1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Basement

Sheriff Jail Cell

Inactive Records Area B

 

1.1.A  Temperature (in degrees Fahrenheit)

Assessor -73

Circuit Clerk -70

County Clerk-76

Sheriff- 78

Prosecuting Attorney -74

Assessor- 75

Circuit Clerk- 70

County clerk- 74

Sheriff -79

 

Circuit Clerk Jail- 75

Circuit Clerk outside garage- 75

Circuit Clerk Health Dept. 77

County clerk back room- 73

Humidity (record as % relative humidity)

Assessor -44

Circuit Clerk -40

County Clerk -42.7

Sheriff- 51

Prosecuting Attorney- 46

Assessor basement- 45

Circuit Clerk  - 46

County clerk- 44

 Sheriff- 56

 

Circuit Clerk Jail 47

 Circuit Clerk outside garage- 52

Circuit Clerk Health dept. 50

County clerk- 44

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 no

County clerk- yes

 Sheriff yes

 

Circuit Clerk Jail -yes

Circuit Clerk Garage- no

Circuit Clerk Health Dept.- yes

County clerk- yes

 

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- no

Circuit Clerk –yes

County clerk- no

Sheriff- yes

 

Circuit Clerk Jail -yes

Circuit Clerk Garage -yes

Circuit Clerk Health Dept -no

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor- no

Circuit Clerk- yes

County clerk- no

Sheriff -yes

 

Circuit Clerk Jail -yes

Circuit Clerk Garage- yes

Circuit Clerk Health- no

County clerk-no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk- no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage yes

Circuit Clerk Health no

County clerk -no

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk- no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage yes cats

Circuit Clerk Health no

County clerk-no

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk- no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage yes cats

Circuit Clerk Health no

County clerk-no

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

Silverfish

County clerk-no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage yes spiders

Circuit Clerk Health no

County clerk-no

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes silverfish

County clerk- no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage yes spiders

Circuit Clerk Health no

County clerk- no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County clerk no

Sheriff yes

 

Circuit Clerk Jail yes

Circuit Clerk Garage yes

Circuit Clerk Health no

County clerk-no

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor  no

Circuit Clerk no

County clerk yes

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk Health no

County clerk-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 no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk Health no

County clerk-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- no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk Health no

County clerk-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 yes

Sheriff yes

 

Circuit Clerk Jail yes

Circuit Clerk Garage yes

Circuit Clerk Health yes

County clerk-yes

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk health no

County clerk-no

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County clerk yes

Sheriff yes

 

Circuit Clerk Jail yes

Circuit Clerk Garage yes

Circuit Clerk Health yes

County clerk no

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk Health no

County clerk-no

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County clerk no

Sheriff no

 

Circuit Clerk Jail no

Circuit Clerk Garage no

Circuit Clerk Health no

County clerk-no

 

 

 

Comments:

 

the circuit clerk stores records in a garage behind the court house, an old health department building, beside the court house, and the old jail. the records stored in the garage are neatly on shelves in banker boxes. the garage has no climate control.

 

the county clerk had some records in the hallway lying on a metal coat rack.

 

assessor office had three storage areas we were not permitted to view. how ever the engineers were allowed into these rooms. one room contains multiple double stacked vertical metal cabinets, and other records. one area is basement storage. the last area that appears to be a dimly lit room its location is somewhere in the courthouse.

 

all offices need more storage areas.

           

