1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Basement Storage Area for circuit, county, assessor, sheriff

Sheriff Annex Storage

Prosecuting Attorney Annex Storage

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 78

Circuit Clerk 75

County Clerk 72

Sheriff 72

Prosecuting Attorney 75

Assessor  71

Circuit Clerk  71

County Clerk  71

Sheriff  71

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney-closet in main court house-NA

Humidity (record as % relative humidity)

Assessor 53

Circuit Clerk 50

County Clerk 47

Sheriff 48

Prosecuting Attorney 45

Assessor 62

Circuit Clerk  62

County Clerk  62

Sheriff  62

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney-NA

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney 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 yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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

Assessor no

Circuit Clerk no

County Clerk yes ceiling

Sheriff no

Prosecuting Attorney yes

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Animals – alive  note kind                            

Assessor no

Circuit Clerk yes mice

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Animals – past  note kind

Assessor yes mice

Circuit Clerk yes mice

County Clerk  no

Sheriff yes

Prosecuting Attorney yes

Assessor  no

Circuit Clerk  no

County Clerk no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Insects – alive  note kind

Assessor no

Circuit Clerk yes roaches

County Clerk no

Sheriff yes roaches

Prosecuting Attorney no

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Insects – past note kind                                

Assessor no

Circuit Clerk yes roaches

County Clerk no

Sheriff  yes roaches

Prosecuting Attorney yes

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor  yes

Circuit Clerk  yes

County Clerk yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney 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  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Sprinklers  (record as yes/no) No sprinkler system in active or inactive rooms

Assessor  no

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area  (record as yes/no) no guards at entrance of building or active and inactive rooms

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney  no

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes inoperable

Sheriff yes

Prosecuting Attorney yes

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Secured doors/windows  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Panic Button  (record as yes/no) No for active and inactive rooms

Assessor  no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Key card access  (record as yes/no) No for active and inactive rooms

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk

County Clerk

Sheriff

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

Personal Property

6 dockets

Clean

Assessors office

Land Books

22 dockets

Clean

Assessors office

Appraisements

7 dockets

Dirt

Assessors office

DMV

3 dockets

Clean

Assessors office

Election Forms

2 vertical drawers

Clean

Assessors office

Current Misc.

1 vertical drawer

Clean

Assessors office

Farm Files

1 vertical drawer

Clean

Assessors office

Appraisements

1 vertical drawer

Clean

Assessors office

Union

1 vertical drawer

Clean

Assessors office

Personal Property

12 vertical drawers

Clean

Assessors office

Appraisal Hard copies

16 vertical drawer

Clean

Assessors office

Dog Tags

2 vertical draws

Clean

Assessors office

Misc.

Non standard boxes 2ft high and 2ft wide

Clean

Assessors office

Stack of books

2ft high and 2ft wide

Clean

Assessors office

Dog Records

1 banker box

Clean

Assessors office

Map cards

Wooden shelf. 8inchx1ft 15 drawers

Clean

Circuit Clerk office

Criminal

12 vertical drawers

Clean

Circuit Clerk office

Mental Hygiene

1 vertical drawer

Clean

Circuit Clerk office

Divorce

10 vertical drawers

Clean

Circuit Clerk office

Adoptions

12 vertical drawers

Clean

Circuit Clerk office

Juvenile

15 vertical drawers

Clean

Circuit Clerk office

Guardianship

3 vertical drawers

Clean

Circuit Clerk office

Criminal

16 vertical drawers

Clean

Circuit Clerk office

Misc.

2 banker boxes

Clean

Circuit Clerk office

Misc.

