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  office 72.0 

Circuit Clerk  office 72.0   

County Clerk   73.6

Sheriff  office 76.3

Prosecuting Attorney   office 73.0 

Assessor   mechanical room 77.7 

Circuit Clerk vault 65.0

County Clerk

Sheriff    storing 79.5  

Prosecuting Attorney  basement 65.1

 

Circuit Clerk  mechanical room 68.0 

 

Sheriff jail 64.4

 

Humidity (record as % relative humidity)

Assessor   41%

Circuit Clerk  42%

County Clerk   42%

Sheriff    47%   

Prosecuting Attorney

Assessor   41%

Circuit Clerk  51%

 

Sheriff   49%

Prosecuting Attorney   41%

 

Circuit Clerk 51%

 

Sheriff    36%

 

1.1.B Windows  (record as yes/no)

Assessor    yes

Circuit Clerk    yes

County Clerk   yes

Sheriff    yes

Prosecuting Attorney   yes

Assessor  no

Circuit Clerk  no

 

Sheriff    no

Prosecuting Attorney   yes

Assessor

Circuit Clerk  no

 

Sheriff

 

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor    yes

Circuit Clerk   no

County Clerk   no

Sheriff    no

Prosecuting Attorney    no

Assessor  no

Circuit Clerk   yes

 

Sheriff   no

Prosecuting Attorney  no

Assessor

Circuit Clerk   yes

 

Sheriff   

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor    yes

Circuit Clerk   no

County Clerk   no

Sheriff    no

Prosecuting Attorney    no

Assessor  no

Circuit Clerk    yes

 

Sheriff    no

Prosecuting Attorney  no

Assessor

Circuit Clerk    yes

 

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

 

Sheriff    yes

Prosecuting Attorney  yes(basement floor)

Assessor

Circuit Clerk

 

Sheriff    yes

Prosecuting Attorney

Animals – alive  note kind                            

Assessor    yes

Circuit Clerk    no

County Clerk   no

Sheriff    no

Prosecuting Attorney

Assessor

Circuit Clerk    yes

 

Sheriff    no

Prosecuting Attorney

Assessor

Circuit Clerk    yes

 

Sheriff   

Prosecuting Attorney

Animals – past  note kind

Assessor    yes

Circuit Clerk    no

County Clerk   no

Sheriff    no

Prosecuting Attorney

Assessor

Circuit Clerk

 

Sheriff    no

Prosecuting Attorney

Assessor

Circuit Clerk

 

Sheriff   

Prosecuting Attorney

Insects – alive  note kind

Assessor    yes

Circuit Clerk    no

County Clerk   no

Sheriff    no

Prosecuting Attorney   yes ants

Assessor  yes

Circuit Clerk

 

Sheriff    no

Prosecuting Attorney  no

Assessor

Circuit Clerk  yes

 

Sheriff   

Prosecuting Attorney

Insects – past note kind                                

Assessor    yes

Circuit Clerk    no

County Clerk   no

Sheriff    no

Prosecuting Attorney   yes ants

Assessor  no

Circuit Clerk

 

Sheriff    no

Prosecuting Attorney

Assessor

Circuit Clerk  yes

 

Sheriff   

Prosecuting Attorney  

Dust or grime on records

Assessor    yes

Circuit Clerk   no

County Clerk   no

Sheriff    no

Prosecuting Attorney    no

Assessor  yes

Circuit Clerk  yes

 

Sheriff    no

Prosecuting Attorney  no

Assessor

Circuit Clerk  yes

 

Sheriff  

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor   yes

Circuit Clerk    no

County Clerk    no

Sheriff    yes

Prosecuting Attorney   yes

Assessor   yes

Circuit Clerk

 

Sheriff    yes

Prosecuting Attorney   yes

Assessor

Circuit Clerk

 

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor   yes

Circuit Clerk    no

County Clerk    no

Sheriff     yes

Prosecuting Attorney   no

Assessor   yes

Circuit Clerk

 

