1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

 

 

 

Inactive Records Area B

 

1.1.ATemperature (in degrees Fahrenheit)

Assessor 76.8

Circuit Clerk 80

County Clerk 72

Sheriff 76.8

Prosecuting Attorney 72

Assessor vault-shared with county clerk

Circuit Clerk basement- 72

County Clerk vault room upstairs R1-77/ vault downstairs-NA

Sheriffvault-74.8

Prosecuting Attorney

Assessor jail-76

Circuit clerk jail- 76

County clerk jail- 76

Sheriff jail- 76

Prosecuting attorney-76

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 34

County Clerk 34

Sheriff 44

Prosecuting Attorney 42

Assessor

Circuit Clerk -42

County ClerkR1-45/ R2-NA

Sheriff 40

Prosecuting Attorney

All-53

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk-R1-no/ R2-no

County Clerk yes

Sheriff no

Prosecuting Attorney

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 R1-no/ R2-no

Sheriff no

Prosecuting Attorney

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 no

Prosecuting Attorney

no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk R1-no/ R2-no

County Clerk no

Sheriff no

Prosecuting Attorney

no

Animals Ė alivenote kind††††††††††††††††††††††††††††

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no-R1 R2

County Clerk no

Sheriff no

Prosecuting Attorney

no

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no-R1 R2

County Clerk no

Sheriff no

Prosecuting Attorney

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-R1 R2

Sheriff no

Prosecuting Attorney

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-R1 R2

Sheriff yes various kinds

Prosecuting Attorney

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 no-R1 R2

Sheriff no

Prosecuting Attorney

Yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no-R1 R2

Sheriff no

Prosecuting Attorney

no

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-R1 R2

Sheriff no

Prosecuting Attorney

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-R1 R2

Sheriff no

Prosecuting Attorney

no

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

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes-R1 R2

Sheriff yes

Prosecuting Attorney

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- R2 R1

Sheriff no

Prosecuting Attorney

no

Secured doors/windows(record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerkyes- R1 R2

Sheriff yes

Prosecuting Attorney

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-R1 R2

Sheriff no

Prosecuting Attorney

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-R1 R2

Sheriff no

Prosecuting Attorney

no

 

 

 

Comments

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Map cards property appraisals

Machine containing map cards 70 inch wide machine

Clean

Assessors office

Map cards/ Personal Property

Another map card machine with Personal Property Machine 91 inches wide

Clean

Assessors office

Personal property/Affidavits/ Redemptions

16 vertical drawers

Clean

Assessors office

Personal Property taxes

Wooden cabinets4drawers

Clean

Assessors office

Personal Property 2002

Supplemental Ticket 2001

DMV books1999

18 wooden file cabinets

Clean

Assessors office

Real Estate Transfer

4ft 2inch high and 1ftand 8inch wide metal cabinet 2 of them

Clean

Assessors office

DMV folders for2 years

Wooden shelf 2ft 6inch wide

76 inch high

Clean

Assessors office

Land books

132 dockets

Clean/Dirt

Assessors office

Personal Property

31 dockets

Clean

Assessors office

DMV books

22 wooden shelves

Clean

Assessors office

Redemption to state homestead disability center appraisals

4 vertical drawers

Clean

Assessors office

Comm. Property

24 vertical drawers

Clean

Assessors office

Personal Property

4 vertical drawers

Clean

Assessors office

Maps

64inch wide and 3ft high

Clean

Assessors office

Map books

4 dockets

Clean

Assessors office

Regular Taxes 2002

7 books

Clean

Assessors office

Regular Taxes 2001

7 books

Clean

Assessors office

Real Estate Alpha book

1 docket

Clean

Assessors office

Taxes/affidavits/ Court orders

38 document cans

Clean

Assessors office

Blue tax folder books

7 books

Clean

Assessors office

2001Assessments (exonerations, dog tags, tax tickets)

