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 75.4 main office

Circuit Clerk 73.8 office

County Clerk 71.4-3 office rooms

Sheriff 72.3 tax room

Prosecuting Attorney 78.6 office

Assessor mapping room-76

Circuit Clerk 71 basement

County Clerk-2 basement rooms-71

Sheriff 68-ona

Prosecuting Attorney 68-ona

Assessor-personal property room-75

ONA storage 70

Circuit Clerk -closet-72

County Clerk- vault 73.2

Sheriff 80- vault

Prosecuting Attorney

County Clerk storage room 75

Humidity (record as % relative humidity)

Assessor 38

Circuit Clerk 53

County Clerk 43% office and two rooms

Sheriff 42

Prosecuting Attorney 47

Assessor 50

Circuit Clerk 50 basement

County Clerk 36

Sheriff 54-ona

Prosecuting Attorney 54-ona

Assessor-43

ONA storage 55%

Circuit Clerk 48

County Clerk 40% vault

Sheriff-41 vault

Prosecuting Attorney

Storage room 42%

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 yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor- yes

ONA storage yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Storage room no

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Moisture, Dampness (record as yes/no) and note where

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney water evidence

Assessor no

Circuit Clerk closet prone to flooding

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room

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 no

Circuit Clerk no

County Clerk no

Sheriff no

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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes lady bug

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

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 yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk No

County Clerk no

Sheriff no

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk No

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 no

Circuit Clerk computer secure

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor no

Circuit Clerk NA

County Clerk no

Sheriff no

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney 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

Key card access (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney 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

 

 

 

Comments : sheriff tax records , sheriff law, pros. att., assessor and circuit clerk records are stored in ONA office. wet boxes containing civil records a little closet in ona room contains civil, criminal dockets, 2ft linear boxes of criminal cards. process papers are laying in the floor.

 

circuit clerk office electronic tape is stored at offsite location

 

pros. att. and sheriff have inactive records stored on 8th ave field house.

 

a bathroom is being used to store evidence , dmv, child custody, files, and disc.

 

sheriff had jail cell storage and was burning candles in main office.

 

county clerk basement storage area consisted of two rooms with locked and limited access surface dirt covered records. dockets had red rot, missing spines, torn pages, and some ols and unknown. dockets lined metal shelves and were in stacks in room1. in room 2 old dockets were on wooden shelves and large banker boxes littered the floor in stacks. also banker boxes on wooden shelves. this roo m was very dirty and had windows.r1 temp.-71/ hum-39; r2- temp-69/hum-39. water pipes lined the ceiling

voters registration kept at archives in charleston

county clerk main office was divided into 3 rooms the vault room was to the left after entering county clerk office.

 

the assessor has a vault room used to store records.

 

circuit clerk has a buzzer at main office window to ring for assisstance. the basement is prone to flooding. the closet is 80 long 27 high x 27 wide stores a mixture of old records. circuit clerk also has records being stored in the ONA room, 8th ave., and Sr center. it is noted state wide storage for records.

 

 

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

Location

Record Type

Volume

Condition

Circuit clerk office

Domestic Relations

22 docket

Clean

Circuit clerk office

Civil Orders

16 dockets

Clean

Circuit clerk office

Juvenile orders

24 dockets

Clean

Circuit clerk office

Adoptions

2 dockets

Clean

Circuit clerk office

Administrative order book

10 dockets

Clean

Circuit clerk office

Expunged order book

1 docket

Clean

Circuit clerk office

Juvenile

2 dockets

Clean

Circuit clerk office

Magistrate orders

4 dockets

Clean

Circuit clerk office

Guardianship order books

5 dockets

Clean

Circuit clerk office

Mental hygiene

22 dockets

Clean

Circuit clerk office

Criminal order books

22 dockets

Clean

Circuit clerk office

JD files

20 vertical drawers

Clean

Circuit clerk office

Mental Health

9 vertical drawers

Clean

Circuit clerk office

JA files

12 vertical drawers

Clean

Circuit clerk office

Civil Files

3ft shelves 14 of them

Clean

Circuit clerk office

Civil Files

45 inch shelves 61 of them

Clean

Circuit clerk office

Civil files

7ft 11inches x 6ft 3inches high

3 rows

Clean

Circuit clerk office

Civil

6ft 11inchesx6ft 3inches high

2 rows

Clean

Circuit clerk office

Criminal files

45 inch shelves

Clean

Circuit clerk office

Parenting files

5 rows 45inch shelves

Clean

Circuit clerk office

Divorce

7 40 inch shelves

Clean

Circuit clerk office

Domestic Violence

51 40inch shelves

Clean

Circuit clerk office

Guardian

75 40inch shelves and 1 vertical drawer

Clean

Circuit clerk office

Domestic

51 40 inch shelves

Clean

Circuit clerk office

Misc.

