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 74 office

Circuit Clerk NA office

County Clerk NA office

Sheriff 75 office

Prosecuting Attorney 78 office

Assessor NA

Circuit Clerk NA closet in 911 center

County Clerk NA vault

Sheriff NA 911

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as relative humidity)

Assessor 39 office

Circuit Clerk NA office

County Clerk NA office

Sheriff 38 office

Prosecuting Attorney 34 office

Assessor NA

Circuit Clerk NA closet in 911 center

County Clerk NA vault

Sheriff NA 911

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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 no

County Clerk yes

Sheriff no

Prosecuting Attorney

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 NA

County Clerk NA

Sheriff NA

Prosecuting Attorney NA

Assessor no

Circuit Clerk NA

County Clerk NA

Sheriff NA

Prosecuting Attorney

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals alive note kind

Assessor no

Circuit Clerk no

County Clerk NA

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk NA

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney NA

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects alive note kind

Assessor no

Circuit Clerk no

County Clerk yes dust mites, spiders

Sheriff no

Prosecuting Attorney yes bees

Assessor no

Circuit Clerk no

County Clerk yes dust mites, spiders

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects past note kind

Assessor no

Circuit Clerk no

County Clerk NA

Sheriff no

Prosecuting Attorney NA

Assessor no

Circuit Clerk no

County Clerk NA

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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 no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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 no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

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 yes

County Clerk no

Sheriff no

Prosecuting Attorney

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 no

Prosecuting Attorney

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 yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff yes panic

Prosecuting Attorney yes panic

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney

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 NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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

Sheriff

Prosecuting Attorney

 

 

 

Comments: Main area of Assessor's office is four rooms.

 

 

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

Location

Record Type

Volume

Condition

Assessor office Map Room

File drawers

4 drawers letter size, 4 drawers legal size

Clean

Assessor office Map Room

Maps

2 boxes, rolled up

Clean

Assessor office Map Room

Hanging Files

14 plats

Clean

Assessor office Map Room

Lateral Drawers

2 36x11x18 each

Clean

Assessor office Room 2

Hanging Plats & Maps

170

Clean

Assessor office Room 2

Land Books (1922-2002)

97 books

1922-1945 need repair

Assessor office Room 2

Personal Property

5 books

Clean

Assessor office Room 2

Record Cards

6 fireproof drawers 21x8x30 each

Clean

Assessor office Room 2

File drawers

24 drawers legal size, 14 drawers letter size

Clean

Assessor office Room 2

Lateral Drawers

12 drawers 36x11x18

Clean

Circuit Clerk office Active Room

Criminal, Civil, Juvenile, Domestic, Adoption, Guardian, Abuse & Neglect, Divorce, etc.

132 drawers letter size, 28 drawers legal size

Clean

Circuit Clerk office Active Room

Can Files

653

Clean

Circuit Clerk office Active Room

File drawers

27 3x5x20

Clean

Circuit Clerk office Active Room

Civil Order

39 small books

Clean

Circuit Clerk office Active Room

Criminal Order

18 small books

Clean

Circuit Clerk office Active Room

Chancery (1843-1979)

45 small books

Clean

Circuit Clerk office Active Room

Domestic

13 small books

Clean

Circuit Clerk office Active Room

Old Dockets (Criminal, Civil, Juvenile)

24 small books (reproduced & reduced)

old

Circuit Clerk office Active Room

Law Order, Chancery

53 small books

Clean

Circuit Clerk office Active Room

Juvenile Cases

3 cu.ft.