56 vertical drawers

Clean

Assessor inactive-vault

Map cards

14d lateral files

Clean

Assessor inactive-vault

Assessments

9- non standard cardboard boxes

Clean

Assessor-jail

Assessment records

Approximately-270 dockets stacked on floor lining jail cell

Surface dirt

Assessor-jail

Assessment records

Approximately-60 dockets stacked everywhere

Surface dirt, some missing spines and torn edges

Assessor jail

Assessment records

10 non standard boxes

Clean

Assessor-jail

Land

20- dockets

Clean

Assessor-jail

Personal property

9-dockets

clean

Assessor-jail

Tax certified

2- non standard

Clean

Assessor-jail

Maps

1 non standard cardboard box

Clean

Assessor-jail

Records

6 non standard

Clean

Circuit Clerk office/vault

Civil Cases

10 vertical drawers

Clean

Circuit Clerk office/vault

Criminal

2 dockets

Clean

Circuit Clerk office/vault

Computer index legers

13 dockets

Clean

Circuit Clerk office/vault

Misc.

22 vertical drawers

Clean

Circuit Clerk office/vault

Guardianship

5 vertical drawer

Clean

Circuit Clerk office/vault

Mental Hygiene

3 vertical drawers

Clean

Circuit Clerk office/vault

Index civil cases

8 dockets

Clean

Circuit Clerk office/vault

Civil Actions

4 dockets

Clean

Circuit Clerk office/vault

Civil Appeals

3 vertical drawer

Clean

Circuit Clerk office/vault

Adoptions

1 vertical drawer

Clean

Circuit Clerk office/vault

Guardianship

1 docket

Clean

Circuit Clerk office/vault

Domestic Violence

7 vertical drawers

Clean

Circuit Clerk office/vault

Civil orders

11 dockets

Clean

Circuit Clerk office/vault

Criminal

16 vertical drawers

Clean

Circuit Clerk office/vault

Jury

1 docket

Clean

Circuit Clerk office

Civil

280 - vertical drawers

Clean

Circuit Clerk office

Domestic

76 vertical drawers

Clean

Circuit Clerk office

Criminal

32 vertical drawers

Clean

Circuit Clerk office

Juvenile

28 vertical drawers

Clean

Circuit Clerk office

Juvenile

72 document cans

Clean

Circuit Clerk office

Criminal and civil

696 document cans

Clean

Circuit Clerk office

Mental Hygiene

15 dockets

Clean

Circuit Clerk office

Reciprocal Dependency

9 dockets

Clean

Circuit Clerk office

Civil order books

234- dockets

Clean/Dirt/Torn

Circuit Clerk office

Order books

12 dockets

Clean

Circuit Clerk office

Domestic violence

4 dockets

Clean

Circuit Clerk office

Misc. dockets

10 dockets

Dirt/Torn

Circuit Clerk office

Criminal

2 dockets

Dirt

Circuit Clerk office

Order books

42 rowshelves

Clean

Circuit Clerk office

Order books

28 rowshelves

Clean

Basement-circuit

Civil files

212 vertical drawers

Clean

Basement-circuit

Criminal files

72 vertical drawers

Clean

Basement-circuit

Adoption

12 vertical drawers

Clean

Basement-circuit

Domestic

16 vertical drawers

Clean

Basement-circuit

Closed Domestic violence

1ft linear of non standard boxes

Clean

Basement- circuit

Criminal

? # of boxes on wooden shelves

Clean

Basement- circuit

Civil

Exhibits on wooden shelves

clean

Circuit clerk-jail

Criminal

Approximately- 42 dockets

Surface dirt

Circuit clerk-jail

Chancery

? # dockets

Old surface dirt missing spine torn edges

Circuit clerk-jail

Various records

Unable to get in cell to count large banker, dockets, non standard boxes

Surface dirt

County clerk office

Deed books

559 dockets

Clean/Torn/Dirt

County clerk office

Release books

114 dockets

Clean

County clerk office

Fiduciary orders

46 dockets

Clean

County clerk office

Grantee index to deeds

33 dockets

Clean

County clerk office

Grantor to index trust deeds

26 dockets

Red rot

County clerk office

Road Records

2 dockets

Clean

County clerk office