3634 inch shelves

Clean

Circuit clerk office

Map files

10 34 inch shelves

Clean

Circuit clerk office

Juvenile Tapes

1 box 2ftx4inch

Clean

Circuit clerk office

Criminal tapes

23 boxes 2ft

Clean

Circuit clerk office

Adoption files

2 vertical drawers

Clean

Circuit clerk office

Administrative, Marriage

1 vertical drawer

Clean

Circuit Clerk basement

Civil files

270 vertical legal drawers

Clean

Circuit Clerk basement

Civil files

65 letter drawers

Clean

Circuit Clerk basement

APC files

3 legal

Clean

Circuit Clerk basement

Misdemeanors

2 legal

Clean

Circuit Clerk basement

P files

10 legal

6 letter

Clean

Circuit Clerk basement

Tapes

10 boxes 2ftx4.5 inches

Clean

Circuit Clerk basement

Criminal tapes

2 boxes 13.5x4.5 inches

Clean

Circuit Clerk basement

JD files

5 paper boxes

Clean

Circuit Clerk basement

Juvenile Record

129 dockets

Torn and Red Rot

Circuit Clerk basement

APMI files

3 letter drawers

Clean

Circuit Clerk basement

APCI

3letter drawers

Clean

Circuit Clerk basement

Asbestos Master file

3 legal drawers

Clean

Circuit Clerk basement

Clerks Ross files

2 legal drawers

Clean

Circuit Clerk basement

APM

2 legal drawers

Clean

Circuit Clerk basement

Sealed adoptions

10 legal drawers in manila envelopes

Clean

Circuit Clerk basement

Primary election

2 legal drawers

2 letter drawers

Clean

Circuit Clerk basement

General Elections

6 legal drawers

Clean

Circuit Clerk basement

 

1 letter drawer

Clean

Circuit Clerk basement

Special Election

1 letter drawer

Clean

Circuit Clerk basement

Law orders

59 dockets

Red rot/ Torn binding, Dirt

Circuit Clerk basement

Juvenile orders

14 dockets

Clean

Circuit Clerk basement

Reciprocal dependency

6 dockets

Clean

Circuit Clerk basement

Civil orders

3 dockets

Clean

Circuit Clerk basement

Common pleas law orders

1 docket

Clean

Circuit Clerk basement

Domestic relation order book

1 docket

Clean

Circuit Clerk basement

Common Pleas Chancery order books

2 dockets

Clean

Circuit Clerk basement

Delinquent land

2 legal drawers

Clean

Circuit Clerk basement

Suggestion executions on JP transcripts

1 legal drawer

Clean

Circuit Clerk basement

Magistrate Transcripts

1 legal drawer

Clean

Circuit Clerk basement

Tapes

6 drawers 28 inches longx14inches wide

20 drawers 28inches long and 7 inches wide

Clean

Circuit Clerk basement

Sealed VA Tapes

1 tape

Clean

Circuit Clerk basement

Magistrate orders

14 dockets

Clean

Circuit Clerk basement

Report of state commissioners-Delinquent fortified lands

3 dockets

Clean

Circuit Clerk basement

Minute book

1 docket

Torn, Water Damage

Circuit Clerk basement

Order book for sale of land for school fund

4 dockets

Clean

Circuit Clerk basement

Law orders Common Pleas

4 dockets

Torn/Red Rot

Circuit Clerk basement

Mental Hygiene

52 dockets

Clean

Circuit Clerk basement

Index of Chancery orders

1 docket

Red Rot

Circuit Clerk basement

Adoption Records

14 dockets 5ft high

Clean

Circuit Clerk basement

Domestic relation orders

106 dockets (2sections 6ft high) also 55 dockets (15 dockets 6ft high)