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

Location

Record Type

Volume

Condition

Assessors office

Assessments

6 vertical drawers

Clean

Assessors office

Personal Property

9 vertical drawers

Clean

Assessors office

Dog Cards

2 vertical drawers

Clean

Assessors office

Registration Cards

3 vertical drawers

Clean

Assessors office

Transfers

1 vertical drawer

Clean

Assessors office

Map Cards

5 vertical drawers

Clean

Assessors office

Accounting

1 verticals drawer

Clean

Assessors office

Exonerations

2 vertical drawers

Clean

Assessors office

Deeds

3 vertical drawers

Clean

Assessors office

Gas

5 vertical drawers

Clean

Assessors office

Fiduciary

7 vertical drawers

Clean

Assessors office

Maps

4 ft linear

Clean

Assessors office

Land Books

40 dockets

Clean

Assessors office

Personal Property

7 in high and 1ft 5 inch wide metal drawers 7 of them

Clean

Assessors office

Map Cards

9 vertical drawers

Clean

Assessors office

Assessments

6 vertical drawers

Clean

Assessors office

Transfers

2 vertical drawers

Clean

Assessors office

Deeds

4 vertical drawers

Clean

Assessors office

Personal Property

4 vertical drawers

Clean

Assessors office

Dog Cards

6 vertical drawers

Clean

Assessors office

Oil /Gas

5 vertical drawers

Clean

Assessors office

Exonerations

4 vertical drawers

Clean

Assessors office

Real Property

5 vertical drawers

Clean

Assessors office

Misc.

13 non standard boxes

Clean

Assessors office

Maps

Rolled up laying on shelf 5ft linear

clean

Assessors basement

Personal Property books

5 dockets

Clean/Torn

Circuit Clerk office

Adoptions

3 vertical drawers

Clean

Circuit Clerk office

Criminal

6 vertical drawers

Clean

Circuit Clerk office

Civil

5 vertical drawers

Clean

Circuit Clerk office

Mental Health

10 vertical drawers

Clean

Circuit Clerk office

Juvenile Cases

4 vertical drawers

Clean

Circuit Clerk office

Misc. Cases

4 vertical drawers

Clean

Circuit Clerk office

Domestic Violence

4 vertical drawers

Clean

Circuit Clerk office

Juvenile

10 banker boxes

Clean

Circuit Clerk office

Tapes

1ft 3inch box of tapes

Clean

Circuit Clerk office

Criminal Cases

6 banker boxes

Clean

Circuit Clerk office

Civil Cases

6 vertical drawers

Clean

Circuit Clerk office

Grand Jury

5 banker boxes

Clean

Circuit Clerk office

Civil Docket

15 dockets

Clean

Circuit Clerk office

Mental Health

24 dockets

Clean

Circuit Clerk office

Adoption

6 dockets

Clean

Circuit Clerk office

Juvenile

19 dockets

Clean

Circuit Clerk office

Fee Record

7 dockets

Clean

Circuit Clerk office

Domestic Cases

52 vertical drawers

Clean

Circuit Clerk office

Criminal Cases

12 vertical drawers

Clean

Circuit Clerk office

Law Orders

192 documents cans

Torn/Clean

Circuit Clerk office

Chancery

48 dockets

Clean

Circuit Clerk office

Civil Orders

52 dockets

Clean

Circuit Clerk office

Law Order

47 dockets

Clean

Circuit Clerk office

Fee Books

2 dockets

Clean

Circuit Clerk office

Administrative

7 dockets

Clean

Circuit Clerk office

Misc. Orders

5 dockets

Clean

Circuit Clerk office

Domestic Order Book

26 dockets

Clean

Circuit Clerk office

Misc.

1 docket

Clean

Circuit Clerk office

Record Bond

3 dockets

Clean

Circuit Clerk office

Receiver Bond

4 dockets

Clean

Circuit Clerk office

Delinquent

11 dockets

Clean

Circuit Clerk office

Domestic Violence

1 docket

Clean

Circuit Clerk office

School Fund Orders

5 dockets

Clean

Circuit Clerk office

Criminal Orders

40 dockets

Clean

Circuit Clerk office

Bond Books

1 docket

Clean

Circuit Clerk office

Administrative

15 vertical drawers

Clean

Circuit Clerk office

Misc.