18ft linear dockets

Clean

Circuit Clerk office

Divorce, Criminal ,Civil

228 document cans

Clean

County Clerk office

Hunting and Fishing

1 vertical drawers

Clean

County Clerk office

Marriage

2 vertical drawers

Clean

County Clerk office

Cash Reports

2 vertical drawers

Clean

County Clerk office

Property

 2 vertical drawers

Clean

County Clerk office

Stamp Records

 1 vertical drawer

Clean

County Clerk office

School

25 dockets

Clean

County Clerk office

Voters

9 dockets

Clean

County Clerk office

Open Misc. Files

3ft 7inch high and 18 inch wide

Clean

County Clerk office

Death Certificate

3 vertical drawers

Clean

County Clerk office

Exonerations

2 vertical drawers

Clean

County Clerk office

Marriage

1 vertical drawer

Clean

County Clerk office

Grantee

2 vertical drawer

Clean

County Clerk office

Records of Fiduciary

80 dockets

Clean

County Clerk office

Lease books

24 dockets

Clean

County Clerk office

Criminal

10 dockets

Clean

County Clerk office

Marriage

24 dockets

Clean

County Clerk office

Birth

2 dockets

Clean

County Clerk office

Survey Record

8 dockets

Clean

County Clerk office

Sales index

2 dockets

Clean

County Clerk office

Release liens

40 dockets

Clean

County Clerk office

Land books

64 dockets

Clean

County Clerk office

Order

13 dockets

Clean

County Clerk office

Appraisements

48 dockets

Clean

County Clerk office

Bill of sale

3 dockets

Clean

County Clerk office

Trust estates

4 dockets

Clean

County Clerk office

General elections

16 dockets

Clean

County Clerk office

Trust Deeds

224 dockets

Clean

County Clerk office

Personal Property

30 dockets

Clean

County Clerk office

Deed books

256 dockets

Clean

County Clerk office

Death certificates

15 document cans

Clean

County Clerk office

Delinquent Tax

10 document cans

Clean

County Clerk office

Release Liens

6 document cans

Clean

County Clerk office

Notary Republic

8 documents cans

Clean

County Clerk office

Misc. Records

4 document cans

Clean

County Clerk office

Trustee Report Sales

2 document cans

Clean

County Clerk office

Church Trustees

1 document cans

Clean

County Clerk office

Judgment Liens

8 document cans

Clean

County Clerk office

Crop and Cattle Deed of trust

1 document can

Clean

County Clerk office

Civil War Records

1 document can

Clean

County Clerk office

Homestead

2 document cans

Clean

County Clerk office

Mechanic Liens

1 document cans

Clean

County Clerk office

Fiduciary Record

138 document cans

Clean

County Clerk office

Marriage

45 document cans

Clean

County Clerk office

Trust Deeds

40 document cans

Clean

Sheriff office

DMV

2 vertical drawers

Clean

Sheriff office

Tax edits

1 vertical drawer

Clean

Sheriff office

Tax Receipts

1 vertical drawer

Clean

Sheriff office

Final Deposits

2 vertical drawers

Clean

Sheriff office

Accident

2 vertical drawers

Clean

Sheriff office

Delinquent Tax

3 vertical drawers

Clean

Sheriff office

Personal Property

6 dockets

Clean

Sheriff office

Delinquent Tax

4 dockets

Clean

Sheriff office

Land books

9 dockets

Clean

Sheriff office

Distributions

4 dockets

Clean

Basement

Misc.

Dockets -Wooden shelf 3ft 8inch x4 wide and 3ft 8inch x3 high

Surface dirt, old

basement

Misc.

Boxes non standard- 4ft, 3ft, 5ft,6ft stacks of boxes

Torn/Dirt

basement

Misc.

Dockets -16x 1ft 8inch linear metal shelf

Torn/Dirt

Basement

Misc.

