1.1  The Physical Space Housing the Records

Active Records Area

All Main Offices

Inactive Records Area A

Assessor Jail Cell R1

Circuit Clerk Attic R1

County Clerk Attached Room R1

Sheriff Jail Cell R1

Prosecuting Attorney Attic R1

Inactive Records Area B

County Clerk Room across Hallway R2

County Clerk Jail Cell R3

Circuit Clerk Jail Cell R2

Sheriff Restroom

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 77.5

Circuit Clerk 76.1

County Clerk 76.8

Sheriff 77.7

Prosecuting Attorney 77.2

Assessor R1 68.7

Circuit Clerk R1 72.3

County Clerk R1 76.8

Sheriff R1 75.0

Prosecuting Attorney R1 69.4

Assessor

Circuit Clerk R2 68.7

County Clerk R2 71.8 R3 68.7

Sheriff 70.5

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 41

County Clerk 40

Sheriff 39

Prosecuting Attorney 40

Assessor R1 41

Circuit Clerk R1 40

County Clerk R1 40

Sheriff R1 36

Prosecuting Attorney R1 39

Assessor

Circuit Clerk R2 41

County Clerk R2 39 R3 41

Sheriff 45

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk R2 no

County Clerk R2 yes R3 yes

Sheriff no

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 no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor R1 yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 yes

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk R2 yes

County Clerk R2 yes R3 yes

Sheriff yes

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 yes

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 yes

Assessor

Circuit Clerk R2 no

County Clerk R2 yes R3 no

Sheriff yes

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 yes R3 no

Sheriff yes

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk R2 no

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff R1 no

Prosecuting Attorney R1 no

Assessor

Circuit Clerk

County Clerk R2 no R3 no

Sheriff no

Prosecuting Attorney

 

 

 

Comments

 

 

 

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

Location

Record Type

Volume

Condition

Assessors Office

Land Books

100 dockets

Clean

Assessors Office

Personal Property

17dockets

Clean

Assessors Office

Maps

7 vertical drawers

Clean

Assessors Office

Homestead

6 vertical drawers

Clean

Assessors Office

Real Estate

3 dockets

Clean

Assessors Office

Misc.

4 large banker boxes

Clean

Assessors Jail Cell R1

Misc.

30 large banker boxes

Dirt

Assessors Jail Cell R1

Misc.

20 dockets

Dirt

Circuit Clerk Office

Civil Cases

11 vertical drawers

Clean

Circuit Clerk Office

Criminal Cases

3 vertical drawers

Clean

Circuit Clerk Office

Plaintiff Index

9 metal 3x5

Clean

Circuit Clerk Office

Defendant Index

12 metal 3x5

Clean

Circuit Clerk Office

Affidavits/Juvenile Cases/Civil Cases

54 vertical drawers

Clean

Circuit Clerk Office

Law Orders

5 dockets

Clean

Circuit Clerk Office

Administrative Orders

2 dockets

Clean

Circuit Clerk Office

Magistrate Orders

2 dockets

Clean

Circuit Clerk Office

Domestic Orders

2 dockets

Clean

Circuit Clerk Office

Civil Orders

12 dockets

Clean

Circuit Clerk Office

Jury Commissioners Record

1 docket

Clean

Circuit Clerk Office

Bonds

2 dockets

Clean

Circuit Clerk Office

General Index to Files

1 docket

Clean

Circuit Clerk Office

Closed Civil Cases

9 dockets

Clean

Circuit Clerk Office

Closed Criminal Cases

2 dockets

Clean

Circuit Clerk Attic R1

Misc.

35 small banker boxes, 150 3x5 drawers

Dirt

Circuit Clerk Attic R1

Misc.

6 vertical drawers

Torn

Circuit Clerk Attic R1

Misc.

180 lateral drawers

Clean

Circuit Clerk Attic R1

Misc. (in paper filing cabinets)

63 later drawers (25”x17”x11”)

Clean

Circuit Clerk Attic R1

Law Order

25 dockets

Clean

Circuit Clerk Attic R1

Civil Law Order

1 docket

Clean

Circuit Clerk Attic R1

Juvenile Court

8 dockets

Clean

Circuit Clerk Attic R1

Defendant Civil Order

1 docket

Clean

Circuit Clerk Attic R1

Plaintiff Civil Order

1 docket

Clean

Circuit Clerk Attic R1

Civil Orders

25 dockets

Clean

Circuit Clerk Attic R1

Chancery Orders

22 dockets

Clean

Circuit Clerk Attic R1

Misc.

