|
1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A Vault
rooms beside of the offices |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 73
office Circuit Clerk 74 office County Clerk 73
office Sheriff 72
office Prosecuting Attorney 71 office |
Assessor 72 Circuit Clerk 74 County Clerk Sheriff 72 Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Humidity (record as % relative humidity) |
Assessor 50% office Circuit Clerk 73% office County Clerk 48% office Sheriff 50% office Prosecuting Attorney 51% office |
Assessor 51% Circuit Clerk 73% County Clerk Sheriff 51% Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk no 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 no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk Sheriff no 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 Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk 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 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 no |
Assessor no Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor no Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no 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 no Sheriff no 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) No guards at entrance of
active or inactive records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no 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 yes Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County 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 Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 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 Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Key card access
(record as yes/no) No key card access for active and inactive records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit 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 |
|
Assessor office/Vault |
Misc. Files |
3 vertical drawers |
Clean |
|
Assessor office/Vault |
Map cards |
20 vertical drawers |
Clean |
|
Assessor office/Vault |
Land books |
100 dockets |
Clean/ Dirt |
|
Assessor office/Vault |
Personal Property |
11 dockets |
Clean |
|
Assessor office/Vault |
Rotation Map cards |
1 cabinet 10 trays |
Clean |
|
Assessor office/Vault |
Assessor Records |
9 banker boxes |
Clean |
|
Assessor office/Vault |
Misc. |
3 non standard boxes |
Clean |
|
Sheriff office/Vault |
Land books |
22 dockets |
Clean/Dirt |
|
Sheriff office/Vault |
Personal Property |
11 dockets |
Clean |
|
Sheriff office/Vault |
Daily reports |
25 dockets |
Clean/dirt |
|
Sheriff office/Vault |
Misc. |
5 non standard boxes |
Clean |
|
Sheriff office/Vault |
Stack of books |
2ft linear |
Clean |
|
Sheriff office/Vault |
Misc. |
Boxes files and evidence 6ft linear |
Clean |
|
Sheriff office/Vault |
Daily District |
23 dockets |
Clean |
|
Sheriff office/Vault |
Sheriff Tax |
Non standard boxes 5ftx5ft |
Clean |
|
Sheriff office/Vault |
Misc. |
Non standard boxes 12ftx4ft |
Clean |
|
Circuit Clerk office/vault |
Civil Actions |
75 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Law |
70 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Criminal |
100 vertical drawers |
Clean/Torn |
|
Circuit Clerk office/vault |
Case index |
2 dockets |
Clean |
|
Circuit Clerk office/vault |
Domestic Relations |
13 dockets |
Clean |
|
Circuit Clerk office/vault |
Domestic Violence |
3 dockets |
Clean |
|
Circuit Clerk office/vault |
Civil docket |
13 dockets |
Clean |
|
Circuit Clerk office/vault |
Civil orders |
37 dockets |
Clean |
|
Circuit Clerk office/vault |
Criminal orders |
22 dockets |
Clean |
|
Circuit Clerk office/vault |
Misc orders |
6 dockets |
Clean |
|
Circuit Clerk office/vault |
Order books |
17 dockets |
Clean |
|
Circuit Clerk office/vault |
Cases |
90 boxes |
Clean |
|
Circuit Clerk office/vault |
Adoptions |
46 large banker boxes |
Clean |
|
Circuit Clerk office/vault |
Cases |
12 letter boxes |
Clean |
|
Circuit Clerk office/vault |
Grand jury |
12 Non
standard boxes |
Clean |
|
Circuit Clerk office/vault |
Jury orders |
13 dockets |
Clean |
|
Circuit Clerk office/vault |
Adoptions |
6 dockets |
Clean |
|
Circuit Clerk office/vault |
Adoptions index |
1 docket |
Clean |
|
Circuit Clerk office/vault |
Mental Hygiene |
4 dockets |
Clean |
|
Circuit Clerk office/vault |
Mental hygiene |
1 docket |
Clean |
|
Circuit Clerk office/vault |
Mental Health |
8 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Juvenile |
5 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Misc. |
12 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Guardianship |
5 vertical drawers |
Clean |
|
Circuit Clerk office/vault |
Jury |
2 dockets |
Clean |
|
Circuit Clerk office/vault |
Jury index |
1 docket |
Clean |
|
County Clerk office |
Will books |
18 dockets |
Clean |
|
County Clerk office |
Vacation orders |
9 dockets |
Clean |
|
County Clerk office |
General Elections |
1 dockets |
Clean |
|
County Clerk office |
Road Establish |
1 dockets |
Clean |
|
County Clerk office |
Order book |
42 dockets |
Clean |
|
County Clerk office |
Election Records |
3 dockets |
Clean |
|
County Clerk office |
Primary elections |
1 dockets |
Clean |
|
County Clerk office |
Military Discharge |
7 dockets |
Clean |
|
County Clerk office |
Discharge
index |
1 dockets |
Clean |
|
County Clerk office |
Bonds |
13 dockets |
Clean |
|
County Clerk office |
Minutes |
9 dockets |