Dockets –wooden shelf

Surface dirt, torn, old

Prosecuting attorney

Civil

? # of vertical metal drawers

Clean

Prosecuting attorney

Civil

? # of dockets

Clean

Prosecuting attorney

Civil

Photographs

Clean

Prosecuting attorney

Civil

? # of video tapes VHS

Clean

Prosecuting attorney

Civil

? # of card board boxes contain  floppy disc

clean

Prosecuting attorney

Criminal

? # of vertical metal files

Clean

Prosecuting attorney

Criminal

? # of dockets

Clean

Prosecuting attorney

Criminal

? # of loose records

Clean

Prosecuting attorney

Criminal

Photographs

Clean

Prosecuting attorney

Criminal

? # of VHS tape

Clean

Prosecuting attorney

Criminal

? # of boxes- floppy disc

Clean

Prosecuting attorney

Juvenile

? # vertical metal files

Clean

Prosecuting attorney

Juvenile

? # dockets

Clean

Prosecuting attorney

Juvenile

? # loose records

Clean

Prosecuting attorney

Juvenile

Photographs

Clean

Prosecuting attorney

Juvenile

? # boxes- VHS tapes

Clean

Prosecuting attorney

Juvenile

? # boxes- floppy disc

clean

Prosecuting attorney

Non standard

? # vertical metal files

Clean

Prosecuting attorney

Non standard

? # dockets

Clean

Prosecuting attorney

Non standard

Photographs

Clean

Prosecuting attorney

Non standard

VHS

Clean

Prosecuting attorney

Non standard

? # boxes- floppy disc

clean

Prosecuting attorney inactive

Civil

Vertical metal

Clean

Prosecuting attorney inactive

Civil

? # dockets

Surface dirt

Prosecuting attorney inactive

Civil

Photo graphs

Clean

Prosecuting attorney inactive

Civil

? # boxes VHS

Clean

Prosecuting attorney inactive

Criminal

Vertical metal files

Clean

Prosecuting attorney inactive

Criminal

? # dockets

clean

Prosecuting attorney inactive

Criminal

Photographs

Clean

Prosecuting attorney inactive

Criminal

? # of boxes- VHS

Clean

Prosecuting attorney inactive

Criminal

? # boxes- floppy disc

Clean

Prosecuting attorney inactive

Juvenile

? # vertical metal files

Clean

Prosecuting attorney inactive

Juvenile

? # dockets

Surface dirt

Prosecuting attorney inactive

Juvenile

Photographs

clean

Prosecuting attorney inactive

Juvenile

? # boxes- VHS tapes

Clean

Prosecuting attorney inactive

Juvenile

? # boxes- floppy disc

Clean

Prosecuting attorney inactive

Non support

Vertical metal files

Clean

Prosecuting attorney inactive

Non support

? # dockets

Surface dirt

Prosecuting attorney inactive

Non support

Photographs

Clean

Prosecuting attorney inactive

Non support

? # boxes VHS tapes

Clean

Prosecuting attorney inactive

Non support

? # boxes- floppy disc

Clean

Prosecuting attorney inactive – court house closet

Civil, criminal, juvenile, non standard records

? # dockets/ loose files

Surface dirt

 

Comments: The basement was really crowed so there was no way to access them to find out what type of records and how many there were.  P1, P2, P3, P4, P5, P6, P7, P8

 

basement storage contained inactive records for all offices except pros. att. the basement storage was a wreck. you could only take a few steps into the room before you were stopped by records that have fallen out of broken boxes. christmas decorations were stored in here also. old paper records that appeared to be old court records were LYING around all over the room. some records were on shelves others were in piles in the floor. some of the piles were stacked to the ceiling. no order in record storage. the records in this room will soon be destroyed due to irresponcible record keeping. i can not tell how anyone would be able to do any records inventory in this room.

 

assessor complained that the office was over the heating system and the office was really hot during cold months.the office was really small.no room for records or people.

 

circuit clerk needs storage bad. the office is out of room. the room was really small.

 

the county clerk had a water leak in record storage area. they are in need of space.

 

the court house was so small i passed it up thinking it was an old church. they are in need of space.

 

the pros. att. and sheriff offices were located in a annex behind the court house. the juvenile non standard cases are stored offsite but no information as to where this might be. pros. att. is out of space. some records are being stored in a closet in the court house.


 

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.A  Number of Employees

 

 

 

 

 

Full time

2

2

4

6

Answered yes

Part time

1

0

0

2

Yes

Volunteers

0

0

0

0

No

1.7.B Records Training

 

 

 

 

 

Training received

None

Class once a year

Association Workshops once a year

None

In house

Opportunities available

None

Associations meetings

Association Meeting

None

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

All day

8 hours

6 hours

2 hours

Didn’t know

Public use

20%

6 hours

8 hours

N/A

Didn’t know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didn’t know

˝ hour

˝ hour

15 minutes

Didn’t know

Public use

Didn’t know

˝ hour

˝ hour

N/A

Didn’t know

 

Comments

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Imaging/Digitizing

 

 

 

 

 

Internal

NA

 

 

 

 

Volume of material digitized

 

25,842

 

 

Unknown

Disposition of originals

 

 

 

 

 

    Discarded

 

Give to Attorneys clients

 

 

 

    Placed in storage

 

 

 

 

Yes

Master copy stored    (onsite or offsite )

 

Onsite

 

 

Onsite

Backup copies available (record as yes/no)

 

Yes

 

 

yes

External

 

 

 

 

rare

Volume of material digitized

 

 

 

 

Unknown mainly photographs

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

yes

Master copy stored    (onsite or offsite )

 

 

 

 

onsite

Backup copies available (record as yes/no)

 

 

 

 

no

 

Comments assessor said they had no record groups and or series created and maintained on electronic format.

 

 

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

Criminal/Juvenile/Domestic/Civil/Adoption/ Mental Health/Guardianship

Voter Registration/ Indexing Records of Deed/ Judgment/ Surveys

Criminal Investigation/Taxes/ DMV

Order forms, ct document forms

Software used

 

Furnished by supreme Court

Voters-Century

CRIS/CSSI

Word

Name and address of the vendor used

 

E-40d State Capital A0d Kanawha Blvd. East Charleston WV

CSSI Parkersburg WV

CSSI #2 Rosemar Circle Parkersburg WV 26104

 

System support used

 

Software Computer Group

CSSI

CRIS/CSSI

 

Name and address of the vendor used

 

1200 Bigley Ave. Charleston WV

CSSI Parkersburg WV

 

 

Security in place for the storage system

 

 

Password access/ Security Coder

Records stored on disk sent to Charleston

password

Security in place for the backup system

 

Hard Drive Disc

 

 

 

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

None

None

None

None

None

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)

No

No

No

No

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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