1

1.1 The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Storage Room

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk 75

County Clerk 74

Sheriff 72

Prosecuting Attorney 76

Assessor

Circuit Clerk 75

County Clerk 74

Sheriff vault-73

Prosecuting Attorney-76

Assessor-annex-78

Circuit Clerk-annex-78

County Clerk-80-with vault attached/ annex-78

Sheriff

Prosecuting Attorney annex-78

Humidity (record as % relative humidity)

Assessor 54

Circuit Clerk 54

County Clerk 51

Sheriff 46

Prosecuting Attorney 48

Assessor

Circuit Clerk 54

County Clerk 56

Sheriff-46

Prosecuting Attorney-42

Assessor- 52

Circuit Clerk-52

County Clerk-65/ 52

Sheriff

Prosecuting Attorney-52

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff-no

Prosecuting Attorney-yes

Assessor yes

Circuit Clerk yes

County Clerk-no/ yes

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

Mold - active (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney- no

Assessor

Circuit Clerk

County Clerk-vault-no

Sheriff

Prosecuting Attorney

Mold - inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor-

Circuit Clerk

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

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

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

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor-no

Circuit Clerk-no

County Clerk-no/ no

Sheriff

Prosecuting Attorney-no

Animals - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor-no

Circuit Clerk-no

County Clerk-no/ no

Sheriff

Prosecuting Attorney no

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes spiders

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk no/ yes

Sheriff

Prosecuting Attorney yes

1.1.D Fire suppression and detection systems

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

1.1.E Type of security systems in place

Guards at entrance to area (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Locked or limited access to areas with records (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor-yes

Circuit Clerk yes

County Clerk yes/ yes

Sheriff

Prosecuting Attorney yes

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/no

Sheriff

Prosecuting Attorney no

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes/ no

Sheriff

Prosecuting Attorney no

Panic Button (record as yes/no) No panic buttons for any of the offices
Active or Inactive

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Key card access (record as yes/no) No Key card access to any offices Active or Inactive

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no/ no

Sheriff

Prosecuting Attorney no

Comments:

all OFFICALS, except sheriff, store records in the annex building attic. the records are stored together in poor conditons. there is no enviroment control. the ceiling leaks in several places and there is a musty oder in the air. there are holes in the ceiling in the hallway and what appears to be an old bath room. records are in danger because records are stored in the hallway and any water that comes through the bathroom would also AFFECT the rest of the records.

the county clerk keeps copies of deed and lease books sealed in plastic and lays them on wooden shelves held up using plastic pop containers.

