1.1The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

1.1.ATemperature (in degrees Fahrenheit)

Assessor 73

Circuit Clerk72

County Clerk 73

Sheriff tax-76

Prosecuting Attorney 74 office

Assessor storage-NA

Circuit Clerk vault room- NA

County Clerk

Sheriff law- NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff jail cell-NA

Prosecuting Attorney

All offices basement- NA

Humidity (record asrelative humidity)

Assessor 42

Circuit Clerk 42

County Clerk46

Sheriff -48

Prosecuting Attorney 52 office

Assessor-NA

Circuit Clerk-NA

County Clerk

Sheriff -NA

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff-NA

Prosecuting Attorney

All offices- NA

1.1.B 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 yes

Prosecuting Attorney

All offices- no

1.1.C Pollutants and other hazards to records

 

 

 

Mold Ė active(record as yes/no)†††††††††††††††

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 no

Prosecuting Attorney

All offices-no

Mold Ė inactive (record as yes/no)†††††††††††††

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 no

Prosecuting Attorney

All offices-no

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

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 yes wall

Prosecuting Attorney

All offices-no

Animals Ė alivenote 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 no

Prosecuting Attorney

All offices- no

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

All offices- no

Insects Ė alivenote 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 no

Prosecuting Attorney

All offices-no

Insects Ė 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 no

Prosecuting Attorney

All offices- no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

All offices- yes

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 no

Prosecuting Attorney

All offices-no

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 no

Prosecuting Attorney

All offices-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

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

All offices-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

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

All offices-yes

Alarm system(record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

All offices =no

Secured doors/windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

All offices- no

Panic Button(record as yes/no) no panic button in 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 no

Prosecuting Attorney

All offices- no

Key card access(record as yes/no) no key card access in 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 no

Prosecuting Attorney

All offices-no

 

 

 

Comments

 

county clerk may expand into 911 DISPATCHES room because they are running out of space.

a dehumidifier is used to eliminate mold.

 

circuit clerk has double stacked vertical metal files lining all of there office. they are in need of space.

the room called the vault room 1 contains what looks like a kitchen type area that includes a microwave. circuit clerk room uses a dehumidifier to control moisture.

 

the assessor stoarge was small and had an ashtray with cigs lying with records. the window was open.

 

prosecuting ATTORNEY HAS double stacked vertical metal files. they are out of room. they have to use a humidifier to control moisture.

 

there are signs of water damage on the walls of jail cell by records.

 

the sheriff has a refridgerater beside of records.

 

all of the offices store records in a basement area on wooden shelves. water pipes run over records. it is a dirty room.

 


 

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

Location

Record Type

Volume

Condition

Assessor office

Real Property

2 dockets

Clean

Assessor office

Personal Property

3 dockets

Clean

Assessor office

Farm and Agriculture

7 vertical drawers

Clean

Assessor office

Supplements

1 vertical drawers

Clean

Assessor office

Building Permits

1 vertical drawers

Clean

Assessor office

City Files

6 vertical drawers

Clean

Assessor office

Maps

 

Clean

Assessor office

Map index

10 vertical drawers

Clean

Assessor office

Misc.

2 banker boxes

Clean

Assessor office

Misc.

8 vertical drawers

Clean

Assessor office

Real estate and other various records

20 banker boxes

Clean

Assessor office

Misc.