Clean

Circuit Clerk basement

Civil order

197 dockets (30 dockets 6ft high) (15 dockets 6f high)

Clean

Circuit Clerk basement

Chancery orders

64 dockets

Red rot/ Torn

Circuit Clerk basement

Criminal orders

119 dockets

Clean

Circuit Clerk basement

Common Pleas law criminal records

56 dockets and 46 old ones

Clean

Circuit Clerk basement

Civil dockets

12 letter drawers

Clean

Circuit Clerk basement

Felony files

10 letter drawers

Clean

Circuit clerk closet

Mixed old records

80 long x27 high and 26 wide in a closet

Clean

ONA storage

Leser sheet

1 box

Clean

ONA storage

Commission Record

1 box

Clean

ONA storage

Cancel box

3 banker boxes

Clean

ONA storage

Misc. Bill

1 banker box

Clean

ONA storage

Leases

1 banker box

Clean

ONA storage

Juvenile

4 banker boxes

Clean

ONA storage

Levy

4 banker boxes

Clean

ONA storage

Misc.

12 paper boxes

Clean

ONA storage

Pay role

3 banker boxes

Clean

ONA storage

Annual income

3 banker boxes

Clean

ONA storage

Coal

4 banker boxes

Clean

Circuit Clerk office

Mental Hygiene

20 letter drawers

Clean

Circuit Clerk office

Health human resource

4 letter drawers

Clean

Circuit Clerk office

Jury Cases

55 letter drawers

Clean

Circuit Clerk office

Civil

20 letter drawers

Clean

Circuit Clerk office

Empty Cabinets

30 vertical drawers

Clean

Circuit Clerk office

6 month old letter files

Rolling cabinets 12

196inchx93inch

 

Clean

Circuit Clerk office

Family Law Cassette

45 tapes x 12 linear 2 cabinets stacked 7 total . wooden shelves

Clean

Circuit Clerk office

Law index

41 dockets

Clean

Circuit Clerk office

Attorneys Report

2 dockets

Clean

Circuit Clerk office

Order book

1 docket

Clean

Circuit Clerk office

State Treasury

35 vertical drawers

Clean

Circuit Clerk office

Civil Dockets

15 vertical drawers

Clean

Circuit Clerk office

Court order

8 vertical drawers

Clean

Circuit Clerk office

Adoption

5 vertical drawers

Clean

Circuit Clerk office

Magistrate

15 vertical drawers

Clean

Circuit Clerk office

Criminal

10 legal drawers

Clean

Circuit Clerk office

Misdemeanors

20 legal drawers

Clean

Circuit Clerk office

Circuit Court

35 vertical drawer

Clean

Circuit Clerk office

Civil orders

9 boxes

Clean

Circuit Clerk office

Audio cassettes

25banker boxes

Clean

Circuit Clerk office

Criminal cases

56 banker boxes

Clean

Circuit Clerk office

Orders

43 dockets

Clean

Circuit Clerk office

Criminal

20 dockets

Clean

Circuit Clerk office

Domestic

21 dockets

Clean

Circuit Clerk office

Guardianship

2 dockets

Clean

ONA storage room

Civil

61 boxes 3ft high

Water damage

ONA storage room

Warrants

158 boxes

Clean

ONA storage room

Civil

20 letter drawers

Clean

ONA storage room

Civil Dockets

90 dockets

Clean

ONA storage room

Criminal dockets

18 dockets

Clean

ONA storage room

Bankruptcy

1 box

Clean

ONA storage room

Magistrate

2 boxes

Clean

ONA storage room

General pay

2 boxes

Clean

ONA storage room

Marriage

2 boxes

Clean

ONA storage room

Phone bills

1 box

Clean

ONA storage room

Fee proofs

1 box

Clean

ONA storage room

Process paper

11 banker boxes

Clean

ONA storage room

Misc.

