1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Circuit Clerk Storage Room

All others storage area in attic

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 82

Circuit Clerk 85

County Clerk 79

Sheriff 86

Prosecuting Attorney 85

Assessor 88

Circuit Clerk 85

County Clerk 88

Sheriff 88

Prosecuting Attorney 88

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 41

Circuit Clerk 35

County Clerk 41

Sheriff 41

Prosecuting Attorney 40

Assessor 45

Circuit Clerk 38

County Clerk 45

Sheriff 45

Prosecuting Attorney 45

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

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 no

Assessor no

Circuit Clerk no

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 no

Circuit Clerk yes (high)

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes (higher)

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

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

Animals – past  note kind

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

Insects – alive  note kind

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

Insects – past note kind                                

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

Dust or grime on records

Assessor no

Circuit Clerk yes

County Clerk yes

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

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk yes

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

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

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 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 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

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

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 no

County Clerk yes

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

Panic Button  (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

Key card access  (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

 

 

 

Comments

 


 

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

Location

Record Type

Volume

Condition

Assessor’s office

Personal property

4 legal drawers

Clean

Assessor’s office

Legal correspondence

2 legal drawers

Clean

Assessor’s office

Miscellaneous papers

1 4-drawer letter file cabinet

Clean

Assessor’s office

Dog information and supplies

1 6-foot cabinet

Clean

Assessor’s office

Land records

6 shelves—5 boxes each shelf holding 5x8 cards

Clean

Assessor’s office

Land and personal property (printouts)

15 volumes

Clean

Assessor’s office

Books of Plats

4 volumes

Clean

Assessor’s storage—attic

Old records

75 to 100 boxes

Clean

Circuit Clerk’s office

Decrees, judgments, juvenile, etc.

160 can files

Clean

Circuit Clerk’s office

Case files

22 4-drawer legal (box on steel) file cabinet

Clean

Circuit Clerk’s office

Case files

11-4drawer legal (metal)

Clean

Circuit Clerk’s office

Case files

5 4-drawer letter

Clean

Circuit Clerk’s office

Order, juvenile, criminal, civil, domestic, mental hygiene, etc.

48 large, 53 small volumes

Clean

Circuit Clerk’s storage

Old court orders, cases, etc.

236 Can Files

Clean

Circuit Clerk’s storage

Large chancery, common law, dockets, etc.

50 volumes

Clean

Circuit Clerk’s storage

Dead files

20 boxes (1.5 cubic feet each)

Clean

Circuit Clerk’s storage

Miscellaneous records

15 boxes (1 cubic foot each)

Clean

Circuit Clerk’s storage

 

1 4-drawer legal file cabinet

Clean

County Clerk’s vault

Supplies

3 4-drawer legal file cabinet

Clean

County Clerk’s vault

Precinct Books

3 boxes of microfiche

Clean

County Clerk’s vault

Deed books

75 volumes

Clean

County Clerk’s Records Rooms 1 & 2

Deeds

122 large, 158 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Deeds of Trust

76 large, 132 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Tax Liens

3 large, 4 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Indices

3 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Land & Personal Property

140 large volumes, 12 printouts

Clean

County Clerk’s Records Rooms 1 & 2

Plat Books

12 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Fiduciary

31 large, 2 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Wills

21 large, 13 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Release Liens

19 large, 42 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Bond, Oaths, Elections

32 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Marriages

13 large, 1 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Deaths

7 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Births

6 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Service Discharges

10 large volumes

Clean

County Clerk’s Records Rooms 1 & 2

Delinquent Land Sales

6 large, 1 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

County Commission

23 large, 10 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Transfer of Title

1 large, 8 small volumes

Clean

County Clerk’s Records Rooms 1 & 2

Estate records

7 4-drawer legal file cabinets

Clean

County Clerk’s Records Rooms 1 & 2

Cards

1 20-drawer 5x8

Clean

County Clerk’s Records Rooms 1 & 2

Financial records

4 boxes (1.5 cubic feet each)

Clean

County Clerk’s Records Rooms 1 & 2

Check

4 boxes (check size)

Clean

County Clerk’s Records Rooms 1 & 2

Deeds, certificates, licenses, settlements, vitals, fiduciary

445 can files

Clean

County Clerk attic storage

Land books (old)

 

