1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Storage Room

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor n/a

Circuit Clerk 74

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk 72

County Clerk n/a

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

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

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk n/a

Sheriff

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 n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

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 n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor n/a

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor n/a

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

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 yes

Circuit Clerk no

County Clerk yes

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk yes

Sheriff

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)

Assessor no

Circuit Clerk n/a

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk yes

Sheriff

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 n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk yes

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk n/a

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments:  The Sheriff's tax office and Prosecuting Attorney's office did not complete the survey. 

 

The assessor’s office is entered through the courthouse and is housed in a new addition attached to the courthouse.  The county Clerk and related office are in the main courthouse.  there is a small room over the voter registration office that is being used to scan county records.

 

Judicial annex (across side street from courthouse) houses the magistrate’s office and courtroom, the circuit clerk’s office, the prosecuting attorney’s office, and storage in the basement.

 

sheriff’s tax office and law enforcement are in a separate building about ½ block from the courthouse.

 

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

Location

Record Type

Volume

Condition

Assessors office – Main

Land Books

32 printouts

Clean

Assessors office – Main

Assessments, Transfers, Homesteads, Personal Property, Real Estate Records

35 lateral file drawers

Clean

Assessors office – Main

Map Cards

Kardex-Rotary Filer with 42 metal boxes 5x7

Clean

Assessors office – Main

CAMA Files

16 drawers

Clean

Assessors office – Main

Plats

10 drawers (6'x6'x3')

Clean

Assessors office – Main

File cabinets

5 legal size cabinets

Clean

Circuit Clerk office – Main

Civil Orders

14 large books, 84 small books

Clean

Circuit Clerk office – Main

Criminal Orders

33 small books

Clean

Circuit Clerk office – Main

Support Orders

3 small books

Clean

Circuit Clerk office – Main

Mental Hygiene

2 small books

Clean

Circuit Clerk office – Main

Records of Bonds

4 small books

Clean

Circuit Clerk office – Main

Administrative Orders

3 small books

Clean

Circuit Clerk office – Main

Juvenile

6 small books

Clean

Circuit Clerk office – Main

General Receiver

2 large books

Clean

Circuit Clerk office – Main

Executions

2 small books

Clean

Circuit Clerk office – Main

State Commissioner

1 large book

Clean

Circuit Clerk office – Main

Jury

2 large books

Clean

Circuit Clerk office – Main

Indices

6 large books

Clean

Circuit Clerk office – Main

Adoptions

5 large books

Clean

Circuit Clerk office – Main

Administrative Papers

1 5-drawer legal size cabinet

Clean

Circuit Clerk office – Main

Case Files

KOMPAKT Movable Filer with 258 linear feet

Clean

Circuit Clerk office – Main

Cassette Tapes

5cf

Clean

Circuit Clerk office – Main

Petitions

30 1cf boxes

Clean

Circuit Clerk office – Basement

File drawers

498 legal size

Clean

Circuit Clerk office – Basement

Juvenile

110 1cf boxes

Clean

Circuit Clerk office – Basement

Court Tapes

28 boxes

Clean

Circuit Clerk office – Basement

Lateral Files

40 drawers

Clean

Circuit Clerk office – Basement

Miscellaneous Records

60 can files

Clean

Circuit Clerk office – Basement

Dockets, Chancery, Common Law, Civil, Criminal, Juvenile, etc.

122 large books, 30 small books

Clean

Circuit Clerk office – Basement

Confidential Records and Evidence

Caged area

Clean

County Clerk office – Balcony Area

Abstracts, Judgments, Releases, Settlements, School Sales, Fiduciary, Marriages

122 can files

Clean

County Clerk office – Balcony Area

Old Books

318 large books

Clean

County Clerk office – Balcony Area

Miscellaneous Records

10 1cf boxes

Clean

County Clerk office – Balcony Area

Old Blueprints

4 boxes

Clean

County Clerk office – Balcony Area

Marriages

2 boxes

Clean

County Clerk office – Ground Floor

County Official Records, Law Orders, Marriages, Disbursements, Judgments, Discharges, Financing, Termination

170 can files

Clean

County Clerk office – Ground Floor

Microfiche

18 file drawers

Clean

County Clerk office – Ground Floor

Land & Personal Property

70 large books, 70 printouts

Clean

County Clerk office – Ground Floor

Deeds Index

26 large books, 16 small books

Clean

County Clerk office – Ground Floor

Deeds Alphabet A-Z

22 large books

Clean

County Clerk office – Ground Floor

Deeds Numbered

250 large books, 670 small books

Clean

County Clerk office – Ground Floor

Wills

10 large books

Clean

County Clerk office – Ground Floor

Old Newspapers – Virginia Press

20 vols.

