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 74 office Circuit Clerk NA office County Clerk NA office Sheriff 75 office Prosecuting Attorney 78 office |
Assessor NA Circuit Clerk NA closet in 911 center County Clerk NA vault Sheriff NA 911 Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as
relative humidity) |
Assessor 39 office Circuit Clerk NA office County Clerk NA office Sheriff 38 office Prosecuting Attorney 34 office |
Assessor NA Circuit Clerk NA closet in 911 center County Clerk NA vault Sheriff NA 911 Prosecuting Attorney |
Assessor Circuit 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 yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold – active
(record as yes/no) |
Assessor no Circuit Clerk NA County Clerk NA Sheriff NA Prosecuting Attorney NA |
Assessor no Circuit Clerk NA County Clerk NA Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Mold – inactive (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 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 no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals – alive
note kind |
Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals – past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney NA |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects – alive
note kind |
Assessor no Circuit Clerk no County Clerk yes dust mites, spiders Sheriff no Prosecuting Attorney yes bees |
Assessor no Circuit Clerk no County Clerk yes dust mites, spiders Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects – past note kind |
Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney NA |
Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk 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 yes County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit 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 no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit 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 yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff yes panic Prosecuting Attorney yes panic |
Assessor no Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit 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 yes Circuit Clerk yes County Clerk yes Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments: Main area of Assessor's office is four rooms.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office – Map Room |
File drawers |
4 drawers letter size, 4 drawers legal size |
Clean |
Assessor office – Map Room |
Maps |
2 boxes, rolled up |
Clean |
Assessor office – Map Room |
Hanging Files |
14 plats |
Clean |
Assessor office – Map Room |
Lateral Drawers |
2 36x11x18 each |
Clean |
Assessor office – Room 2 |
Hanging Plats & Maps |
170 |
Clean |
Assessor office – Room 2 |
Land Books (1922-2002) |
97 books |
1922-1945 need repair |
Assessor office – Room 2 |
Personal Property |
5 books |
Clean |
Assessor office – Room 2 |
Record Cards |
6 fireproof drawers 21x8x30 each |
Clean |
Assessor office – Room 2 |
File drawers |
24 drawers legal size, 14 drawers letter size |
Clean |
Assessor office – Room 2 |
Lateral Drawers |
12 drawers 36x11x18 |
Clean |
Circuit Clerk office – Active Room |
Criminal, Civil, Juvenile, Domestic, Adoption,
Guardian, Abuse & Neglect, Divorce, etc. |
132 drawers letter size, 28 drawers legal size |
Clean |
Circuit Clerk office – Active Room |
Can Files |
653 |
Clean |
Circuit Clerk office – Active Room |
File drawers |
27 3x5x20 |
Clean |
Circuit Clerk office – Active Room |
Civil Order |
39 small books |
Clean |
Circuit Clerk office – Active Room |
Criminal Order |
18 small books |
Clean |
Circuit Clerk office – Active Room |
Chancery (1843-1979) |
45 small books |
Clean |
Circuit Clerk office – Active Room |
Domestic |
13 small books |
Clean |
Circuit Clerk office – Active Room |
Old Dockets (Criminal, Civil, Juvenile) |
24 small books (reproduced & reduced) |
old |
Circuit Clerk office – Active Room |
Law Order, Chancery |
53 small books |
Clean |
Circuit Clerk office – Active Room |
Juvenile Cases |
3 cu.ft. |
Clean |
Circuit Clerk office – Storage 911 Center |
File drawers |
6 drawers legal size, 4 drawers letter size |
Clean |
County Clerk office – Active Room |
File drawers |
8 drawers letter size |
Clean |
County Clerk office – Active Room |
Deeds 1-194 |
Microfiche |
Clean |
County Clerk office – Active Room |
Wills 1-7 |
Microfiche |
Clean |
County Clerk office – Active Room |
Land 1959-1960 |
Microfiche |
Clean |
County Clerk office – Active Room |
Microfiche |
15 drawers |
Clean |
County Clerk office – Active Room |
Microfiche |
11 drawers |
Clean |
County Clerk office – Active Room |
Deeds Index |
20 large books |
Clean |
County Clerk office – Active Room |
Deeds of Trust Index |
3 large books |
Clean |
County Clerk office – Active Room |
Deeds |
151 large books, 242 small books |
Clean |
County Clerk office – Active Room |
Deeds of Trust |
57 large books, 204 small books |
Clean |
County Clerk office – Active Room |
Oil & Gas Lease |
60 large books, 76 small books |
Clean |
County Clerk office – Active Room |
Index |
9 large books |
Clean |
County Clerk office – Active Room |
Land |
90 large books, 50 printout |
