1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement R1

Circuit Clerk Upstairs R1

County Clerk Basement R1

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor  78

Circuit Clerk    76

County Clerk  75

Sheriff    76

Prosecuting Attorney  76

Assessor R1 73

Circuit Clerk R1 76

County Clerk R1 71.8

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor  51

Circuit Clerk   54

County Clerk  54

Sheriff 53

Prosecuting Attorney  53

Assessor R1  42

Circuit Clerk R1 54

County Clerk R1 65

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

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  no

Assessor R1 yes

Circuit Clerk R1 yes

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1  yes

Circuit Clerk R1 no

County Clerk R1  no

Sheriff

Prosecuting Attorney

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 R1 yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 yes

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk

County Clerk R1 yes termites

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1  no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor  no

Circuit Clerk  no

County Clerk no

Sheriff  no

Prosecuting Attorney  no

Assessor R1 yes

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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  no

County Clerk yes

Sheriff  no

Prosecuting Attorney  yes

Assessor R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1  yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor  no

Circuit Clerk  no

County Clerk yes

Sheriff  no

Prosecuting Attorney  no

Assessor R1 no

Circuit Clerk R1 no

County Clerk  R1 no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor  yes

Circuit Clerk yes

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor R1  yes

Circuit Clerk R1 yes

County Clerk R1 yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor  no

Circuit Clerk  no

County Clerk yes

Sheriff  no

Prosecuting Attorney  no

Assessor R1  no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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 R1 no

Circuit Clerk R1 no

County Clerk R1 no

Sheriff

Prosecuting Attorney

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

Assessors Office

Real Estate Transfers

6 lateral drawers

Clean

Assessors Office

Assessor’s Valuation Fund

1 lateral drawer

Clean

Assessors Office

County Levy

1 lateral drawer

Clean

Assessors Office

Personal Property

6 legal drawers

Clean

Assessors Office

Trailer Cards

1 legal drawer

Clean

Assessors Office

Impropers/Impropers Lists

1 legal drawer

Clean

Assessors Office

Homestead Exemption Cards

2’ (5”x7”)

Clean

Assessors Office

Misc. (Dog licenses/Homestead Exemptions/Oil and Gas Records/Corps of Engineers Project Files/Maps)

8 lateral drawers

Clean

Assessors Office

DMV

Shelves (18”)

Clean

Assessors Office

Maps

4’x2’

Clean

Assessors Basement R1

Misc. (Deeds/Appraisals/ Personal Property/Land Transfers, etc.)