Clean

County Clerk office – Middle Room 1

Fiduciary, Releases

143 can files

Clean

County Clerk office – Middle Room 1

Wills – Alphabet

10 large books

Clean

County Clerk office – Middle Room 1

Wills – Numbered

7 large books, 10 small books

Clean

County Clerk office – Middle Room 1

Index (Release)

1 large book, 7 small books

Clean

County Clerk office – Middle Room 1

Release

100 small books

Clean

County Clerk office – Middle Room 1

Births, Deaths, Marriages

32 large books

Clean

County Clerk office – Middle Room 1

Judgment Liens

12 large books, 6 small books

Clean

County Clerk office – Middle Room 1

Miscellaneous

1 large book

Clean

County Clerk office – Middle Room 1

Debtor Index

6 large books

Clean

County Clerk office – Middle Room 1

Execution

1 large book

Clean

County Clerk office – Middle Room 1

Fiduciary Accounts

50 large books, 14 small books

Clean

County Clerk office – Middle Room 1

Report Sales

1 large book

Clean

County Clerk office – Middle Room 1

Order Books

7 large books

Clean

County Clerk office – Middle Room 1

Marriages

13 large books

Clean

County Clerk office – Middle Room 1

Discharges

7 large books, 1 small book

Clean

County Clerk office – Middle Room 1

Guardian Bond

1 small book

Clean

County Clerk office – Middle Room 1

Redemption

6 large books, 4 small books

Clean

County Clerk office – Middle Room 1

Corporations

6 large books, 10 small books

Clean

County Clerk office – Middle Room 1

Old Records

18 1cf boxes

Clean

County Clerk office – Middle Room 2

Birth, Death, Marriage Certificates

3 legal size file cabinets

Clean

County Clerk office – Middle Room 2

Deeds, etc.

12cf metal cabinet

Clean

County Clerk office – Middle Room 3

Plats

1235

Clean

County Clerk office – Middle Room 3

Project Maps

20

Clean

County Clerk office – Middle Room 3

Rolled Maps

1 box

Clean

County Clerk office – Middle Room 3

Folded Plats

1 box

Clean

County Clerk office – Small Room

Deeds, etc.

213 9x5x7 pigeonholes

Clean

County Clerk office – Small Room

State Board Embalmers

1 large book

Clean

County Clerk office – Small Room

Elections

2 large books

Clean

County Clerk office – Small Room

Miscellaneous

9 large books

Clean

County Clerk office – Small Room

Precinct Books

57 large books

Clean

County Clerk office – Small Room

Backup to Computer System

27 tapes

Clean

County Clerk office – Probate Office

Bonds & Estates

9 file drawers

Clean

County Clerk office – Probate Office

Wills

9 large books, 14 small books

Clean

County Clerk office – Probate Office

Wills Index

1 large book

Clean

County Clerk office – Probate Office

Index to Estates

3 large books

Clean

County Clerk office – Probate Office

Index to Appraisements

1 large book

Clean

County Clerk office – Probate Office

Fiduciary

26 large books

Clean

County Clerk office – Probate Office

Fiduciary Index

1 large book

Clean

County Clerk office – Probate Office

Accounts

134 small books

Clean

County Clerk office – Probate Office

Order Books

20 large books

Clean

County Clerk office – Probate Office

Administrative Bonds

15 small books

Clean

County Clerk office – Storage

Public Assistance

1 large book

Clean

County Clerk office – Storage

Personal Property (1924-2001)

102 large books

Clean

County Clerk office – Storage

Releases to Deeds (Index)

9 large books

Clean

County Clerk office – Storage

Releases of Deeds

61 large books

Clean

County Clerk office – Storage

Voucher & Financial Papers

31 1.5cf boxes, 31 1cf boxes

Clean

County Clerk office – Storage

Releases

5 1.5cf boxes, 10 1cf boxes

Clean

County Clerk office – Storage

Business & Management

45 1cf boxes

Clean

County Clerk office – Storage

Account Fiduciary

5 1.5cf boxes

Clean

County Clerk office – Storage

Wills

7 1.5cf boxes

Clean

County Clerk office – Storage

Fiduciary

17 1.5cf boxes

Clean

County Clerk office – Storage

Miscellaneous Papers

4 1cf boxes

Clean

Sheriff's Tax office – Main

Land and Personal Property

10 large books

Clean

Sheriff's Tax office – Main

Sheriff Settlements

10 large books

Clean

Sheriff's Tax office – Main

Tax Tickets

15 24"x32"x8" drawers

Clean

Sheriff's Tax office – Main

Tax Liens

5 legal size drawers

Clean

Sheriff's Tax office – Main

Monthly Reports

Hard copy books in 8 30" lateral drawers

Clean

Sheriff's Tax office – Main

Sales Listing Property Transfers

4 legal size drawers

Clean

Sheriff's Tax office – Main

DMV

2 lateral drawers

Clean

Sheriff's Tax office – Main

Backup, Correspondence, Administrative

45" lateral drawers in fireproof cabinet

Clean

Sheriff's Tax office – Main

Files

2 lateral drawers

Clean

Sheriff's Tax office – Main

Cancelled Checks

2 lateral drawers

Clean

Sheriff's Tax office – Main

Tax Information, Exoneration, etc.