12 paper boxes

Clean

ONA storage room

Data Tapes

4 paper boxes

Clean

ONA storage room

Magistrate case files

589 1ft banker boxes

Clean

ONA storage room

Prosecution files

7 banker boxes

Clean

County Clerk office

Accounts payable/Pay roll/Vendor cards

3 vertical drawers

Clean

County Clerk office

Land books

6 dockets

Clean

County Clerk office room 1

Maps

Hanging 174inch linear

Covered in plastic

County Clerk office 1

Release

510 dockets

Clean/Dirt/ Torn

County Clerk office 1

Index to Trust Deeds

120 dockets

Clean

County Clerk office 1

Index to Judgment

14 dockets

Clean

County Clerk office 1

Judgment lines

90 dockets

Clean

County Clerk office 1

Index of Liens

14 dockets

Clean

County Clerk office 1

Transfers Report of sales

23 dockets

Dirt

County Clerk office 1

Record of Assignments

90 dockets

Clean

County Clerk office 1

Mechanic Liens

17 dockets

Dirt

County Clerk office 1

Lis Pendens

9 dockets

Clean

County Clerk office 1

Real Estate Delinquent

5 dockets

Clean

County Clerk office 1

Auditors Redemptions

2 dockets

Clean

County Clerk office 1

Certificates of Incorporation, Power of Attorney

328 dockets

Clean

County Clerk office 1

Index of Deeds

128 dockets

Clean

County Clerk office 1

Bonds Contracts and leases

323 dockets

Clean

County Clerk office

Index to Bonds Contracts and Leases

18 dockets

Clean

County Clerk office 1

Cemetery Deed

40 dockets

Clean

County Clerk office 1

Land books

26 dockets

Clean

County Clerk office 1

Church Trustees

8 dockets

Clean

County Clerk office 1

Msic. Documents

7 dockets

Clean

County Clerk office 1

Grantor and Grantee to deeds

115 dockets

Clean

County Clerk office 1

Trustee report of Sale

28 dockets

Clean

County Clerk office 1

Releases

308 dockets

Clean

County Clerk office 1

Index to Releases

30 dockets

Clean

County Clerk office 1

Index to Trust Deeds

70 dockets

Clean

County Clerk office 1

Index to Liens

20 dockets

Clean

County Clerk office 1

Lines

84 dockets

Clean

County Clerk office 1

Inheriting Tax book

3 dockets

Clean

County Clerk office 1

Computer index folder

12 dockets

Clean

County Clerk office 1

Trust deeds

1524 dockets

Clean

County Clerk office 1

Deed books

1114dockets

Clean

County Clerk office 1

Plat map hanger

12-27inchx12inch 145 in each

Clean

County Clerk office 1

Interview Records

14 banker boxes

Clean

County Clerk office 1

Administration accounts payable

19 banker boxes

Clean

County Clerk office 1

Probate

28 banker boxes

Clean

County Clerk office 1

Probate closed

8 banker boxes

Clean

County Clerk office 1

Land books

20 dockets

Dirt

County Clerk office 1

Land books

32 dockets

Clean

County Clerk office 1

Old land books

35 dockets

Dirt torn

County Clerk office 1

Release books

53 dockets

Clean

County Clerk office 1

Fiduciary books

58 dockets

Clean

County Clerk office 1

Guardian of Committee Road

11 dockets

Clean

County Clerk office 1

Notary Public

9 dockets

Clean

County Clerk office 1

Misc.

15 dockets

Clean

County Clerk office 1

List of Fiduciary

19 dockets

Clean

County Clerk office 1

Release of Trust deeds

150 dockets

Clean

County Clerk office 1

Commissioner Records

61 dockets

Clean

County Clerk office 1

Trust Deeds

299 dockets

Clean

County Clerk office room 2

Misc.

85 dockets

Clean

County Clerk office room 2

Land books

75 dockets

Clean

County Clerk office room 2

Births

45 vertical drawers

Clean

County Clerk office room2

Marriages

6 vertical drawers

Clean

County Clerk office 2

Death

33 vertical drawers

Clean

County Clerk office 2

Birth Corrections

6 vertical drawers

Clean

County Clerk office 2

Oversize Files

2 vertical drawers

Clean

County Clerk office 2

Misc. Vet.