4 banker boxes

Clean

Assessor office

Misc. Volumes

43inchx23inch shelves 6 of them

Dirt/Red Rot/Torn

Circuit clerk office

Absentee ballots

4 vertical drawers

Clean

Circuit clerk office

State Probation

3 vertical drawers

Clean

Circuit clerk office

Juvenile cases

3 vertical drawers

Clean

Circuit clerk office

Felony

3 vertical drawers

Clean

Circuit clerk office

State ended cases

62 vertical drawers

Clean

Circuit clerk office

Common law

64 document cans

Clean

Circuit clerk office

Mental Health

3 vertical drawers

Clean

Circuit clerk office

Adoptions

3 vertical drawers

Clean

Circuit clerk office

Civil cases

70 vertical drawers

Clean

Circuit clerk office

Chancery cases

9 document cans

22 vertical drawers

Clean

Circuit clerk office

Records

3- brown accordion files

Clean

Circuit clerk office

Records

8 banker boxes

clean

Circuit clerk vault room 1

Civil

14 vertical drawers

Clean

Circuit clerk vault room 1

Criminal order

15 dockets

Clean

Circuit clerk vault room 1

Civil order

22 dockets

Clean

Circuit clerk vault room 1

Domestic order

9 dockets

Clean

Circuit clerk vault room 1

Juvenile order

9 dockets

Clean

Circuit clerk vault room 1

Adoption

7 dockets

Clean

Circuit clerk vault room 1

Receive Settlements

3 dockets

Clean

Circuit clerk vault room 1

Jury Commission

4 dockets

Clean

Circuit clerk vault room 1

Chancery order

21 dockets

Clean

Circuit clerk vault room 1

Commuter order

8 dockets

Clean

Circuit clerk vault room 1

Executions

5 dockets

Clean

Circuit clerk vault room 1

Guardian

2 vertical drawers

Clean

Circuit clerk vault room 1

Misc. files

4 vertical drawers

Clean

Circuit clerk vault room 1

Domestic orders

14 vertical drawers

Clean

Circuit clerk vault room 1

Misc.

20 paper boxes

Clean

County Clerk office

Judgment lien

13 dockets

Clean

County Clerk office

Map cards

20 document cans

Clean

County Clerk office

Voter registration

4 dockets

Clean

County Clerk office

Wills records

13 dockets

Clean

County Clerk office

Fiduciaries

21 dockets

Clean

County Clerk office

Corporation incorporation

7 dockets

Clean

County Clerk office

Real Property

17 dockets

Clean

County Clerk office

Personal Property

3 dockets

Clean

County Clerk office

Lis Pen dens

1 docket

Clean

County Clerk office

Federal Tax line docket

3 dockets

Clean

County Clerk office

Mechanic lien

3 dockets

Clean

County Clerk office

Accounts Fiduciaries

46 dockets

Clean

County Clerk office

Record Release

50 dockets

Clean

County Clerk office

Deed books

190dockets

Clean

County Clerk office

General index

20 dockets

Clean

County Clerk office

TrustDeeds

60 dockets

Clean

County Clerk office

Land books

76 dockets

Clean

County Clerk office

Delinquent land

2 dockets

Clean

County Clerk office

Road Record

2 dockets

Clean

County Clerk office

Church Trustees

2dockets

Clean

County Clerk office

Notary

1 dockets

Clean

County Clerk office

Lunacy

1 dockets

Clean

County Clerk office

Financing Statements

51 document cans

Clean

County Clerk office

County Court Bonds

4 document cans

Clean

County Clerk office

Mechanic Liens

2 document cans

Clean

County Clerk office

General County Funds

12 document cans

Clean

County Clerk office

Wills

21 document cans

Clean

County Clerk office

Judgment

13 document cans

Clean

County Clerk office

Births

10 dockets

Clean

County Clerk office

Death

4 dockets

Clean

County Clerk office

Marriage

8 dockets

4 vertical drawers

Clean

County Clerk office

Vital Statistics

4 vertical drawers

Clean

County Clerk office

Closed estates

18 vertical drawers

Clean

County Clerk office

Current estates

6 vertical drawers

Clean

County Clerk office

Map book

5 dockets

Clean

County Clerk office

Computer index

15 files

Clean

County Clerk office

County Court order book

10 dockets

Clean

County Clerk office

County Commission order book

12 dockets

Clean

County Clerk office

Bonds

9 dockets

Clean

Prosecuting Attorney office

Magistrate closed

8 vertical drawer

Clean

Prosecuting Attorney office

Misc.

9 banker boxes

Clean

Prosecuting Attorney office

Unknown

1- 6ft locked cabinet

Clean

Prosecuting Attorney office

Criminal

16 banker boxes

Clean

Prosecuting Attorney office

Closed Criminal

11 vertical drawers

Clean

Prosecuting Attorney office

County Commission

2 vertical drawers

Clean

Prosecuting Attorney office

Misc.