20 vertical drawers

Clean

Circuit Clerk office

Civil Cases

25 vertical drawers

Clean

Circuit Clerk office

Chancery Records

248 document cans

Bundled torn

Circuit Clerk office

Civil

45 banker boxes

Clean

Circuit Clerk office

Civil/Criminal

23 non standard boxes

Clean

Circuit Clerk office

Civil/Criminal

10 banker boxes

Clean

Circuit Clerk office

Civil/Criminal

23 loose files

Clean

Circuit Clerk office

Domestic Violence

1 banker box

Clean

Circuit Clerk office

Guardianship

2 banker boxes

Clean

Circuit Clerk basement

Criminal

12 vertical drawers

Clean

Circuit Clerk basement

Domestic

66 vertical drawers

Clean

Circuit Clerk basement

Law Actions

292 document cans

Clean/Torn

Circuit Clerk basement

Adoptions

3 vertical drawers

Clean

Circuit Clerk basement

Criminal

6 vertical drawers

Clean

Circuit Clerk basement

Civil

2 vertical drawers

Clean

Circuit Clerk basement

Juvenile

10 medium banker boxes

Clean

Circuit Clerk basement

Misc.

1ft long 3inch wide metal box

Clean

Circuit Clerk basement

Grand Jury

5 banker boxes

Clean

Circuit Clerk basement

Civil

15 dockets

Clean

Circuit Clerk basement

Mental Health

24 dockets

Clean

Circuit Clerk basement

Adoption

6 dockets

Clean

Circuit Clerk basement

Juvenile

19 dockets

Clean

Circuit Clerk basement

Fee Record

7 dockets

Clean

Circuit Clerk basement

Mental Health

10 vertical drawers

Clean

Circuit Clerk basement

Misc.

1 vertical drawer

Clean

Circuit Clerk basement

Juvenile

1 vertical drawer

Clean

Circuit Clerk Jail Cell

Mental Health books

91 dockets

Clean/Dirt

Circuit Clerk Jail Cell

Misc.

166 loose files

Clean/Torn

Circuit Clerk Jail Cell

Criminal Files

10 banker boxes

Clean

Circuit Clerk Jail Cell

Misc.

14 non standard boxes

Clean

Circuit Clerk Jail Cell

Civil

12 banker boxes

Clean

Circuit Clerk Jail Cell

Mental Health

166 banker boxes

Clean

Circuit Clerk Jail Cell

Various Books

4ft stack on ground

Clean

Circuit Clerk Jail Cell

Misc. Books

2 dockets

Clean

Circuit Clerk Jail Cell

Misc.

12 non standard boxes

Clean

Circuit Clerk Garage

Civil

136 banker boxes

Clean

Circuit Clerk Garage

Criminal

31 banker boxes

Clean

Circuit Clerk Garage

Law Actions

20 banker boxes

Clean

Circuit Clerk Mental Health Dept.

Civil

84 banker boxes

Clean

County Clerk beside office

Land Books

177 dockets

Clean/Dirt/Torn

County Clerk beside office

Trust Deeds

320 dockets

Clean/Dirt /Torn

County Clerk beside office

Judgment Liens

30 dockets

Clean

County Clerk beside office

Fortified Delinquent Lands

8 dockets

Clean

County Clerk beside office

Judgment and Misc.