Clean |
|
County Clerk office |
Conveyors |
5 dockets |
Clean |
|
County Clerk office |
Assignments |
21 dockets |
Clean |
|
County Clerk office |
Civil War |
1 dockets |
Clean |
|
County Clerk office |
Lease Books |
49 dockets |
Clean/Torn |
|
County Clerk office |
Federal liens |
1 dockets |
Clean |
|
County Clerk office |
Index fiduciaries |
59 dockets |
Clean |
|
County Clerk office |
Oil and gas |
31 dockets |
Clean |
|
County Clerk office |
Trust Deeds |
107 dockets |
Clean/Dirt |
|
County Clerk office |
Judgment liens |
15 dockets |
Clean |
|
County Clerk office |
Oath of certificates |
3 dockets |
Clean |
|
County Clerk office |
Church Trustees |
2 dockets |
Clean |
|
County Clerk office |
Appraisals |
2 dockets |
Clean |
|
County Clerk office |
Death certificates |
1 docket |
Clean |
|
County Clerk office |
Corp Tax lien |
1 docket |
Clean |
|
County Clerk office |
Comis records |
1 dockets |
Clean |
|
County Clerk office |
Reimbursement |
2 dockets |
Clean |
|
County Clerk office |
Conditional sales |
3 dockets |
Clean |
|
County Clerk office |
Releases |
35 dockets |
Clean |
|
County Clerk office |
Misc. records |
29 dockets |
Clean |
|
County Clerk office |
Deeds |
193 dockets |
Clean/Dirt/Torn |
|
County Clerk office |
Marriage index |
25 dockets |
Clean |
|
County Clerk office |
Index oil and gas |
22 dockets |
Clean |
|
County Clerk office |
Old voter cards |
37 boxes |
Clean |
|
County Clerk office |
Debtor index |
3 docket |
Clean |
|
County Clerk office |
Marriage Records |
29 dockets |
Clean |
|
County Clerk office |
Grantor index |
12dockets |
Clean |
|
County Clerk office |
General lien |
9 dockets |
Clean |
|
County Clerk office |
Conditional sales index |
1 docket |
Clean |
|
County Clerk office |
Deed file |
10 dockets |
Clean |
|
County Clerk office |
Index cards |
18 drawers 4inch |
Clean |
|
County Clerk office |
Land books |
72 dockets |
Clean |
|
County Clerk office |
General index deeds |
12 dockets |
Clean |
|
County Clerk office |
Births |
10 dockets |
Clean |
|
County Clerk office |
Deaths |
12 dockets |
Clean |
|
County Clerk office |
General index |
3 dockets |
Clean |
|
County Clerk office |
Payroll |
2 banker boxes |
Clean |
|
County Clerk office |
General county fund |
6 banker boxes |
Clean |
|
County Clerk office |
Misc. |
6 non standard boxes |
Clean |
|
County Clerk office |
Misc. |
150 metal boxes |
Clean |
|
County Clerk office |
Audit Report |
10 vertical drawers |
Clean |
|
County Clerk office |
Death records |
6 banker boxes |
Clean |
|
County Clerk office |
Board of review |
6 vertical drawers |
Clean |
|
County Clerk office |
Blueprint |
10 cabinets |
Clean |
|
County Clerk office |
Voter cards |
16 banker boxes |
Clean |
Comments:
Prosecuting Attorney has no records in their office
county clerk
stores records in the old court house on the second floor. the county clerk
states that they are in need of more storage space.
the prosecutting
attorney kept no files.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17
|
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 |
Answered yes |
Yes |
Yes |
Yes |
Yes |
|
Part time |
No |
Yes |
No |
No |
No |
|
Volunteers |
No |
No |
No |
No |
No |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
Classes, workshops, in house |
Classes, workshops, in house |
Classes, workshops, in house |
Classes, workshops, in house |
None |
|
Opportunities available |
Association meetings in Clarksburg WV |
Association meetings in Clarksburg WV |
Association meetings in Clarksburg WV |
Association meetings in Clarksburg WV |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
0 |
3-4 hours |
All day |
0 |
0 |
|
Public use |
0 |
1 hour |
All day |
0 |
0 |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
0 |
0 |
All day |
0 |
0 |
|
Public use |
0 |
0 |
All day |
0 |
0 |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
unknown |
unknown |
unknown |
unknown |
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
no |
|
|
|
Placed in
storage |
yes |
yes |
yes |
yes |
|
|
Microfilming |
|
|
|
|
|
|
Internal |
none |
none |
none |
none |
|
|
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 |
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 |
none |
|
|
|
|
|
Volume of material digitized |
|
|
unknown |
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
|
|
|
Backup copies available (record as yes/no) |
|
|
Yes |
|
|
|
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: CSSI Software Alchany put on CD and stored in vault
|
1.9 Electronic Records |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Software used |
Excel, GIS System, Micro System |
WIN, CCMS |
WIN NT |
|
N/A |
|
Name and address of the vendor used |
|
|
CSSI |
State |
N/A |
|
System support used |
WIN |
WIN |
Server LAn |
|
N/A |
|
Name and address of the vendor used |
|
Contract, Computer software |
CSSI |
|
N/A |
|
Security in place for the storage system |
Passwords |
No |
Passwords |
Password |
N/A |
|
Security in place for the backup system |
Passwords |
yes |
Vault passwords |
Password |
N/A |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
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 |
No |
No |
No |
No |
|
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 |
No |
No |
No |
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) |
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