1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Vault

Circuit Clerk Jail Cell

County Clerk Jail Cell

Inactive Records Area B

1.1.ATemperature (in degrees Fahrenheit)

Assessor 74

Circuit Clerk72

County Clerk 72

Sheriff 73

Prosecuting Attorney 71

Assessor 74

Circuit Clerk69

County Clerk 69

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 44

Circuit Clerk 49

County Clerk49

Sheriff 44

Prosecuting Attorney 50

Assessor 44

Circuit Clerk 51

County Clerk 51

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold Ė inactive (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

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes Jail Cell

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects Ė past note kind††††††††††††††††††††††††††††††††

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

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 no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

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 yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system(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

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows(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

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments: There was a guard with a metal detector at the entrance of the building.The employees do smoke inside the building.There are ash trays throughout the Stairway.

††††††††††† Getting to the Jail was very hard. The key to the actual jail looks like it was made a really long time ago, and the employee that let us up there did not have a key to the actual cells where the records were kept making it hard to get a exact count of records,

††††††††††† There was a security camera right outside door of the Circuit Clerk

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Business

16 vertical drawers

Clean

Assessors office

Personal Property

21 dockets

Clean

Assessors office

Misc.

4 vertical drawers

Clean

Assessors office

Land Books

50 dockets

Clean

Assessors office

Harvest District

6 dockets

Clean

Assessors office

Homestead and Disability

8 books

Clean

Assessors office

Industrial

1 lateral drawers

Clean

Assessors office

Misc.

1 lateral drawer

Clean

Assessors office

Oil/Gas

1 lateral drawer

Clean

Assessors office

Map Cards

Two of the rolodex machines. About 6ft linear each

Clean

Assessors vault

Land Books

60 dockets

Clean

Assessors vault

Maps

Flat map metal holders 6 ft linear

Clean

CircuitClerk office

Domestic Relations Order Book

64 dockets

Dirt

CircuitClerk office

Civil Order Book

125 dockets

Dirt

CircuitClerk office

Criminal Order

66 dockets

Dirt

CircuitClerk office

Juvenile Record

34 dockets

Dirt

CircuitClerk office

Adoption Records

9 dockets

Dirt

CircuitClerk office

Law Order

38 dockets

Dirt

CircuitClerk office

Chancery Order

42 dockets

Dirt

CircuitClerk office

Order Book Sales Lands/School

7 dockets

Dirt

CircuitClerk office

Domestic

5 banker boxes

Clean

CircuitClerk office

Civil

5 lateral drawers

Clean

CircuitClerk office

Juvenile

1 lateral drawer

Clean

CircuitClerk office

Custody

3 lateral drawers

Clean

CircuitClerk office

Index of Law

3 dockets

Dirt/Torn

CircuitClerk office

Mental Hygiene

9 dockets

Dirt/Torn

CircuitClerk office

Financial Statements

21 document cans

 

CircuitClerk office

Domestic

100 vertical drawers

Clean

CircuitClerk office

Juvenile

36 vertical drawers

Clean

CircuitClerk office

Criminal

36 vertical drawers

Clean

CircuitClerk office

Adoption

8 vertical drawers

Clean

CircuitClerk office

Mental Health

5 vertical drawers

Clean

CircuitClerk office

Civil

324 vertical drawers

Clean

CircuitClerk office

Misc.