1 vertical drawer

Clean

County Clerk office 2

Animal Care Center

5 vertical drawers

Clean

County Clerk office 2

Rabies Certificates

2 vertical drawers

Clean

County Clerk office 2

Daily count Sheets

1 vertical drawers

Clean

County Clerk office 2

Terminations

7 lateral drawers

Clean

County Clerk office 2

Map cards

7 square files

Clean

County Clerk office 2

Death register

22 dockets

Clean

County Clerk office 2

Personal Property

30 dockets

Dirt/ Torn

County Clerk office 2

Marriage

18 dockets

Clean

County Clerk office 2

Record of Guardian

2 dockets

Clean

County Clerk office 2

Births

7 dockets

Clean

County Clerk office 2

General Index of Appraisal Settlements

3 dockets

Clean

County Clerk office 2

Fiduciaries

11 dockets

Clean

County Clerk office 2

Wills

4 dockets

Clean

County clerk office 2

Commission Minutes

17 dockets

Clean

County Clerk vault

Administrative orders

195 document cans

Clean

County Clerk vault

Marriage license

7 banker boxes

Clean

County Clerk vault

Excess levy

120 document cans

Clean

County Clerk vault

Misc. county Records

208 document cans

Clean

County Clerk vault

Misc. county records

42-2x22inch drawers metal

Clean

County Clerk vault

Marriage license

90 document cans

Clean

County Clerk vault

Appraisals and Settlements

308 document cans

Clean

County Clerk vault

Appraisements and Wills

264 document cans

Clean

County Clerk vault

Deed books

7 document cans

Clean

County Clerk vault

Map books

24 document cans

Clean

County Clerk vault

Judgment liens

130 document cans

Clean

County Clerk vault

United state tax lines

5 document cans

Clean

County Clerk vault

Excess Levy

48 document cans

Clean

County Clerk vault

Juvenile

12 document cans

Clean

County Clerk vault

Tri state fire

1 document cans

Clean

County Clerk vault

Walnut Hills

1 document cans

Clean

County Clerk vault

MSCIL

1 document cans

Clean

County Clerk vault

Radio Tech

1 document cans

Clean

County Clerk vault

Vet

1 document cans

Clean

County Clerk vault

Maps

1 document cans

Clean

County Clerk vault

YWCA

1 document cans

Clean

County Clerk vault

Check fund

1 document cans

Clean

County Clerk vault

Returned project

2 document cans

Clean

County Clerk vault

General county

96 document cans

Clean

County Clerk vault

Revenue Sharing

48 document cans

Clean

County Clerk vault

Micro film, FC tape, peg tapes

3 nonstandard boxes

Clean

County Clerk vault

Misc.

64doucment cans

Clean

County Clerk basement

Release

187 linear inches dockets

Surface dirt

County Clerk basement

Fiduciaries orders

204 linear inches dockets

Surface dirt

County Clerk basement

Misc. bond

97 linear inches

Surface dirt

County Clerk basement

Land books

1160mlinear inches

Surface dirt

County Clerk basement

Misc. Dockets

75inch high stack

Red rot, torn, missing spines, surface dirt

County Clerk basement

 

75 inch high stack

Red rot, torn, missing spines, surface dirt

County Clerk basement

 

71 inch high stack

Red rot, torn, missing spines, surface dirt

County Clerk basement

releases

215 linear inch

Red rot, torn, missing spines, surface dirt

County Clerk basement

Release of Trust Deeds

215 linear inches

Red rot, torn, missing spines, surface dirt

County Clerk basement

Comm. Records

215 linear inches

Red rot, torn, missing spines, surface dirt

County Clerk basement

Trust Deeds

215 linear inches

Red rot, torn, missing spines, surface dirt

County Clerk basement

Misc. books

35 inches linear

Red rot, torn, missing spines, surface dirt

County Clerk basement

Misc.