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

Location	Record Type	Volume	Condition
Assessors office	Assessment Records	72 loose stacks bundled	Clean/Torn
Assessors office	Land books	9 dockets	Clean
Assessors office	Maps	10 vertical drawers	Clean
Assessors office	Transfer slips books	6 dockets	Clean
Assessors office	Tax map cards	Rolodex machine 6ft linear	Clean
Assessors office	Tax maps	1ft 1inch non standard box	Clean
Assessors office	Maps	1 map on table	Clean
Assessors office	Dog tags	2 non standard boxes	Clean
Assessors office	Personal Property	4 dockets	Clean
Assessors office	Addresses	7 vertical drawers that were 4inch high and 1ft wide	Clean
Assessors office	Farm report	1 lateral drawer	Clean
Assessors office	Homestead Exemptions/Mobile Home Cards	1 lateral drawer	Clean
Assessors office	Oil and Gas	4 lateral drawers	Clean
Assessors office	Business	3 lateral drawers	Clean
Assessors office	Correspondence/Appraisal Updates	1 lateral drawer	Clean
Circuit Clerk	Probation	9 lateral drawers	Clean
Circuit Clerk	Civil	3 lateral drawers	Clean
Circuit Clerk	Divorce	5 lateral drawers	Clean
Circuit Clerk	Criminal	6 lateral drawers	Clean
Circuit Clerk	Domestic	2 lateral drawers	Clean
Circuit Clerk	Juvenile	2 lateral drawers	Clean
Circuit Clerk	Administrative	1 vertical drawer	Clean
Circuit Clerk	Administrative	13 dockets	Clean
Circuit Clerk Storage Space	Criminal Files	176 document cans	Clean
Circuit Clerk Storage Space	Criminal	3 vertical drawers	Clean
Circuit Clerk Storage Space	Law orders	28 dockets	Dirt/Torn/Mold
Circuit Clerk Storage Space	Administrated order	13 dockets	Clean
Circuit Clerk Storage Space	Civil orders	37 dockets	Clean
Circuit Clerk Storage Space	Criminal orders	39 dockets	Clean
Circuit Clerk Storage Space	Domestic Relations	18 dockets	Clean
Circuit Clerk Storage Space	General Index Law	2 dockets	Clean
Circuit Clerk Storage Space	Loose Domestic Folders	4 files	Clean
Circuit Clerk Storage Space	Chancery	43 dockets	Water Damage/Torn/Mold/Dirt
Circuit Clerk Storage Space	Mental Hygiene	3 dockets	Clean
Circuit Clerk Storage Space	Witness	2 dockets	Dirt/Torn/Mold
Circuit Clerk Storage Space	Bond	1 docket	Dirt/Torn/Mold
Circuit Clerk Storage Space	Law	1 docket	Dirt/Torn/Mold
Circuit Clerk Storage Space	General Index Chancery	4 dockets	Clean
Circuit Clerk Storage Space	Fee Records	6 dockets	Clean/Dirt/Torn
Circuit Clerk Storage Space	Jury	5 dockets	Clean/Dirt/Torn
Circuit Clerk Storage Space	Civil Order	12 dockets	Clean
Circuit Clerk Storage Space	Adoption	3 dockets	Clean
Circuit Clerk Storage Space	Criminal	5 dockets	Clean
Circuit Clerk Storage Space	General Index Criminal Law	9 dockets	Clean
Circuit Clerk Storage Space	Juvenile	20 dockets	Clean
Circuit Clerk Storage Space	Criminal	135 vertical drawers	Clean
Circuit Clerk Storage Space	Guardianship	3 vertical drawers	Clean
Circuit Clerk Storage Space	Exemptions	6 vertical drawers	Clean
Circuit Clerk Storage Space	Juvenile	12 vertical drawers	Clean
Circuit Clerk Storage Space	Chancery	12 vertical drawers	Clean
Circuit Clerk Storage Space	Civil	88 vertical drawers	Clean
Circuit Clerk Storage Space	Domestic relations	36 vertical drawers	Clean
Circuit Clerk Storage Space	Guardianship	3 vertical drawers	Clean
Circuit Clerk Storage Space	Adoptions	4 vertical drawers	Clean
Circuit Clerk Storage Space	Mental Health	1 vertical drawer	Clean
Circuit Clerk Storage Space	Tapes - court recordings	4 large banker boxes	Clean
Circuit Clerk Storage Space	Dismissed bound-over	1 large banker box	Clean
Circuit Clerk Storage Space	Civil files	1 non standard box	Clean
Circuit Clerk Storage Space	Misc. files	5ft 3in wide and 3ft 6inch high in non standard boxes	Clean
Circuit Clerk Storage Space	Mental Health	4 large banker boxes	Clean
Circuit Clerk Storage Space	Civil	20 manuscript boxes	Clean
Circuit Clerk Storage Space	Civil files	6 non standard boxes	Clean
Circuit Clerk Storage Space	Chancery	12d vertical metal	Clean
Circuit Clerk Storage Space	Civil	88d vertical metal	Clean
Circuit Clerk Storage Space	Criminal and juvenile	12d vertical metal	Clean
Circuit Clerk Storage Space	Chancery	232 document cans	Torn, browning paper
Circuit Clerk Storage Space	Mental hygiene	1d vertical metal	Clean
Circuit Clerk Storage Space	ADM	1d vertical metal	Clean
Circuit Clerk Storage Space	Juvenile	12d vertical metal	Clean
