jail Center	Personal Property records (2 years - 1998-1999)		Clean
Circuit Clerk office - Main Vault	Criminal/Civil records	292 wall can files	Dirty with coal dust
Circuit Clerk office - Main Vault	Criminal Orders	49 books (8x14)	Clean
Circuit Clerk office - Main Vault	UDL	4 books (8x14)	Clean
Circuit Clerk office - Main Vault	Domestic Relation Orders	32 books (8x14)	Clean
Circuit Clerk office - Main Vault	Criminal Dockets	5 books (8x14)	Clean
Circuit Clerk office - Main Vault	Civil Orders	52 books (8x14)	Clean
Circuit Clerk office - Main Vault	Civil Dockets	18 books (8x14)	Clean
Circuit Clerk office - Main Vault	Miscellaneous Orders	15 books (8x14)	Clean
Circuit Clerk office - Main Vault	Commissioner/Forfeited & Delinquent Lands	2 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Sale of Land for School Fund Orders	1 book (12x18+)	Clean
Circuit Clerk office - Main Vault	Judgment Executions	2 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Jury	1 book (12x14)	Clean
Circuit Clerk office - Main Vault	Adoptions	5 books (8x14)	Clean
Circuit Clerk office - Main Vault	Chancery Rules	7 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Chancery Orders	19 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Common Law Dockets	4 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Common Law Orders	20 books (12x18+)	Clean
Circuit Clerk office - Main Vault	Juvenile Orders	36 books (8x14)	Clean
Circuit Clerk office - Main Vault	Juvenile Dockets	4 books (8x14)	Clean
Circuit Clerk office - Main Vault	Juvenile Records	4 books (8x14)	Clean
Circuit Clerk office - Main Vault	Mental Hygiene	5 books (8x14)	Clean
Circuit Clerk office - Main Vault	Miscellaneous Bonds	10 books (8x14)	Clean
Circuit Clerk office - Main Vault	Juvenile Case Files	5 cabinets of 20 drawers, legal size	Clean
Circuit Clerk office - Main Vault	Civil Case Files	8 cabinets of 32 drawers, legal size	Clean
Circuit Clerk office - Main Vault	Criminal Case Files	8 cabinets of 32 drawers, legal size	Clean
Circuit Clerk office - Main Vault	Domestic Case Files	18 cabinets of 72 drawers, legal size	Clean
Circuit Clerk office - Main Vault	Individual Cases	25 1 cu.ft. boxes	Clean
Circuit Clerk office - Main Vault	Mental Health Cases	4 banker boxes, 1.5 cu.ft.	Clean
Circuit Clerk office - Detention Jail Center	Old Civil Cases	5 cabinets of 20 drawers, legal size	Clean
County Clerk office - Main Vault	Deed	309 books (8x14)	Clean
County Clerk office - Main Vault	Deed Index	32 books (8x14)	Clean
County Clerk office - Main Vault	Will	33 books, 15 12x18+, 18 8x14	Clean
County Clerk office - Main Vault	Probate	11 books, 6 12x18+, 5 8x14	Clean
County Clerk office - Main Vault	Record of Fiduciary	20 books	Clean
County Clerk office - Main Vault	Deed of Trust	354 books (8x14)	Clean
County Clerk office - Main Vault	Appraisements	37 books, 11 12x18+, 26 8x14	Clean
County Clerk office - Main Vault	Fiduciary Settlements	19 books, 12 12x18+, 8 8x14	Clean
County Clerk office - Main Vault	Deaths	9 books, 5 12x18+, 4 8x14	Clean
County Clerk office - Main Vault	Births	6 books (12x18+)	Clean
County Clerk office - Main Vault	Foreign Deaths	4 books (8x14)	Clean
County Clerk office - Main Vault	Marriages	19 books, 9 12x18+, 10 8x14	Clean
County Clerk office - Main Vault	Bonds	2 books, 1 12x18+, 1 8x14	Clean
County Clerk office - Main Vault	Land Books	125 books, 100+ 12x18+, balance for computer printout	Clean
County Clerk office - Main Vault	Guardian	2 books (12x18+)	Clean
County Clerk office - Main Vault	Execution	2 books (12x18+)	Clean
County Clerk office - Main Vault	Administrator's Bond	1 book (12x18+)	Clean
County Clerk office - Main Vault	Primary Elections	3 books (12x18+)	Clean
County Clerk office - Main Vault	General Elections	4 books (12x18+)	Clean
County Clerk office - Main Vault	Precinct Voters	31 books	Clean
County Clerk office - Main Vault	Corporate License	1 book (12x18+)	Clean
County Clerk office - Main Vault	Military Service Discharge	20 books (12x18+)	Clean
County Clerk office - Main Vault	Relief Fund	1 book (12x18+)	Clean
County Clerk office - Main Vault	Certificate of Redemption	2 books (12x18+)	Clean
County Clerk office - Main Vault	Sheriff Settlement	1 book (12x18+)	Clean
County Clerk office - Main Vault	Supplemental Tax	1 book (12x18+)	Clean
County Clerk office - Main Vault	Records of Assignments	11 books (12x18+)	Clean
County Clerk office - Main Vault	Orders	22 books, 12 12x18+, 10 8x14	Clean
County Clerk office - Main Vault	Judgment Docket	26 books (12x18+)	Clean
County Clerk office - Main Vault	Record Power of Attorney	19 books, 11 12x18+, 8 8x14	Clean
County Clerk office - Main Vault	Church Trustees	4 books (12x18+)	Clean
County Clerk office - Main Vault	Record Change of Name	1 book (12x18+)	Clean
County Clerk office - Main Vault	Forfeiture of Lands	2 books (12x18+)	Clean
County Clerk office - Main Vault	Deed of Trust Sale	2 books (12x18+)	Clean
County Clerk office - Main Vault	Personal Property	12 books (12x18+)	Clean
County Clerk office - Main Vault	Release	88 books (8x14)	Clean
County Clerk office - Main Vault	General Index to Deed of Trust	21 books (8x14)	Clean
