1.1  The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

County Clerk mostly but Sheriff and other offices mixed

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 74 office

Circuit Clerk 74 office

County Clerk 75 office

Sheriff 76 office

Prosecuting Attorney 74

Ceiling room one-71

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Upstairs storage room 76

Downstairs Storage Room 71

 

Humidity (record as % relative humidity)

Assessor 51 office

Circuit Clerk 61 office

County Clerk 60 office

Sheriff 58 office

Prosecuting Attorney 58

c-66

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Upstairs storage room three- 65

Downstairs Storage Room 63

 

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

c- yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Upstairs storage room yes

Downstairs Storage Room yes

 

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

c- no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c- yes

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room yes

Downstairs Storage Room no

 

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c- yes

Assessor

Circuit Clerk

County Clerk yes-ceiling

Sheriff

Prosecuting Attorney

Upstairs storage room yes

Downstairs Storage Room no

 

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c- no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

Ceiling Storage Room no

Insects – past note kind                                

Assessor  no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room yes spiders/bugs

Downstairs Storage Room no

 

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c-yes

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room yes

Downstairs Storage Room no

 

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c- no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c- no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room 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

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room 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

c- yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room yes

 

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

c-yes

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney yes

Upstairs storage room yes

Downstairs Storage Room no

 

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

c-no

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Upstairs storage room no

Downstairs Storage Room no

 

 

 

 

 

 

 

 

 

 

 

 

Comments

 

 

     The upstairs balcony Room storage room 1  led to stairs that descend to a enclosed drop ceiling. The ceiling covered the court room below. The records were not labeled. Card board boxes and open files are spread out over concrete steps. The three rows of steps were 22x16ftlinear on each of its two sides.

 

In storage hallway leading into storage room3

County Clerk, Sheriff, Pros. Att. records 6ftl x 3ft h , 12ft 8inl x 3ft 10 in of records beside pools of water and water dripped continually. Loose files on the floor.  Misc. card board boxes were in danger from the water.

 

In upstairs storage room 3, pools of water and pieces of ceiling lay on boxes containing records.

 County clerk has 16ftl X 5ftH pile of records laying on the floor.

Prosecuting attorney has 16ftl x 5fth pile of records laying in the floor.

Sheriff has 12ft11inl x 5ft 6inW 12ft 4inl x 5ft6inH

This room was dirty and dead bugs were on the ground.

 

County clerk down stairs storage room contained a metal cabinet (4ft2in x 1ft9in) with microfilm inside.


 

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

Location

Record Type

Volume

Condition

Assessor office

Transfer books

101 dockets

Clean

Assessor office

Personal Property

29 dockets

Clean

Assessor office

Stack of books

2ft 8 inches

Clean

Assessor office

Maps

 On map hanger

Clean

Assessor office

Transfer

8 vertical files

Clean

Circuit Clerk office

Civil Cases

35 vertical drawers

Clean

Circuit Clerk office

Court Tapes

4 non standard boxes

Clean

Circuit Clerk office

Film

6 non standard boxes

Clean

Circuit Clerk office

Criminal cases

40 vertical drawers

Clean

Circuit Clerk office

Misc. Court Records

2 Non standard box

Clean

Circuit Clerk office

Law Actions

24 document cans

Torn/Mold

Circuit Clerk office

Transcripts

2 non standard boxes

Clean

Circuit Clerk office

Jury Commission

3 document cans

Clean

Circuit Clerk office

Felony

14 vertical drawers

Clean

Circuit Clerk office

Criminal Docket

3 dockets

Clean

Circuit Clerk office

Criminal order

20 dockets

Clean

Circuit Clerk office

Jury Commissioners Records

3 dockets

Clean

Circuit Clerk office

Law order books

14 dockets

Clean

Circuit Clerk office

Index to Chancery and Law records

2 dockets

Clean

Circuit Clerk office

Order Book

1 docket

Clean

Circuit Clerk office

Chancery orders

 16 dockets

Clean

Circuit Clerk office

Taxation of Costs

1 docket

Clean

Circuit Clerk office

Civil Order

23 dockets

Clean

Circuit Clerk office

Bond Book

3 dockets

Clean

Circuit Clerk office

Administrative

3 dockets

Clean

Circuit Clerk office

Civil Docket

11 dockets

Clean

Circuit Clerk office

Receivers book

1 docket

Clean

Circuit Clerk office

Order book sale of lands school fund

2 dockets

Clean

Circuit Clerk office

Report of state Commissioner of Fortified and delinquent lands

3 dockets

Clean

Circuit Clerk office

Records of Fees

 2 dockets

Clean

Circuit Clerk office

Chancery

70 document cans

Clean

Circuit Clerk office

Grand Jury/delinquent land

24 document cans

Clean/Dirt

Circuit Clerk office

Execution

10 document cans

Clean

Circuit Clerk office

Law cases

18 document cans

Clean

Circuit Clerk office

Juvenile

8 vertical drawers

Clean

Circuit Clerk office

Civil

35 vertical drawers

Clean

Circuit Clerk office

Domestic/Divorces

60 vertical drawers

Clean

Circuit Clerk office

Juvenile

17 dockets

Clean

Circuit Clerk office

Domestic Relations

9 dockets

Clean

County Clerk office

Marriage license

158 document cans

Clean/Dirt

County Clerk office

Marriage

16 vertical drawers

Clean

County Clerk office

Trust Deed

125 dockets

Inside of records Fading. Mold.

