1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Inactive Records Area B

1.1.ATemperature (in degrees Fahrenheit)

Assessor 70

Circuit Clerk72

County Clerk 75.0

Sheriff 68.9

Prosecuting Attorney 71

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement 72

Humidity (record as % relative humidity)

Assessor 51

Circuit Clerk 47

County Clerk 45

Sheriff 47

Prosecuting Attorney 46

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement 47

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

1.1.C Pollutants and other hazards to records

 

 

 

Mold Ė active(record as yes/no) ††††††††††††††

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Mold Ė inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Animals Ė alivenote kind††††††††††††††††††††††††††††

 

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Animals Ė pastnote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Insects Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Insects Ė past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Dust or grime on records

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

Sprinklers(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

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

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

Alarm system(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

Secured doors/windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement yes

Panic Button(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basement no

Key card access(record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Basementno

 

 

 

Comments

 


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

Location

Record Type

Volume

Condition

Assessors office

Taxes

23 dockets

Clean

Assessors office

Personal Property

15 dockets

Clean

Assessors office

Land Books

44 dockets

Clean

Assessors office

Receipts

2 banker boxes

Clean

Assessors office

Checks

72 vertical drawers

Clean

Assessors office

Sheriffs

22 dockets

Clean

Assessors office

Misc.

10 dockets

Clean

Assessors office

Receipts

35 dockets

Clean

Assessors office

Final Distribution

13 dockets

Clean

Assessors office

Mortgages

1 banker boxes

Clean

Assessors office

Trail Balances

14 dockets

Clean

Assessors office

Districts

12 vertical drawers

Clean

Assessors office

Sheriffs Records of Fees

4 dockets

Clean

Assessors office

Accounts

16 dockets

Clean

Assessors office

Misc. Accounts

10binders

Clean

Circuit Clerk office

Order Books

13 dockets

Clean

Circuit Clerk office

Misc.

12 vertical drawers

Clean

Circuit Clerk office

Order books

128 dockets

Clean

Circuit Clerk office

Civil Dockets

34 dockets

Clean

Circuit Clerk office

Law orders

7 dockets

Clean

Circuit Clerk office

Adoptions

7 dockets

Clean

Circuit Clerk office

Juvenile

20 dockets

Clean

Circuit Clerk office

Misc.

1 dockets

Clean

Circuit Clerk office

Criminal

31 dockets

Clean

Circuit Clerk office

Sealed

4 vertical drawers

Clean

Circuit Clerk office

Tapes

4 vertical drawers

Clean

Basement

Circuit clerk records

21ftx4ft high non standard boxes

Clean

Circuit Clerk office

Chancery Order Books

18 dockets

Red rot/Dirt

Circuit Clerk office

Order books

62 dockets

Dirt

Circuit Clerk office

Minute books

4 dockets

Red rot/Torn

Circuit Clerk office

Legal Cases

17 banker boxes

Clean

Circuit Clerk office

Juvenile Cases

8 banker boxes

Clean

Circuit Clerk office

Juvenile

4 non standard boxes

Clean

Circuit Clerk office

Old books

3 cabinets 7 metal shelves 34inchx12inch

Red rot/Water damage

Circuit Clerk Basement

Law orders

20 dockets

Torn

Circuit Clerk Basement

General index Criminal orders

5 dockets

Torn

Circuit Clerk Basement

Order books

5 dockets

Red rot/ Torn

Circuit Clerk Basement

Misc.

444 storage boxes

Clean

Circuit Clerk Basement

Misc.

3 cabinets 7 shelves 34inchesx 12inches

Clean

Circuit Clerk Basement

Cases

12 non standard boxes

Clean

Circuit Clerk Basement

Printouts

3 banker boxes

Clean

Circuit Clerk Basement

DIV

124 vertical drawers

Clean

Circuit Clerk Basement

DOC

4 vertical drawer

Clean

Circuit Clerk Basement

Old minutes books

4 binders

Water damage

Circuit Clerk Basement

Misc.

4 vertical drawer

Clean

Circuit Clerk Basement

Deposit

4 vertical drawers

Clean

Circuit Clerk Basement

Criminal

20 vertical drawers

Clean

Circuit Clerk Basement

Pistol Permits

12 vertical drawers

Clean

Circuit Clerk Basement

Petition

4 vertical drawers

Clean

Circuit Clerk Basement

Cases

14 banker boxes

Clean

Circuit Clerk Basement

Sealed

5 banker boxes

Clean

Circuit Clerk Basement

Stacked files

12 ft high

Clean

Circuit Clerk Basement

Inventory

12 vertical drawers

Clean

Circuit Clerk Basement

Civil Appeals

8 vertical drawers

Clean

Circuit Clerk Basement

Asbestos

69 banker boxes

2 non standard boxes

Clean

County Clerk

Trust Deeds

232 documents cans

Clean

County Clerk

Births

34 document cans

Clean

County Clerk

Deaths

 

Clean

County Clerk

Oaths

 