10 lateral drawers

Clean

CircuitClerk office

Various Records Juvenile/Murder/Adoption/

Divorce/Criminal

18 ft linear of non standard cardboard boxes

Clean

County and Circuit Clerk inactive Jail Cell

Misc. Files

196 banker boxes

SEE COMMENTS

County and Circuit Clerk inactive Jail Cell

Misc. Books

20 dockets

SEE COMMENTS

County and Circuit Clerk inactive Jail Cell

Misc. Loose Files

12 dockets

SEE COMMENTS

County Clerk office

Fee Records

17 dockets

Clean/Torn/Dirt

County Clerk office

Report Sales

7 dockets

Torn/Dirt

County Clerk office

Church Trustees

5 dockets

Torn/Dirt

County Clerk office

Power of Attorney

7 dockets

Torn/Dirt

County Clerk office

Indemnity Statements

5 dockets

Dirt

County Clerk office

Reimbursements

3 dockets

Dirt

County Clerk office

Receipt of Redeeming Delinquent lands

4 dockets

Dirt

County Clerk office

Correctional Officers

2 dockets

Dirt

County Clerk office

County Health

2 dockets

Dirt

County Clerk office

Grantor Index

68 dockets

Torn/Dirt/Mold

County Clerk office

Surveyors

2 dockets

Dirt

County Clerk office

Land Books

164 dockets

Torn/Dirt/Mold

County Clerk office

Release Books

103 dockets

Torn/Dirt/Mold

County Clerk office

Judgment Dockets

16 dockets

Torn/Dirt/Mold

County Clerk office

Index of Judgment Dockets

17 dockets

Torn/Dirt/Mold

County Clerk office

Judgment Liens

13 dockets

Torn/Dirt/Mold

County Clerk office

Mechanics

7 dockets

Dirt

County Clerk office

Executions

2 dockets

Dirt

County Clerk office

Record of Receipts

22 dockets

Torn/Dirt/Mold

County Clerk office

Federal Tax

6 dockets

Dirt

County Clerk office

Report Delinquent Lands

10 dockets

Dirt

County Clerk office

Assignments

2 dockets

Dirt

County Clerk office

Personal Property

30 dockets

Torn/Dirt/Mold

County Clerk office

Record Bonds

98 dockets

Torn/Dirt/Mold

County Clerk office

Trust Deeds

352 dockets

Torn/Dirt/Mold

County Clerk office

IndexTrust Deeds

26 dockets

Torn/Dirt/Mold

County Clerk office

Lis Pendens

3 dockets

Torn

County Clerk office

Misc.

