1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Jail

County Clerk Old Vault

Sheriff Basement

Prosecuting Attorney Annex Upstairs

Inactive Records Area B

Prosecuting Attorney Annex Basement

1.1.ATemperature (in degrees Fahrenheit)

Assessor 76

Circuit Clerk 75

County Clerk 71

Sheriff 76

Prosecuting Attorney 75

Assessor 73

Circuit Clerk79

County Clerk 73

Sheriff73

Prosecuting Attorney 77

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney 76

Humidity (record as % relative humidity)

Assessor 43

Circuit Clerk 44

County Clerk 42

Sheriff 45

Prosecuting Attorney 40

Assessor 64

Circuit Clerk 52

County Clerk45

Sheriff

Prosecuting Attorney 46

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney 46

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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 yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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

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 no

Animals Ė alivenote 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 no

Animals Ė pastnote 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 no

Insects Ė alivenote 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 no

Insects Ė 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 no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers(record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerkyes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

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 no

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 no

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

Assessor yes

Circuit Clerk yes

County Clerkyes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

Alarm system(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 no

Secured doors/windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

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 no

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 no

 

Comments:There are guards at the entrance of the building with metal detectors.The BASEMENT, WHICH CONTAINED INACTIVE RECORDS FOR THE SHERIFF AND ASSESSOR, was nickenamed the dungeon and you could see why.Ventilation system lined the ceiling over the records.

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Personal Property / Real Estate

30 dockets on metal shelves 12 linear feet

Clean

Assessors office

Land book

26 dockets on metal shelves 12 linear feet

Clean

Assessors office

Misc. files

5 vertical drawers

Clean

Assessors office

Misc. files

1 lateral drawers

Clean

Assessors office

DMV books

45 on metal shelf

Clean

Assessors basement

Land Books

84 dockets wooden and metal shelf 3 ft linear

Mold/Dirt/Red Rot/Torn

Assessors basement

Municipalities District land lot books

131 dockets3ft linear

Clean/Dirt/Torn

Assessors basement

Sheriff sales book

14 dockets 3ft11 in linear

Dirt/Mold/Torn

Assessors basement

Misc. Office files

28 large banker boxes

Dirt/Torn/Clean

Assessors basement

Misc. Stacks of various books

4ft high

Dirt/Mold/Torn

Assessors basement

Misc. stack of various books

4ft. high

Dirt/Mold/Torn

Assessors basement

Misc. stack of various books

2ft high

Dirt/Mold/Torn

Assessors basement

Misc. stack of various books

2ft 6 inches high

Dirt/Mold/Torn

Assessors basement

Personal Property

5 vertical drawers

Clean

Assessors basement

Misc. files

Non-standard boxes 4ft linear

Dirt

Assessors basement

Personal Property books

29 dockets on wooden shelf 3ft wide

Dirt

Assessors basement

Delinquent books

13 dockets 3ft 8inhes linear

Vermin eaten/ Mold/Dirt/Torn

Circuit Clerk office

Criminal Court Record books

119 dockets

Clean

Circuit Clerk office

Chancery

56 dockets

Clean

Circuit Clerk office

Civil Docket

116 dockets

Clean

Circuit Clerk office

Divorce dockets

91 dockets

Clean

Circuit Clerk office

Civil and Divorce dockets

25 dockets

Clean

Circuit Clerk office

Pending Criminal cases

16 vertical drawers

Clean

Circuit Clerk office

Close Criminal cases

25 vertical drawers

Clean

Circuit Clerk office

Supreme Court Appeals

24 vertical drawers

Clean

Circuit Clerk office

Paternity Pending

4 vertical drawers

Clean

Circuit Clerk office

Indictments

3 dockets

Dirt/Mold/Torn

Circuit Clerk office

Civil Cases Closed

75 vertical drawers

Clean

Circuit Clerk office

Misc.