3 dockets

Clean

County Clerk office beside

Mechanic

8 dockets

Clean

County Clerk beside office

Land Records

40 dockets

Clean

County Clerk beside office

Inventory Books

144 dockets

Clean/Torn/Dirt

County Clerk beside office

Fiduciary

73 dockets

Clean/Dirt

County Clerk beside office

Fiduciary bonds

9 dockets

Clean

County Clerk beside office

Will Books

40 dockets

Clean

County Clerk beside office

Fiduciary Matters

5 dockets

Clean

County Clerk beside office

Release Liens

78 dockets

Clean

County Clerk beside office

General Index to Release

8 dockets

Clean

County Clerk beside office

Records Delinquent Lands

16 dockets

Clean

County Clerk beside office

Receipts

1 vertical drawer

Clean

County Clerk beside office

Sheriffs Settlement Records

1 vertical drawer

Clean

County Clerk beside office

Financial Statements Index

1 vertical drawer

Clean

County Clerk beside office

Dog Fund

2 vertical drawers

Clean

County Clerk beside office

General School Fund

1 vertical drawer

Clean

County Clerk beside office

Maps

20 rolls on shelf

Torn

County Clerk back room

Deed Books

512 dockets

Dirt/Torn/Clean

County Clerk back room

Gas/ Oil Deed Books

45 dockets

Clean

County Clerk back room

Land Books

16 dockets

Clean

County Clerk back room

Election Records

2 dockets

Clean

County Clerk back room

Lunacy Records

2 dockets

Clean

County Clerk back room

Road orders

5 dockets

Clean

County Clerk back room

Surveyors Records

3 dockets

Clean

County Clerk back room

General Order Books

24 dockets

Clean

County Clerk back room

Maps

Map hanger 3ft high and 4ft 9inch wide

In plastic clean

County Clerk back room

Surveyor Company

3 dockets

Clean

County Clerk back room

Certificate of Corporation

6 dockets

Dirt

County Clerk back room

Name Change

1 docket

Dirt/Torn/Clean

County Clerk back room

Report of Sales Under Trust Deeds

4 dockets

Clean

County Clerk back room

Assignments

6 dockets

Clean

County Clerk back room

Debtor Financing

7 dockets

Mold Dirt

County Clerk back room

Misc.

4 dockets

Red rot

County Clerk back room

Debtor Financing Statements

13 (3ring binders)

 

County Clerk back room

Birth Records

38 dockets

Clean/Mold/Dirt

County Clerk back room

Power of Attorney

13 dockets

Clean

County Clerk back room

Marriage

45 dockets

Clean

County Clerk back room

 

 

Various Vital statistic files including Marriage License/Death Certificates/Birth Records/

and Various Bonds and Wills with a few financial statements

504 document cans

Bundled/ Dirt/ Torn/Clean

Sheriff office

Active Monthly Records

16 vertical drawers

Clean

Sheriff office

Misc.

4 banker boxes

Clean

Sheriff Jail Cell

Exonerations/Real Estate

30 banker boxes

Clean

Sheriff Jail Cell

Personal Property

30 dockets

Clean

Prosecuting Attorney

Civil Cases

4 vertical drawers

Clean

Prosecuting Attorney

Civil cases

3 banker boxes

Clean

Prosecuting Attorney

Criminal Cases

2 vertical drawers

Clean

Prosecuting Attorney

Criminal Cases

2 banker boxes

Clean

Prosecuting Attorney

Juvenile

1 vertical drawer

Clean

Prosecuting Attorney

Juvenile

5 banker box

Clean

Prosecuting Attorney

Misc.

1 vertical drawer

Clean

Prosecuting Attorney

Misc.

1 non standard box

Clean

 

Comments: P1, P2, P3, P4, P5, P6, P7 All offices need more storage space.

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

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

7

4

7

Wrote Yes

3

Part time

2

0

1

Wrote Yes

1

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

No

On the job

No

No

On the job

Opportunities available

No

Annual Clerks Association meetings

No

Wrote Yes

No

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

Varies

8 hours

4 hours

8 hours

Public use

8 hours

No access

8 hours

1 hours

No access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

8 hours

Varies

8 hours

1 hour

5 hours

Public use

7 hours

No access

8 hours

1 hour

No access

 

 

 

 

 

 

 

Comments: Sheriff and Circuit Clerk filled out their own surveys.  All offices need on-going records management training for personnel.

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

Didn’t know

None

A lot but didn’t know

Didn’t know

Didn’t know

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

Yes

n/a

Yes

Yes

Yes

 

Comments

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Software used

None

Software Systems

None

Easy form Excel

None

Name and address of the vendor used

None

None

None

Ed Shiflett Grat Street Elkins WV 26241

None

System support used

None

None

None

Yes

None

Name and address of the vendor used

None

None

None

Same

None

Security in place for the storage system

None

None

None

Password

None

Security in place for the backup system

None

None

None

Password

None

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

None

None

None

none

None

 

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

Yes

1977 Retention Schedule

Yes

No

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

No

Yes

No

No

No

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

No

Yes, Supreme Court

No

Yes

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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