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk

 

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

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

Assessor   yes camera

Circuit Clerk    no

County Clerk    no

Sheriff     no

Prosecuting Attorney

Assessor  no

Circuit Clerk

 

Sheriff  no

Prosecuting Attorney

Assessor

Circuit 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

 

Sheriff    yes

Prosecuting Attorney   yes

Assessor

Circuit Clerk

 

Sheriff    yes

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor   yes

Circuit Clerk    no

County Clerk    no

Sheriff    no

Prosecuting Attorney   yes

Assessor   yes

Circuit Clerk

 

Sheriff  no

Prosecuting Attorney   yes

Assessor

Circuit Clerk

 

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor   yes

Circuit Clerk    yes

County Clerk    no

Sheriff    yes

Prosecuting Attorney   yes

Assessor   yes

Circuit Clerk

 

Sheriff    yes

Prosecuting Attorney   yes

Assessor

Circuit Clerk

 

Sheriff    yes

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

Land Books

4 dockets

Clean

Assessor Office

Personal Property

1 docket

Clean

Assessor Office

Tax Files

4 vertical drawers

Clean

Assessor Office

Tax Records

3 dockets

Clean

Assessor Office

Property Status

3 dockets

Clean

Assessor Office

Misc.

15 vertical drawers

Clean

Assessor Office

Misc.

10 nonstandard boxes

Clean

Assessor Office

Business Records

4 vertical drawers

Clean

Sheriffs Office

Accident Reports

1 vertical drawer

Clean

Sheriffs Office

Misdemeanor

2 vertical drawers

Clean

Sheriffs Office

Felony

1 vertical drawer

Clean

Sheriffs Storage

Filed Complaints

5 small banker boxes

Dirt/Torn

Sheriffs Storage

Accident Reports

21 small banker boxes

Dirt/Torn

Sheriffs Storing (Jail)

Felony/Misdemeanor

5 small banker boxes

Dirt/Torn

Sheriffs Storing (Jail)

Inmate Counts

20 vertical drawers

Dirt/Torn

Sheriffs Storing (Jail)

Misc.

20 vertical drawers

Dirt/Torn

Prosecuting Attorney Offices

Current Records

12 vertical drawers

Dirt/Torn

Prosecuting Attorney Storage (basement)

Old Criminal/Juvenile/Civil/

Magistrate Count/Dead Files

176 vertical drawers

Dirt/Torn

County Clerk Office

Debt Index

12 dockets

Clean

County Clerk Office

Trust Deeds

3 dockets

Clean

County Clerk Office

Financial Statements

3 dockets

Clean

County Clerk Office

Financial Statements

42 banker boxes

Clean

County Clerk Office

Fiduciaries

23 dockets

Clean

County Clerk Office

Map

26 dockets

Clean

County Clerk Office

Map

36 lateral drawers

Clean

County Clerk Office

Notary Bonds

3 dockets

Clean

County Clerk Office

Church Records

5 dockets

Clean

County Clerk Office

Probate

4 dockets

Clean

County Clerk Office

Misc.