87 banker boxes

Surface dirt

County Clerk basement

Dept of highway

23 banker boxes

Surface dirt

County Clerk basement

General county fund

1 banker box

Surface dirt

County Clerk basement

Probate

1 banker box

Surface dirt

County Clerk basement

Reinstatements

1 banker box

Surface dirt

County Clerk basement

Party changes

1 banker box

Surface dirt

County Clerk basement

Exonerations

1 banker box

Surface dirt

County Clerk basement

Bills

1 banker box

Surface dirt

County Clerk basement

General County

11 small banker boxes

Surface dirt

County Clerk basement

Excess Levy

2 banker boxes

Surface dirt

County Clerk basement

Juvenile

2 banker boxes

Clean

County Clerk Storage room

Discharge book

51 dockets

Clean

County Clerk Storage room

Personal Property

64dockets

Clean

County Clerk Storage room

UCC

17 dockets

Clean

County Clerk Storage room

Index to UCC

28 dockets

Clean

County Clerk Storage room

Appraisals Records

480 dockets

Clean

County Clerk Storage room

Commissioners Minutes

110 dockets

Clean

County Clerk Storage room

Birth and Death certificates

84 vertical drawer

Clean

County Clerk Storage room

Register of Birth

38 dockets

Clean

County Clerk Storage room

Death Register

23 dockets

Clean

County Clerk Storage room

Marriage Register

18dockets

Clean

County Clerk Storage room

Execution Bonds

39 dockets

Clean

County Clerk Storage room

Administrative bonds

32 dockets

Clean

County Clerk Storage room

Will book

100 dockets

Clean

Bathroom

Misc

20 8 inch discs

Clean

 

DMV/Custody/Official files

98 1ftboxes

Clean

Hallway

Maps and Blueprints

1 banker box

Clean

Hallway

General Fund Receipts

12 non standard boxes

Clean

Hallway

County Clerk files

97 banker boxes

Clean

Storage Room

UCC, Marriage License, Commissioner records

128 1ft banker boxes

Clean

Storage Room

Drug File video tapes

1 box

Clean

Storage Room

Tapes 16 mm

1 box

Clean

Storage Room

Bank complaint files

12 2ft4inch boxes

Clean

Assessor personal property room

Land book

61 dockets

Clean

Assessor personal property room

DMV books

40 computer printouts

Clean

Assessor personal property room

Personal Property Assessment cards

228 drawers

Clean

Assessor personal property room

Out of State plates

1 vertical drawer

Clean

Assessor office mapping room

Maps

Hanging 67inches

Torn edges

Assessor office mapping room

Parcel listing

1 computer printout 4inches

Clean

Assessor land room

Back Taxes/sales

Map cards kardex drawers 15in deep-40 drawers

Clean

Assessor land room

Homesteads

23 drawers- kardex

Clean

Assessor land room

Redemption list

2 drawers- kardex

Clean

Assessor land room

Work cards

6 drawers

Clean

Assessor land room

Purchase agree

4ft

clean

Assessor land room

Real estate purchase for state liens

4inches high print out

Clean

Assessor land room

Real and Personal Delinquent taxes

4inches high print out

Clean

Assessor vault

DMV

Dockets-22

Clean

Assessor vault

Personal property

14- dockets

Clean

Assessor vault

Dog tag

8 vertical metal drawers

Clean

Assessor vault

Business records

10 drawer lateral files

clean

Sheriff office

Personal Records

13 lateral drawers

Clean

Sheriff office

Officer Records

20 vertical drawers

Clean

Sheriff office

Writs of Execution

4 vertical drawers

Clean

Sheriff office

Gun Permits

8 vertical drawers

Clean

Sheriff office vault

Paid files

4 vertical drawers

Clean

Sheriff office vault

Tax tickets

111 vertical drawers

Clean

Sheriff office vault

Triplicates Receipt book

3 dockets

Clean

Sheriff vault

Triplicates receipts

100d vertical

 