Oil and Gas

6 dockets

Clean

County clerk office

Assignment

13 dockets

Clean

County clerk office

Public Service lien docket

1 docket

Clean

County clerk office

Defendant

12 docket

Clean

County clerk office

Trustees report sales

6 dockets

Clean

County clerk office

Service charge lien dockets

7 dockets

Clean

County clerk office

Trust Deeds

384 dockets

Clean

County clerk /vault-R2

Personal Property

16 dockets

Clean

County clerk ĖR2 vault

Order book fiduciary

12 dockets

Clean

County clerk vault-R2

List of Heirs records of Fiduciaries

14 dockets

Clean

County clerk office/vault-R2

Sale of Appraisements

193 dockets

Clean

County clerk office/vault-R2

Oaths of office

4 dockets

Clean

County clerk office/vault-R2

Minute book

21 dockets

Clean

County clerk office/vault-R2

Release deed and book

151 dockets

Clean

County clerk and Assessor vault-R1

Exonerations

6 wooden shelves 3ft each

Clean

County clerk and Assessor vault-R1

Settlements

56 wooden shelves 3ft each

Clean

County clerk and Assessor vault-R1

Contract bonds

6 wooden shelves 3ft each

Clean

County clerk and Assessor vault-R1

Highway records

6 wooden shelves 3fteach

Clean

County clerk and Assessor vault-R1

Marriage License/financing Statements/Bonds

88 document cans

Clean

County clerk and Assessor vault-R1

Maps

12d cabinets

Clean

County clerk and Assessor vault-R1

Wills

8d vertical metal

Clean

County clerk and Assessor vault-R1

Maps

5-hanging maps

Clean

County clerk and Assessor vault-R1

Receipts mail request

3- banker boxes

Clean

County clerk and Assessor vault-R1

Receipts

55- books

Clean

County clerk and Assessor vault-R1

Deed books

Micro film

clean

County clerk and Assessor vault-R1

Misc.

72-Document cans

clean

County clerk and Assessor vault-R1

Plat maps

18 metal drawers 4ft high and 1ft 8inches wide

Clean

County clerk and Assessor vault-R1

Delinquent Real Estate

10 dockets

Clean

County clerk and Assessor vault-R1

Birthrights and Birth certificates

12 vertical drawers

Clean

County clerk and Assessor vault-R1

Land books

60 dockets

Clean

County clerk and Assessor vault-R1

Personal Property

6 dockets

Clean

County clerk and Assessor vault-R1

Will books

75 dockets

Clean

County clerk and Assessor vault-R1

Debtor index financing statements

13 dockets

Clean

County clerk and Assessor vault-R1

Judgment line

52 dockets

Clean

County clerk and Assessor vault-R1

Release bond

180 dockets

Clean

County clerk and Assessor vault-R1

Appraisements

89 document cans

Clean/Torn

County clerk and Assessor vault-R1

Settlements

92 document cans

Clean/Torn

County clerk and Assessor vault-R1

Bonds

78 document cans

Clean/Torn

County clerk and Assessor vault-R1

Oaths

86 document cans

Clean/Torn

County clerk and Assessor vault-R1

Heirs

32 document cans

Clean/Torn

County clerk and Assessor vault-R1

Financing Statements

72 document cans

Clean/Torn

County clerk and assessor vault-R1

Tax Statements

23document cans

Clean

County- jail

Records

Approximately- 130 banker boxes

Clean

County-jail

Records

23- non standard boxes

Clean

County- jail

Records

Approximately- 40 dockets

clean

Sheriff office-main

Land books

5 dockets

Clean

Sheriff office-main

Personal Property tax books

6 dockets

Clean

Sheriff office-main

Delinquent tax

Stack of open files on shelf

Clean

Sheriff office

Misc.

21 dockets

Clean

Sheriff office

Land

20 dockets

Clean

Sheriff office

Personal property districts

9 dockets

Clean

Sheriff office

Daily collection tickets

3 metal cabinets- 3ft 7inches high X 1ft 8inch wide -1 cabinet 4ft high X 1ft 7inch

