1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Building next door

County Clerk Basement

Sheriff Jail Cell

Prosecuting Attorney Jail Cell

Inactive Records Area B

County Clerk Basement of Building next door

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 73

Circuit Clerk 72

County Clerk 74

Sheriff 73

Prosecuting Attorney 76

Assessor  64

Circuit Clerk 63

County Clerk 65

Sheriff  70

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 62

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 49

Circuit Clerk 44

County Clerk 48

Sheriff 44

Prosecuting Attorney 45

Assessor 40t

Circuit Clerk  42

County Clerk 42

Sheriff 46

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 42

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 no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 yes

Circuit Clerk no

County Clerk  no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk yes

County Clerk  yes

Sheriff  no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Animals – alive  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 no

Sheriff

Prosecuting Attorney

Animals – 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

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – alive  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 no

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor flies/ silverfish

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk flies

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

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 no

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

 

 

 

Comments:  The basement actually has a mix of records but the majority belongs to the assessor.  This room was in terrible condition with stacks of Banker Boxes containing records that were sitting in a puddle of water.  There were also electrical wires overhead that were not covered.  There was a lot of grime on the RECORDS; SILVERFISH COULD also be found there.

 

Circuit clerks outside storage building did not feel very insolated it was cold and on their drop ceiling was water stains.

 

The Prosecuting Attorney and the Sheriff’s office are stored in an old jail cell.  Many of the books there were kept in plastic, but it was still dusty and dirty.

 

Overall access to peoples records had to take a great deal of traveling around the courthouse. for instance every place mentioned had at least one of the Circuit Clerks records. It is very unorganized and it takes a key to get to many of theses places around the courthouse

 

In the Circuit Clerk Active records area, evidence from court cases that were CLOSED COULD be seen laying out in the open, such as a rifle.

 

 

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

Location

Record Type

Volume

Condition

Assessors office

Land Books

93 dockets

Clean

Assessors office

Misc.

3 large banker boxes

Clean

Assessors office

District books

263 small books

Clean

Assessors office

Land books

In 6ft high storage cabinets metal

Torn/ Red Rot/ Dirt

Assessors office

Personal Property and Mobile home files

In 6ft high storage cabinets metal

Torn/Dirt

Assessors office

Assessment forms

36 vertical drawers

Clean

Assessors office

Assessor map file

2 lateral drawers

Clean

Assessors office

Commercial

1 lateral drawer

Clean

Assessors office

Exemptions

1 lateral drawer

Clean

Assessors office

Various files

3ft 1 inch stack

Clean

Assessors office

Maps

10 drawers on flat  map holder

Clean

Assessors office

Map books

5 dockets

Torn

Assessors office

Map cards

14 vertical drawers

Clean

Assessors office

Elderly Homestead

2 vertical drawers

Clean

Assessors office

Disability

5 vertical drawers

Clean

Assessors office

Flood Property

1 lateral drawer

Clean

Assessors office

DMV

3 lateral drawers

Clean

Assessors basement

Magistrate Records

19 banker boxes

Water damage/Torn/Mold

Assessors basement

General County

4 vertical drawers

Torn/Dirt

Assessors basement

General County

8 banker boxes

Water Damage/ Torn

Assessors basement

Unlabeled

48 document cans

Dirt/Grime/ Bundled/ Water Damage

Assessors basement

Personal property books

3 dockets

Dirt/Torn/Mold/Vermon

Assessors basement

Misc. (unable to read)

10 large banker boxes

Water Damage/Torn

Assessors basement

Misc. (unable to read)