Files bonded by rubber band 8 inch linear

Torn/Clean

Circuit Clerk office

Pending Divorces

45 vertical drawers

Clean

Circuit Clerk office

Pending Domestic Violence

3 vertical drawers

Clean

Circuit Clerk office

Closed Domestic

5 vertical drawer

Clean

Circuit Clerk office

Closed Divorces

39 vertical drawers

Clean

Circuit Clerk office

Adoptions

15 vertical drawers

Clean

Circuit Clerk office

Felonies

Locked cabinet 6ft wide 2ft high

Clean

Circuit clerk office

Adoption and Jury Files

Locked wooden cabinet 4ft high and 4ft 7 inch wide

Clean

Circuit Clerk office

Civil Files

Non-standardized boxes 5ft linear

Clean

 

Misc.

Non-standardized boxes 2ft linear both stacks

Clean

Circuit Clerk Jail

Chancery

26 large banker boxes

Dirt/Mold/Torn

Circuit Clerk Jail

Civil

31 large banker boxes

Torn/Clean

Circuit Clerk Jail

Divorce

57 large banker boxes

Dirt/Mold/Torn

Circuit Clerk Jail

Misc.

2 large banker boxes

Dirt/Mold/Torn

Circuit Clerk Jail

Civil order dockets

98 dockets

Mold

Circuit Clerk Jail

Law order

13 dockets

Dirt/Clean

Circuit Clerk Jail

Misc./ civil

13 large banker boxes

Clean

Circuit Clerk Jail

Civil

185 vertical drawers

Clean/Torn

Circuit Clerk Jail

Divorce

45 small banker boxes

Clean

Circuit Clerk Jail

Divorce

140 vertical drawers

Clean

Jail

Commissioner Records

10 large banker boxes

Dirt

Jail

Commissioner Records

5 nonstandard boxes

Dirt

Commissioners building

Commissioner Records

20 lateral drawers

Clean

County Clerk Office

Index discharge

2 dockets

Clean

County Clerk Office

Soldiers, Sailors, Nurses discharge

37 dockets

Clean

County Clerk Office

Commissioners Records

10 dockets

Clean

County Clerk Office

Death Register

57 dockets

Clean

County Clerk Office

General index of marriage

109 dockets

Clean

County Clerk Office

Death Records

On rolodex machine18 rows of 1ft 3 inches metal boxes

Clean

County Clerk Office

Deed books

66 dockets

Clean

County Clerk Office

Deed lease books

64 dockets

Clean

County Clerk Office

General index of encumbrance

48 dockets

Clean

County Clerk Office

Trust Deeds

236 dockets

Clean

County Clerk Office

Lease books

64 dockets

Clean

County Clerk Office

Assignment Records

24 dockets

Clean

County Clerk Office

Church Trustee

8 dockets

Clean

County Clerk Office

Will books

48 dockets

Clean

County Clerk Office

Administrator

7 dockets

Clean

County Clerk Office

Fiduciaries

64 dockets

Clean

County Clerk Office

Report of Commissioners Account

8 dockets

Clean

County Clerk Office

Rolled up maps

11 rolled up maps 1ft linear

Dirt/Mold/Torn

County Clerk Office

Debtor Finance statements

16 dockets

Clean

County Clerk Office

Judgment liens

14 dockets

Clean

County Clerk Office

Execution liens

2 dockets

Clean

County Clerk Office

Current Records

3 dockets

Clean

County Clerk Office

Map books

10 dockets

Clean

County Clerk Office

Lis pendens

4 dockets

Clean

County Clerk Office

Delinquent real estate

6 dockets

Clean

County Clerk Office

Delinquent Personal Property

9 dockets

Clean

County Clerk Office

Plat Book

3 dockets

Clean

County Clerk Office

Guardianship

5 dockets

Clean

County Clerk Office

Map index

1 docket

Clean

County Clerk Office

Receipt Reduce Delinquent

8 dockets

Clean

County Clerk Office

District land

15 dockets

Clean

County Clerk office

Municipal land

15 dockets

Clean

County Clerk office

Hanging maps

11 hanging map holders on top of each other 4 of them 3ft. in high and 1ft 9inch wide.7 of them 1ft. 6inch high and 2ft 2in. wide