County Clerk office - Main Vault	Miscellaneous Bonds	10 books (8x14)	Clean
County Clerk office - Main Vault	Doing Business Under Fictitious Name	1 book (12x18+)	Clean
County Clerk office - Wall Can Files	Welfare Affidavit	1 wall can file	Clean
County Clerk office - Wall Can Files	State Road Commission Court Orders & Abandonment	2 wall can files	Clean
County Clerk office - Wall Can Files	Marriage Certificates	18 wall can files	Clean
County Clerk office - Wall Can Files	Financing Statements	8 wall can files	Clean
County Clerk office - Wall Can Files	Bankruptcy Discharge	1 wall can file	Clean
County Clerk office - Wall Can Files	Name Change Order	1 wall can file	Clean
County Clerk office - Wall Can Files	Birth Certificates	20 wall can files	Clean
County Clerk office - Wall Can Files	Oath of Office	1 wall can file	Clean
County Clerk office - Wall Can Files	Deaths	10 wall can files	Clean
County Clerk office - Wall Can Files	Coal Taxes	1 wall can file	Clean
County Clerk office - Wall Can Files	Court Order	1 wall can file	Clean
County Clerk office - Wall Can Files	Notary Bonds	1 wall can file	Clean
County Clerk office - Wall Can Files	Miscellaneous Bonds	3 wall can files	Clean
County Clerk office - Wall Can Files	Official Bonds	1 wall can file	Clean
County Clerk office - Wall Can Files	Blasting Permits	1 wall can file	Clean
County Clerk office - Wall Can Files	Embalmer Certificates	1 wall can file	Clean
County Clerk office - Wall Can Files	Notary Bonds	2 wall can files	Clean
County Clerk office - Wall Can Files	BOE Bonds	1 wall can file	Clean
County Clerk office - Wall Can Files	Audit Records	56 wall can files	Clean
County Clerk office - Wall Can Files	Dog Pound	1 wall can file	Clean
County Clerk office - Wall Can Files	Coal Severance	1 wall can file	Clean
County Clerk office - Wall Can Files	911	1 wall can file	Clean
County Clerk office - Wall Can Files	General School	1 wall can file	Clean
County Clerk office - Wall Can Files	Magistrate Court	1 wall can file	Clean
County Clerk office - Wall Can Files	Worthless Checks	1 wall can file	Clean
County Clerk office - Wall Can Files	Assessor Valuation	1 wall can file	Clean
County Clerk office - Wall Can Files	Jail Supplement	1 wall can file	Clean
County Clerk office - Wall Can Files	Sheriff Settlement	1 wall can file	Clean
County Clerk office - Wall Can Files	General Fund Revenue	6 wall can files	Clean
County Clerk office - Wall Can Files	Pay Roll	6 wall can files	Clean
County Clerk office - Wall Can Files	County Commission Minutes	8 wall can files	Clean
County Clerk office - Wall Can Files	Bank Statements	9 wall can files	Clean
County Clerk office - Wall Can Files	Fiduciary Records	112 wall can files	Clean
County Clerk office - Wall Can Files	Judgment Release	8 wall can files	Clean
County Clerk office - Wall Can Files	Wills	48 wall can files	Clean
County Clerk office - Detention Jail Center	County Commission Records	9 1 cu.ft. boxes	Clean
County Clerk office - Detention Jail Center	Wills	8 1 cu.ft. boxes	Clean
County Clerk office - Detention Jail Center	Fiduciary Settlements	10 1 cu.ft. boxes	Clean
County Clerk office - Detention Jail Center	Election Ballots	10 1 cu.ft. boxes	Clean
County Clerk office - Detention Jail Center	Fiduciary Statements	1 1 cu.ft. box	Clean
County Clerk office - Detention Jail Center	Judgment	1 1 cu.ft. box	Clean
Sheriff's Tax office - Front	Current year paid receipt	8 drawers, legal size	Clean
Sheriff's Tax office - Front	Sheriff computer printout, paid taxes, license renewals	8 drawers, legal size	Clean
Sheriff's Tax office - Bathroom	Paid tax tickets from prior year waiting to be audited	10 1 cu.ft. boxes	Clean
Sheriff's Tax office - Bathroom	All Land Sale records	1 cu.ft. boxes	Clean
Sheriff's Tax office - Bathroom	Time Sheets for Employees	1 cu.ft. boxes	Clean
Sheriff's Tax office - Center	Invoices and Correspondence	2 drawers, legal size	Clean
Sheriff's Tax office - Center	Bankruptcy Files	2 drawers, legal size	Clean
Sheriff's Tax office - Center	Delinquent non-entered land sales	1 drawer, legal size	Clean
Sheriff's Tax office - Center	Law Enforcement Vehicles Records	1 drawer, legal size	Clean
Sheriff's Tax office - Center	Guardian/Committee Files	1 drawer, legal size	Clean
Sheriff's Tax office - Center	Time Sheets	1 drawer, legal size	Clean
Sheriff's Tax office - Small Kitchen Area	Guardian/Committee Records	13 1.5 cu.ft. plastic boxes	Clean
Sheriff's Tax office - Small Vault	Guardian/Committee Records	6 1 cu.ft. boxes	Clean
Sheriff's Tax office - Detention Jail Center	Audited Records	20-25 1 cu.ft. boxes	Clean
Prosecuting Attorney office - Main	Felony Criminal	5 drawers, legal size	Clean
Prosecuting Attorney office - Main	Misdemeanor	5 drawers, legal size	Clean
Prosecuting Attorney office - Main	Juvenile	2 drawers, legal size	Clean
Prosecuting Attorney office - Main	Juvenile Abuse & Neglect	2 drawers, legal size	Clean
Prosecuting Attorney office - Main	Miscellaneous	8 drawers, legal size	Clean
Prosecuting Attorney office - Main	Criminal Complaints	2 drawers, legal size	Clean

