1

1.1 The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 76.1

Circuit Clerk 70.7

County Clerk 77.2

Sheriff 71.2

Prosecuting Attorney 69.0

Assessor

Circuit Clerk 61.3

County Clerk 78.6

Sheriff (Jail) 68.6

Prosecuting Attorney Closet 73.2

Assessor

Circuit Clerk 71.4

County Clerk

Sheriff

Prosecuting Attorney Jail 63.7 F

Humidity (record as relative humidity)

Assessor 53

Circuit Clerk 63

County Clerk 61

Sheriff 41

Prosecuting Attorney 48

Assessor

Circuit Clerk 60

County Clerk 50

Sheriff 37

Prosecuting Attorney 51

Assessor

Circuit Clerk 53

County Clerk

Sheriff 55

Prosecuting Attorney 55

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 no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

Mold – active (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes (back)

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive note kind

Assessor no

Circuit Clerk yes(mice)

County Clerk no

Sheriff yes(mice)

Prosecuting Attorney no

Assessor no

Circuit Clerk yes (bats, mice)

County Clerk no

Sheriff yes(mice)

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes(mice)

Animals – past note kind

Assessor no

Circuit Clerk yes(mice)

County Clerk yes(mice)

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk (bats, mice)

County Clerk no

Sheriff yes(mice)

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive note kind

Assessor yes (ants)

Circuit Clerk yes (fly)

County Clerk yes (bee)

Sheriff yes (fly, bee)

Prosecuting Attorney no

Assessor yes (ants)

Circuit Clerk no

County Clerk yes (fly, bee)

Sheriff yes (fly, bee)

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind

Assessor yes (ants)

Circuit Clerk yes (fly, bee)

County Clerk no

Sheriff yes (fly, bee)

Prosecuting Attorney

Assessor yes (ants)

Circuit Clerk no

County Clerk no

Sheriff yes (fly, bee)

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 no

Prosecuting Attorney yes

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 no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes Jail

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

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 no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Guards

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

Comments all offices are in need of storage space.

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

Location

Record Type

Volume

Condition

Circuit Clerk Office

Civil

44 dockets

Clean

Circuit clerk office

Circuit clerk

Civil Order Books

Vs. cases.

Records

105 dockets

20 banker boxes

84d vertical

Clean

clean

Circuit clerk office

Criminal

Juvenile

Law, Chancery

Civil Cases to Defendants

Index dockets

clean

Separate Room (connected)

Circuit clerk separate room

Juvenile Delinquents

Abuse and Neglect, Runaway

State Vs.

100d vertical metal

22 banker boxes

Clean

clean

Circuit clerk storage

Circuit clerk jail cell

Circuit storage area

Criminal Dockets

Chancery Order Books

Law Order

Witness Dockets

Civil Order Books

Cash Book

Jury Commissioners

Petit and Grand Jury Record Book

Chancery files

New Indictments, Indictments Just Ended

Bonds/Transcripts/ Executions/ Inquest Papers

Old Court

Election Information

Political Petition

Ended Indictments

Justices Transcripts State Cases

Law file

Clerks Reports

Jurors

Council Vouchers

CAO Billing

Civil

Closed Chancery

Chancery

Records

Guardian

Fortified lands

Chancery order

Criminal

Records rarely dealt with

55 docket

23 docket

25 docket

27 docket

25 docket

1 docket

165 document cans

dockets

sheets

130 document cans

9 banker boxes

140 banker boxes

33 banker boxes

? # of dockets

app. 25 banker boxes

10d vertical metal

1 docket

5 dockets

8d lateral metal 4fthx42inW

8d vertical metal

Poor, Damaged Spines

Clean

Assessor Active(counter)

Assessor active

Personal Property

Land

7 dockets

24 dockets

Clean

clean

Assessor inactive

Land Book

Personal Property

Real Estate and Personal Property(stored in folders)

Assessments

Dog tag 1994- 1998

Real estate

Land

Personal property

66 dockets

20 dockets

9 books

24d vertical metal

non standard card board boxes on wooden shelf 51x59

9 books

44 dockets

10 dockets

32inW wooden shelf

Poor

Clean

Prosecuting Attorney Storage (Janitor Room)

Juvenile

Closed Current

Old Criminal

Abuse and Neglect

Criminal

10-vertical metal

12d vertical metal

clean

Prosecuting attorney- jail storage

Criminal

Juvenile Files

Banker boxes

Clean

County Clerk Vital Stats and Voters Registration Room

Voters Registration

Original Birth Certificates

Voters Reg.

Births

Deaths 1890-1905

marriage

14x65– lateral cabinets

35x72- metal cabinet

15x39-metal cabinet

10 dockets

17 dockets

1 docket

2 dockets

Clean

County clerk office

Trust Deed Dockets

Land Docket

Inventories and Settlements

Release of Liens

Election Records

Federal Tax

Bond Books

Lease Books

Order Books.

