1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Prosecuting Attorney Attached Storage Room

Inactive Records Area A

Assessor Basement R1

Circuit Clerk Jail Cell R1

County Clerk Record Room R1

Sheriff Jail Cell R1

Prosecuting Attorney Storage Room R1

Inactive Records Area B

County Clerk Basement R2

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 70.0     

Circuit Clerk 71.4

County Clerk 76.3

Sheriff 75.0     

Prosecuting Attorney 70.0

Assessor R1 65.0

Circuit Clerk R1 72.1

County Clerk R1 70.3

Sheriff R1 65.0

Prosecuting Attorney R1 70.0

Assessor

Circuit Clerk     

County Clerk R2 69.6

Sheriff     

Prosecuting Attorney 70.0

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 40

County Clerk 43

Sheriff 41

Prosecuting Attorney 40

Assessor R1 38

Circuit Clerk R1 39

County Clerk R1 41

Sheriff R1 34

Prosecuting Attorney R1 40

Assessor

Circuit Clerk

County Clerk R2 34

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 R1 yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk

County Clerk R2 no

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 R1 yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff   yes floor

Prosecuting Attorney no

Assessor R1 yes floor

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 yes floor

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 yes floor

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor R1 yes ants

Circuit Clerk R1 no

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor R1 yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor R1 no

Circuit Clerk R1 yes

County Clerk R1 no

Sheriff R1 yes

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor R1 yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk

County Clerk R2 yes

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no

Sheriff

Prosecuting Attorney

 

 

 

Comments

 

 

 

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

Location

Record Type

Volume

Condition

Assessors Basement R1

Assessments

Locked cabinet (5’x2’)

Clean

Circuit Clerk Office

Deeds

Approximately 400 dockets

Clean

Circuit Clerk Office

Land

Approximately 50 dockets

Clean

Circuit Clerk Office

Personal Property

Approximately 100 dockets

Clean

Circuit Clerk Office

Map Cards

20 card drawers

Clean

Circuit Clerk Office

Misc. (Orders/Divorce Cases/Commission of School Lands/Bonds/Delinquent Land Sales, etc.)

100 cans

Clean

Circuit Clerk Office

Chancery

25 dockets

Torn spines

Circuit Clerk Office

Civil Orders

32 dockets

Clean

Circuit Clerk Office

Juvenile

6 dockets

Clean

Circuit Clerk Office

Criminal Orders

6 dockets

Clean

Circuit Clerk Office

Misc.

2 dockets

Clean

Circuit Clerk Office

Adoption Order

1 docket

Clean

Circuit Clerk Office

Jury Commission Record

1 docket

Clean

Circuit Clerk Office

Election

2 vertical drawers

Clean

Circuit Clerk Office

Mental Health

1 vertical drawer

Clean

Circuit Clerk Office

Monthly Reports

2 vertical drawers

Clean

Circuit Clerk Office

Passports

1 vertical drawer

Clean

Circuit Clerk Office

Summons and Subpoenas

2 vertical drawers

Clean

Circuit Clerk Office

Circuit Court Management System

1 vertical drawer

Clean

Circuit Clerk Office

Witness Folders

3 vertical drawers

Clean

Circuit Clerk Office

Mandates

2 vertical drawers

Clean

Circuit Clerk Office

Misc.

29 vertical drawers

Clean

Circuit Clerk Office

Pending Civil Cases

4 vertical drawers

Clean

Circuit Clerk Office

Pending Divorces

4 vertical drawers

Clean

Circuit Clerk Office

Pending Juvenile Cases

4 vertical drawers

Clean

Circuit Clerk Office

Completed Criminal Cases

4 vertical drawers

Clean

Circuit Clerk Jail Cell R1

Personal Property

160 dockets

Dirt

Circuit Clerk Jail Cell R1

Misc. (Law Cases/Juvenile Papers/Chancery Causes/Execution Record, etc.)

10 cans

Dirt

Circuit Clerk Jail Cell R1

Law Orders

48 dockets

Dirt

Circuit Clerk Jail Cell R1

Bonds

25 dockets

Dirt

County Clerk Office

Misc. (Leases/Deeds/

Agreements/Right Way/Cemetery Deeds etc.)

