1.1 The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 78 office

Circuit Clerk - 79

County Clerk- 78

Sheriff 75 office

Prosecuting Attorney NA office

Assessor basement- 76

Circuit Clerk balcony room- 74

County Clerk basement-75

Sheriff basement-

Prosecuting Attorney attic-74

Basement storage

Assessor

Circuit Clerk attic-74

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as relative humidity)

Assessor 26 office

Circuit Clerk-27

County Clerk- 27

Sheriff 28 office

Prosecuting Attorney NA office

Assessor-76

Circuit Clerk- 29

County Clerk-31

Sheriff

Prosecuting Attorney attic-29

Assessor

Circuit Clerk attic-29

County Clerk

Sheriff

Prosecuting Attorney

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 yes

Assessor

Circuit Clerk-yes

County Clerk

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold active (record as yes/no)

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold inactive (record as yes/no)

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Assessor

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 no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals alive note kind

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

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 NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects alive note kind

Assessor NA

Circuit Clerk no

County Clerk no

Sheriff yes wasps, ladybugs, mites

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes wasps, ladybugs, mites

Prosecuting Attorney NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney NA

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

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

Circuit Clerk

County Clerk

Sheriff

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

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Locked or limited access to areas with records (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 yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes panic

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes panic

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney yes

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

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments:

 

The Assessor's office has cameras in the hallways.

the circuit clelk furnace room contains some prosecuting records also.

 

 

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

Location

Record Type

Volume

Condition

Assessor office Main

Personal Property Assessment, Review & Field Maps

30 legal size drawers

Clean

Assessor office Main

Oil & Gas Plats, Farm Application

9 legal size drawers

Clean

Assessor office Main

Oil & Gas Production Reports

16 legal size drawers

Clean

Assessor office Main

Correspondence

2 legal size drawers

Clean

Assessor office Main

West Virginia Auditor's Office Land Book 1920-1935

20 reels microfilm

Clean

Assessor office Main

Deeds & Will Book

18 drawers microfiche

Clean

Assessor office Main

Homestead Inactive Cards

4 drawers

Clean

Assessor office Vault

Transfers old to 1920s

 

Clean

Assessor office Vault

Dog Records 2 years

 

Clean

Assessor office Vault

Land Book 1909-1984

119 old large books

Some needing repairs

Assessor office Vault

Land Book 1985-2002

43 printouts

Clean

Assessor office Vault

Personal Property

8 printouts

Clean

Assessor office Vault

Plats

2 very large books

Need repair

Circuit Clerk office Main

Can Files

Large number along walls

Clean

Circuit Clerk office Main

Ledger Books

28 full size

Clean

Circuit Clerk office Main

Criminal & Civil

32 legal size drawers

Clean

Circuit Clerk office Main

Chancery & Law Case Files

264 can files

Clean

Circuit Clerk office Main

Leger

50 full size books

Clean

Circuit Clerk office Main

order

96 half size

 

