1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Circuit Clerk Storage Room

County Clerk Vault

Inactive Records Area B

1.1.ATemperature (in degrees Fahrenheit)

Assessor 78

Circuit Clerk 72

County Clerk 72

Sheriff 72

Prosecuting Attorney 74

Assessor

Circuit Clerk 71

County Clerk 71

Sheriff

Prosecuting Attorney

Jail Cell 73

Humidity (record as % relative humidity)

Assessor 55

Circuit Clerk 42

County Clerk 42

Sheriff 43

Prosecuting Attorney 41

Assessor

Circuit Clerk 54

County Clerk 41

Sheriff

Prosecuting Attorney

Jail Cell 56

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell yes

1.1.C Pollutants and other hazards to records

 

 

 

Mold Ė active(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Mold Ė inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Animals Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Insects Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Insects Ė past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Jail Cell yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell yes

Sprinklers(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell 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

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell 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

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Jail Cell yes

Alarm system(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Secured doors/windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Jail Cell yes

Panic Button(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

Key card access(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Jail Cell no

 

 

 

Comments: Jail Cell contains records from each office.In various offices in the buildings, there were employess who were smoking in records areas.

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Land books

78 dockets

Clean

Assessors office

Personal Property

5 vertical drawers

Clean

Assessors office

Misc.

23 vertical drawers

Clean

Circuit Clerk office

Civil

10 dockets

Clean

Circuit Clerk office

Criminal

5 dockets

Clean

Circuit Clerk office

Juvenile

2 dockets

Clean

Circuit Clerk office

Administrative

1 docket

Clean

Circuit Clerk office

Civil cases

10 vertical drawers

Clean

Circuit Clerk office

Unknown

3 vertical drawers

Clean

Circuit Clerk office

Felony

4 vertical drawers

Clean

Circuit Clerk office

Welfare

5vertical drawers

Clean

Circuit Clerk office

Misdemeanors

1 vertical drawer

Clean

Circuit Clerk office

Guardianship

1 vertical drawer

Clean

Circuit Clerk office

Adoption

2 vertical drawers

Clean

Circuit Clerk office

Misc.

1 vertical drawer

Clean

Circuit Clerk office

Department of transportation

1 vertical drawer

Clean

Circuit Clerk office

Open files on metal shelf: Elections/Witnesses/Grand Jury/Confinement/Child Support/Prosecuting Attorney office/Adult Probation/Juvenile Probation

24 ft linear

Clean

Circuit Clerk storage

Criminal

209 dockets

Clean/Dirt/Torn

Circuit Clerk storage

Civil

262 dockets

Clean/Dirt/Torn

Circuit Clerk storage

Law

59 dockets

Clean/dirt

Circuit Clerk storage

Mental Hygiene

4 dockets

Clean

Circuit Clerk storage

Adoptions

11 dockets

Clean

Circuit Clerk storage

Misc.

6 dockets

Clean

Circuit Clerk storage

Delinquent Land

5 dockets

Clean

Circuit Clerk storage

General Index Law Record

5 dockets

Clean

Circuit Clerk storage

Chancery

14 dockets

Clean

Circuit Clerk storage

Juvenile

54 dockets

Clean

Circuit Clerk storage

Felony and Civil tapes

11 banker boxes

Clean

Circuit Clerk storage

Adoptions

5 vertical drawers

Clean

Circuit Clerk storage

Juvenile Abuse

9 vertical drawers

Clean

Circuit Clerk storage

Unknown

5vertical drawers

Clean

Circuit Clerk storage

Juvenile

3 vertical drawers

Clean

Circuit Clerk storage

Mental Hygiene

$ vertical drawers

Clean

Circuit Clerk storage

Civil

210 vertical drawers

Clean

Circuit Clerk storage

Misdemeanors

17 vertical drawers

Clean

Circuit Clerk storage

Chancery orders

42 vertical drawers

Clean

Circuit Clerk storage

Divorce

30 vertical drawers

Clean

Circuit Clerk storage

Felony

5 vertical drawers

Clean

County Clerk office

Land books

246 dockets

Clean

County Clerk office

Trust Deeds

518 dockets

Clean

County Clerk office

Personal Property

18 dockets

Clean

County Clerk office

Large Map books

16 dockets

Clean

County Clerk office

General index

6 dockets

Clean

County Clerk office

General index Trust deed

8 dockets

Clean

County Clerk office

Delinquent tax

19 dockets

Clean

County Clerk office

Real Estate

2 dockets

Clean

County Clerk office

Surveyors Record

5 dockets

Dirt/Torn

County Clerk office

Receipts Redeemed

3 dockets

Clean

County Clerk office

Fortified lands

2 dockets

Clean

County Clerk office

Report of sales Department

 

Clean

County Clerk office

Delinquent real estate

6 dockets

Dirt

County Clerk office

Record of bonds

2 dockets

Clean

County Clerk office

Judgment lines

24 dockets

Clean

County Clerk office

Contract Records

19 dockets

Clean

County Clerk office

Financial Statements

3 dockets

Clean

County Clerk office

Bonds

44 dockets

Clean

County Clerk office

Wills

42 dockets

Clean

County Clerk office

Vacation Orders

53 dockets

Clean

County Clerk office

Fiduciary

67 dockets

Clean

County Clerk office

Appraisements

67 dockets

Clean

County Clerk office

Commission Reports

98 dockets

Clean

County Clerk office

Assignments

23 dockets

Clean

County Clerk office

Lease

42 dockets

Clean

County Clerk office

Assumed names

2 dockets

Clean

County Clerk office

Church Trustees

5 dockets

Clean

County Clerk office

Misc.

