1.1 The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Vault rooms beside of the offices

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 73 office

Circuit Clerk 74 office

County Clerk 73 office

Sheriff 72 office

Prosecuting Attorney 71 office

Assessor 72

Circuit Clerk 74

County Clerk

Sheriff 72

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 50% office

Circuit Clerk 73% office

County Clerk 48% office

Sheriff 50% office

Prosecuting Attorney 51% office

Assessor 51%

Circuit Clerk 73%

County Clerk

Sheriff 51%

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk

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 no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

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

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

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 no

Circuit Clerk no

County Clerk

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 no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects alive note kind

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects past note kind

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff yes

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 no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

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 no

County Clerk

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) No guards at entrance of active or inactive records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

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

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

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

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access (record as yes/no) No key card access for active and inactive records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments

 


 

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

Location

Record Type

Volume

Condition

Assessor office/Vault

Misc. Files

3 vertical drawers

Clean

Assessor office/Vault

Map cards

20 vertical drawers

Clean

Assessor office/Vault

Land books

100 dockets

Clean/ Dirt

Assessor office/Vault

Personal Property

11 dockets

Clean

Assessor office/Vault

Rotation Map cards

1 cabinet 10 trays

Clean

Assessor office/Vault

Assessor Records

9 banker boxes

Clean

Assessor office/Vault

Misc.

3 non standard boxes

Clean

Sheriff office/Vault

Land books

22 dockets

Clean/Dirt

Sheriff office/Vault

Personal Property

11 dockets

Clean

Sheriff office/Vault

Daily reports

25 dockets

Clean/dirt

Sheriff office/Vault

Misc.

5 non standard boxes

Clean

Sheriff office/Vault

Stack of books

2ft linear

Clean

Sheriff office/Vault

Misc.

Boxes files and evidence 6ft linear

Clean

Sheriff office/Vault

Daily District

23 dockets

Clean

Sheriff office/Vault

Sheriff Tax

Non standard boxes 5ftx5ft

Clean

Sheriff office/Vault

Misc.

Non standard boxes 12ftx4ft

Clean

Circuit Clerk office/vault

Civil Actions

75 vertical drawers

Clean

Circuit Clerk office/vault

Law

70 vertical drawers

Clean

Circuit Clerk office/vault

Criminal

100 vertical drawers

Clean/Torn

Circuit Clerk office/vault

Case index

2 dockets

Clean

Circuit Clerk office/vault

Domestic Relations

13 dockets

Clean

Circuit Clerk office/vault

Domestic Violence

3 dockets

Clean

Circuit Clerk office/vault

Civil docket

13 dockets

Clean

Circuit Clerk office/vault

Civil orders

37 dockets

Clean

Circuit Clerk office/vault

Criminal orders

22 dockets

Clean

Circuit Clerk office/vault

Misc orders

6 dockets

Clean

Circuit Clerk office/vault

Order books

17 dockets

Clean

Circuit Clerk office/vault

Cases

90 boxes

Clean

Circuit Clerk office/vault

Adoptions

46 large banker boxes

Clean

Circuit Clerk office/vault

Cases

12 letter boxes

Clean

Circuit Clerk office/vault

Grand jury

12 Non standard boxes

Clean

Circuit Clerk office/vault

Jury orders

13 dockets

Clean

Circuit Clerk office/vault

Adoptions

6 dockets

Clean

Circuit Clerk office/vault

Adoptions index

1 docket

Clean

Circuit Clerk office/vault

Mental Hygiene

4 dockets

Clean

Circuit Clerk office/vault

Mental hygiene

1 docket

Clean

Circuit Clerk office/vault

Mental Health

8 vertical drawers

Clean

Circuit Clerk office/vault

Juvenile

5 vertical drawers

Clean

Circuit Clerk office/vault

Misc.