County Clerk main office	Register of Birth	23 dockets	Clean
County Clerk main office	Marriage Records	41 dockets	Clean
County Clerk main office	Death Records	6 dockets	Clean
County Clerk main office	Bonds	2 dockets	Clean
County Clerk main office	Redemptions debtor index	2 dockets	Clean
County Clerk main office	Land books	7 dockets	Clean
County Clerk main office	Birth	2 lateral drawers	Clean
County Clerk main office	Death	2 lateral drawers	Clean
County Clerk room one	Marriage Records	54 document cans	Clean
County Clerk room one	Official bonds	1 document can	Clean
County Clerk room one	Lunacy	1 document can	Clean
County Clerk room one	Right of Ways	7 document cans	Clean
County Clerk room one	Tax liens	2 document cans	Clean
County Clerk room one	Wills	4 document cans	Clean
County Clerk room one	Receipts	3 document cans	Clean
County Clerk room one	Misc.	8 document cans	Clean
County Clerk room one	Sheriff Supplements	344 document cans	Clean
County Clerk room one	Probate	384 document cans	Clean
County Clerk room one	Delayed births	8 document cans	Clean
County Clerk room one	Official bonds	2 document cans	Clean
County Clerk room one	Statements of surety	2 document cans	Clean
County Clerk room one	Dog fund/Receipts/ Reimbursements	Non standard boxes 4ft 5inch linear	Clean
County Clerk room one	Map books	2 dockets	Clean
County Clerk room one	Election records	2 dockets	Clean
County Clerk room one	Absentee Voting	1 vertical drawer	Clean
County Clerk room one	Candidate Documents	1 vertical drawers	Clean
County Clerk room one	Land books	178 dockets	Clean/Dirt/Torn
County Clerk room one	Trust Deeds	165 dockets	Old/Dirt/Torn
County Clerk room one	Liens	9 dockets	Clean
County Clerk room one	Judgment liens	20 dockets	Clean
County Clerk room one	Execution docket	4 dockets	Clean
County Clerk room one	Assignment	5 dockets	Clean
County Clerk room one	Lis Pendens	3 dockets	Clean
County Clerk room one	Erroneous Files	Bundled files 7inch highX9 inch wide	Clean
County Clerk room one	Dog fund, receipts, reimbursements	4ft5inL non standard card board boxes	clean
County Clerk room one	Maps	Metal map hanger 2ft 2inch wide and 3ft 2inch high	Clean
County Clerk room one	Marriage	10 vertical drawers	Clean
County Clerk room one	Fiduciary	20 vertical drawers	Clean
County Clerk room one	Jury	5 dockets	Dirt/Torn
County Clerk room one	Fee Records	6 dockets	Dirt/Torn
County Clerk room one	Release Deeds	98 dockets	Clean/Dirt
County Clerk room one	Personal Property	10 dockets	Clean
County Clerk room one	Fiduciary	24 dockets	Water damage/Mold/Dirt/Torn
County Clerk room one	Deeds	280 dockets	Clean/Dirt
County Clerk room one	Lease record	2 dockets	Clean
County Clerk room one	Lease Book	213 dockets	Clean/Dirt
County Clerk room one	Corporation Records	8 dockets	Clean
County Clerk room one	Church Trustees	3 dockets	Clean
County Clerk room one	Lunacy	2 dockets	Red Rot
County Clerk room one	Oil and Gas	51 dockets	Clean
County Clerk room one	Misc. Writing	3 dockets	Clean
County Clerk room one	Wills	34 dockets	Clean
County Clerk room one	Index Deed	19 dockets	Clean
County Clerk room one	Order books	30 dockets	Clean
County Clerk room one	Bond Book	13 dockets	Clean
County Clerk room one	Administrative	10 dockets	Clean
County Clerk room one	Appraisements	48 dockets	Clean
County Clerk room one	Settlements	60 dockets	Clean
County Clerk room one	Delinquent	13 dockets	Clean
County clerk inactive room with vault	Trust deeds	165 dockets	Clean
County clerk inactive room with vault	Discharge deeds	283 dockets	Clean
County clerk inactive room with vault	Lease	251 dockets	Clean
County clerk inactive room with vault	Corporations	8 dockets	Clean
County clerk inactive room with vault	Church	3 dockets	Clean
County clerk inactive room with vault	Record of lunacy	2 dockets	Red rot, torn
County clerk inactive room with vault	Grantors deed on gas	51 dockets	Clean
County clerk inactive room with vault	Misc.	3 dockets	Clean
County clerk inactive room with vault	Wills	3 dockets	Clean
County clerk inactive room with vault	Index deeds	19 dockets	Clean
County clerk inactive room with vault	Release deeds	26 dockets	Clean
County clerk inactive room with vault	Order	30 dockets	Clean
County clerk inactive room with vault	Bond	13 dockets	clean
County clerk inactive room with vault	Judgment lien	4 dockets	clean