6ft linear, 12 legal drawers, 44 dockets, 16 non-standard boxes, 1cf

Clean

Assessors Basement R1

Land

137 dockets

Mildew/Red rot/Torn

Assessors Basement R1

Personal Property

4 dockets

Clean

Assessors Basement R1

Record Cards

22 lateral drawers

Clean

Assessors Basement R1

Personal Property

3 banker boxes

Clean

Assessors Basement R1

Transcripts

7 vertical drawers

Clean

Assessors Basement R1

Transfers

4 letter drawers

Clean

Circuit clerk main office

Civil, income with held, appeals

23- 1ft banker boxes

Clean

Circuit clerk main office

Domestic

8- letter drawer

Clean

Circuit clerk main office

Civil

79- letter drawer

Clean

Circuit clerk main office

Civil

9 dockets-metal shelf

Clean

Circuit clerk main office

Domestic

30 dockets-metal shelf

clean

Circuit Clerk Office- back room

Felony Cases

11 letter drawers

Clean

Circuit Clerk Office- back room

Civil Cases

189 letter drawers

Clean

Circuit Clerk Office- back room

Guardianship

3 letter drawers

Clean

Circuit Clerk Office- back room

Juvenile Cases

10 letter drawers

Clean

Circuit Clerk Office- back room

Chancery Order Books

2 dockets-metal shelf

Not bound/Red rot/Taped

Circuit Clerk Office- back room

Mental Hygiene

5 lateral drawers

Clean

Circuit Clerk Office- back room

Civil Cases

23 banker boxes

Clean

Circuit Clerk Office- back room

Domestic Cases

8 letter drawers

Clean

Circuit Clerk Office- back room

Civil Order

16 dockets-metal shelf

Clean

Circuit Clerk Office- back room

Domestic Orders

30 dockets-metal shelf

Clean

Circuit Clerk Office- back room

Micro film

Approximately-30- 1ftx2ft cardboard boxes lying on cabinets

clean

Circuit Clerk Office- back room

Records

App. 18 large banker boxes

Clean

Circuit Clerk Office- back room

Divorce

Stacks of paper records on metal tray

Clean

Circuit Clerk Office- back room

Records

4- lateral drawers

Clean

Circuit Clerk Office- back room

Domestic

43- vertical metal drawers

Clean

Circuit Clerk Office- back room

Divorce

40- vertical metal drawers

clean

Circuit Clerk Upstairs R1

Chancery

354 cans

Clean

Circuit Clerk Upstairs R1

Chancery Rule

2  dockets-metal shelf

dust

Circuit Clerk Upstairs R1

State Case Index

6 dockets-metal shelf

Red rot/Torn spines

Circuit Clerk Upstairs R1

Law Rule

7 dockets-metal shelf

dust

Circuit Clerk Upstairs R1

Law Suits

19 cans

Clean

Circuit Clerk Upstairs R1

Chancery Process and Rules

2 dockets

Clean

Circuit Clerk Upstairs R1

Felony Cases

61 letter drawers

Clean

Circuit clerk upstairs R1

Chancery order books

62 dockets-metal shelf

dust

Circuit Clerk Upstairs R1

Index to Law Orders

14 dockets-metal shelf

dust

Circuit Clerk Upstairs R1

Probation Order

14 dockets-metal shelf

dust

Circuit Clerk Upstairs R1

Law

80 dockets-metal shelf

dust

Circuit Clerk Upstairs R1

Records

4-large banker boxes in stacks open on floor- brown accordion files and loose records

Clean

Circuit Clerk Upstairs R1

Records

12- large banker

Clean

Circuit Clerk Upstairs R1

Records

2- brown accordion files lying on shelf with loose records

Clean

Circuit Clerk Upstairs R1

Records

2- non standard cardboard boxes

Clean

Circuit Clerk Upstairs R1

Civil, criminal

144- vertical metal drawers- double stacked

Clean

Circuit Clerk Upstairs R1

records

32- dockets-metal shelves

Old, surface dirt

Circuit Clerk Upstairs R1

records

32 –dockets-metal shelves

Clean

Circuit Clerk Upstairs R1

records

15- dockets-metal shelves

Old, torn, damaged spine

Circuit Clerk Upstairs R1

records

42-dockets-metal shelves

Old

Circuit Clerk Upstairs R1

records

2- dockets lying around

Surface dirt

Circuit Clerk Upstairs R1

records

48- dockets-metal shelves

Old, unreadable covers

Circuit Clerk Upstairs R1

records

16- dockets-metal shelves

Pieces of covers have fallen off

County Clerk Office

Misc.

24 cans

Clean

County Clerk Office

Appraisement

74 dockets-metal shelf

Clean

County Clerk Office

Fiduciary Settlement

62 dockets-metal shelf

Clean

County Clerk Office

Fiduciary Bond

32 dockets-metal shelf

Clean

County Clerk Office

Sup-Mental Fiduciary

22 dockets-metal shelf

Clean

County Clerk Office

Index of Fiduciary

5 dockets-metal shelf

Clean

County Clerk Office

Sheriff Sale

8 dockets-metal shelf

Clean

County Clerk Office

Surveyors Entry

3 dockets-metal shelf

Clean

County Clerk Office

Misc.

4 vertical drawers

Clean

County Clerk Basement R1

Misc. (Deed/Release/Will)

60 dockets-metal shelf

Dirt (stacked on floor)

County Clerk Basement R1

Misc. (Deed/Release/Will)

84 dockets-metal shelf

Dirt (wooden shelves)

County Clerk Basement R1

Misc.

18 lateral drawers

Clean

County Clerk Basement R1

Grantors

24 dockets-metal shelf

Clean

County Clerk Basement R1

Grantors Index

7 dockets-metal shelf

Clean

County Clerk Basement R1

Division of Highway Reports

1 non-standard box

Clean

County Clerk Basement R1

Index of Conditional Sales

14 dockets

Clean

County Clerk Basement R1

Tax Files

6 banker boxes

Clean

County Clerk Basement R1

Will

7 dockets

Clean

County Clerk Basement R1

Appraisements

6 dockets

Clean

County Clerk Basement R1

Release

49 dockets

Red rot/Torn bindings

County Clerk Basement R1

Commissioners Records

63 dockets

Clean

County Clerk Basement R1

Index to Commissioners Records

38 dockets

Torn bindings

County Clerk Basement R1

Non-taxable Property

1 docket

Clean

County Clerk Basement R1

Appointment Records

1can

Clean

County Clerk Basement R1

Trust Deed

65 dockets

Clean

County Clerk Basement R1

Amendments Record

1docket

Clean

County Clerk Basement R1

Misc.

