1.1  The Physical Space Housing the Records

Active Records Area

Main Offices

Sheriff Tax Office

Inactive Records Area A

 

 

 

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 73

Circuit Clerk 75

County Clerk 80

Sheriff 76

Prosecuting Attorney 81

Assessor

Circuit Clerk records room across hall-79

County Clerk vital statistics room- 75

Sheriff old jail 1st floor 71

Prosecuting Attorney

Assessor, Circuit Clerk, Prosecuting attorney  Jacobs building storage basement 2- 70

Circuit clerk- Meredith building 3rd floor-NA

County Clerk  Jacobs building storage basement 1 -74

Sheriff old jail 4th floor-73

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 30

Circuit Clerk 33

County Clerk 33

Sheriff 32

Prosecuting Attorney 31

Assessor n/a

Circuit Clerk 31

County Clerk 35

Sheriff old jail 1st floor 38

Prosecuting Attorney

Assessor, Circuit Clerk  Jacobs Bldg. Storage- 38

Circuit clerk- NA

County Clerk  Jacobs Bldg. Storage basement 1- 39

Sheriff old jail 4th floor 39

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney yes

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff yes

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk yes walls

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff  no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk no

County Clerk no

Sheriff  n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney yes, gnats

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk yes

County Clerk n/a

Sheriff yes

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

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 n/a

Circuit Clerk yes

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

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

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff yes

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor n/a

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk yes

Sheriff no

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

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 n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

 

Comments

Not all surveys were completed and returned.

 

the sheriff tax office is on the first floor of the merrideth building annex.

 

the assessor office is on the fourth floor of the merrideth building annex.  the main office is very neat, well organized, has plenty of work space, and has excellent lighting.  The office has room to expand.

 

the county, circuit clerk, Assessor, and prosecuting attorney stores records in the jacobs building basement.

 

the sheriff law office has been remodeling for more than a year.

the sheriff law has storage in east fairmont.

 

the county clerk main records room has blistered paint from moisture and mold on the vent duct.  The vital statistics vault room windows have fire shields that automatically lower in the event of a fire.

 

COunty clerk has access to storage in the jacobs building basement 1 from the planning office via a narrow, dimly lit stairway.  area is very dirty with sewage and water pipes overhead and a strong sewage smell.  access to basement 2 in the jacobs building is by keyed elevator.  basement 2 is very dirty, damp, odorous, and cool.  furnace is located in this basement.  circuit clerks section partitioned by a chain link  pad locked door. 

 

The prosecutor’s section of basement 2 in jacobs has records dumped behind the furnace which may be too close to furnace for safe storage.  records are not secure, damp, and in a messy condition.

 

The sheriff’s offsite storage is in the old jail.  It is a four story stone “castle” with heavy iron bars on all windows; a secure entrance; a cool, damp feeling; and is very dirty, musty, and odorous.  records stored on floors 1, 2 and 4.  most cells were chained and pad locked making it impossible to inventory the records stored within.  some records were stacked in a narrow walkway making passage dangerous.  many lights burned out or broken.

 

 

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

Location

Record Type

Volume

Condition

Circuit Clerk Office Main

Juvenile

6 large, 60 small volumes

Clean

Circuit Clerk Office Main

Law Orders (old)

22 large, 96 small volumes

Clean

Circuit Clerk Office Main

Miscellaneous

23 small volumes

Clean

Circuit Clerk Office Main

Civil Orders

104 small volumes

Clean

Circuit Clerk Office Main

Administrative

20 small volumes

Clean

Circuit Clerk Office Main

Divorce

36 small volumes

Clean

Circuit Clerk Office Main

Miscellaneous Bonds

9 small volumes

Clean

Circuit Clerk Office Main

Magistrate

6 small volumes

Clean

Circuit Clerk Office Main

Mental Hygiene

22 small volumes

Clean

Circuit Clerk Office Main

Adoption

7 large, 8 small volumes

Clean

Circuit Clerk across Hall

Chancery Orders

93 large volumes

Clean

Circuit Clerk across Hall

Civil Orders

11 large volumes

Clean

Circuit Clerk across Hall

Law Order

14 large volumes

Clean

Circuit Clerk across Hall

Delinquent lands

7 large volumes

Clean

Circuit Clerk across Hall

Sales/Forfeiture lands

3 large volumes

Clean

Circuit Clerk across Hall

Execution

3 large volumes

Clean

Circuit Clerk across Hall

Receivers

1 large, 2 small volumes

Clean

Circuit Clerk across Hall

Miscellaneous

10 large volumes

Clean

Circuit Clerk across Hall

Rules

40 large volumes

Clean

Circuit Clerk across Hall

Bonds

8 large volumes

Clean

Circuit Clerk 3rd Floor Storage

Felony Files

885 linear feet

Clean

County Clerk Office Main

Deeds

698 large, 568 small volumes

Clean

County Clerk Office Main

Police & Fiscal

56 large, 4 small volumes

Clean

County Clerk Office Main

Order Books

18 large, 10 small volumes