Map

Marriage Indexes

Index and Register of Births

Lis Pendons

Execution Dockets

Delinquent Land

Release of Liens

Report of Sales Under Trust Deeds

Assignment Books

Power of Attorney

Deputy Civil Service Board

Judgment Liens

Map Books

State and Federal tax Lien

Miscellaneous

Church Trusties

Hanging Maps

Deed Dockets

Grantee Index to Deeds

Appraisements and Sale Bills

Order Book of Personal Reports

Will Book

List of Fiduciaries

Misc. records

Various records

Discharge

Various records

Misc. records

Unknown

Personal property

Fiduciaries and settlements

Appraisements

Personal property

294 dockets

141 docket

16 docket

54 dockets

14 dockets

3 docket

9 docket

67 docket

31 docket

49 x 35

42 docket

14 docket

20 docket

2 docket

3 docket

25 docket

38 docket

6 docket

19 dockets

14 dockets

2 dockets

21 dockets

7 docket

16 docket

10 docket

3 docket

150 hanging maps

400 dockets

20 dockets

47 dockets

14 dockets

28 dockets

19 dockets

84 document cans

3 non standard card board boxes

11 dockets

5 binders

6 lateral drawers

approximately 20+ lying on top cabinets

10 dockets lying on metal shelves 12ft linear

39 dockets

33 dockets

10 dockets

1-12 are old with surface dirt

clean

Clean

Sheriff main office

Sheriff storage room

Sheriff main office

Sheriff law jail cell storage

Sheriff tax jail cell storage

Accident Reports

Warrant Folders

Domestic Violence

Incident Reports

Dailies

Gun Permits

Out of Area Reports

Intakes

Records

Gun permits

Active warrant file

Receipts

Logs

Cards

Open files

Various records

Reports

Log book

Duties

Duty log

Gun permits

Records

Land dockets

Personal property

Records

Receipts, records, logs

Vertical metal files

Vertical metal file

Vertical metal files

Vertical metal file

Vertical metal files

8d vertical files

2 metal safes- 1-4ft: 1-3ftH

2d vertical metal

1d vertical metal

2 non standard card board boxes

8 binders

6 – 3x5x24- metal drawers

2- plastic containers

6d lateral

4 banker boxes

2 banker boxes

3 banker boxes

approximately-5 banker boxes

approximately- 60 banker boxes

? # of dockets

app. 15 banker boxes

app. 7ft stack of books

Clean

clean

surface dirt

clean

surface dirt

comments

in assessor storage room water pipes run along the ceiling over the records.

county clerk has additional storage space in the annex building.

sheriff stores inactive records in the jail house annex.

prosecutting attorney stores records in the jail house annex. a janitors closet is used to store records.

all offices need more space.

Disaster Plan

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

Comments

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	9	5	7	24 law / 4 tax	6
Part time	9	none	none	none	2
Volunteers	none	none	none	none	none
1.7.B Records Training
Training received	in-house	in-house	none	none	none
Opportunities available	not aware of any	association meetings	County Circuit Clerk	none	attorney seminars
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hrs.	don’t know	6 hrs.	8 hrs.	8 hrs.
Public use	8 hrs.	don’t know	don’t know	none	none
1.7.D.b Average Daily Retrievals of Stored Records				seldom
Staff use	don’t know	don’t know	little	seldom if at all	2 hrs.
Public use	don’t know	don’t know			none

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	Keep 5 yr original	N/A	20,000	N/A	90,000-100,000
Disposition of originals
Discarded
Placed in storage			Yes(most sent back to clients)	Yes	Yes
Microfilming			Yes(but not for the last 5 yrs.)
Internal
Volume of material microfilmed
Disposition of originals
Discarded
Placed in storage			Yes
Master copy stored onsite or offsite			Onsite
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
Volume of material digitized			35,000 sheets
Disposition of originals
Discarded
Placed in storage			Yes
Master copy stored (onsite or offsite )			Onsite
Backup copies available (record as yes/no)			no
External
Volume of material digitized
Disposition of originals			35,000
Discarded
Placed in storage			Yes
Master copy stored (onsite or offsite )			no
Backup copies available (record as yes/no)
Migration			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)	TMC	Software Computer	Access	Crisnet(sp.)	none
Software used		Windows	Access, Manalta(sp.)	Microsoft
Name and address of the vendor used	Lan, Administrator, Fairmont	Butch Evans, Charleston	Charleston, VA.	Jim Schwagger, Summersville
System support used
Name and address of the vendor used
Security in place for the storage system		password	none	Password locked office
Security in place for the backup system	State	password	none	Password
Procedural rules used for creation, storage, reformatting, and retirement of electronic records		nightly backup

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	not provided	not provided	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)	no	no	yes	yes	yes

1.11 Off Jurisdiction

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Comments

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