8 vertical drawers

Clean

Prosecuting Attorney office

Magistrate open

1 vertical drawer

Clean

Prosecuting Attorney office

Juvenile programs

2 vertical drawers

Clean

Prosecuting Attorney office

Open criminal

4 vertical drawers

Clean

Prosecuting Attorney office

Open Probation

4 vertical drawers

Clean

Prosecuting attorney office

Open files

27 feet linear of file folders on a wooden shelf

 

Sheriff office

Weapon permits

2 vertical drawers

Clean

Sheriff office

Cancelled checks

13 binders

Clean

Sheriff office

Delinquent lists

1 docket

Clean

Sheriff office

Misc.

4 vertical drawers

Clean

Sheriff office

Real estate Property

3 dockets

Clean

Sheriff office

Property value

3 dockets

Clean

Sheriff office

Tax receipts

6 banker boxes

Clean

Sheriff office

Accident

2 index card drawers

Clean

Sheriff office

2001-2002 reports

2 vertical drawers

Clean

Sheriff office

Fingerprints, CDR

9 vertical drawers

Clean

Sheriff office

Identification

12 vertical drawers

Clean

Sheriff office

Misc.

Locked 6ft tall

Clean

Sheriff office

Accidents/Incidents

4 banker boxes

Clean

Assessor storage

Real estate

20 boxes

Surface dirt

Assessor storage

Misc. records

4 banker boxes

Surface dirt

Assessor storage

Records

6- wooden shelves 42x23 with dockets

Surface dirt

Assessor storage

Records

3- 3ft stacks of dockets

Surface dirt

All office basement storage

Election records

3- 1ftx2ft boxes

Clean

All office basement storage

Audits

2- 1ftx2ft boxes

Clean

All office basement storage

Receipts

?# dockets on wooden shelf

Surface dirt

All office basement storage

General index

? # dockets wooden shelf

Surface dirt

All office basement storage

Criminal

? # dockets wooden shelf

Surface dirt

All office basement storage

Civil

? # dockets wooden shelf

Surface dirt

All office basement storage

Misc.

?# dockets wooden shelf

Surface dirt

All office basement storage

Records

16- large banker boxes

Surface dirt

All office basement storage

Records

15 banker boxes

Surface dirt

All office basement storage

Maps

Rolled up lying on wooden shelf

Browning paper torn edges

All office basement storage

Personal property

2-large banker boxes

Clean

All office basement storage

General index

12 boxes

Clean

All office basement storage

Records

Piles of dockets on shelf

Old surface dirt

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

no

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.ANumber of Employees

 

 

 

 

 

Full time

4

3

4

3

2

Part time

4

0

1

0

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house

In house

In house

In house

None

Opportunities available

Association Meeting, Computer Training

For clerks

Association meetings

None

None

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8hours

All day

2 hours

Didnít know

Didnít know

Public use

8 hours

1 hour

All day

Didnít know

Didnít know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

 

Didnít know

2 hours

Didnít know

Didnít know

Public use

Didnít know

Didnít know

All day

Didnít know

Didnít know


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying††

 

 

 

 

 

Volume of material copied

none

none

none

none

none

Disposition of originals

 

 

 

 

 

†††† Discarded

 

 

 

 

 

†††† Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

none

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

none

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)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

none

none

none

none

none

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

none

none

none

none

none

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)

Various records

Cases on computer from 1998

Indexing on the computer

N/A

N/A

Software used

N/A

Word Perfect CCMS Charleston

Software systems AS 400

N/A

Word Perfect

Name and address of the vendor used

N/A

N/A

N/A

N/A

N/A

System support used

N/A

N/A

N/A

N/A

N/A

Name and address of the vendor used

N/A

N/A

N/A

N/A

N/A

Security in place for the storage system

N/A

N/A

N/A

N/A

N/A

Security in place for the backup system

N/A

N/A

N/A

N/A

N/A

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

No

1977

1977

1977

No

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)

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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