22 small banker boxes

Water damage/Torn

Assessors basement

Criminal Records

2 vertical drawers

Torn/Dirt

Assessors basement

Civil Records

2 vertical drawers

Torn/Dirt

Assessors basement

Prosecuting Attorney Records

4 banker boxes

Water Damage

Assessors basement

 3 Stack of volumes on floor

Each stack around 3ft. 2 inches

Mold/Torn/Dirt

Assessors basement

Land Books

7 dockets

Mold/Torn/Dirt

Assessors basement

Personal Property

6 dockets

Mold/Torn/Dirt

Assessors basement

Assessor Records

36 banker boxes

Water Damage/Torn

Circuit Clerk office

Law Orders

31 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Chancery orders

25 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Bond Books

10 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Index Circuit clerk Records

4 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Criminal Orders

19 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Civil Orders

101 dockets

Clean/Mold/Dirt/Torn

Circuit Clerk office

Administration

4 dockets

Clean

Circuit Clerk office

Juvenile

24 vertical drawers

Clean

Circuit Clerk office

Cassette Tapes

2 vertical drawers

Clean

Circuit Clerk office

Mental Hygiene

4 vertical drawers

Clean

Circuit Clerk office

Adoptions

8 vertical drawers

Clean

Circuit Clerk office

Paternity

4vertical drawers

Clean

Circuit Clerk office

Civil Records

172 vertical drawers

Clean

Circuit Clerk office

Criminal Records

20 vertical drawers

Clean

Circuit Clerk office

Domestic Relations

52 vertical drawers

Clean

Circuit Clerk office

Civil Dockets

40 dockets

Clean

Circuit Clerk office

Civil Cases files

4 banker boxes

Clean

Circuit Clerk office

Divorce

4 banker boxes

Clean

Circuit Clerk office

Paternity

1 banker box

Clean

Circuit Clerk office

Audits

1ft 3inch stack

Clean/Torn

Circuit Clerk office

Receipts

1ft 4inch stack

Clean

Circuit Clerk office

Ballots

2ft 5inch stack

Clean

Circuit Clerk outside storage

Vertical drawers were not labeled SEE Comments

56 vertical drawers

Clean

Circuit Clerk outside storage

Stack of books

3ft 2inch high

Clean

Circuit Clerk outside storage

Stack of books

3ft high

Clean

Circuit Clerk outside storage

Stack of books

2ft 1 inch high

Clean

Circuit Clerk outside storage

Stack of books

8 inch high

Clean

Circuit Clerk outside storage

Stack of non standard boxes

3ft high

Clean

Circuit Clerk outside storage

Stack of non standard boxes

2ft 1inch high

Clean

Circuit Clerk outside storage

Stack of non standard boxes

2ft 8inch high

Clean

Circuit Clerk outside storage

Criminal Records

7 banker boxes

Clean

Circuit Clerk outside storage

Juvenile records

6 banker boxes

Clean

Circuit Clerk outside storage

Plat book

1 dockets

Clean

Circuit Clerk outside storage

Maps

1 banker box

Clean

Circuit Clerk outside storage

Civil Records

17 banker boxes

Clean

Circuit Clerk outside storage

Elections

1 banker box

Clean

Circuit Clerk outside storage

Felonies

12 banker boxes

Clean

Circuit Clerk outside storage

Paternity

1 banker box

Clean

Circuit Clerk outside storage

10 stacks of non standard boxes

Varied at 1ft high

Clean

County Clerk office

Land Books

232 dockets

Clean/Dirt /Torn

County Clerk office

Town Lots

18 dockets

Clean

County Clerk office

Survey

2 dockets

Clean

County Clerk office

Entity books

2 dockets

Clean

County Clerk office

Road Record

2 dockets

Clean

County Clerk office

Delinquent Real Estate

12 dockets

Torn/Mold/Dirt

County Clerk office

Supplement taxes

5 dockets

Clean

County Clerk office

Delinquent Commissioner Fortified lands

10 dockets

Torn/Mold/Dirt

County Clerk office

Tax books

10 dockets

Clean/Torn/mold/Dirt

County Clerk office

Trust Deeds

215 dockets

Clean/Mold/Dirt/Eaten

County Clerk office

Index Trust

16 dockets

Clean

County Clerk office

Deed Book

410 dockets

Clean/Mold/Dirt

County Clerk office

Order Book

42 dockets

Mold/Dirt/Torn/Clean

County Clerk office

Record Release

79 dockets

Clean. Mold/Dirt

County Clerk office

Church Trustees

1 docket

Clean

County Clerk office

Report of Sale under Trust Deed

6 dockets

Clean

County Clerk office

Marriage/Death/Birth

63 document cans

Clean/Dirt/torn

County Clerk office

Various Records

60 document cans

Clean/Dirt/Torn

County Clerk office

Misc.