25 dockets

Clean

Circuit Clerk Attic R1

Attorney Bonds

1 docket

Clean

Circuit Clerk Attic R1

Misc. Bonds

1 docket

Clean

Circuit Clerk Attic R1

Adoption

3 dockets

Clean

Circuit Clerk Attic R1

Fees

5 dockets

Clean

Circuit Clerk Attic R1

Closed Cases

14 dockets

Clean

Circuit Clerk Attic R1

Mental Hygiene

9 dockets

Clean

Circuit Clerk Attic R1

Administrative Order

1 docket

Clean

Circuit Clerk Attic R1

Magistrate Order

1 docket

Clean

Circuit Clerk Jail Cell R2

Misc.

50 large banker boxes

Dirt

Circuit Clerk Jail Cell R2

Misc.

50 dockets

Dirt

County Clerk Office

Transcripts/Committee Appointments/State Fines/Marriage License/Appraisal Forms/Hunting and Fishing License etc.

10 vertical drawers

Clean

County Clerk Office

General Index

6 dockets

Clean

County Clerk Office

Index to Deeds

4 dockets

Clean

County Clerk Office

Deed

254 dockets

Clean

County Clerk Office

Release

50 dockets

Clean

County Clerk Office

Trust

100 dockets

Clean

County Clerk Office

Misc.

50 dockets

Clean

County Clerk Office

Precinct

20 dockets

Clean

County Clerk Office

General Election

7 dockets

Clean

County Clerk Office

Soldier Discharge

3 dockets

Clean

County Clerk Office

Marriage

35 dockets

Clean

County Clerk Office

Order

25 dockets

Clean

County Clerk Office

Will

20 dockets

Clean

County Clerk Office

Inventory of Estates

27 dockets

Clean

County Clerk Office

Appointment Record

5 dockets

Clean

County Clerk Office

Record of Fiduciaries

7 dockets

Clean

County Clerk Office

Fiduciaries Settlements

20 dockets

Clean

County Clerk Office

Land

85 dockets

Clean

County Clerk Office

Personal Property

2 dockets

Clean

County Clerk Office

Plat

7 dockets

Clean

County Clerk Office

Deaths

4 dockets

Clean

County Clerk Office

Births

3 dockets

Clean

County Clerk Office

Land and Personal Property

16 dockets

Clean

County Clerk Office

Delinquent Tax

1 docket

Clean

County Clerk Office

Voter Registration

4 dockets

Clean

County Clerk Attached Room R1

Building Permits

1 docket

Clean

County Clerk Attached Room R1

Election Misc.

1 docket

Clean

County Clerk Attached Room R1

Financial

3 dockets

Clean

County Clerk Attached Room R1

Insurance

1 docket

Clean

County Clerk Attached Room R1

Water Project

5 dockets

Clean

County Clerk Attached Room R1

Misc.

2 dockets

Clean

County Clerk Attached Room R1

Delinquent Tax

1 docket

Clean

County Clerk Attached Room R1

Reports/Bids

1 docket

Clean

County Clerk Attached Room R1

Estate Files

1 docket

Clean

County Clerk Attached Room R1

Committee Appointments

1 docket

Clean

County Clerk Attached Room R1

Deed Leases

1 docket

Clean

County Clerk Attached Room R1

Budget

16 vertical drawers

Clean

County Clerk Attached Room R1

County Vehicle Titles

1 vertical drawer

Clean

County Clerk Attached Room R1

Election

2 vertical drawers

Clean

County Clerk Attached Room R1

Employee Insurance

6 vertical drawers

Clean

County Clerk Attached Room R1

Bills

2 vertical drawers

Clean

County Clerk Attached Room R1

Financial Misc.

1 vertical drawer

Clean

County Clerk Attached Room R1

ADA Reports

1 vertical drawer

Clean

County Clerk Room Across Hallway R2

Misc.

13 vertical drawers

Clean

County Clerk Room Across Hallway R2

Estates

102 dockets

Clean

County Clerk Room Across Hallway R2

Deed

50 dockets

Clean

County Clerk Room Across Hallway R2

Trust Deed

20 dockets

Clean

County Clerk Room Across Hallway R2

Order

20 dockets

Clean

County Clerk Room Across Hallway R2

Personal Property

20 dockets

Clean

County Clerk Room Across Hallway R2

Guardian Bonds

15 dockets

Clean

County Clerk Room Across Hallway R2

Misc.

