†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††

1.1The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Basement

Inactive Records Area B

Upstairs attic with records from all offices

1.1.ATemperature (in degrees Fahrenheit)

Assessor 80

Circuit Clerk 73.6

County Clerk73.8

Sheriff 73.2

Prosecuting Attorney 72

Assessor 74

Circuit Clerk records room 77

County Clerk 74

Sheriff

Prosecuting Attorney 74

Assessor 73

Circuit Clerk 73

County Clerk 73

Sheriff 73

Prosecuting Attorney 73

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk 53

County Clerk 48

Sheriff 40

Prosecuting Attorney 55

Assessor 46

Circuit Clerk 53

County Clerk 46

Sheriff

Prosecuting Attorney 46

Assessor 46

Circuit Clerk 46

County Clerk 46

Sheriff 46

Prosecuting Attorney 46

1.1.B Windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Yes

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

Prosecuting Attorney no

Yes

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

Prosecuting Attorney no

Yes

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

Prosecuting Attorney no

Yes, bats

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

Prosecuting Attorney no

No

Insects Ė alivenote kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes bugs

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney yes bugs

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

Prosecuting Attorney no

Yes roaches, various beetles and flies.

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

Prosecuting Attorney no

Yes

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 no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

No

Sprinklers(record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney†††† no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney††no

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

Prosecuting Attorney no

No

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

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

Prosecuting Attorney no

No

Secured doors/windows(record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

ProsecutingAttorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

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

Prosecuting Attorney no

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

Prosecuting Attorney no

No

 

 

 

Comments: Although the County Clerk acknowledged the attic is a poor storage area, there is no choice but to use it.Requests for funding for a better space have not been filled.The bell tower shape of the attic attracts bats.No staff can be spared to organize it; boxes are unlabeled and unsorted as to office.


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

Location

Record Type

Volume

Condition

Assessors office

Real Estate

46 dockets

Clean/ Red rot/ Mold

Assessors office

Folded Maps

30 rolled up maps

Clean/ Torn

Assessors office

Map Cards

5 metal drawers cabinet 2ft 6inches

Clean

Assessors office

Reappraisals/ Map Cards

12 metal drawers 1ft 2inches

Clean

Assessors basement

Real Estate

93 dockets

Clean/Dirt /Mold/Red rot/ Water Damage/ Torn

Assessors basement

Land Books

82 dockets

Clean/Dirt /Mold/Red rot/ Water Damage/Torn

Assessors basement

Report State Commission

7 dockets

Dirt/ Torn

Assessors basement

Delinquent

7 dockets

Dirt /Torn

Assessors basement

Reimbursements

1 docket

Clean/Dirt

Assessors basement

Right of Way

1 docket

Clean/ Dirt

Assessors basement

Personal Property

18 dockets

Dirt/ Clean/ Torn

Assessors basement

Misc.

8 vertical drawers

Clean

Assessors basement

Delinquent Tax

1 nonstandard box

Clean

Circuit Clerk office

Juvenile Order

5 vertical drawer

Clean

Circuit Clerk office

Tapes

1 non standard box

Clean

 

Juvenile/Adoptions/Divorces/ Civil Cases/Criminal Cases

Machine that contains files of each.

Clean

Circuit Clerk Basement

Deed Books

145 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Trust Deed

138 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Oil Lease

26 dockets

Dirt/Clean/Torn

Circuit Clerk Basement

Coal Lease

5 dockets

Dirt

Circuit Clerk Basement

Election Book

2 dockets

Dirt

Circuit Clerk Basement

Official Bonds

2 dockets

Dirt

Circuit Clerk Basement

Judgment Liens

4 dockets

Dirt

Circuit Clerk Basement

Birth/Death

1 docket

Dirt

Circuit Clerk Basement

Sheriff Tax

5 dockets

Dirt/Torn

Circuit Clerk Basement

Misc.

