1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Back Room R2-active records

Basement

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 70

Circuit Clerk 71

County Clerk 70

Sheriff 70

Prosecuting Attorney

Assessor 70

Circuit Clerk 71

County Clerk 70

Sheriff 70

Prosecuting Attorney

Assessor-custodian room-NA

Assessor- probation office- NA

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 36

County Clerk 41

Sheriff 38

Prosecuting Attorney

Assessor 40

Circuit Clerk NA

County Clerk 40

Sheriff 40

Prosecuting Attorney

Assessor CR- NA

Assessor PO- NA

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO- NA

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO- no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR-no

Assessor PO-no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO-no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO-no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO- no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

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

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor CR-yes

Assessor PO- no

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

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor CR- NA

Assessor PO-NA

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR –no

Assessor PO- no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR-no

Assessor PO- no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor CR-yes

Assessor-PO-yes

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor CR- no

Assessor PO- NA

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor CR-no

Assessor PO- NA

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR-no

Assessor PO- NA

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor CR-no

Assessor PO-no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments:

 This courthouse was renovated in 1996, and it is well lit which provides good access to the records.

 

  The Prosecuting Attorney does not maintain an office in the courthouse.


 

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

Location

Record Type

Volume

Condition

Assessors office – Main

Land and Personal Property (1990-2002)

24 books

Clean

Assessors office – Main

District information

2 4-drawer legal size cabinets

Clean

Assessors office – Main

Forms, supplements, farm statements, building permits, dog records, etc.

4 3-drawer legal size cabinets

Clean

Assessors office – Main

Land and Personal Property Books

4 8-ft. built-in cabinets

Clean

Assessors office – Main

Land and Personal Property Books, NADA, etc.

9-ft. shelves

Clean

Assessors office – Room 2

Review dockets & worksheets

4 4-drawer legal size cabinets

Clean

Assessors office – Room 2

Map Cards

1 18-drawer 5x8 cabinet

Clean

Assessors office – Room 2

6- to 9-year-old reviews

4 1.5cf banker boxes

Clean

Assessors office – Room 2

Maps

1 5-ft. shelf

Clean

Assessor probation office storage

Maps

Rolled up on floor 15ft linear approximately

clean

Circuit Clerk office – Main

Cases co-mingled by year

9 letter-size cabinets, 15 legal-size cabinets

Clean

Circuit Clerk office – Main

Old Chancery, Common Law, Current Orders

80 large books

Fair to poor condition

Circuit Clerk office – Main

Chancery, Common Law, Fiduciary, miscellaneous

34 large books

Clean

Circuit Clerk office – Main

Current Records, Criminal, Civil, Juvenile, Mental Hygiene, Domestic, etc.

