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

Circuit Clerk 78 office

County Clerk main office-76

Sheriff tax- 72

Prosecuting Attorney

Assessor

Circuit Clerk Attic- 77

County Clerk library-76

Sheriff annex-75

Prosecuting Attorney annex-75

Assessor

Circuit Clerk Dirt Basement-65

Circuit Clerk Annex-75

County Clerk

Sheriff

Prosecuting Attorney 5th floor-

Humidity (record as  relative humidity)

Assessor

Circuit Clerk 32 office

County Clerk-34

Sheriff- 38

Prosecuting Attorney

Assessor

Circuit Clerk Attic-34

County Clerk-34

Sheriff-34

Prosecuting Attorney-34

Assessor

Circuit Clerk Dirt Basement-48

Circuit Clerk  Annex-34

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk NA

County Clerk-no

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk Dirt Basement-no

Circuit Clerk Annex NA

County Clerk

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex-no

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk  no

County Clerk no

Sheriff-no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement -no

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff-no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement no

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor

Circuit Clerk no

County Clerk  no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk no

Sheriff-yes

Prosecuting Attorney yes

Assessor

Circuit Clerk Dirt Basement yes

Circuit Clerk Annex yes

County Clerk

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor

Circuit Clerk yes

County Clerk

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk NA

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement no

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk Dirt Basement  no

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area  (record as yes/no)

Assessor

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement- no

Circuit Clerk Annex-no

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk Dirt Basement  yes

Circuit Clerk Annex yes

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff-yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk Dirt Basement no

Circuit Clerk Annex yes

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor

Circuit Clerk NA

County Clerk NA

Sheriff NA

Prosecuting Attorney

Assessor

Circuit Clerk NA

County Clerk yes

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk Dirt Basement No

Circuit Clerk Annex NA

County Clerk

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement no

Circuit Clerk Annex no

County Clerk

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk Dirt Basement no-

Circuit Clerk Annex-no

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments: It is necessary to go through security to gain access to the courthouse.

 

circuit clerk main offices manages over 4000 records. they had purchased a kompackt movable filer but the integrity of their fourth floor office could not handle the weight.

circuit attic (the penthouse) balcony room over the 5th floor stores inactive records.

circuit dirt basement is a crawl space approximatley 4ft high between the floor of the courthouse and the ground. some record boxes are on the ground and some are covered with plastic. cases are still being retrieved from some of these boxes. also three bicycles marked as evidence were in this space.

circuit stores inactive records in courthouse basement annex.

 

county clerk stores records in ohio library basement. it is very nice-climate controlled, secured by locked door. access is only gained by a letter from the county clerk office. other items belonging to the library are stored here. three cabinets 18 drawers each of microfiche are stored here. they appear to be deeds, land, and deed of trust, but not for sure.the library was asked for a copy of their inventory but one could not be found. the staff in the county clerk office was asked and they didn’t know anything about it.

 

sheriff tax stores inactive records in the court house annex basement along with circuit clerk and pa.

 

assessor stores records in the court house annex.

 

No surveys received from Assessor, prosecuting attorney, or Sheriff’s offices.

 


 

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

Location

Record Type

Volume

Condition

Assessor office

 

Lextriever Kardex Series 80

Clean

Assessor office

 

1 5-drawer letter size cabinet

Clean

Assessor office

 

7 4-drawer legal size cabinets

Clean

Assessor office

Transfer cards

18 5x8 drawers

Clean

Assessor office

Land & Personal Property

40 books

Clean

Circuit Clerk office – Main

 

8 3-drawer legal size cabinets

Clean

Circuit Clerk office – Main

 

2 4-drawer legal size cabinets

Clean

Circuit Clerk office – Main

 

5 5-drawer legal size cabinets

Clean

Circuit Clerk office – Main

Current Order

10 small books

Clean

Circuit Clerk office – Room 1

Order

58 large books, 260 small books and dockets

Clean

Circuit Clerk office – Room 1

Cases

260 1 cu.ft. boxes

Clean

Circuit Clerk office – Room 2

Cases

400+ - 1 cu.ft. boxes

Clean

Circuit Clerk office – Room 2

Orders

103 small books

Clean

Circuit Clerk office – Annex

Retired Juvenile, Civil, Criminal, Mental Hygiene, etc.