224 dockets

Clean

County Clerk Office

Registration Cards

20 vertical drawers

Clean

County Clerk Office

Reappraisal Tapes

5 lateral drawers

Clean

County Clerk Office

Land

52 dockets

Clean

County Clerk Office

Map

46”x37”

Clean

County Clerk Office

Map

32’x37”

Torn edges

County Clerk Office

County Maps

3 lateral drawers

Clean

County Clerk Office

Marriage Records

4 vertical drawers

Damaged

County Clerk Office

Flood Maps

2 non-standard boxes

Clean

County Clerk Office

Blueprints

37”x25”

Clean

County Clerk Office

Misc. (Settlements/Wills/

Births/Bonds, etc.)

25 cans

Clean

County Clerk Record Room R1

Real Estate

25 banker boxes

Dirt

County Clerk Record Room R1

Sheriff Taxes

12 banker boxes

Dirt

County Clerk Record Room R1

Land

342 dockets

Dirt

County Clerk Record Room R1

Coroner’s Record

1 docket

Dirt

County Clerk Record Room R1

Farm Use Applications

6 vertical drawers

Clean

County Clerk Record Room R1

Personal Property

49 dockets

Clean

County Clerk Record Room R1

Homestead

6 vertical drawers

Clean

County Clerk Record Room R1

Voided Homestead

2 vertical drawers

Clean

County Clerk Record Room R1

Coal, Oil and Gas Leases

12 vertical drawers

Clean

County Clerk Record Room R1

Transfer Sheets

2 vertical drawers

Clean

County Clerk Record Room R1

Sheriff

19 dockets

Dirt

County Clerk Record Room R1

Justice

22 dockets

Dirt

County Clerk Basement R2

Misc.

Approximately 20 banker boxes

Dirt

County Clerk Basement R2

Misc.

Approximately 60 non-standard boxes

Dirt

County Clerk Basement R2

Land

Approximately 30 dockets

Dirt

County Clerk Basement R2

Personal Property

Approximately 70 dockets

Dirt

County Clerk Basement R2

Misc. Books

5 ft linear

Dirt

Sheriff Jail Cell R1

Misc. (Accident Reports/ Deposits/Checks etc.)

6 non-standard boxes

Dirt

Prosecuting Attorney Attached Storage Room

Cases

50cf

Clean

Prosecuting Attorney Storage Room R1

Cases

15cf

Clean

 

Comments:  Basement had boxes scattered everywhere so no one could get all the way through to count records (See pictures).

 

Sheriff’s Main Office was not available to count records.

 

Prosecuting Attorney filled out how many records they had so no one else counted it.

 

P1, P2, P3

 

 

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

4

3

Yes

8

1

Part time

2

0

Yes

2

1

Volunteers

0

0

Yes

0

0

1.7.B Records Training

 

 

 

 

 

Training received

 

Supreme Court

 

 

2 Seminars a yr.

Opportunities available

 

Association Meetings

On the job

Association Meetings

Continued Seminars

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

20 hrs. (a week)

8 hrs.

 

8 hrs.

 

Public use

30 hrs. (a week)

Yes

 

 

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

1 hr.

8 hrs.

 

8 hrs.

1 hr.

Public use

5 hrs.

yes

 

 

5 hrs.

 

Comments

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

 

5,000(monthly)

 

35,000 (have not had copier for 5 yrs.)

 

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

yes

yes

yes

 

Microfilming

 

 

 

 

yes

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

yes

Master copy stored    onsite or offsite

 

onsite

 

 

offsite

User copies available (record as yes/no)

 

yes

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

yes

Master copy stored    (onsite or offsite )

 

 

 

 

offsite

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

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

 

 

 

 

 

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)

 

 

 

Tax information, Reports financially

Past Cases, Criminal, Civil

Software used

 

SWCG

 

 

 

Name and address of the vendor used

 

SWCG, 1200 Bigley Ave., Charleston, WV

 

CSSI

 

System support used

 

Supervision of Supreme Court

 

 

 

Name and address of the vendor used

 

 

 

 

 

Security in place for the storage system

 

Passwords

 

 

 

Security in place for the backup system

 

Passwords

 

 

 

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

 

 

 

 

 

 

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)

no

no

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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