Clean

County Clerk office

Estate claims

3 vertical drawers

Clean

County Clerk office

Tax liens

4 vertical drawers

Clean

County Clerk office

Appraisements

32 vertical drawers

Clean

County Clerk office

Release books

192 dockets

Clean

County Clerk office

Birth records

74 dockets

Clean

County Clerk Vault

Release books

80 dockets

Clean

County Clerk Vault

Lis Pendens

16 dockets

Clean

County Clerk Vault

Land Books

54 dockets

Clean

County Clerk Vault

Mechanics Liens

7 dockets

Clean

County Clerk Vault

General Index Encumbrance

36 dockets

Clean

County Clerk Vault

General Index Deeds, wills, contracts, leases

48 dockets

Clean

County Clerk Vault

Blueprints

Stack 2 inch

Torn

County Clerk Vault

Vacation Orders

22 dockets

Dirt/Mold/Torn

County Clerk Vault

Commissioner Accounts

66 dockets

Clean

County Clerk Vault

Trust Deeds

240 dockets

Clean

County Clerk Vault

Oath Books

7 dockets

Dirt

County Clerk Vault

Lunacy

6 dockets

Dirt

County Clerk Vault

SheriffSales Delinquent Tax

5 dockets

Dirt mold

County Clerk Vault

Notary Bond

14 dockets

Clean

County Clerk Vault

Law rule

 

County Clerk Vault

Official bond

3 dockets

Dirt/Mold

County Clerk Vault

Flat Maps

9 rolls

Torn edges

County Clerk Vault

Maps

Laying flat in wooden map holder shelf 6ft, 10inch high and 3ft 2inch wide, 46 slots

Dirt/Mold/Torn

County Clerk Vault

Delinquent Land

12 dockets

Dirt/Torn

County Clerk Vault

Misc. Small books

4 vertical drawers

Dirt/Mold/Torn

County Clerk Vault

Original Maps

3 large banker boxes

Dirt/Mold/Torn

County Clerk Vault

Misc. Map files

8 vertical drawers

Torn

County Clerk Vault

Voter Registration

10 lateral drawers

Clean

County Clerk Vault

Maps

Map holder of bundled maps, Wooden 4in x 4in holes contain maps, Holder was 3ft high and 1 ft 4inch wide

Dirt/Mold/Torn

County Clerk Vault

Birth record

4 dockets

Torn/Dirt/Clean

County Clerk Vault

Election

5 dockets

Clean

County Clerk Vault

Report Sales Trust Deed

5 dockets

Clean

County Clerk Vault

Misc.

4 dockets

Clean

County Clerk Vault

Town land books

7 dockets

Clean

County Clerk Vault

District Land Books

7 dockets

Clean

County Clerk Vault

Municipal Land book

8 dockets

Clean

County Clerk Vault

Law rule

2 dockets

Clean

Sheriff office

Bankruptcy/ Monthly reports

1 vertical drawer

Clean

Sheriff office

Current Tickets

2 vertical drawer

Clean

Sheriff office

Tax Tickets

3 large banker boxes

Clean

Sheriff office

Tax Receipts

5 docket books

Clean

Sheriff office

Tax forms

1 large banker box

Clean

Sheriff office

Tax record books

23 dockets

Clean

Sheriff office

Real Estate

6 dockets

Clean

Sheriff office

Municipalities

4 dockets

Clean

Sheriff office

Daily Report

1 docket

Clean

Sheriff office

Bank Statements

7 vertical drawers

Clean

Sheriff office

Deposit Book

8 vertical drawers

Clean

Sheriff office

Receipt Books

1 vertical drawers

Clean

Sheriff office

Check Books

1 vertical drawers

Clean

Sheriff office

Check File

3 vertical drawers

Clean

Sheriff office

Bank Statements

4 vertical drawers

Clean

Sheriff office

Trident

4 lateral drawer

Clean

Sheriff office

Correspondence

2lateral drawer

Clean

Sheriff office

Civil service

1 lateral drawer

Clean

Sheriff office

Personnel Files

3 lateral drawer

Clean

Sheriff office

DARE Program

1 lateral drawer

Clean

Sheriff office

Crime Stoppers

1 lateral drawer

Clean

Sheriff office

Balance Sheets

4 vertical drawer

Clean

Sheriff office

Delinquent Real Estate

5 docket books

Clean

Sheriff office

Landscape Book

1 docket

Clean

Sheriff office

Misc. Files

2 vertical drawer

Clean

Sheriff office

Grant Files

2 vertical drawers

Clean

Sheriff office

Report Books

1 docket

Clean

Sheriff office

Bank Statements/Employment files/ Sheriff order checks

6 lateral drawers

Clean

Prosecuting Attorneys office

Mental Hygiene

1 vertical drawer

Clean

Prosecuting Attorneys office

Misc.