Comments

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	No	No	No	No	No

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	11	4	6	3	3
Part time	0	0	0	1 (temporary)	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	As required by Tax Department	In-house (need help)	None	In-house as needed	None
Opportunities available	Every year as scheduled	(need help)	None	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	2 hours	Don't know	Don't know	1 hour
Public use		1 hour	Don't know	Don't know
1.7.D.b Average Daily Retrievals of Stored Records					N/A
Staff use	8 hours	1 hour	Don't know	Don't know	N/A
Public use	N/A	1 hour	Don't know	Don't know	N/A

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	None	None	Don't know	Several thousand (Paid Tax Receipts, renewed license, etc.)	None
Disposition of originals
Discarded			No	No
Placed in storage			Yes	Yes
Microfilming
Internal
Volume of material microfilmed	N/A	None	None	N/A	None
Disposition of originals
Discarded			No
Placed in storage			Yes
Master copy stored onsite or offsite			Onsite
User copies available (record as yes/no)			Yes
External
Volume of material microfilmed	N/A	N/A	None	N/A	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
User copies available (record as yes/no)
Imaging/Digitizing
Internal
Volume of material digitized	N/A	None	N/A	N/A	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)
External
Volume of material digitized	N/A	N/A	N/A	N/A	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )				Onsite, offsite after 1 year
Backup copies available (record as yes/no)				No

Comments

1.9 Electronic Records	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Record groups and/or series created and maintained in electronic format (list all)	N/A	Software Computer Group	In process - not completed	Daily tax collection, Daily DMV renewal	None
Software used	N/A	CCMS	N/A	Backup on disk done daily	N/A
Name and address of the vendor used	N/A	Software Computer Group, Charleston, WV	N/A		N/A
System support used	N/A	CCMS	N/A		N/A
Name and address of the vendor used	N/A		N/A		N/A
Security in place for the storage system	N/A	Locked vault	N/A		N/A
Security in place for the backup system	N/A		N/A	Locked, fireproof vault	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	N/A	N/A	N/A	N/A	N/A

Recommendations

1.10 Records Retention/Disposition (Retention Schedules, Destruction Process, Electronic Records Guidelines Used)	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Name of retention schedules or any other procedures, including Code references, followed during the last five years	N/A	No	No	Retention Record set by State Tax Dept. and Auditor	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	N/A	Yes	No	No	No
Any records management guidelines used for electronic records (record as yes/no)	N/A	Yes	No	N/A	No

Comments

1.11 Material being stored outside the office's jurisdiction	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Lists of records administered by the office, but held by a local historical or genealogical group, a local library, or West Virginia University (record as yes/no)	N/A	No	No	No	N/A
Lists contain record group, series, span date, and quantity data (record as yes/no)	N/A	N/A	N/A	N/A	N/A
Transfer documentation for these records (record as yes/no)	N/A	N/A	N/A	N/A	N/A

Mineral Index Page