Clean

County Clerk

Fiduciary Bonds

 

Clean

County Clerk

Appraisements

 

Clean

County Clerk

Financing Statements

 

Clean

County Clerk

Court Orders

 

Clean

County Clerk

Distribution

 

Clean

County Clerk

Orphan Road Orders

 

Clean

County Clerk

Assessor Evaluation

 

Clean

County Clerk

Putnam County Employee

 

Clean

County Clerk

Finance Settlements

 

Clean

County Clerk

Putnam County Emergency

 

Clean

County Clerk

Revenue Sharing

 

Clean

County Clerk

Oil and gas

69 dockets

Clean/ Dirt

County Clerk

Order books

74 dockets

Clean/Dirt

County Clerk

Land books

100 dockets

Clean/ Dirt/ Torn

County Clerk

Trust deeds

600 dockets

Clean/ Dirt/ Torn

County Clerk

Release

136 dockets

Clean

County Clerk

Deed

440 dockets

Clean

County Clerk

Map books

7 dockets

Clean

County Clerk

Marriage

46 dockets

Clean

County Clerk

Birth

13 dockets

Clean

County Clerk

Misc.

56 dockets

Clean

County Clerk

Judgment Liens

35 dockets

Clean/ Torn

County Clerk

Appraisements

57 dockets

Clean

County Clerk

Will Record

38 dockets

Clean

County Clerk

Death

15 dockets

Clean

County Clerk

Discharge

7 dockets

Clean

County Clerk

Mental Hygiene

10 dockets

Clean

County Clerk

Road order

6 dockets

Clean

County Clerk

Surety

2 dockets

Clean

County Clerk

Right of way

4 dockets

Clean

County Clerk

Delinquent Land

7 dockets

Clean

County Clerk

Sheriff Settlements

5 dockets

Clean

County Clerk

Chattel Trust Deeds

4 dockets

Clean

Sheriff office

Felony, Robbery,accidents

32 vertical drawers

Clean

Sheriff office

Personal Files

4 vertical drawers

Clean

Prosecuting Attorney office

Magistrate

4 vertical drawers

Clean

Prosecuting Attorney office

Grand Jury

8 lateral drawers

Clean

Prosecuting Attorney office

Domestic violence

4 vertical drawers

Clean

Prosecuting Attorney Basement

Misc.

11 cabinets 7 shelves 3 boxes per shelf 2ft banker boxes

Clean

Prosecuting Attorney Basement

Misc.

126 banker boxes 3 cabinets 4 shelves 30inchx20inch

Clean

Prosecuting Attorney Basement

Misc.

On Floor 55 banker boxes

Clean

 

Comments:P1, P2, P3, P4, P5, P6, P7

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

Yes

No

No

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.ANumber of Employees

 

 

 

 

 

Full time

Answered yes

Answered yes

11

34 and 4 civilians

49

Part time

1

0

0

0

3

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house training

Inhouse

In house

N/A

N/A

Opportunities available

Association Meetings

Association Meetings

Safety Meetings

N/A

N/A

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

25 %

Didnít know

8 hours

8 hours

8 hours

Public use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didnít know

Didnít know

Didnít know

Once or twice a month

Occasionally

Public use

Didnít know

Didnít know

Didnít know

Didnít know

Once or twice a month

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying††

 

 

 

 

 

Volume of material copied

Unknown

At least 240,000 pages

At least 10,000 pages

At least 9,000 pages

At least 150,000 pages

Disposition of originals

 

 

 

 

 

†††† Discarded

No

No

No

 

 

†††† Placed in storage

Yes

Yes

Yes

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

None

None

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

None

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

Unknown

None

None

None

Disposition of originals

 

 

 

 

 

††† Discarded

 

No

 

 

 

††† Placed in storage

 

Yes

 

 

 

Master copy stored††† (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material digitized

None

None

None

None

None

Disposition of originals

 

 

 

 

 

††† Discarded

 

 

 

 

 

††† Placed in storage

 

 

 

 

 

Master copy stored††† (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments: County Clerk used to have a machine to microfilm however they said it went to waste but all the microfilm they did do (though they did not say what volume) was placed in storage, Nor did they tell where the microfilm was being stored.

 

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)

 

 

 

 

 

Software used

AS 400 System 36 EV

State Software

CSSI, ACS index system, WIN 98-2000

WIN, no ďspecial softwareĒ

Win Corel

Name and address of the vendor used

 

Win

Lexington KY

Ted Debiasa Huntington

Butch Evans Software Group, Charleston

System support used

Software Systems

Computer Software

 

 

 

Name and address of the vendor used

IBM

 

 

 

 

Security in place for the storage system

Yes

Yes

Password

Passwords

Passwords

Security in place for the backup system

Yes

Yes tape

Password

 

Passwords

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

 

 

Also save everything to back up tapes every night

Saved to floppies

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

No

No

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

Yes

Yes

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

Yes Chelyan Elementary warehouse Dunbar

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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