Circuit Clerk office Main

Adoption & Juvenile

6 legal locked drawers

Clean

Circuit clerk main office

Index

10 drawer-8x12x18 deep

clean

Circuit Clerk office Main

Pending

12 letter size drawers

Clean

Circuit Clerk office Main

Adoption

5 drawers

Clean

Circuit Clerk office Main

Civil Case Files

20 letter size drawers

Clean

Circuit Clerk office Main

Ended Civil Action

12 legal size drawers

Clean

Circuit Clerk office Main

Closed Civil

30 letter size drawers

Clean

Circuit Clerk office Main

Evidence

1 metal cabinet

Clean

Circuit Clerk office Main

Closed Domestic

15 letter size drawers

Clean

Circuit Clerk office Main

Criminal Closed

5 letter size drawers

Clean

Circuit Clerk office Main

Legal Criminal Closed

4 legal size drawers

Clean

Circuit Clerk office Furnace Room

Court Reporter Notes

12 file drawers

Surface dirt

Circuit Clerk office Furnace Room

Family Law

13 file drawers master tape boxes- 6x8x20

Surface dirt

Circuit Clerk office Furnace Room

Reporters Notes

18 banker's boxes

Surface dirt

Circuit Clerk and prosecuting attorney-Furnace Room

Juvenile probation

18 boxes

Surface dirt

Circuit clerk and prosecuting attorney Furnace room

Cases

30 banker boxes

Surface dirt

Circuit Clerk office Court Balcony

records

135 banker boxes on the floor

Paint chips and dirt

Circuit clerk balcony

Records

45 banker boxes

Paint chips and dirt

Circuit Clerk office Court Balcony

Ledger Books

10 books

Paint chips and dirt

County Clerk office Main

Commissioner Order Books

5 books

Clean

County Clerk office Main

Precinct Poll

25 binders

Clean

County Clerk office Main

Voting Records

10 file drawers

Clean

County Clerk office Main

Marriages, Miscellaneous Records

36 can files

Clean

County Clerk office Main

Financing Statements, Estate & Appraisement, Contractors Bonds, Mental Hygiene

82 can files

Clean

County Clerk office Main

Fiduciary

84 can files (duplicated in books)

Clean

County Clerk office Main

Maps

10 drawers

Clean

County Clerk office Main

Hanging Map Files

17; 132 sheets

Clean

County Clerk office Main

Transfers

8 card file drawers

Clean

County Clerk office Main

Bonds

12 can files

Clean

County Clerk office Main

Wills & Redemptions

12 can files

Clean

County Clerk office Main

Land Books

115 ledger books

Clean

County Clerk office Main

Index

45 ledgers

Clean

County Clerk office Main

Estate Case Files

36 can files (duplicated in books)

Clean

County Clerk office Main

Miscellaneous Records

44 ledger books

Clean

County Clerk office Main

Personal Properties

40 ledger books

Clean

County Clerk office Main

Wills, Redemptions

36 can files (duplicated in books)

Clean

County Clerk office Main

Deeds

252 ledger books

Clean

County Clerk office Main

Births, Marriages, Estate

59 can files (duplicated in books)

Clean

County Clerk office Main

Ledger Books

233

Clean

County Clerk office Main

Marriage Records

20 ledgers

Clean

County Clerk office Main

Bonds

6 ledgers

Clean

County Clerk office Main

Church Trustees

2 ledgers

Clean

County Clerk office Main

Miscellaneous

2 ledgers

Clean

County Clerk office Main

Alpha Voter Registration

12 ledgers

Clean

County Clerk office Main

Support Order Book

1

Clean

County Clerk office Main

County Court Papers, Estate Appraisements, Tax

88 can files (duplicated in books)

Clean

County Clerk office Main

Land Books

49

Clean

County Clerk office Main

Release

58 documents, 40 books

Clean

County Clerk office Main

Trust

169 books

Clean

County Clerk office Main

Deed Index to Financing Statements

4

Clean

County Clerk office Main

Execution

3

Clean

County Clerk office Main

Estate and Trust Deeds

4

Clean

County Clerk office Main

Ledgers

16 half size

Clean

County Clerk office Main

Commissioner Order

27 books, 5 ledgers

Clean

County Clerk office Main

General Indices

42

Clean

County Clerk office Main

Mechanics Liens

6

Clean

County Clerk office Main

Federal Tax Lien

2

Clean

County Clerk office Main

Will Books

33

Clean

County Clerk office Main

Judgment Liens

19

Clean

County Clerk office Main

Other

4

Clean

County Clerk office Main

Fiduciary Records

15 ledgers

Clean

County Clerk office Main

Fiduciary Bonds

10

Clean

County Clerk office Main

Discharge Records

7

Clean

County Clerk office Main

Other

4

Clean

County Clerk office Main

Land Books

56

Clean

County Clerk office Main

Inventory Ledgers

70

Clean

County Clerk office Main

Road Records

4

Clean

County Clerk office Main

Road Orders

7

Clean

County Clerk office Main

Birth Registrations

8 ledgers

Clean

County Clerk office Main

Marriage

1

Clean

County Clerk office Main

Miscellaneous

4

Clean

County Clerk office Main

Tax Sales & Redemptions

8

Clean

County Clerk office Main

Miscellaneous

55

Clean

County Clerk office Main

Hanging Aerial Map Unit

12

Clean

County Clerk office Main

Deed Books

91 drawers

Clean

County Clerk office Main

Land & Personal Property

3 units

Clean

County Clerk office Main

Land Books

11

Clean

County Clerk office Main

Records

7 can files

Clean

County Clerk office Basement Furnace Room

Housing Rehabilitation

1 file cabinet

dust

County Clerk office Basement Furnace Room

Maps

1 large box

dust

County Clerk office Basement Furnace Room

Miscellaneous

24 banker's boxes

dust

County Clerk office Basement Furnace Room

Personal Property

44 books

dust

County Clerk office Basement Furnace Room

Payroll

96'

dust

County Clerk office Basement Furnace Room

Election Materials

4 shelves

dust

County Clerk office Vault

Deed Books, Duplicates, Lease Books, Microfilm, Backup Computer Tape, Miscellaneous Records