8 legal size drawers

Clean

Sheriff's Tax office – Main

Sheriff Settlements

3-shelf unit, 9 linear feet

Clean

Sheriff's Tax office – Main

Delinquent Property & Reports

4 3' lateral shelves

Clean

Sheriff's Tax office – Main

Bank Reconciliations, Bankruptcies, Civil Settlements

2 legal size drawers

Clean

Sheriff's Tax office – Storage Cage Area

Audited Records

 

Clean

Prosecuting Attorney office – Main

Misdemeanors

20 lateral file drawers

Clean

Prosecuting Attorney office – Main

Juvenile

10 lateral file drawers

Clean

Prosecuting Attorney office – Main

Victim Advocate

6 lateral file drawers

Clean

Prosecuting Attorney office – Main

Felonies

8 lateral file drawers

Clean

Prosecuting Attorney office – Main

Non-Criminal

2 lateral file drawers

Clean

Prosecuting Attorney office – Main

Misdemeanors

10 1cf boxes

Clean

Prosecuting Attorney office – Main

Victim Advocate

5 1cf boxes

Clean

Prosecuting Attorney office – Storage Caged Area 1

Juvenile post 1981

21 1.5cf boxes, 45 1cf boxes

Clean

Prosecuting Attorney office – Storage Caged Area 2

Misdemeanors

17 1.5cf banker boxes, 56 1cf record boxes, 1 4-drawer legal file cabinet

Clean

Prosecuting Attorney office – Storage Caged Area 3

Criminal

47 1.5cf banker boxes, 50 1cf record boxes, 6 5-drawer legal file cabinets

Clean

 

Comments: P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16  All. offices need more storage space.

 

the assessors was leaving for the day when I arrived, but granted a 30 minute interview.  the computers are tied to the state tax system and most of their work is done on this system.  she has very few items in storage, mostly assessments, land records, and dog books.

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

Yes – all records are digitally stored on CDs and copies of CDs are stored onsite & offsite

No

 

 

 

Comments: all offices need a disaster contingency plan in place.

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

10

Yes

12

 

 

Part time

2

Yes

0

 

 

Volunteers

0

No

0

 

 

1.7.B Records Training

 

 

 

 

 

Training received

In-house

3 months training

In-house

 

 

Opportunities available

Tax meeting in Charleston

In-house

Association meetings

 

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

 

1 hour

 

 

 

Public use

5 hours

Rare

All day

 

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

 

 

 

 

 

Public use

 

 

 

 

 

 

Comments: all offices need on-going records management training program for personnel.

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

None

 

None

 

 

Disposition of originals

 

 

 

 

 

     Discarded

 

No

 

 

 

     Placed in storage

 

No – filed onsite in storage area

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

 

None

 

 

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

 

 

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

All records prior to 1998 were back scanned.  All records since 1998 have been scanned as filed.

In process of back scanning 1,000,000 pages

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

No – filed onsite in storage area

Yes – or leave on shelf

 

 

Master copy stored    (onsite or offsite )

 

Onsite

 

 

 

Backup copies available (record as yes/no)

 

Yes

 

 

 

External

 

 

 

 

 

Volume of material digitized

 

All records were scanned, placed in jukebox storage unit

Back scanning – in Florida

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

No

 

 

 

Master copy stored    (onsite or offsite )

 

Onsite

 

 

 

Backup copies available (record as yes/no)

 

Yes

 

 

 

 

Comments:  Assessor's office shreds old, out-of-date records.  All county clerk records in the basement have been imaged.

 

 

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)

All from state

All Civil, Criminal, Petitions, Domestic

Deeds

 

 

Software used

 

SSI and UITI

United System & Software Inc (USSI)

 

 

Name and address of the vendor used

 

 

Software Systems Inc. of Morgantown, WV (SSI)

 

 

System support used

 

 

 

 

 

Name and address of the vendor used

 

 

 

 

 

Security in place for the storage system

 

 

 

 

 

Security in place for the backup system

 

 

 

 

 

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

Yes

Yes

No

 

 

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

No

Yes

No

 

 

Any records management guidelines used for electronic records (record as yes/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

 

 

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

No

No

No

 

 

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

No

No

No

 

 

 

Comments

 

Jefferson Index Page