58 small books

Clean

Circuit clerk main office

Misc. records

Open files approximately 18ft linear x 1ft H

Clean

Circuit clerk main office

Various  records inactive

App. 30 + document cans

Clean

Circuit clerk main office

Old misc. records

Dockets stacked on top metal shelf 2ftH x 10ft L

Torn, surface dirt, poor condition

Circuit clerk main office

Various records

128 approximately- dockets

Some missing bindings, torn, surface dirt

Circuit clerk room 2

Various records

405-approximately- dockets

Clean

Circuit clerk room 2

Various records

Dockets-24 ft linear x 1ft high stacked on top of 3 metal shelves

Dust

Circuit clerk room 2

Various records

6d vertical metal

clean

Circuit clerk room 2

Supplies

4 cabinets

clean

County Clerk office – Main

Inventory

41 large books, 13 small books

Clean

County Clerk office – Main

Service Discharge

5 large books

Clean

County Clerk office – Main

Wills

8 large books, 7 small books

Clean

County Clerk office – Main

Surveyors

1 large book, 4 small books

Clean

County Clerk office – Main

Record Book

3 small books

Clean

County Clerk office – Main

Record of Fee

3 large books

Clean

County Clerk office – Main

State Road Contract

1 small book

Clean

County Clerk office – Main

Rights of Way

1 small book

Clean

County Clerk office – Main

Oil & Gas Lease

18 large books, 1 small book

Clean

County Clerk office – Main

Vital Statistics

11 large books, 1 small book

Clean

County Clerk office – Main

Land & Personal Property

80 large books, 36 printouts

Clean

County Clerk office – Main

Telephone & Power Right of Way

11 large books, 1 small book

Clean

County Clerk office – Main

Office Bond

1 large book

Clean

County Clerk office – Main

Miscellaneous Orders

55 large books

Old, fair to poor condition

County Clerk office – Main

Release

13 large books, 11 small books

Clean

County Clerk office – Main

Church Trustees

2 small books

Clean

County Clerk office – Main

Judgment Liens

5 large books, 3 small books

Clean

County Clerk office – Main

Indices

35 large books

Clean

County Clerk office – Main

Deeds

103 large books, 58 small books

Clean

County Clerk office – Main

Deeds of Trust

24 large books, 66 small books

Clean

County Clerk office – Main

Fiduciary

5 small books

Clean

County Clerk office – Main

Various Records & Forms

6 3-drawer legal size cabinets

Clean

County Clerk office – Main

Correspondence

 3-drawer letter size cabinet

Clean

County Clerk office – Basement

Old Wills, Licenses, Statements, Certificates, etc.

312 can files

Clean

County Clerk office – Basement

Miscellaneous

8-drawer legal size cabinets

Clean

County Clerk office – Basement

Old cards

 16-drawer 5x7 cabinet

Clean

County Clerk office – Basement

Old Land & Personal Property

80 large books

Clean

County Clerk office – Basement

Land & Personal Property

50 very large books w/paper backs

Poor condition

County Clerk office

Record Fees, Fiduciary, etc.

50 large books

Old & worn

County Clerk office

Payrolls & Financing Statements

33 -1cf boxes

Clean

County clerk basement

Personal property

72-app.-dockets

Surface dirt, old

County clerk basement

Personal property

Paper records with out covers in stacks app. 10ft high combined

Torn, surface dirt, browning

County clerk basement

land

16 dockets

Surface dirt

County clerk basement

Unknown

17-app. Manila envelopes stacked on the floor

clean

Sheriff's Tax office

Current Tax Records

2 4-drawer legal-size cabinets

Clean

Sheriff's Tax office

Land & Personal Property

95 large books

Clean

Sheriff's Tax office

Waiting audits

3 1.5cf boxes

Clean

Sheriff's Tax office

Receipts, Statements, Cancelled Checks

25 1cf boxes

Clean

Prosecuting Attorney office

Current case files

108 files

Clean

 

Comments:

 

 The storage area in the back of the Probation Office is used for mapping and storing maps for assessors office.

the assessor records in the custodians room are stored with chemical cleaners and other janitorial supplies. water pipes lined the ceiling over records. old library research books are stored here also. they line the dirty floor 10 ft linear x 11ft h.

 

sheriff basement storage is a mess. cards board boxes containing records seems to have been tossed in a pile. some boxes have broken open and some boxes do not have lids.

sheriff tax office keeps there active records beside a coffe pot and microwave.

 

county clerk basement is very messy. records are in the floor.

 

circuit clerk keeps coffee pot beside records also.

 

 

 

 The Prosecuting Attorney's records are housed in his personal office across from the courthouse.  Files for 108 current cases are in this office.  Files for the remaining 484 cases handled during his tenure are stored in his home workshop on Rt. 33.

 

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

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

4

1

3

 

 

Part time

1

0

0

 

 

Volunteers

0

0

0

 

 

1.7.B Records Training

 

 

 

 

 

Training received

Basic Assessment Training, annual in service training, other classes

None

in-house as needed

in-house

 

Opportunities available

 Tax Dept. in Charleston, Association Meeting, Annual Assessor's Meeting

None

 

 

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Don't know

Don't know

2 hours

Don't know

 

Public use

Don't know

Don't know

2 hours

Don't know

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Don't know

Don't know

None

Don't know

 

Public use

Don't know

Don't know

None

Don't know

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

 

None

None

 

 

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

No

 

     Placed in storage

 

 

 

Yes

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

None

None

 

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

 

 

None

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

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

 

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

QWS3270

 

 

AS-400

 

Name and address of the vendor used

Cole Layer Trumble

 

 

Software Systems

 

System support used

WVISC

 

 

 

 

Name and address of the vendor used

State Tax Dept., Charleston, WV

 

 

 

 

Security in place for the storage system

TMC of Fairmont, WV has been contracted for security and system maintenance

 

 

 

 

Security in place for the backup system

Backup is responsibility of State Tax Dept., Charleston, WV

 

 

Backup stored in safe

 

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

 

 

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

No

No

Yes

No

 

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

Yes – State Tax Department Guidelines

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

 

 

 

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