Clean

Circuit Clerk office Storage 911 Center

File drawers

6 drawers legal size, 4 drawers letter size

Clean

County Clerk office Active Room

File drawers

8 drawers letter size

Clean

County Clerk office Active Room

Deeds 1-194

Microfiche

Clean

County Clerk office Active Room

Wills 1-7

Microfiche

Clean

County Clerk office Active Room

Land 1959-1960

Microfiche

Clean

County Clerk office Active Room

Microfiche

15 drawers

Clean

County Clerk office Active Room

Microfiche

11 drawers

Clean

County Clerk office Active Room

Deeds Index

20 large books

Clean

County Clerk office Active Room

Deeds of Trust Index

3 large books

Clean

County Clerk office Active Room

Deeds

151 large books, 242 small books

Clean

County Clerk office Active Room

Deeds of Trust

57 large books, 204 small books

Clean

County Clerk office Active Room

Oil & Gas Lease

60 large books, 76 small books

Clean

County Clerk office Active Room

Index

9 large books

Clean

County Clerk office Active Room

Land

90 large books, 50 printout

Clean

County Clerk office Active Room

Personal Property

30 large books

Clean

County Clerk office Active Room

Release

36 large books, 50 small books

Clean

County Clerk office Active Room

Index

3 large books

Clean

County Clerk office Active Room

Inventory

40 large books, 61 small books

Clean

County Clerk office Active Room

Wills

9 large books, 27 small books

Clean

County Clerk office Active Room

Assignment

2 large books, 6 small books

Clean

County Clerk office Active Room

Debtor Financing

15 large books

Clean

County Clerk office Active Room

Judgment

8 large books, 16 small books

Clean

County Clerk office Active Room

Maps of Deeds

2 large books

Clean

County Clerk office Active Room

Inventory Record & Settlements

11 legal size plastic storage boxes

Clean

County Clerk office Active Room

Plats

19 sections

Clean

County Clerk office Vault

Marriages

23 large books, 5 small books

Clean

County Clerk office Vault

Births

11 large books

Clean

County Clerk office Vault

Deaths

8 large books

Clean

County Clerk office Vault

Miscellaneous Records

95 large books

Clean

County Clerk office Vault

Veterans' Records

10 large books

Clean

County Clerk office Vault

Can Files

380

Clean

Sheriff's Tax office

Tax Tickets, Stamps, DVM, Lien Holders, General Records

6 drawers 18x8x24

Clean

Sheriff's Tax office

Land Sales, Lien Holders

7 boxes, letter size

Clean

Sheriff's Tax office

Cancelled Checks

2 boxes

Clean

Sheriff's Tax office

DMV records

20 3-ring binders

Clean

Sheriff's Tax office

Jail Records

7 large books

Clean

Sheriff's Tax office

Land & Personal Property

12 books

Clean

Sheriff's Tax office

Supplemental & Paid Ticket

2 books

Clean

Prosecuting Attorney office

Current & Retired Cases (all cases since 1997)

28 drawers, legal size

Clean

 

Comments: None of the current Prosecuting Attorney's cases are in storage.

P1, P2, P3

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No everything has been moved out of floor plane

No

No

No

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

5

2

4

3

1

Part time

2

0

0

0

1

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

Family Law Master Training/In-house

In-house, clerk workshop, payroll & budget classes

In-house training seminar

 

Opportunities available

None

Association

Association

seminars

 

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Don't know

1 hour

2 hours

1 hour

 

Public use

Don't know

hour

1 hour

hour

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

 

0

0

15 minutes

 

Public use

 

 

0

0

 

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

None

Very little

Just what's done for record book

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

No

No

 

 

Placed in storage

 

No

Yes

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

None

None

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

 

None

None

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

No

No

 

 

Placed in storage

 

Yes (in house vault)

Yes

 

 

Master copy stored (onsite or offsite )

 

onsite

Offsite (LDS)

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

 

None

None

None

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

 

None

None

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments: Assessor's office may have microfilmed a long time ago. In circuit Clerk's office, records for 1960-1983 were microfilmed, and the records are not clear, unreadable and the film is not good, but they have a reader. For the County Clerk's office, records for the 1960s were microfilmed by LDS copies stored in the safe and the vault (deed, births, deaths, marriages).

 

 

 

 

 

 

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)

None

Dockets, Juvenile, Mental Hygiene

Indexing, Voter Registration

All taxes, DVM, bookkeeping records, bank accounts, conservatory

 

Software used

 

Whatever the Supreme Court uses

CSSI

Microsoft Money, Excel

Corel WordPerfect 6.1

Name and address of the vendor used

 

 

Parkersburg

IBM Software, Morgantown, WV

 

System support used

 

 

CSSI

IBM

None

Name and address of the vendor used

 

 

Downstairs-modem blocked

 

 

Security in place for the storage system

 

In secretary's office

Payroll room

In-office

Office

Security in place for the backup system

 

In office

Unknown

In-office safe

Back up monthly tape office (every document created is saved on hard drive by individual file)

Procedural rules used for creation, storage, reformatting, and retirement of electronic records

 

Not provided

Not provided

None

Not provided

 

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

Yes

No

Documentation processes to show what records have been destroyed in the past five years (record as yes/no)

No

Yes

Yes

No (audited before removed)

No

Any records management guidelines used for electronic records (record as yes/no)

No

No

No

Backup tapes

 

 

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

No

No

No

Lists contain record group, series, span date, and quantity data (record as yes/no)

 

 

 

 

 

Transfer documentation for these records (record as yes/no)

 

 

 

 

 

 

Comments

 

 

 

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