11 dockets

Clean

County Clerk office

Liens

12 dockets

Clean

County Clerk office

Release

170 dockets

Clean

County Clerk office

Deed

598 dockets

Clean

County Clerk office

Maps

5ft 5inch high stack and 10 ft linear

Clean

County Clerk office

Maps

8ft 2inch linear

Torn

County Clerk office

Vacations

40 document cans

Clean/Torn

County Clerk office

Index slips

3 document cans

Clean/Torn

County Clerk office

Appraisements

40 document cans

Clean/Torn

County Clerk office

Law

27 document cans

Clean/Torn

County Clerk office

Settlements

41 document cans

Clean/Torn

County Clerk office

Financing Statements

7 document cans

Clean/Torn

County Clerk office

Commissions

11document cans

Clean/Torn

County Clerk office

Misc.

76 document cans

Clean/Torn

County Clerk office

Debtor lien statement

8 dockets

Clean/Torn

County Clerk office

Clerk Record

13 dockets

Clean

County Clerk office

Land Redemption

1 vertical drawer

 

County Clerk office

Current Application

1 vertical drawer

Clean

County Clerk office

Court County

1 vertical drawer

Clean

County Clerk office

Sheriff civil Service

2 vertical drawer

Clean

County Clerk office

Department of highway

2 vertical drawers

Clean

County Clerk office

Marriage

1 vertical drawer

Clean

County Clerk office

Solider discharge

1 vertical drawer

Clean

County Clerk vault

Births

33 dockets

Clean/Dirt

County Clerk vault

Birth

4 vertical drawers

Clean

County Clerk vault

Death

4 vertical drawers

Clean

County Clerk vault

Voter

14ft linear cabinet

Clean

County Clerk vault

Voter registration stacks

7ft high and 5ft linear

Clean

County Clerk vault

Marriage

64 dockets

Clean/Dirt

County Clerk vault

Death

24 dockets

Clean/Dirt

County Clerk vault

Invoice books/non standard boxes/ Misc. books

23ft linear

Clean

County Clerk vault

Misc. banker boxes/ non standard boxes

16ft 6inch linear

Clean

Sheriff

Concealed weapons

1 vertical drawers

Clean

Sheriff

Reports Finance

4 vertical drawers

Clean

Sheriff

Payroll

4 vertical drawers

Clean

Sheriff

Case files

30 vertical drawers

Clean

Sheriff

Accidents

16 vertical drawers

Clean

Sheriff

Employees

2 vertical drawers

Clean

Sheriff

Personal Property

4 vertical drawers

Clean

Sheriff

Evidence

4 vertical drawers

Clean

Sheriff

Misc.

12 vertical drawers

Clean

Sheriff

Internal Affairs

4 vertical drawers

Clean

Prosecuting Attorney office

DMV

4 vertical drawers

Clean

Prosecuting Attorney office

Juvenile

6 vertical drawers

Clean

Prosecuting Attorney office

County Commission

2 vertical drawers

Clean

Prosecuting Attorney office

Criminal

4 vertical drawers

Clean

Prosecuting Attorney office

Misc.

4 vertical drawers

Clean

Prosecuting Attorney office

Civil

5 vertical drawers

Clean

Jail Cell

Civil/Criminal/DMV open and closed files

30 vertical drawers

Clean

Jail Cell

Loose files

2ft stack

Dirt/Torn

Jail Cell

Loose files

4ft 5inch stack

Dirt/Torn

Jail Cell

Loose files

6ft stack

Dirt/Torn

Jail Cell

Unmarked large banker boxes in Jail Cell block

Linear of Jail block 7ft 8inch linear and 6ft 11inch deep with large banker boxes

Clean/Torn

Jail Cell

Jail block with land books and Personal Property dockets

Linear of Jail block 7ft 8inch linear and 6ft 11inch deep with personal property and land books 6 ft high stacks

Torn/Dirt/Red Rot

Jail Cell

Stacks of books and boxes

15ft 11inch linear and 6ft high books and card board boxes

Dirt/Mold

Jail Cell

Stack of books

6ft high

Clean/Torn

Jail Cell

Stacks of banker boxes

4ft high

Clan/Torn

 

Comments:Various offices, such as the assessor and circuit clerk, store records in the jail cells.an annex building was recently purchased by this county and is in the process of being renovated for additional storage space.

 

P1, P2, P3, P4

 

 

 

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.ANumber of Employees

 

 

 

 

 

Full time

5

10

13

16

9

Part time

0

0

7

0

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

Orders from supreme court

On the job

None

None

Opportunities available

None

Association meetings, classes offered by the supreme court

None

None

None

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

All day

Didnít know

Didnít know

Didnít know

8 hours

Public use

Didnít know

Didnít know

Didnít know

No access

No access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Ĺ hour

Didnít know

Didnít know

Didnít know

Didnít know

Public use

Didnít know

Didnít know

Didnít know

No access

No access

 

Comments

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments: If any photocoping is done, most said they keep the originals, however the offices did not know how much photocopying was done.

 

 

 

 

 

 

 

 

 

 

 

 

 

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

All records from 1995 to present

 

none

none

Software used

none

CCMS

Cott Systems (indexing system)

none

none

Name and address of the vendor used

none

Software computer group 1200 Bigley Ave. Charleston WV

350 E. Wilson Bridge Rd. Washington OH 43085

none

none

System support used

none

CCMS

 

none

none

Name and address of the vendor used

none

Software computer group 1200 Bigley Ave. Charleston WV

 

none

none

Security in place for the storage system

none

 

 

none

none

Security in place for the backup system

none

Back up system with daily tapes

 

none

none

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

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

none

Supreme Court retention schedule

none

none

none

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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