Clean |
County Clerk office – Active Room |
Personal Property |
30 large books |
Clean |
County Clerk office – Active Room |
Release |
36 large books, 50 small books |
Clean |
County Clerk office – Active Room |
Index |
3 large books |
Clean |
County Clerk office – Active Room |
Inventory |
40 large books, 61 small books |
Clean |
County Clerk office – Active Room |
Wills |
9 large books, 27 small books |
Clean |
County Clerk office – Active Room |
Assignment |
2 large books, 6 small books |
Clean |
County Clerk office – Active Room |
Debtor Financing |
15 large books |
Clean |
County Clerk office – Active Room |
Judgment |
8 large books, 16 small books |
Clean |
County Clerk office – Active Room |
Maps of Deeds |
2 large books |
Clean |
County Clerk office – Active Room |
Inventory Record & Settlements |
11 legal size plastic storage boxes |
Clean |
County Clerk office – Active Room |
Plats |
19 sections |
Clean |
County Clerk office – Vault |
Marriages |
23 large books, 5 small books |
Clean |
County Clerk office – Vault |
Births |
11 large books |
Clean |
County Clerk office – Vault |
Deaths |
8 large books |
Clean |
County Clerk office – Vault |
Miscellaneous Records |
95 large books |
Clean |
County Clerk office – Vault |
Veterans' Records |
10 large books |
Clean |
County Clerk office – Vault |
Can Files |
380 |
Clean |
Sheriff's Tax office |
Tax Tickets, Stamps, DVM, Lien Holders, General
Records |
6 drawers 18x8x24 |
Clean |
Sheriff's Tax office |
Land Sales, Lien Holders |
7 boxes, letter size |
Clean |
Sheriff's Tax office |
Cancelled Checks |
2 boxes |
Clean |
Sheriff's Tax office |
DMV records |
20 3-ring binders |
Clean |
Sheriff's Tax office |
Jail Records |
7 large books |
Clean |
Sheriff's Tax office |
Land & Personal Property |
12 books |
Clean |
Sheriff's Tax office |
Supplemental & Paid Ticket |
2 books |
Clean |
Prosecuting Attorney office |
Current & Retired Cases (all cases since 1997) |
28 drawers, legal size |
Clean |
Comments: None of the current Prosecuting Attorney's
cases are in storage.
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No – everything has been moved out of floor plane |
No |
No |
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
5 |
2 |
4 |
3 |
1 |
Part time |
2 |
0 |
0 |
0 |
1 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
Family Law Master Training/In-house |
In-house, clerk workshop, payroll & budget
classes |
In-house training seminar |
|
Opportunities available |
None |
Association |
Association |
seminars |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
Don't know |
1 hour |
2 hours |
1 hour |
|
Public use |
Don't know |
½ hour |
1 hour |
½ hour |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
|
0 |
0 |
15 minutes |
|
Public use |
|
|
0 |
0 |
|
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
None |
Very little |
Just what's done for record book |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
No |
|
|
Placed in
storage |
|
No |
Yes |
|
|
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 |
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
No |
|
|
Placed in
storage |
|
Yes (in house vault) |
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
onsite |
Offsite (LDS) |
|
|
User copies available (record as yes/no) |
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material digitized |
|
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 |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments: Assessor's office may have microfilmed a long time ago. In circuit Clerk's office, records for 1960-1983 were microfilmed, and the records are not clear, unreadable and the film is not good, but they have a reader. For the County Clerk's office, records for the 1960s were microfilmed by LDS – copies stored in the safe and the vault (deed, births, deaths, marriages).
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 |
Dockets, Juvenile, Mental Hygiene |
Indexing, Voter Registration |
All taxes, DVM, bookkeeping records, bank accounts,
conservatory |
|
Software used |
|
Whatever the Supreme Court uses |
CSSI |
Microsoft Money, Excel |
Corel WordPerfect 6.1 |
Name and address of the vendor used |
|
|
Parkersburg |
IBM Software, Morgantown, WV |
|
System support used |
|
|
CSSI |
IBM |
None |
Name and address of the vendor used |
|
|
Downstairs-modem blocked |
|
|
Security in place for the storage system |
|
In secretary's office |
Payroll room |
In-office |
Office |
Security in place for the backup system |
|
In office |
Unknown |
In-office safe |
Back up monthly – tape – office (every document created
is saved on hard drive by individual file) |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
Not provided |
Not provided |
None |
Not provided |
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 |
Yes |
Yes |
Yes |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
Yes |
No (audited before removed) |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
No |
No |
Backup tapes |
|
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 |
No |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
|
|
|
|
|
Transfer documentation for these records (record
as yes/no) |
|
|
|
|
|
Comments