10 vertical drawers

Clean

County Clerk office

Discharge

16 dockets

Torn/Dirt

County Clerk office

Certificates of Oath

8 dockets

Torn/Dirt

County Clerk office

Notary Bond

5 dockets

Torn/Dirt

County Clerk office

Bond Book

10 dockets

Torn/Dirt

County Clerk office

Administrative

16 dockets

Torn/Dirt

County Clerk office

UCCI

82 document cans

Clean/Torn

County Clerk office

Judgments

30 document cans

Clean/Torn

County Clerk office

Record of County

4 dockets

Dirt

County Clerk office

General Election

5 dockets

Dirt

County Clerk office

Primary Election

5 dockets

Dirt

County Clerk office

Transfer

9 dockets

Dirt

County Clerk office

Judge Prosecuting Attorney

1 vertical drawer

Clean

County Clerk office

Tax department

1 vertical drawer

Clean

County Clerk office

Duplicate Cards

1 vertical drawer

Clean

County Clerk office

Election/school

2 vertical drawer

Clean

County Clerk office

Sheriff Civil

1 vertical drawer

Clean

County Clerk office

Oaths

1 vertical drawer

Clean

County Clerk office

Forms

1 vertical drawer

Clean

County Clerk office

Election records

24 vertical drawers

Clean

County Clerk office

Maps

4ftx 1ft 8inch linear

Uncovered torn

County Clerk office

Birth Records

15 dockets

Clean/Torn/Dirt/Mold

County Clerk office

Financial Statements

5 dockets

Clean/Dirt

County Clerk office

Records of Fiduciary

5 dockets

Clean/Dirt

County Clerk office

Commissioner Records

120 dockets

Clean/Dirt/Torn

County Clerk office

Index of Documents

10 dockets

Clean/Dirt

County Clerk office

Appraisements

4 dockets

Clean

County Clerk office

Ballots

1 Dockets

Clean

County Clerk office

Election

2 dockets

Clean

County Clerk office

NCOA

2 dockets

Clean

County Clerk office

Writ of Execution

3 document cans

Clean/Torn

County Clerk office

Death and Birth

17 document cans

Clean/Torn

County Clerk office

Releases

4 document cans

Clean

County Clerk office

Marriages

21 document cans

Clean/Torn

County Clerk office

Bond Encumbrance

2 dockets

Clean/Torn

County Clerk office

Guardians Bond

4 dockets

Clean

County Clerk office

Deed Books

633 dockets

Clean/Dirt/Torn/Mold

County Clerk office

Power of Attorney

7 dockets

Clean

County Clerk office

Will Book

24 dockets

Clean/Dirt

County Clerk office

Vacation Fiduciary Orders

29 dockets

Clean/Dirt/torn

County Clerk office

Settlements

36 dockets

Clean/Dirt/Torn

County and Circuit Clerk Jail Cell

Criminal

63 document cans

See Comments

County and Circuit Clerk Jail Cell

Civil

204 document cans

See Comments

County and Circuit Clerk Jail Cell

Law Orders

375 documents cans

See Comments

County and Circuit Clerk Jail Cell

Maps

20 ft linear

Uncovered torn

County and Circuit Clerk Jail Cell

Juvenile

24 banker boxes

See Comments

County and Circuit Clerk Jail Cell

Civil

10 banker boxes

See Comments

County and Circuit Clerk Jail Cell

Misc.

60 banker boxes, 3ft 5inch wide and 3ft high of nonstandard cardboard boxes

See Comments

County and Circuit Clerk Jail Cell

Purchase Orders

10 dockets

See Comments

Sheriff office

Personal Property

8 dockets

Clean

Sheriff office

Land Books

36 dockets

Clean

Sheriff office

Condemnations

4 vertical drawers

Clean

Sheriff office

DMV

4vertical drawers

Clean

Sheriff office

Misc.

6 vertical drawers

Clean

Sheriff office

Sheriff Settlements

9 banker boxes

Clean

Sheriff office

Coal Reverence

6 dockets

Clean

Sheriff office

Delinquent list

8 dockets

Clean

Sheriff office

Financial Statements

3 dockets

Clean

Sheriff office

Batch Posting

2 dockets

Clean

Sheriff office

Sheriff Receipts

2 dockets

Clean

Sheriff office

Certificate Letters

5 lateral drawers

Clean

Sheriff office

General County Fund

6 dockets

Clean

Sheriff office

DMV

10 banker boxes

Clean

Sheriff office

Certification Letters

20 banker boxes

Clean

Prosecuting Attorney office

SEE COMMENTS

3 vertical cabinets and 4 drawers each

 

 

 

Comments:There was no access to the jail cells, where the actual records were so the numbers are a close approxiamtion and the condtion of the records appeared to be good being in boxes and on beds, some however were on the floor.All of the Prosecuting Attorneys files kept in Circuit Clerks office.

 

P1, P2, P3, P4, P5, P6

 

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

9

5

6

5

4

Part time

0

0

1

0

4

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

none

none

none

none

none

Opportunities available

State Tax group training

None

none

in house training

none

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

6 hours

5 hours

daily

8 hours

Public use

8 hours

4 hours

5 hours

didnít know

none

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

rare

didnít know

didnít know

didnít know

4 hours a week

Public use

no public use

didnít know

didnít know

didnít know

didnít know

 

Comments:

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments:No offices did any type of reformatting records.

 

 

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

none

 

none

Software used

I.A.S.

AS 400

none

IBM

none

Name and address of the vendor used

Out of Charleston

none

none

 

none

System support used

 

none

none

 

none

Name and address of the vendor used

 

password

none

 

none

Security in place for the storage system

password

none

none

password

none

Security in place for the backup system

 

none

none

 

none

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

 

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

no

no

no

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

no

no

no

no

no

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

yes

no

no

no

no

 

Comments: Some offices did not know what a Retention Schedule was.

 

 

 

 

 

 

 

 

 

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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