29 vertical drawers

Clean

County Clerk office

Boxes of Microfilm

5 non standard boxes

Negative/Vinegar smell

County Clerk office

Maps

In 2inchx2inch holders 120 holes

Rolled torn

County Clerk office

Will copies

 5 vertical drawers

Clean

County Clerk office

Plat books

4 dockets

Torn

County Clerk office

Misc.

18 lateral drawers

N/A

County Clerk office

Deed index

1and half inch 1 and half inch 36 metal drawers

Clean

County Clerk outside storage basement

Finance statements

4 vertical drawers

Clean

County Clerk outside storage basement

Marriage license

6 banker boxes

Clean

County Clerk outside storage basement

General County

12 banker boxes

Clean

County Clerk outside storage basement

Elections

1 banker box

Clean

County Clerk outside storage basement

Receipts

2 banker boxes

Clean

County Clerk outside storage basement

Fee books

3 dockets

Clean

County Clerk outside storage basement

Misc.

2=3ft 3inch stacks of non standard boxes

Clean

County Clerk outside storage basement

Finance orders

27 dockets

Clean

County Clerk outside storage basement

Checks

3 banker boxes

Clean

County Clerk outside storage basement

Misc.

2=2ft 5inch stacks of books

Clean

County Clerk outside storage basement

Land Records

12 banker boxes

Clean

County Clerk outside storage basement

Sheriff Records/Bank Statements/Payroll/Finance Statements/Marriage Lien/ Settlements/Bonds/ Receipt books/ Hunt and Fish/ Civil Service/Airplane/ Flood Victims

106 banker boxes

SEE COMMENTS

Clean

County Clerk basement

 General Land Books

30 dockets

Clean

County Clerk basement

Birth/Death/Land

96 document cans

Dirt

County Clerk basement

Misc.

 wooden shelves 3ft. 3inch long space with non standard boxes on them

Dirt

County Clerk basement

Rolled up maps

Non standard boxes wooden shelf 4ft long

Torn/Dirt

County Clerk basement

Finance statements

Non standard boxes wooden shelf 4ft long

Dirt/Torn/clean

County Clerk basement

Reports

Non standard boxes wooden shelf 4ft long

Dirt/Torn/Clean

County Clerk basement

Unknown records on non standard boxes

5 8ft 2inch stacks on floor

Dirt/Torn/Clean

Sheriff office

 Land Books

34 dockets

Clean

Sheriff office

 Personal Property

5 dockets

Clean

Sheriff office

 Tax Liens

12 dockets

Clean

Sheriff office

Misc.

12 vertical drawers

Clean

Prosecuting Attorneys office

Misc.

4 vertical drawers

Clean

Prosecuting Attorneys office

Felonies

4 lateral drawers

Clean

Jail Cell

Prisoner Records

7 banker boxes

Clean/Dirt/Torn

Jail Cell

Investigations

15 banker boxes

Clean/Dirt/Torn

Jail Cell

Inmate

6 banker boxes

Clean/Dirt/Torn

Jail Cell

Accident

7 banker boxes

Clean/Dirt/Torn

Jail Cell

Tax bonds

10 dockets

Clean/Dirt/Torn

Jail Cell

Sheriff books

19 dockets

Clean/Dirt/Torn

Jail Cell

Misc.

16 banker boxes

Clean/Dirt/Torn

Jail Cell

General County

9 banker boxes

Clean/Dirt/Torn

Jail Cell

Misc.