4 dockets

Clean

County Clerk Office

Index Order

4 dockets

Clean

County Clerk Office

Official Bonds

46 dockets

Clean

County Clerk Office

Will

64 dockets

Clean

County Clerk Office

Appraisements

89 dockets

Clean

County Clerk Office

Probate

136 dockets

Clean

County Clerk Office

Index

1 docket

Clean

County Clerk Office

Land

41 dockets

Clean

County Clerk Office

Lien Binders

33 dockets

Clean

County Clerk Office

Map

10 vertical drawers

Clean

County Clerk Office

Birth

1 vertical drawer

Clean

County Clerk Office

Death

2 dockets

Clean

County Clerk Office

Marriages

16 vertical drawers

Clean

County Clerk Office

Release

210 banker boxes

Clean

County Clerk Office

Defendant

28 dockets

Clean

County Clerk Office

Old Land

55 dockets

Clean

County Clerk Office

MTN Cove District Land

25 dockets

Clean

County Clerk Office

Lien

5 dockets

Clean

County Clerk Office

Defendant

14 dockets

Clean

County Clerk Office

Defendant Indexes

13 dockets

Clean

County Clerk Office

Voters Cards

51 dockets

Clean

County Clerk Office

Towns

11 dockets

Clean

County Clerk Office

Reimbursement

4 dockets

Clean

County Clerk Office

Personal Property

34 dockets

Clean

County Clerk Office

Execution

4 dockets

Clean

County Clerk Office

Trust Deeds

660 dockets

Clean

Circuit Clerk Office

Personal Property

72 dockets

Clean

Circuit Clerk Office

Misc.

80 dockets

Clean

Circuit Clerk Office

Edits

2 dockets

Clean

Circuit Clerk Office

Flat lists

15 dockets

Clean

Circuit Clerk Office

Sheriff’s Land

2 dockets

Clean

Circuit Clerk Office

Sheriffs Receipts

2 dockets

Clean

Circuit Clerk Office

Tax Liens

22 dockets

Clean

Circuit Clerk Office

Misc.

16 vertical drawers

Clean

Circuit Clerk Office

Misc.

4 banker boxes

Clean

Circuit Clerk Office

Settlements

2 dockets

Clean

Circuit Clerk Vault

Misc.

30 nonstandard boxes

Clean

Prosecuting Attorney Office

Misc.

16 vertical drawers

Clean

Prosecuting Attorney Office

Juvenile

? # vertical drawers

Clean

Prosecuting Attorney Office

Civil

? # vertical drawers

Clean

Prosecuting Attorney Office

Inactive Criminal

? # vertical drawers

Clean

Prosecuting Attorney Basement

Misc.

44 vertical drawers

Clean

Prosecuting Attorney Basement

Misc.

? # boxes

Clean

 

Comments:  Unable to count or estimate numbers for Prosecuting Attorney.  Prosecuting Attorney also has storage in an upstairs room at which could not be counted.

 

 P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

Yes, includes plan for relocation

No

 

Comments

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

Yes

Yes

yes

3

9

Part time

Yes

No

Yes

N/A

none

Volunteers

No

No

No

N/A

none

1.7.B Records Training

 

 

 

 

 

Training received

in-house

classes, in-house

classes, in-house, annual audit training

records management class

in-house

Opportunities available

yearly association meetings

association meetings

association meetings, audit training

unknown

unknown

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

unknown

unknown

very little

1 hr. ½

don’t know

Public use

unknown

unknown

unknown

anytime

none

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

unknown

unknown

very little

seldom

don’t know

Public use

unknown

unknown

unknown

anytime

none

 

Comments:  Request put in for more funding and more staff.

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

N/A

N/A

N/A

10,000

N/A

Disposition of originals

 

 

 

 

 

     Discarded

Yes(shred)

 

Yes (shred and recycle)

Yes (only minor cases)

 

     Placed in storage

Yes

 

Yes

Yes

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments

 

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)

Win XP

N/A

 

Tax receipts, Daily Reports

 

Software used

Windows, Excel

N/A

 

 

Word Perfect

Name and address of the vendor used

Software Systems

N/A

Software Systems

Software Etc.

Premier Computers  Morgantown, WV

System support used

N/A

N/A

N/A

Compaq

Premier Computers

Name and address of the vendor used

N/A

N/A

N/A

 

 

Security in place for the storage system

password

N/A

N/A

password

password

Security in place for the backup system

password

N/A

N/A

password

backup created every Thurs.

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

N/A

N/A

N/A

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

N/A

no

yes

yes

N/A

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

no

no

yes

yes

N/A

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

no

no

N/A

yes

N/A

 

Comments: 

 

 

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