Clean

Prosecuting Attorney office

Current files

1 four foot long 4-drawer legal file cabinet

Clean

Prosecuting Attorney office

Ended files

1 four foot long 4-drawer legal file cabinet

Clean

Prosecuting Attorney attic storage

Ended case files

75 boxes

Clean

Sheriff’s tax office main

Tax records

1 4-drawer legal file cabinet

Clean

Sheriff’s tax office main

Correspondence

1 4-drawer letter file cabinet

Clean

Sheriff’s tax office main

Loose leaf notebooks w/daily reports

45 volumes

Clean

Sheriff’s tax office main

Land and personal property (1 year only)

4 volumes

Clean

Sheriff’s office attic storage

Tax receipts, settlements, and other records

 

Clean

 

Comments

County Clerk’s office has numerous old books and boxes; clerk would not try to estimate.  Surveyor could see that many of the books were old Land Books.  Sheriff’s Tax office has numerous boxes of old records in attic—no estimate on amount.  Assessor has storage of inactive records also in attic, but it was impossible to get an accurate count.  The Assessor did estimate that there were approximately 75 to 100 nonstandard boxes stored in the attic for his office.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26

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

N/A

N/A

N/A

N/A

N/A

Full time

N/A

N/A

N/A

N/A

N/A

Part time

N/A

N/A

N/A

N/A

N/A

Volunteers

N/A

N/A

N/A

N/A

N/A

1.7.B Records Training

N/A

N/A

N/A

N/A

N/A

Training received

N/A

In house

In house

N/A

N/A

Opportunities available

N/A

Assoc. meetings

 

N/A

N/A

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

N/A

5.0

7.5

N/A

N/A

Public use

N/A

0.5

7.5

N/A

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

N/A

0

4 hours

N/A

N/A

Public use

N/A

0

4 hours

N/A

N/A

 

Comments

Under Circuit Clerk and County Clerk, surveyor indicated there were full time and part time employees but no number was given.

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

N/A

Less than 100 pages

Imaging system installed 2001

n/a

n/a

Disposition of originals

 

 

 

 

 

     Discarded

 

No

No

 

 

     Placed in storage

 

Yes

No

 

 

Microfilming

 

 

 

 

 

Internal

N/A

 

 

N/A

N/A

Volume of material microfilmed

 

None

None

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

Yes

 

 

 

Master copy stored    onsite or offsite

 

Onsite

 

 

 

User copies available (record as yes/no)

 

Yes

 

 

 

External

N/A

 

 

N/A

N/A

Volume of material microfilmed

 

None

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

Yes

 

 

 

Master copy stored    (onsite or offsite )

 

Onsite

 

 

 

User copies available (record as yes/no)

 

Yes

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

N/A

 

 

N/A

N/A

Volume of material digitized

 

None

None

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

Onsite

 

 

Backup copies available (record as yes/no)

 

 

Yes

 

 

External

N/A

N/A

 

N/A

N/A

Volume of material digitized

 

 

 

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

Onsite

 

 

Backup copies available (record as yes/no)

 

 

Yes

 

 

 

Comments

County Clerk showed three boxes of old microfiche—they were stored in the wall cabinet in the vault supply room.  They appeared in good shape.  She said they were the first deeds of the county.  She said she thought three more boxes were in the Sheriff’s vault.  I could not locate them.  The name and address of vendor used is Better Business System, 112 Roane St., Charleston, WV  25302.  There is not written plan for data migration for imaged material to prevent loss.  This County did receive a new imaging system in 2001, but no information on that system was given to the surveyor.

 

 

 

 

 

 

 

 

 

 

 

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)

N/A

 

None

N/A

N/A

Software used

N/A

CCMS

N/A

N/A

N/A

Name and address of the vendor used

N/A

PO Box 3042

Charleston, WV 25333-3042

N/A

N/A

N/A

System support used

N/A

CC<S

N/A

N/A

N/A

Name and address of the vendor used

N/A

PO Box 3042 Charleston, WV 25333-3042

N/A

N/A

N/A

Security in place for the storage system

N/A

Daily “backup” tapes

N/A

N/A

N/A

Security in place for the backup system

N/A

Week ending “back-up” tape is stored “offsite”

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

No

Yes

Yes

No

No

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

No

Yes

No

No

No

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

No

Yes

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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