Sheriff office vault

Settlement Record book

1 dockets

Clean

Sheriff office vault

Sheriff Execution Document

3 dockets

Clean

Sheriff office kitchen

Release

6 lateral drawers

Clean

Sheriff office kitchen

Tax and land sale

8 lateral files

Clean

Sheriff office

Sheriff committee

4 vertical drawers

Clean

Sheriff office

Sheriff records

6 lateral drawers

Clean

Sheriff office

Financial for Sheriff

63 banker boxes

Clean

Sheriff office

Msic. Committee info

1 legal drawer

Clean

Sheriff office

Tax office

17 legal drawers

Clean

Sheriff office

JP finance

2 letter drawers

Clean

Sheriff office

General fine

1 legal drawer

Clean

Sheriff office

Duplicate CK copies

1 legal drawer

Clean

Sheriff office

State Fund bonds

1 legal drawer

Clean

Sheriff office

Child support

2 legal drawer

Clean

Sheriff office

Financials

2 legal drawers

Clean

Sheriff office

Committees CK vouchers

1 4inch boxes

Clean

Sheriff office

Chile support committee

1 4inch boxes

Clean

Sheriff office

Sheriff committee

2 4inch boxes

Clean

Sheriff office

Old estate

2 4inch boxes

Clean

Hallway outside sheriff office

Personal Property

10 dockets

Clean

Hallway outside sheriff office

Land Records

15 dockets

Clean

Hallway outside sheriff office

Tax collections

3 binder printouts

Clean

Hallway outside sheriff office

License Reports

3 inches

Clean

Hallway outside sheriff office

Delinquent tapes

4 inches

Clean

Prosecuting Attorney office

Child custody

12 vertical drawers

Clean

Prosecuting Attorney office

Indictments

4 vertical drawers

Clean

Prosecuting Attorney office

Grand jury cassette

30 banker boxes

Clean

Prosecuting Attorney office

Misc.

24 paper boxes

Clean

Prosecuting Attorney office

Indictments

44 vertical drawers

Clean

Prosecuting Attorney office

Juvenile

8 vertical drawers

Clean

Prosecuting Attorney office

Child custody, indictments

20 vertical drawers

Clean

Prosecuting Attorney office

Case file

1 open box on floor

Clean

Prosecuting Attorney office

Bound over

4 vertical drawers

Clean

Prosecuting Attorney office

Drug Court

4 vertical drawers

Clean

Sheriff jail

Inactive sheriff

3d vertical metal file legal

 

Sheriff jail

Inactive sheriff

20 boxes

 

 

Comments: in summer of 2003 the downstairs county clerk storage area will be seized and used for something else.

 

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

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

Yes

yes

Yes 4/01

No

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

yes

yes

20

yes

12

Part time

no

no

4

yes

3

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

Classes, In house

In house, state audit training

On job training

In house, on the job

None

Opportunities available

None

None

Association meetings

 

None

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

0

5 minutes

All day

8 hours

3 hours

Public use

0

15 minutes

All day

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

1 hour

5 minutes

All day

0

3 hours

Public use

Court order

15 minutes

All day

0

0

 

Comments sheriff states that they can't always get to records

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

None

Volume of material copied

 

unknown

 

unknown

 

Disposition of originals

 

stored

 

 

 

Discarded

 

No

 

No

 

Placed in storage

 

Yes, Store on Microfilm, Electronic Tape storage offsite

 

Yes, Vault Storage & Computer

 

Microfilming

 

 

 

 

 

Internal

None

none

 

none

None

Volume of material microfilmed

 

unknown

unknown

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

No

No

no

 

Placed in storage

 

Yes

yes

 

 

Master copy stored onsite or offsite

 

Offsite

Offsite

 

 

User copies available (record as yes/no)

 

 

no

 

 

External

None

 

 

 

None

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

No

 

no

 

Placed in storage

 

Yes

yes

 

 

Master copy stored (onsite or offsite )

 

Offsite

offsite

 

 

User copies available (record as yes/no)

 

No

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

Mapping

None

 

 

None

Volume of material digitized

 

 

 

NA

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

no

 

Placed in storage

Yes, on file and computer

 

 

onsite

 

Master copy stored (onsite or offsite )

Onsite and offsite

 

 

onsite

 

Backup copies available (record as yes/no)

Yes

 

 

 

 

External

 

None

 

In house

None

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

no

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

Onsite

 

Backup copies available (record as yes/no)

 

 

 

yes

 

 

Comments micro filmed is kept in storage on 8th st

 

 

 

 

 

 

 

 

 

 

 

 

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)

Maps; Public records backed up for 5 years

 

Data files for indexes

In house storage

none

Software used

Autocat 5, Deepwater Plus, Map Edit

Win

 

Software systems

 

Name and address of the vendor used

Greenbrier Graphics

State

 

In house

 

System support used

Windows

DOS

 

AS 400

 

Name and address of the vendor used

Greenbrier Graphics

State

 

In house

 

Security in place for the storage system

Passwords, Firewall, Limited Access

Passwords

 

Passwords, All Limited Access

 

Security in place for the backup system

None

Passwords

 

None

 

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

None Written

Not Provided

 

Yes

 

 

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

Yes

1977retention schedule

no

Yes - 1977

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

No

Yes

No

no

No

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

No

Yes

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

yes

yes

none

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

yes

no

 

Comments county clerk microfilmed all records before 1994 and stored them on computer after 1994.

 

 

 

 

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