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1.1 The Physical Space Housing the Records |
Active
Records Area County clerk upstairs Sheriff offsite+ tax Pros. Att. offsite |
Inactive
Records Area A County
clerk downstairs Sheriff- R1 3rd flr of commission building County clerk lower level |
Inactive
Records Area B County clerk vault in probate office Sheriff trailer offsite County clerk voter registration room |
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1.1.A
Temperature (in degrees Fahrenheit) |
Assessor NA office Circuit Clerk 73 office County Clerk 72 Sheriff Prosecuting Attorney |
Assessor NA Circuit Clerk County Clerk 71 Sheriff 69 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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Humidity (record as % relative humidity) |
Assessor NA office Circuit Clerk 33% office County Clerk 41 Sheriff Prosecuting Attorney |
Assessor NA Circuit Clerk County Clerk 39 Sheriff 40 Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
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1.1.B Windows
(record as yes/no) |
Assessor na Circuit Clerk no County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
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1.1.C Pollutants and other hazards to records |
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Mold – active
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no+ no Prosecuting Attorney yes |
Assessor NA Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Mold – inactive (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk no County Clerk NA Sheriff no+ no Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals – alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals – past
note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no +no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects – alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects – past note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor NA Circuit Clerk yes County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
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1.1.D Fire suppression and detection systems |
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Fire extinguishers
(record as yes/no) |
Assessor not in office Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
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Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
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1.1.E Type of security systems in place |
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Guards at entrance to area (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor NA Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
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Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes (fire, not burglar) Sheriff Prosecuting Attorney |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
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Secured doors/windows (record as yes/no) |
Assessor NA Circuit Clerk NA County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor NA Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
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Panic Button
(record as yes/no) |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
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Key card access
(record as yes/no) |
Assessor Circuit Clerk County Clerk no Sheriff no+ no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Comments: In Assessor's office, no one has control of
heat.
Prosecuting Attorney and Sheriff's Tax
offices did not complete West Virginia Courthouses Records Survey.
sheriff offsite trailor has no heat or
electricity. two miles from court house.
the prosecutting
attorney office is located two blocks south on corner of king and spring in
county owned building on second floor this building has structural damage
cracks and roof leaks and hvac problems.
also stores records at st. johns magistrate court area storage. in one
room of the king st. building were circuit clerk records on the floor with
prosecutting attorney records covered with plastic to keep water and debris
from falling onto records.
one room has 55
banker boxes, one room has 4 bankers and 46 cubic feet, an area with 8 legal
size file drawers and 7 boxes, area with 16 banker 3 plastic and 4 cubic foot,
office file room 70 legal file drawers.
room above old
court room county clerk and fiduciary were primary users of space no heat
access through court room and upstairs were shelving units 200 boxes 16 mss.
boxes leter size, 42 personal property dockets 1931-60.
area on king st side above court ceiling level
3rd floor has financing and purchasing offices and 50 letter drawers
and book cases with records 4’ 8’. county clerk has 12 boxes 10 each 8x8 disk
are back up electronic records content unknown. assessor had cageed area 10ft
by 8ftwith maps and land books and 8ftx8ft pile of boxes on floor and about 10
banker boxes on floor in larger room.
circuit clerk office is located in the
basement of judicial annex. assessor office and sheriff tax located in 1st
floor of judicial annex.
assesors map
room is on 2nd floor of annex.
county clerk office in court house on the
lower level record rooms are lined with water lines and sewer pipes along the
ceiling. clerks inactive stored with private Records Management solutions.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessor office – Main |
Exonerations |
2 lateral drawers (clerk has file of same) |
Clean |
|
Assessor office – Main |
Natural Resources |
4 lateral drawers |
Clean |
|
Assessor office – Main |
Current Assessments |
8 lateral drawers |
Clean |
|
Assessor office – Main |
DMV Books |
4 legal size drawers |
Clean |
|
Assessor office – Main |
Personal Property by Taxpayer |
Revolving 18-shelf unit 7'4" across |
Clean |
|
Assessor office – Main |
DMV books |
Revolving 18-shelf unit 7'4" across |
Clean |
|
Assessor office – Main |
Pending Changes, Mobile Homes |
5 lateral 30" drawers |
Clean |
|
Assessor office – Main |
|
5 lateral 40" drawers |
Clean |
|
Assessor office – Main |
Farm Property |
11 legal size drawers |
Clean |
|
Assessor office – Main |
Farms |
1 lateral drawer |
Clean |
|
Assessor office – Main |
Dog Cards |
5 legal size drawers |
Clean |
|
Assessor office – Main |
Dog Books |
3 lateral drawers |
Clean |
|
Assessor office – Main |
Commercial |
5 28" lateral drawers, 10 40" lateral drawers,
5 legal size drawers |
Clean |
|
Assessor office – Third floor storage |
Deeds |
16 legal size drawers |
Clean |
|
Assessor office – Third floor storage |
Current Changes |
1 lateral file |
Clean |
|
Assessor office – Third floor storage |
Sales |
8 legal size and 4 letter size drawers |
Clean |
|
Assessor office – Third floor storage |
Hanging Maps |
Five feet |
Clean |
|
Assessor office – Third floor storage |
Current Tax Cards |
8 lateral drawers, 1 letter size cabinet |
Clean |
|
Assessor office – Third floor storage |
Land Books (1994-2002) |
52 books |
Clean |
|
Assessor office – Third floor storage |
Map Cards |
18 drawers |
Clean |
|
Assessor office – Third floor storage |
Microfiche Cabinets |
18 drawers of cards with attached film of deeds and
land records |
Clean |
|
Assessor office – Third floor storage |
Maps |
25 drawers |
Clean |
|
Assessor office – Third floor storage |
Land Files |
20 legal size drawers |
Clean |
|
Assessor office – Third floor storage |
Change Cards |
10 file drawers |