County clerk inactive room with vault	Fiduciary	16 dockets	Red rot, torn
County clerk inactive room with vault	Appraisements	48 dockets	Clean
County clerk inactive room with vault	Settlements	60 dockets	Clean
County clerk inactive room with vault	Delinquent land	13 dockets	Red rot torn
County clerk inactive room with vault	Fiduciary	25 drawers	Clean
County clerk inactive room with vault	Marriage	10 drawers	Clean
County clerk inactive room with vault	Heirs	10 dockets	Clean
County clerk inactive room with vault	Records	80 document cans	Clean
County clerk inactive room with vault	Grantor to index deeds	8 dockets	Torn, old, poor condition
Sheriff office	Committee Accounts	4 vertical drawers	Clean
Sheriff office	Concealed Weapons	1 vertical drawer	Clean
Sheriff office	DMV reports	1 vertical drawer	Clean
Sheriff office	Delinquent Tax	2 vertical drawer	Clean
Sheriff office	Bankrupt	1 vertical drawer	Clean
Sheriff office	Personal Property	20 dockets	Clean
Sheriff office	Concealed Weapons	1 lateral drawer	Clean
Sheriff office	DMV reports	1 lateral drawer	Clean
Sheriff office	District rep.	3 lateral drawers	Clean
Sheriff office	Sheriff info.	2 lateral drawers	Clean
Sheriff office	Certificate of Redemption	6 dockets	Clean
Sheriff office	State Land	7 dockets	Clean
Sheriff office	Public and Delinquent list	2 dockets	Clean
Sheriff office	Forfeited and Delinquent Land Sales	7 dockets	Clean
Sheriff office	Financial Audits	2ft high books	Clean
Sheriff office	Distribution reports	3 dockets	Clean
Sheriff office	Land Sale	1 docket	Clean
Sheriff office	Sheriff Disposition	2 dockets	Clean
Sheriff office	Financial audits	3 books	clean
Prosecuting Attorney office	Felony	2 vertical drawers	Clean
Prosecuting attorney offices	Felony open/closed	24 vertical metal drawers	Clean
Prosecuting attorney	Juvenile open/closed	4 vertical drawers	clean
Prosecuting Attorney office	Misc. Files	2 vertical drawers	Clean
Prosecuting Attorney office	Grand jury bound-over	1 vertical drawer	Clean
Prosecuting Attorney office	Juvenile Delinquent	5 vertical drawer	Clean
Prosecuting Attorney office	Juvenile Abuse and neglect	5 vertical drawer	Clean
Prosecuting Attorney -inactive	Board of Education	2 vertical drawers	Clean
Prosecuting Attorney -inactive	County Commission	2 vertical drawers	Clean
Prosecuting Attorney -inactive	Closed Felony	6 vertical drawers	Clean
Annex attic-county clerk	Copies Deed books	62 books in sheets sealed in plastic	Clean
Annex attic-county clerk	Lease Books	35 books in sheets sealed in plastic	Clean
Annex attic- hallway-assessor	Assessors Records	Wooden Shelf 5ft wide and 3ft3inch high	Clean/Dirt/Torn
Annex attic-hallway-assessor	Assessors records	5ft wide X 3ft 9 inch high -non standard cardboard boxes on floor	Clean/Dirt/Torn
Annex attic- circuit clerk	Criminal	176 document cans	Surface dirt
Annex attic-circuit clerk	records	3 - plastic crates- 5ft 3inch wide X 2ft high	Clean/Dirt/Torn
Annex attic- circuit clerk	Civil	10 vertical drawers	Clean
Annex attic- circuit clerk	Divorce	1 vertical drawer	Clean
Annex attic- circuit clerk	Criminal	3 vertical drawer	Clean
Annex attic- circuit clerk	Juvenile	2 vertical drawer	Clean
Annex attic-county clerk	records	3- 3ft 6in high X 4ft 12 inch wide and non standard boxes	Clean/Dirt
Annex attic- prosecuting attorney	records	56 banker boxes	Clean
Annex attic- circuit clerk	Mental Health	4 large banker boxes	Clean/Dirt
Annex attic- circuit clerk	Civil files	3 opened non standard boxes	Clean/Dirt/Torn
Annex attic-circuit clerk	Misc.	4 banker boxes	Clean/Dirt
Annex attic- circuit clerk	Misc.	3 non standard boxes	Clean/Dirt/Torn
Annex attic assessor-closet	Assessors records	Small closet- 18ft linear x 5ft wide	Clean/Dirt/Torn
Annex attic	Unknown records	14- 1ftx1ft6in boxes	clean
Annex attic - prosecuting attorney	Cases	16- large banker boxes	Clean
Annex attic- prosecuting attorney	Cases	32- small banker boxes	clean
Annex attic- prosecuting attorney	Case	8- banker boxes	Clean
Annex attic- circuit clerk	civil	20-brown accordion files lying out	clean
Annex attic- circuit clerk	Probation	9 drawers vertical	Clean
Annex attic- circuit clerk	Civil	3d vertical metal	Clean
Annex attic- circuit clerk	Criminal	4d vertical metal	Clean
Annex attic- circuit clerk	Divorce	4d vertical metal	Clean
Annex attic circuit clerk	Juvenile	4d vertical metal	Clean