12 vertical drawers

Clean

Circuit Clerk office/vault

Guardianship

5 vertical drawers

Clean

Circuit Clerk office/vault

Jury

2 dockets

Clean

Circuit Clerk office/vault

Jury index

1 docket

Clean

County Clerk office

Will books

18 dockets

Clean

County Clerk office

Vacation orders

9 dockets

Clean

County Clerk office

General Elections

1 dockets

Clean

County Clerk office

Road Establish

1 dockets

Clean

County Clerk office

Order book

42 dockets

Clean

County Clerk office

Election Records

3 dockets

Clean

County Clerk office

Primary elections

1 dockets

Clean

County Clerk office

Military Discharge

7 dockets

Clean

County Clerk office

Discharge index

1 dockets

Clean

County Clerk office

Bonds

13 dockets

Clean

County Clerk office

Minutes

9 dockets

Clean

County Clerk office

Conveyors

5 dockets

Clean

County Clerk office

Assignments

21 dockets

Clean

County Clerk office

Civil War

1 dockets

Clean

County Clerk office

Lease Books

49 dockets

Clean/Torn

County Clerk office

Federal liens

1 dockets

Clean

County Clerk office

Index fiduciaries

59 dockets

Clean

County Clerk office

Oil and gas

31 dockets

Clean

County Clerk office

Trust Deeds

107 dockets

Clean/Dirt

County Clerk office

Judgment liens

15 dockets

Clean

County Clerk office

Oath of certificates

3 dockets

Clean

County Clerk office

Church Trustees

2 dockets

Clean

County Clerk office

Appraisals

2 dockets

Clean

County Clerk office

Death certificates

1 docket

Clean

County Clerk office

Corp Tax lien

1 docket

Clean

County Clerk office

Comis records

1 dockets

Clean

County Clerk office

Reimbursement

2 dockets

Clean

County Clerk office

Conditional sales

3 dockets

Clean

County Clerk office

Releases

35 dockets

Clean

County Clerk office

Misc. records

29 dockets

Clean

County Clerk office

Deeds

193 dockets

Clean/Dirt/Torn

County Clerk office

Marriage index

25 dockets

Clean

County Clerk office

Index oil and gas

22 dockets

Clean

County Clerk office

Old voter cards

37 boxes

Clean

County Clerk office

Debtor index

3 docket

Clean

County Clerk office

Marriage Records

29 dockets

Clean

County Clerk office

Grantor index

12dockets

Clean

County Clerk office

General lien

9 dockets

Clean

County Clerk office

Conditional sales index

1 docket

Clean

County Clerk office

Deed file

10 dockets

Clean

County Clerk office

Index cards

18 drawers 4inch

Clean

County Clerk office

Land books

72 dockets

Clean

County Clerk office

General index deeds

12 dockets

Clean

County Clerk office

Births

10 dockets

Clean

County Clerk office

Deaths

12 dockets

Clean

County Clerk office

General index

3 dockets

Clean

County Clerk office

Payroll

2 banker boxes

Clean

County Clerk office

General county fund

6 banker boxes

Clean

County Clerk office

Misc.

6 non standard boxes

Clean

County Clerk office

Misc.

150 metal boxes

Clean

County Clerk office

Audit Report

10 vertical drawers

Clean

County Clerk office

Death records

6 banker boxes

Clean

County Clerk office

Board of review

6 vertical drawers

Clean

County Clerk office

Blueprint

10 cabinets

Clean

County Clerk office

Voter cards

16 banker boxes

Clean

 

Comments: Prosecuting Attorney has no records in their office

 

county clerk stores records in the old court house on the second floor. the county clerk states that they are in need of more storage space.

 

the prosecutting attorney kept no files.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17

 


 

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

Answered yes

Yes

Yes

Yes

Yes

Part time

No

Yes

No

No

No

Volunteers

No

No

No

No

No

1.7.B Records Training

 

 

 

 

 

Training received

Classes, workshops, in house

Classes, workshops, in house

Classes, workshops, in house

Classes, workshops, in house

None

Opportunities available

Association meetings in Clarksburg WV

Association meetings in Clarksburg WV

Association meetings in Clarksburg WV

Association meetings in Clarksburg WV

None

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

0

3-4 hours

All day

0

0

Public use

0

1 hour

All day

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

0

All day

0

0

Public use

0

0

All day

0

0

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

unknown

unknown

unknown

unknown

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

no

 

 

Placed in storage

yes

yes

yes

yes

 

Microfilming

 

 

 

 

 

Internal

none

none

none

none

 

Volume of material microfilmed

 

 

 

 

 

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

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

none

 

 

 

 

Volume of material digitized

 

 

unknown

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

Yes

 

 

Master copy stored (onsite or offsite )

 

 

Onsite

 

 

Backup copies available (record as yes/no)

 

 

Yes

 

 

External

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments: CSSI Software Alchany put on CD and stored in vault

 

 

 

 

 

 

 

 

 

 

 

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Software used

Excel, GIS System, Micro System

WIN, CCMS

WIN NT

 

N/A

Name and address of the vendor used

 

 

CSSI

State

N/A

System support used

WIN

WIN

Server LAn

 

N/A

Name and address of the vendor used

 

Contract, Computer software

CSSI

 

N/A

Security in place for the storage system

Passwords

No

Passwords

Password

N/A

Security in place for the backup system

Passwords

yes

Vault passwords

Password

N/A

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

 

 

 

 

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

No

No

No

No

No

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

No

Yes

No

No

No

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

No

No

No

No

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)

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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