15 cans

Clean

County Clerk Basement R1

Land

24 dockets

Clean

County Clerk Basement R1

Land Sales and Tax Papers

9 banker boxes

Clean

County Clerk Basement R1

Cancelled Checks

8 small banker boxes

Clean

County Clerk Basement R1

Misc.

18 banker boxes

Clean

County Clerk Basement R1

Delinquent Real Estate

11 dockets

Clean

County Clerk Basement R1

Liens

4 dockets

Clean

County Clerk Basement R1

Official

8 dockets

Clean

County Clerk Basement R1

Receipts of Forfeited Lands

12 dockets

Clean

County Clerk Basement R1

Misc.

40”x40” locked cabinet

Clean

Sheriff Office

Bank Receipts

6 banker boxes

Clean

Sheriff Office

Receipts

12 vertical drawers

Clean

Sheriff Office

Files

12 vertical drawers

Clean

Sheriff Office

Misc.

8 letter drawers

Clean

Prosecuting Attorney Office

Files

40 legal drawers

Clean

Prosecuting Attorney Office

Criminal Files

10 legal drawers

Clean

Prosecuting Attorney Office

Jury Instructions

1 letter drawer

Clean

Prosecuting Attorney Office

Habeas Corpus

4 letter drawers

Clean

Prosecuting Attorney Office

Criminal Files

3 letter drawers

Clean

Prosecuting Attorney Office

Files

2 letter drawers

Clean

Prosecuting Attorney Office

Dead Criminal Files

4 letter drawers

Clean

 

Comments: P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

None

 

None

None, Recovery by vault files and computer

None

 

Comments

all offices have no space left.

 

county clerk basement storage area is also a break room. records here are stored with food. smoke breaks are also taken in this room. an ash tray is on the table with records. water pipes line the ceiling over records. large stackes of dockets are on the floor. books and cardboard boxes are stacked on top of each other. some records are spilling out of there boxes and onto the floor. they need more space.

 

circuit clerk records in all three rooms are in double stacked vertical metal files. the records are kept neatly unlike the county clerk. the cirucit clerk is in need of storage.

 

assessor active records space is neat and clean but they are out of room. in basement storage area records are stored with food. water pipes line the ceiling over records. rolls of maps are lying on a map plat container. dockets are in the floor. assessor needs more space.

 

sheriff  and  pros. att.  need more space.

 

officials have resorted to sorting out records that they feel imperitive to keep and have stacked these records on cabinets on top each other because ‘they have no where else to go but up’.

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

16

 

10

8

5

Part time

0

 

0

0

3

Volunteers

0

 

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house

 

On the job

Annual

In house

Opportunities available

Association Meetings, State offered Class

 

None

Tax Seminar

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

 

4 hours

4 hours

8 hours

Public use

8 hours

 

4 hours

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

8 hours

 

1 hour

4 hours

0

Public use

8 hours

 

0

0

0

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

None

 

None

 

None

Volume of material copied

 

 

 

1262 a month

 

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

No

 

     Placed in storage

 

 

 

Yes

 

Microfilming

None

 

None

None

None

Internal

 

 

 

 

 

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

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

Imaging/Digitizing

None

 

 

None

None

Internal

 

 

 

 

 

Volume of material digitized

 

 

1 year complete, plan to go 10 years back

 

 

Disposition of originals

 

 

Sent back to original owner

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

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)

Back up Drives, Indexing

 

Indexing

 

Detention List, Index

Software used

 

 

CSSI

Lotus, Excel, Word

Time Matters, Data Entry Cycle

Name and address of the vendor used

 

 

 

 

 

System support used

 

 

 

 

 

Name and address of the vendor used

 

 

 

 

 

Security in place for the storage system

 

 

 

Passwords

 

Security in place for the backup system

 

 

 

 

 

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

Not Provided

 

 

Discards Nothing

 

 

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

1977 Records Schedule

None

1977 Records Schedule

None

None

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

No

No

Yes

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)

None

None

None

None

None

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

None

None

None

None

None

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

None

None

None

None

None

 

Comments

 

 

 

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