9 stacks non standard boxes

Clean/Dirt/Torn

Jail Cell

Prosecuting Attorney Records

46 banker boxes

Clean/Dirt/Torn

Jail Cell

Investigations

13 4inchx4inch metal drawers

Clean/Dirt/Torn

Jail Cell

Record Fee

3 dockets

Clean/Dirt/Torn

Jail Cell

Farm docket

4 dockets

Clean/Dirt/Torn

Jail Cell

Crop book

3 dockets

Clean/Dirt/Torn

Jail Cell

Lunacy

1 docket

Clean/Dirt/Torn

Jail Cell

Reimbursements

3 dockets

Clean/Dirt/Torn

Jail Cell

Conditional Sales

3 dockets

Clean/Dirt/Torn

Jail Cell

Sheriff

22 banker boxes

Clean/Dirt/Torn

Jail Cell

Accident

12 vertical drawers

Clean/Dirt/Torn

Jail Cell

Officer Log

5 vertical drawers

Clean/Dirt/Torn

Jail Cell

Criminal

5 vertical drawers

Clean/Dirt/Torn

Jail Cell

Jail Record Book

 6 dockets

Clean/Dirt/Torn

Jail Cell

Criminal

6 banker boxes

Clean/Dirt/Torn

Jail Cell

Personal Property books

13 dockets

Clean/Dirt/Torn

Jail Cell

Land Books

21 dockets

Clean/Dirt/Torn

Jail Cell

Assessor Records

8 6ft stacks of banker boxes marked Assessor

Clean/Dirt/Torn

Jail Cell

Deed Books

245 dockets

Clean

Jail Cell

Trust Deeds

93 dockets

Clean

Jail Cell

Microfilm

18 non standard drawers of microfilm

Positive Vinegar smell

Jail Cell

Misc.

23ft long stacks of various records

Clean/Dirt/Torn

Jail Cell

Finance statements

8 stacks

Clean/Dirt/Torn

 

Comments: Circuit Clerk said they kept Criminal, Divorce, and civil cases in the vertical drawers, however they were not labeld.  aLL OFFICES NEED MORE STORAGE ROOM(S).

 

P1, P2, P3, P4, P5, P6, P7, P8

 

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

9

6

6

6

3

Part time

0

2

1 for election

0

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house training

None

 A class once a week

None

None

Opportunities available

In house training

None

Weekly classes

None

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

8 hours

8 hours

8 hours

8 hours

Public use

8 hours

8 hours

8 hours

No public access

No public access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

1 to 2 hour

Didn’t know

Didn’t know

A few hours a week

Not often

Public use

Didn’t know

Didn’t know

Didn’t know said not very often

No access

No access

 

Comments: ALL OFFICES NEED ON-GOING RECORDS management TRAINING PROGRAM FOR PERSONNEL.

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

Didn’t know

 

Didn’t know

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

Yes

 

Yes

 

 

Master copy stored    (onsite or offsite )

Onsite

 

Onsite

 

 

User copies available (record as yes/no)

Yes

 

yes

 

 

 

Comments: County Clerk’s microfilm WAS Negative and had a vingear smell to them.

 

 

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)

They said software was used but did not know what kind

 

Election information

 

 

Software used

Unknown

Supreme Court System

CSSI

A.S. 400

Word

Name and address of the vendor used

Didn’t know

N/A

Didn’t know

Philips Computer Service

Microsoft

Security in place for the storage system

Password

N/A

Password

Password

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

None

None

They have a retention schedule but does not know the name

None

None

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

None

None

None

None

None

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

Yes

No

No

Yes

no

 

 

 

 

 

 

 

Comments: Most offices commented that they did not destroy ANYTHING, because they did not know what to destroy and keep.  Also County Clerk commented that they have a retention schedule but they rarely destroy a document. Most of their records have already been copied to microfilm

 

 

 

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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