1 vertical drawer

Clean

Prosecuting Attorneys office

DMV Appeals

12 vertical drawer

Clean

Prosecuting Attorneys office

Grand Jury

2 vertical drawer

Clean

Prosecuting Attorneys office

Closed Files

7 vertical drawer

Clean

Prosecuting Attorneys office

Tape Statements

2 vertical drawer

Clean

Prosecuting Attorneys office

Juvenile Files

4 vertical drawer

Clean

Prosecuting Attorneys office

Misc.

1 vertical drawer

Clean

Prosecuting Attorneys office

Juvenile/ Abuse/ Neglect/ Abandonment

17 vertical drawer

Clean

Prosecuting Attorneys office

Adults indicted

6 vertical drawer

Clean

Prosecuting Attorneys office

Information

1 vertical drawer

Clean

Prosecuting Attorneys office

Plea by orders

1 vertical drawer

Clean

Prosecuting Attorneys office

Indictments

3 vertical drawer

Clean

Prosecuting Attorneys office

Payroll

1 vertical

Clean

Prosecuting Attorneys office

Misc.

3 vertical

Clean

Prosecuting Attorney Upstairs storage

Misc.

90 large banker boxes

Clean/Dirt

Prosecuting Attorney Upstairs storage

Criminal cases

4 vertical drawer

Clean/Dirt

Prosecuting Attorney Upstairs storage

Grand jury

1 vertical drawer

Clean/Dirt

Prosecuting Attorney Upstairs storage

Payroll time sheets

1 vertical drawer

Clean/Dirt

Prosecuting Attorney Upstairs storage

Weapon Permit cards

1 small banker box

Clean/Dirt

Prosecuting Attorney basement

Mixed Records

69 large banker boxes

Clean/Dirt/Torn

 

Comments:Prosecuting Attorney office in a house-type building beside the courthouse.Building across the street is being renovated for the Prosecuting Attorney.†† Unaware of additional records stored in judicial annex

 

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, P27, P28, P29, P30, P31

 

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

Comments: No office had concidered creating a Disaster Plan.

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.ANumber of Employees

 

 

 

 

 

Full time

6

8

18

9

6

Part time

10

 

Several college students during the summer

1

4

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house

None

Regular county meetings

None

On the job training by employees

Opportunities available

None

None

Regular county meetings

None

None

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours also full day

8 hours

8 hours

8 hours

All day

Public use

5 hours

8 hours

8 hours

No public access

No public access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Said it was rare 4 hours a week

8 hours

Didnít know

2 hours out of a month

All day

Public use

None

None

Didnít know

None

None

 

Comments

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying††

 

 

 

 

 

Volume of material copied

Not much they did not know the exact amount

Didnít know

Didnít know

Didnít know

Didnít know but speculated that it was a lot

Disposition of originals

 

 

 

 

 

†††† Discarded

No

No

No

Yes

No

†††† Placed in storage

Yes

Yes

Yes

Yes

Yes

Microfilming

 

 

 

 

 

Internal

n/a

n/a

Yes

n/a

n/a

Volume of material microfilmed

 

 

Donít know stopped in 1990

 

 

Disposition of originals

 

 

 

 

 

††† Discarded

 

 

No

 

 

††† Placed in storage

 

 

Yes

 

 

Master copy stored††† onsite or offsite

 

 

Onsite

 

 

User copies available (record as yes/no)

 

 

Yes

 

 

 

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

None

None

None

None

Software used

None

None

CSSI

None

None

Name and address of the vendor used

None

None

Parkersburg WV

None

None

Security in place for the storage system

None

None

Passwords

None

None

 

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

N/a

n/a

n/a

n/a

n/a

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

n/a

n/a

n/a

n/a

n/a

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

n/a

n/a

n/a

n/a

n/a

 

 

 

 

 

 

 

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

Some records are kept on Howe Street in City of Beckley

Some records are kept on Howe Street in City of Beckley

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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