275 -1 cu.ft. boxes

Clean

Circuit Clerk office – Penthouse

Retired Cases, Chancery, Common Law, Civil, Criminal, and court reporter tapes and notes

400+ - 1 cu.ft. boxes

Clean

Circuit Clerk office – Dirt Basement

 

200+ 1 cu.ft. boxes

Surface dirt

County Clerk office – Main

Deeds of Trust

781 large books, 384 small books

Clean

County Clerk office – Main

Index

10 large books, 16 small books

Clean

County Clerk office – Main

Deeds

164 photocopy

Clean

County Clerk office – Main

Deeds

351 large books, 222 small books

Clean

County Clerk office – Main

Settlements

204 large books, 148 small books

Clean

County Clerk office – Main

Land Books

24 large books, 42 printouts

Clean

County Clerk office – Main

Order Books

70 large books, 40 small books

Clean

County Clerk office – Main

Appraisement

118 large books, 105 small books

Clean

County Clerk office – Main

Wills

57 large books, 49 small books

Clean

County Clerk office – Main

Releases

154 large books, 88 small books

Clean

County Clerk office – Main

Fiduciary

47 large books

Clean

County Clerk office – Main

Index Liens

10 large books

Clean

County Clerk office – Main

Inheritance Tax Release

17 large books, 13 small books

Clean

County Clerk office – Main

Federal Liens

8 large books, 4 small books

Clean

County Clerk office – Main

Assignments

7 large books, 6 small books

Clean

County Clerk office – Main

Judgment Executions

19 large books, 42 small books

Clean

County Clerk office – Main

Trustees

2 large books

Clean

County Clerk office – Main

Marriages

169 large books, 39 small books

Clean

County Clerk office – Main

Deaths

10 large books, 201 small books

Clean

County Clerk office – Main

Births

7 large books, 295 small books

Clean

County Clerk office – Main

Indices

85 large books

Clean

County Clerk office – Main

Plat Books

5 large books

Clean

County Clerk office – Main

Hanging Plats

34 large books

Clean

County Clerk office – Main

Fiduciary Settlements, Wills, Vital Certificates, Licenses, etc.

726 can files

Clean

County Clerk office – Ohio County Library Basement

Old Land Books, Deeds, Deeds of Trust, Appraisals, Orders, Releases

1200+ files

Clean

County Clerk office – Ohio County Library Basement

Old Wills, Settlements, Licenses, Certificates, Commission Records, etc.

610 can files

Clean

County Clerk office – Ohio County Library Basement

Microfiche

64 drawers (3 cabinets, 18 drawers each)

Clean

Sheriff's Tax office – Main

Land and Personal Property

106 books

Clean

Sheriff's Tax office – Main

Appraisals, Personal Tax, Transfer

8-drawer lateral cabinets

Clean

Sheriff's Tax office – Main

Appraisals, personal tax, transfer

12-drawer legal size cabinets

Clean

Sheriff's Tax office – Main

Appraisals, personal tax, transfer

16-drawer legal

Clean

Sheriff tax office- main

Appraisals, personal tax, transfer

4d letter size

clean

Sheriff's Tax office – Main

Paid Tax Receipts

16  banker boxes

Clean

Sheriff's Tax office – basement

Cancelled Checks, Receipts, Audits

100+ - 1.5 cu.ft. boxes

Clean

Prosecuting Attorney office – Main

Felony, Misdemeanor files

7 5-drawer legal size cabinets

Clean

Prosecuting Attorney office – Main

Long, Active and Retired Cases

1 5-drawer lateral 3' long cabinet

Clean

Prosecuting Attorney office – Storage Fifth Floor

Retired Cases

80+  -1 cu.ft. boxes

Clean

Prosecuting Attorney office – Storage Fifth Floor

 

24-drawer legal size cabinets

Clean

Prosecuting Attorney office – Storage Annex

Retired Cases

25 - 1 cu.ft. boxes

Clean

 

Comments:   The majority of the fifth floor of the Prosecuting Attorney's office is filled with old law books. Offices could use more storage.

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

 

           


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

No

 

 

 

 

Comments: All offices need disaster plans in place.  

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

 

8

 

 

 

Part time

 

0

 

 

 

Volunteers

 

1

 

 

 

1.7.B Records Training

 

 

 

 

 

Training received

 

Minimal

 

 

 

Opportunities available

 

Association Meetings

 

 

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

 

Full day

 

 

 

Public use

 

2+

 

 

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

 

 

 

 

 

Public use

 

 

 

 

 

 

Comments:   The all offices need on-going records management training program established.


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

 

None

 

 

 

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

Yes

 

 

 

Master copy stored    onsite or offsite

 

Onsite

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

 

None

 

 

 

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

 

None

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material digitized

 

None

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments:

  85-year-old volunteer did microfilming for Circuit Clerk's office.  once records are microfilmed, they are sent to storage wherever it is available.  There is a lack of storage space and a lack of space for additional employees in the Circuit Clerk's office.

 

 

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

 

 

 

Software used

 

 

 

 

 

Name and address of the vendor used

 

 

 

 

 

System support used

 

 

 

 

 

Name and address of the vendor used

 

 

 

 

 

Security in place for the storage system

 

 

 

 

 

Security in place for the backup system

 

 

 

 

 

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

 

 

 

 

 

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

 

Yes

 

 

 

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

 

No

 

 

 

 

 

 

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

 

 

 

Lists contain record group, series, span date, and quantity data  (record as yes/no)

 

 

 

 

 

Transfer documentation for these records  (record as yes/no)

 

 

 

 

 

 

 

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