30 dockets

Clean

County Clerk Room Across Hallway R2

Court Cases

10 large banker boxes

Clean

County Clerk Room Across Hallway R2

Microfilm

15 large banker boxes

Clean

County Clerk Room Across Hallway R2

Financial

2 vertical drawers

Clean

County Clerk Room Across Hallway R2

Delinquent Tax

1 vertical drawer

Clean

County Clerk Room Across Hallway R2

Election

2 vertical drawers

Clean

County Clerk Room Across Hallway R2

Map

10 drawers, and 20 tubes

Torn

County Clerk Jail Cell R3

Misc.

70 large banker boxes

Dirt

County Clerk Jail Cell R3

Misc.

10 dockets

Dirt

Sheriff Office

Land

7 dockets

Clean

Sheriff Office

Personal Property

3 dockets

Clean

Sheriff Office

Misc.

4 vertical drawers

Clean

Sheriff Office

Misc.

1 docket

Clean

Sheriff Jail Cell R1

Misc.

40 large banker boxes

Dirt

Sheriff Jail Cell R1

Land

25 dockets

Dirt

Sheriff Jail Cell R1

Personal Property

15 dockets

Dirt

Sheriff Jail Cell R1

Court Cases Files

34 vertical drawers

Dirt

Sheriff Jail Cell R1

Daily Cash

5 dockets

Dirt

Sheriff Jail Cell R1

Real Estate

35 dockets

Dirt

Sheriff Restroom

Misc.

10 dockets

Dirt

Sheriff Restroom

Accident and Complaints

8 vertical drawers

Dirt

Sheriff Restroom

Inmate

5 vertical drawers

Dirt

Prosecuting Attorney Office

Criminal Cases

12 large vertical drawers

Clean

Prosecuting Attorney Office

File Misc.

4 large banker boxes

Clean

Prosecuting Attorney Attic R1

Misc.

4 large banker boxes

Dirt

 

Comments:  Everything that was stored in the attic was stored in cardboard filing cabinets.  No one was allowed in the Jail Cells so all those numbers were estimated. 

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15

 

 

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

5

2

5

3

 

Part time

0

0

0

0

 

Volunteers

0

0

0

0

 

1.7.B Records Training

 

 

 

 

 

Training received

None

In house

None

None

 

Opportunities available

None

None

None

None

 

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

1/2 hour

3 hours

6 hours

Didn’t know

n/a

Public use

2 hours

1 hour

6 hours

Didn’t know

n/a

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Rare

1/2 hour

1 hour

Didn’t know

n/a

Public use

rare

n/a

1/2 hour

Didn’t know

n/a

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

n/a

n/a

 

n/a

n/a

Disposition of originals

 

 

 

 

 

     Discarded

 

 

no

 

 

     Placed in storage

 

 

yes

 

 

Microfilming

 

 

 

 

 

Internal

n/a

n/a

n/a

n/a

n/a

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

n/a

n/a

 

n/a

n/a

Volume of material microfilmed

 

 

90% of all

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

No

 

 

Master copy stored    (onsite or offsite )

 

 

1 onsite and 1 offsite

 

 

User copies available (record as yes/no)

 

 

no

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

n/a

n/a

n/a

n/a

n/a

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

n/a

n/a

n/a

n/a

n/a

Volume of material digitized

 

 

 

 

 

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)

State assessment system with backup (WVNET)

n/a

n/a

 

n/a

Software used

n/a

n/a

n/a

 

n/a

Name and address of the vendor used

WVNET – Charleston, WV

n/a

n/a

Software Systems, 23 South University Ave., Morgantown, WV 26508

n/a

System support used

TMC Technologies

n/a

n/a

 

n/a

Name and address of the vendor used

2110 Pleasant Valley Rd. Fairmont, WV 26554

n/a

n/a

 

n/a

Security in place for the storage system

Locked

n/a

n/a

password

n/a

Security in place for the backup system

n/a

n/a

n/a

 

n/a

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

n/a

n/a

n/a

 

n/a

 

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

Records Retention and Disposal Schedule1993 (attached)

none

none

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

none

yes

none

none

none

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

none

no

none

none

none

 

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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