Comments:

additional annex comments-

the closet had assessor records stored with trash and an old bed mattress.very messy area.

dockets were stored in a low ceiling basement type room. the dockets were kept on wooden shelves. the dockets were in poor condition. the room was very dim and very dirty. i could not tell who the records belonged to. these records need to be removed before they are destroyed.

the circuit clerk has to double stack vertical metal files because they are out of room.

all offices are in need of space.

P1, P2, P3, P4

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

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	3	N/A	N/A	10	3
Part time	0	N/A	N/A	0	0
Volunteers	0	N/A	N/A	0	0
1.7.B Records Training
Training received	None	None	Training by the clerk	None	None
Opportunities available	None	None	In house	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	1 hour	5 hours	2 hours	Didn't know	Didn't know
Public use	8 hours	3 hours	5 hours	Didn't know	Didn't know
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Rare	2 hours	1 hour	Didn't know	Didn't know
Public use	None	6 hours	None	Didn't know	Didn't know

Comments: On the survey, the employess for the Circuit and County clerk only answered yes to the number of employees.

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Comments: None of the offices had microfilm or internal/External imaging.

assessor's reply to photocoping- none- everything except most current three years information is kept in the county clerks record room. we keep all originals. map cards are updated continually and the old maps are not discarded. maps are updated annually and the old maps are sold.

circuit clerk's reply was- none- but under what is the dispositon of originals- wills and probate are stored; original deeds, deeds of trust, leases, etc., are returned to owner.

1.9 Electronic Records	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Record groups and/or series created and maintained in electronic format (list all)	N/A		Voter Registration		N/A
Software used	N/A	Windows Circuit Clerk management office excel	CSSI	IBM	N/A
Name and address of the vendor used	N/A	Software computers Group Inc. PO Box 3042 Charleston WV 25331-3041	Parkersburg WV	Software Systems University Ave. Morgantown WV	N/A
System support used	N/A				N/A
Name and address of the vendor used	N/A			Software systems same address	N/A
Security in place for the Storage system	N/A		Each day backed up to hard drive. Backup tape taken offsite by County Clerk		N/A
Security in place for the backup system	N/A		Password		N/A
Procedural rules used for creation, Storage, reformatting, and retirement of electronic records	N/A				N/A

Recommendations

1.10 Records Retention/Disposition (Retention Schedules, Destruction Process, Electronic Records Guidelines Used)	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Name of retention schedules or any other procedures, including Code references, followed during the last five years	1977 retention schedule	No	No	Yes no name mentioned	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	No	No	No	No
Any records management guidelines used for electronic records (record as yes/no)	No	No	Yes	No	No

Comments: Prosecuting Attorney said they keep all their documents.

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

Comments

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