32 vertical drawers

Clean

Circuit Clerk Basement

Vacation Orders

4 dockets

Mold Dirt

Circuit Clerk Basement

Order Book

1 docket

Water Damage

Circuit Clerk Basement

Election

1 docket

Red rot

County Clerk office

Deed Books

383 dockets

Clean/dirt/Torn

County Clerk office

Will Books

53 dockets

Clean/Dirt/Torn

County Clerk office

Oil & Gas

82 dockets

Clean/Dirt/Torn

County Clerk office

ReleaseBooks

91 dockets

Clean/Dirt/Torn

County Clerk office

Marriage Books

330 dockets

Clean/Dirt/Torn

County Clerk office

Judgment Book

16 dockets

Clean

County Clerk office

Military Service

19 dockets

Clean

County Clerk office

Misc.

81 dockets

Clean

County Clerk office

Birth Books

4 dockets

Clean/Torn

County Clerk office

Death Index

5 dockets

Clean

County Clerk office

State Settlement

53 dockets

Clean/Torn

County Clerk office

Appraisements

86 dockets

Clean/Dirt

County Clerk office

Incorporations

12 dockets

Clean

County Clerk office

Federal Tax Lien

3 dockets

Clean

County Clerk office

Assignment Books

6 dockets

Clean

County Clerk office

Mechanic Liens

4 dockets

Clean

County Clerk office

Executions

2 dockets

Clean/Dirt

County Clerk office

Estate Records

6 dockets

Clean/Dirt

County Clerk office

County Commission

4 large banker boxes

Clean

County Clerk office

Death Certificates

100 document cans

Dirty/Bundled/Torn

Sheriff office

Real Estate

12 dockets

Clean

Sheriff office

Delinquent

4 dockets

Clean

Sheriff office

Land Sales

2 dockets

Clean

Sheriff office

Personal Property

13 dockets

Clean

Prosecuting Attorney office

Civil Cases

2 banker boxes

Clean

Prosecuting Attorney office

Criminal Cases

6 banker boxes, 8 vertical drawers

Clean

Prosecuting Attorney office

Juvenile Cases

12 vertical drawers, 3 banker boxes

Clean

Upstairs Attic Storage Space

Various Records Many not labeled

In banker boxes on wooden shelves. Shelves 6ft high; for the whole room a linear feet of 108

Animals/Dirt/Active and Inactive mold/ Torn

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Comments: Circuit Clerk had a machine that held the various records in it and a person can open and shut a row by the push of a button.Prosecuting Attorney stores records in his private office in New Martinsville, WV.County Clerk inactive storage is stored in the attic.attic was too big of a mess to count.

 

P1, P2, P3

 

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.ANumber of Employees

 

 

 

 

 

Full time

7

5

10

4

3

Part time

3

1

5

1 during the summer

1

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

workshops

clerk training

regular study through the state

workshops

System that the staff has created

Opportunities available

workshops

None

 

 

In house training

1.1.D.bAverage Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Didnít know

6 hours

Full day

3 hours

Didnít know

Public use

6 hours

Didnít know

4 to 5 hours

Didnít know

Didnít know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Didnít know

Didnít know

Didnít know

Didnít know

Didnít know

Public use

6 hours

Didnít know

Didnít know

Didnít know

Didnít know

 

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

 

 

 

 

 

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

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: The Assessor said that their maps were scanned by a company in Charleston called

Mapping jbm owned by John Both

 

 

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

N/A

N/A

N/A

N/A

Software used

CSSI

N/A

N/A

N/A

N/A

Name and address of the vendor used

N/A

N/A

N/A

N/A

N/A

System support used

N/A

N/A

N/A

N/A

N/A

Name and address of the vendor used

N/A

N/A

N/A

N/A

N/A

Security in place for the storage system

Password

N/A

N/A

N/A

N/A

Security in place for the backup system

N/A

N/A

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

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

1977 Schedule

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

N/A

N/A

N/A

N/A

 

 

 

 

 

 

 

Comments: The county clerk, Circuit Clerk, Assessor, and the Sheriffís office keep all their records.

 

 

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

 

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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