County Clerk office

Right of way

36 dockets

Clean/Dirt

County Clerk office

Release Liens

40 dockets

Clean/Dirt

County Clerk office

Judgment Liens

17 dockets

Clean/Dirt

County Clerk office

Misc. records

44 dockets

Clean/Dirt

County Clerk office

Mechanic Liens

3 dockets

Clean/Dirt

County Clerk office

Federal Tax liens

4 dockets

Clean/Dirt

County Clerk office

Lis Pendens

2 dockets

Clean/Dirt

County Clerk office

Will Book

25 dockets

Clean/Dirt

County Clerk office

Bond Books

12 dockets

Clean/Dirt

County Clerk office

County Clerks Records Fee

2 dockets

Clean/Dirt

Downstairs Storage

Misc.

24 document cans

Clean/torn

Downstairs Storage

Microfilm

Metal drawer 4ft 2inch x 1ft 9 in

Vinegar smell

Ceiling Storage SEE COMMENTS

Misc. Records of All office unlabeled

22 rows of banker boxes each row 16 linear feet

Most Clean some were Torn other did have water damage. Unorganized could not tell what it was

Upstairs Storage space SEE COMMENTS

County Clerk Records

16 linear feet of Misc. Non standard cardboard boxes

Clean water Damage/ Torn

Upstairs Storage space SEE COMMENTS

Prosecuting Attorney Records

15 linear feet and 7ft 5 inches high

Clean/ Water Damage/ Torn

Upstairs Storage space SEE COMMENTS

Loose Files on Floor

 

 

Upstairs Storage space SEE COMMENTS

Misc. Cardboard boxes

12 ft 8 inch linear 3ft 10 inch high

In puddle of water.

 

Upstairs Storage space SEE COMMENTS

Misc. Records

6ft 3 inch linear 3ft high  non standard boxes and banker boxes

Near a puddle of water and near leaking water

Sheriff office

Land books

30 dockets

Clean

Sheriff office

Daily Cash Records

6 dockets

Clean

Sheriff office

Personal Property

15 dockets

Clean

Sheriff office

Sheriffs Daily Cash

4 dockets

Clean

Sheriff office

Records of taxes collected

8 dockets

Clean

Sheriff office

Sheriffs General record of Receipts

 1 docket

Clean

Sheriff office

Stack of Non standard boxes with Misc. records

10 ft high and 7ft wide

Clean

Sheriff office

Tax Tickets

12 banker boxes

Clean

Sheriff office

Delinquent letters and cards

2 banker boxes

Clean

Sheriff office

Address changes

18 non standard boxes

Clean

Sheriff office

Sheriff bill

3 non standard boxes

Clean

Sheriff office

Real Estate

4 non standard boxes

Clean

Sheriff office

License Reports

22 non standard boxes

Clean

Pros.att. office

Civil files

4 vertical metal drawers

Clean

 Pros. att. Office

Criminal files

8 vertical drawers

Clean

Pros. Att. Office

Juvenile files

6 vertical drawers

Clean

Pros. Att.  Office

Domestic relations

8 vertical metal

clean

Pros. Att. office

Felony

2 vertical drawers

clean

Pros. Att inactive upstairs storage room

All

16ftl x 5fth

Dirt /filth

 

Comments:  P1, P2

 

 

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

1

2

5

3

Part time

1

1

1

1

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

State tax department

None

None

None

none

Opportunities available

None

none

None

None

none

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

8 hours

8 hours

2 hours

all

Public use

8 hours

3 hours a week

8 hours

Rarely

none

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

2 times a week

Didn’t know

8 hours

Didn’t know

n/a

Public use

2 times a week

Didn’t know

8 hours

Didn’t know

n/a

 

Comments

P1, P2

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

 

 

Didn’t know

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

onsite

 

 

User copies available (record as yes/no)

 

 

 

 

 

 

Comments: County Clerk he did tell me that the Mormons came in and did the Microfilming. He also said that he would like to have internal imaging because a lot of his records were going bad

 

 

 

 

 

 

 

 

 

 

 

 

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)

 

Docketing on computer

N/A

 

n/a

Software used

WV ISC

CCMS

N/A

Data Design Tax Program

n/a

Name and address of the vendor used

 

Form Charleston

N/A

 

n/a

System support used

 

 

N/A

 

n/a

Name and address of the vendor used

 

 

N/A

 

n/a

Security in place for the storage system

Passwords

No public Access

N/A

Passwords

n/a

Security in place for the backup system

 

Passwords

N/A

 

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

None

None

None

None

None

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

None

None

None

None

None

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

None

None

None

None

None

 

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)

None

None

None

None

None

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

None

None

None

None

None

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

None

None

None

None

None

 

Comments

 

 

 

 

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