Clean

Sheriff office

Daily reports

7 metal shelves 4ft 1inch high X 1ft 7inch wide

Clean

Sheriff office

Committee Checks

12 metal drawers 2ft 5inch wide X 2ft high

Clean

Sheriff office

DMV

3 non standard

Clean

Sheriff office

Records

Manila folder in stacks on wooden shelves 74ftL

Clean

Sheriff office

Cases

20d vertical metal

clean

Sheriff office

Lean holders/ DMV/ Tax info

12 vertical drawers

Clean

Prosecuting attorney-

Investigation/Civil/Criminal

13 metal cabinets

Clean

Prosecuting Attorney office

Tapes and hearings

12 non standard boxes

Clean

Prosecuting Attorney office

Murder cases

4 banker boxes

Clean

Prosecuting Attorney office

Cases

32 vertical drawers

Clean

Prosecuting Attorney office

Criminal files

70 vertical drawers

Clean

Prosecuting Attorney

DNA

20 plastic binders

Clean

Prosecuting Attorney

Audit reports

? # banker

clean

Prosecuting attorney

 

 

 

 

Comments

 

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, P28, P29

 


 

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

Yes

Yes

Yes

Yes

Yes

Part time

No

Yes

No

No

Yes

Volunteers

No

No

No

No

No

1.7.B Records Training

 

 

 

 

 

Training received

In house

None

Classes, in house training

In house and tax meetings twice a year

Once a year training, in house trainings

Opportunities available

None

None

Annual meetings

None

Association Meetings

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

2 hours

Didnít know

2 Ĺ hours

Didnít know

Ĺ hour

Public use

2 hours

Didnít know

2 Ĺ hours

Didnít know

Ĺ hour

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Rare

Didnít know

Didnít know

Didnít know

Rare

Public use

Rare

Didnít know

Didnít know

Didnít know

Rare

 

 

 

Comments

 

sheriff needs more storage. some records are being stored in the memorial building.

sheriff tax is located in the judicial annex.

 

the circuit clerk, county clerk and sheriff store records in memorial building.

 

a large area of the jail contained county and circuit clerk records. several cells contained large banker boxes in stacks on the floor and cell beds. dockets were stacked on cell beds also. a cell block contained piles of records that covered the floor and you could not even step inside it was a mess. the records were not able to be counted properly in these cells.

 

all active offices were very clean and neat. all officals use upstairs old jail for records storge. the hallways of this jail are lined with dockets from various offices that strectch from the floor to the ceiling. they are in need of space. approximately 13,639 dockets line the hall ways in stacks.

 

county clerk has no enviromental control over vault storage area 1. county clerk basement records are stored with evidence. some records are stored at the memorial building.

 

the assessor uses a coffee pot beside records. assessor jail storage was a mess.

 

 

 

 

we had limtied access to jail cell space for all offices. no one had keys to record storage areas

 

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying††

 

 

 

 

 

Volume of material copied

unknown

unknown

unknown

unknown

unknown

Disposition of originals

 

 

 

 

 

†††† Discarded

 

 

 

Yes

Yes

†††† Placed in storage

Yes

 

Yes

Yes

Yes

Microfilming

 

 

 

 

 

Internal

none

none

none

none

none

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

 

 

 

 

 

Disposition of originals

 

 

 

 

 

††† Discarded

 

 

 

 

 

††† Placed in storage

 

 

 

 

 

Master copy stored††† (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

yes

none

none

none

none

Volume of material digitized

Maps

 

 

 

 

Disposition of originals

 

 

 

 

 

††† Discarded

Yes

 

 

 

 

††† Placed in storage

Yes

 

 

 

 

Master copy stored††† (onsite or offsite )

Onsite

 

 

 

 

Backup copies available (record as yes/no)

yes

 

 

 

 

External

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

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)

Land administration

 

 

Taxes

 

Software used

WV NET state tax dept.

 

CCMS

Compatible

Windows

Name and address of the vendor used

 

 

State

Unisys system

 

System support used

WV Net

 

No

IBM Com

 

Name and address of the vendor used

Software systems

 

No

Unisys

 

Security in place for the storage system

Passwords

 

Passwords

Password

 

Security in place for the backup system

 

 

Passwords

Password

 

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

No

No

No

Yes

No

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

No

No

Yes

Yes

No

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

Yes

No

Yes

No

Yes

 

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:

sheriff have some records OFFSITE in a MEMORIAL building however the address and name of building was not supplied

 

 

 

 

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