1.1  The Physical Space Housing the Records

Active Records Area

Main Offices

Inactive Records Area A

Circuit Dog pound

County Storage

Sheriff Dog pound

Inactive Records Area B

County Vault

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 77

Circuit Clerk 75

County Clerk 77

Sheriff 80

Prosecuting Attorney 75

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 75

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 33

Circuit Clerk 41

County Clerk 42

Sheriff 31

Prosecuting Attorney 40

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 40

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

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

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

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 n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

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

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk n/a

Sheriff

Prosecuting Attorney

 

 

 

Comments

Surveys were not completed for Circuit Clerk, County Clerk, Prosecuting Attorney, or Sheriff’s office.


 

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

Location

Record Type

Volume

Condition

Assessors office

DMV computer printout

8 volumes

Clean

Assessors office

Land and Personal property computer printout

12 volumes

Clean

Assessors office

Appraisements, personal property records

4 4-drawer legal file cabinet

Clean

Assessors office

 

2 4-drawer legal file cabinet

Clean

Assessors office

Transfers, homestead, dog records, etc.

11 5-drawer letter file cabinet

Clean

Assessors office

Map cards

8 shelves with 5 boxes each on Remington Rand KardView

Clean

Circuit Clerk office-down

Active cases:  criminal, civil, domestic, juvenile, family law

52 5-drawer level file cabinets

Clean

Circuit Clerk office-down

Order books, criminal, civil, juvenile, etc.

37 small size volumes

Clean

Circuit Clerk office-down

Order books

37 3-ring binders

Clean

Circuit Clerk office-down

Case files

4 cubic feet

Clean

Circuit Clerk office-up

Case files

26 4-drawer legal file cabinet; 27 5-drawer legal file cabinet

Clean

Circuit Clerk office-up

Court Reporter transcripts

28 cubic feet

Clean

Circuit Clerk office-up

Civil Cases

112 boxes

Clean

Circuit Clerk office-up

Criminal

20 boxes

Clean

Circuit Clerk office-up

Juvenile

10 boxes

Clean

Circuit Clerk office-up

Mental Hygiene

12 boxes

Clean

Circuit Clerk office-up

Felonies

3 (1.5 cubic feet each) banker boxes

Clean

Circuit Clerk dog pound

Road record book

1 volume

Clean

Circuit Clerk dog pound

Land Books, 1962-1998

 

Clean

Circuit Clerk dog pound

Fee Books

12 volumes

Clean

Circuit Clerk dog pound

Record trust company statements, book 3

 

Clean

County Clerk Active room

Deeds

141 large, 118 small volumes

Clean

County Clerk Active room

Deeds of Trust

9 large, 279 small volumes

Clean

County Clerk Active room

Wills

20 large, 41 small volumes

Clean

County Clerk Active room

Fiduciary Records

72 large, 130 small volumes

Clean

County Clerk Active room

Release

69 small volumes

Clean

County Clerk Active room

Lease

18 small volumes

Clean

County Clerk Active room

Land and Personal Property

27 computer printouts

Clean

County Clerk Active room

Trustees

5 large volumes

Clean

County Clerk Active room

Co. Commission Records

28 large volumes

Clean

County Clerk Active room

Discharges

15 large, 3 small volumes

Clean

County Clerk Active room

Articles of Incorporation

12 large, 20 small volumes

Clean

County Clerk Active room

Marriages

85 large volumes

Clean

County Clerk Active room

Births

8 large, 4 small volumes

Clean

County Clerk Active room

Deaths

5 large, 7 small volumes

Clean

County Clerk Active room

Births/Deaths

5 large volumes

Clean

County Clerk Active room

Bonds, Oaths, Orders

28 large volumes

Clean

County Clerk Active room

Plats

13 large volumes

Clean

County Clerk Storage-courthouse

Deeds of Trust

169 large volumes

Clean

County Clerk Storage-courthouse

Land & Personal Property

150 large volumes

Clean

County Clerk Storage-courthouse

Miscellaneous

200 + large volumes

Clean

County Clerk Storage-courthouse

Financial statements

18 5x7 drawers

Clean

County Clerk Storage-courthouse

County commission records, certificates, etc.

48 can files

Clean

County Clerk Storage-courthouse

Old plats

3 large boxes

Clean

County Clerk Storage-courthouse basement

Payrolls, canceled checks and personal records

30 boxes

Clean

County Clerk downstairs vault

Finance Statement Books

6 volumes

Clean

County Clerk downstairs vault

Assignment Books

4 volumes

Clean

County Clerk downstairs vault

Report of Trustees Sales

2 volumes

Clean

County Clerk downstairs vault

Release indexes under land books

 

Clean

County Clerk downstairs vault

Judgment Books

3 volumes

Clean

County Clerk downstairs vault

Mechanic Lien books

3 volumes

Clean

County Clerk downstairs vault

General Index to Trusts

2 volumes

Clean

County Clerk downstairs vault

Lis Pendens Book

1 volume

Clean

County Clerk downstairs vault

Execution Books

2 volumes

Clean

Sheriff’s Tax office-active

Land and Personal Property computer printouts

25 books

Clean

Sheriff’s Tax office-active

Tax records

3 5-drawer file cabinets

Clean

Sheriff’s Tax office-active

Supplies, receipts, backups, valuables

Vault

Clean

Sheriff’s Tax office-dog pound

Land books, settlements, receipts, other tax records

 

Clean

 

 

Comments

The Assessor has just recently started storing their old records in a storage place in Weirton that has climate control, locked doors, and alarms.  Due to a jury trial in progress, the Prosecuting Attorney’s office was not available.  The storage areas in the Coop and Old Dog Pound were also no available.

 

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26, P27

 

 

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

N/A

N/A

N/A

N/A

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

12

N/A

N/A

N/A

N/A

Full time

2

N/A

N/A

N/A

N/A

Part time

 

 

 

 

 

Volunteers

 

 

 

 

 

1.7.B Records Training

 

 

 

 

 

Training received

None

N/A

N/A

N/A

N/A

Opportunities available

None

N/A

N/A

N/A

N/A

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Didn’t know

N/A

N/A

N/A

N/A

Public use

Didn’t know

N/A

N/A

N/A

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didn’t know

N/A

N/A

N/A

N/A

Public use

Didn’t know

N/A

N/A

N/A

N/A

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

None

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

None

N/A

N/A

N/A

N/A

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

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

None

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

None

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)

None

N/A

N/A

N/A

N/A

Software 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

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

Yes

N/A

N/A

N/A

N/A

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

Yes

N/A

N/A

N/A

N/A

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

Yes

N/A

N/A

N/A

N/A

 

Comments

 

Assessor’s office notes that records are being destroyed according to retention schedule and that records management guidelines used for electronic records is on daily backup kept onsite and 1 monthly backup offsite.

 

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)

Yes

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

 

Comments

 

 

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