8x8x12x12 height

Clean

Sheriff's Tax office Main

Daily Reports & Activities

 

Clean

Sheriff's Tax office Main

Deposits, Statements

3 boxes

Clean

Sheriff's Tax office Main

Bank Accounts, Financial Statements

5 boxes

Clean

Sheriff's Tax office Main

Tax Receipts, etc.

12 drawers

Clean

Sheriff's Tax office Main

Land & Personal Property

18 books

Clean

Prosecuting Attorney office Main

Case Files

10 lateral drawers

Clean

Prosecuting Attorney office Main

File Drawers

12 legal size

Clean

Prosecuting Attorney office Main

Criminal Cases

300

Clean

Prosecuting Attorney office Main

Juvenile

100

Clean

Prosecuting Attorney office Main

County Commissioner

100

Clean

Prosecuting Attorney office Main

Board of Education

100

Clean

 

Comments: Circuit Clerk stores records in balcony of courtroom on the floor behind seats. These records are stored in boxes, and there is paint peeling and chipping above the boxes, which should be accredited to a moistur problem although no moisture was visible on the boxes. Basement furnace room has ductwork running through the room, and it has windows heating units, pipes, sewerline (which runs above the records), 2 exterior walls (one with a sign of dampness), and a bathroom. County Clerk keeps the to this room, and there are wooden shelves in this room.

 

P1, P2, P3, P4

 

 

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

4

2

5

3

1

Part time

0

0

1

0

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

Hands-on (in-house) (state training for all new staff)

6 days a year spent in training sessions

N/A

New employees in-house; sheriff in-service each year

None

Opportunities available

State Basic Training

Training through Supreme Court

N/A

State Tax-Sheriff Tax Seminar

Key Personal Meeting

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

3

unknown

3 hours

2

3

Public use

3

unknown

4 hours

6

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

2 hours

hours

0

0

Public use

0

3 hours

hour

0

0

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

None

None

None

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

No (original goes to Circuit Clerk or client)

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

None

4 rolls 16mm a year

None

None

Disposition of originals

 

 

 

 

 

Discarded

 

 

no

 

 

Placed in storage

 

 

Yes

 

 

Master copy stored onsite or offsite

 

 

Onsite and iron mountain, PA facilities

 

 

User copies available (record as yes/no)

 

 

No- one reader for staff audit

 

 

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 (planning to scan tax maps & daily forms)

None

None

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

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 clerks deeds, deed of trust, marriages, are processed by bankers.

 

 

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)

Real Estate, Personal Property, Correspondence, Forms

N/A

Voting records- CSSI, ACS indexing, keyed internally, ACS manages-land records only

Tax Collections, DMV, Sheriff's Accounting

Court documents (orders, letters, cash customs)

Software used

Microsoft XP

CCMS

Landmarc

Software Systems

WordPerfect 9

Name and address of the vendor used

Microsoft

N/A

Landmarc, Syracuse New York

Morgantown

 

System support used

TMC Technologies

N/A

Back up daily and weekly

Software Systems/IBM

Radio Shack

Name and address of the vendor used

Fairmont, WV

N/A

N/A

 

Harrisville

Security in place for the storage system

Server locked installed on wall in Assessor's office

Hard drive to disc daily on 3.5

Disc and put in a cabinet in the same office

N/A

AS400 stored in Deputy's Office

Locked in office

Security in place for the backup system

Server locked

N/A

N/A

Stored in safe

On disk/in office

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

Not provided

N/A

Per contract with ACS

Yes

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

Yes (keep records 5 years & destroy after)

None

1977 Schedule

Yes

No (do not throw away)

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

No

N/A

N/A

No

N/A

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

No

N/A

N/A

No

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

N/A

N/A

No

No

Lists contain record group, series, span date, and quantity data (record as yes/no)

N/A

N/A

N/A

N/A

N/A

Transfer documentation for these records (record as yes/no)

N/A

N/A

N/A

N/A

N/A

 

Comments

 

 

 

Ritchie Index Page