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 73 Circuit Clerk
72 County Clerk 73 Sheriff tax-76 Prosecuting Attorney 74 office |
Assessor storage-NA Circuit Clerk vault room- NA Sheriff law- NA Prosecuting Attorney |
Assessor Circuit Clerk Sheriff jail cell-NA Prosecuting Attorney All offices basement- NA |
Humidity (record as
relative humidity) |
Assessor 42 Circuit Clerk 42
County Clerk
46 Sheriff -48 Prosecuting Attorney 52 office |
Assessor-NA Circuit Clerk-NA Sheriff -NA Prosecuting Attorney |
Assessor Circuit Clerk Sheriff-NA Prosecuting Attorney All offices- NA |
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 Sheriff-yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney All offices- no |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
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 no Prosecuting Attorney All offices-no |
Mold - inactive (record as yes/no) |
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 no Prosecuting Attorney All offices-no |
Moisture, Dampness (record as yes/no) and note where |
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 yes wall Prosecuting Attorney All offices-no |
Animals - alive
note kind |
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 no Prosecuting Attorney All offices- no |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney All offices- no |
Insects - 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 no Prosecuting Attorney All offices-no |
Insects - 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 no Prosecuting Attorney All offices- no |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney All offices- yes |
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 no Prosecuting Attorney All offices-no |
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 Sheriff no Prosecuting Attorney All offices-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 Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney All offices-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 Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney All offices-yes |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney All offices =no |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney All offices- no |
Panic Button (record
as yes/no) no panic button in 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 Sheriff no Prosecuting Attorney All offices- no |
Key card access
(record as yes/no) no key card access in 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 no Prosecuting Attorney All offices-no |
Comments
county clerk may
expand into 911 DISPATCHES room because they are running out of space.
a dehumidifier
is used to eliminate mold.
circuit clerk
has double stacked vertical metal files lining all of there office. they are in
need of space.
the room called
the vault room 1 contains what looks like a kitchen type area that includes a
microwave. circuit clerk room uses a dehumidifier to control moisture.
the assessor
stoarge was small and had an ashtray with cigs lying with records. the window
was open.
prosecuting
ATTORNEY HAS double stacked vertical metal files. they are out of room. they have
to use a humidifier to control moisture.
there are signs
of water damage on the walls of jail cell by records.
the sheriff has
a refridgerater beside of records.
all of the
offices store records in a basement area on wooden shelves. water pipes run
over records. it is a dirty room.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office |
Real Property |
2 dockets |
Clean |
Assessor office |
Personal Property |
3 dockets |
Clean |
Assessor office |
Farm and Agriculture |
7 vertical drawers |
Clean |
Assessor office |
Supplements |
1 vertical drawers |
Clean |
Assessor office |
Building Permits |
1 vertical drawers |
Clean |
Assessor office |
City Files |
6 vertical drawers |
Clean |
Assessor office |
Maps |
|
Clean |
Assessor office |
Map index |
10 vertical drawers |
Clean |
Assessor office |
Misc. |
2 banker boxes |
Clean |
Assessor office |
Misc. |
8 vertical drawers |
Clean |
Assessor office |
Real estate and other various records |
20 banker boxes |
Clean |
Assessor office |
Misc. |
4 banker boxes |
Clean |
Assessor office |
Misc. Volumes |
43inchx23inch shelves 6 of them |
Dirt/Red Rot/Torn |
Circuit clerk office |
Absentee ballots |
4 vertical drawers |
Clean |
Circuit clerk office |
State Probation |
3 vertical drawers |
Clean |
Circuit clerk office |
Juvenile cases |
3 vertical drawers |
Clean |
Circuit clerk office |
Felony |
3 vertical drawers |
Clean |
Circuit clerk office |
State ended cases |
62 vertical drawers |
Clean |
Circuit clerk office |
Common law |
64 document cans |
Clean |
Circuit clerk office |
Mental Health |
3 vertical drawers |
Clean |
Circuit clerk office |
Adoptions |
3 vertical drawers |
Clean |
Circuit clerk office |
Civil cases |
70 vertical drawers |
Clean |
Circuit clerk office |
Chancery cases |
9 document cans 22 vertical drawers |
Clean |
Circuit clerk office |
Records |
3- brown accordion files |
Clean |
Circuit clerk office |
Records |
8 banker boxes |
clean |
Circuit clerk vault room 1 |
Civil |
14 vertical drawers |
Clean |
Circuit clerk vault room 1 |
Criminal order |
15 dockets |
Clean |
Circuit clerk vault room 1 |
Civil order |
22 dockets |
Clean |
Circuit clerk vault room 1 |
Domestic order |
9 dockets |
Clean |
Circuit clerk vault room 1 |
Juvenile order |
9 dockets |
Clean |
Circuit clerk vault room 1 |
Adoption |
7 dockets |
Clean |
Circuit clerk vault room 1 |
Receive Settlements |
3 dockets |
Clean |
Circuit clerk vault room 1 |
Jury Commission |
4 dockets |
Clean |
Circuit clerk vault room 1 |
Chancery order |
21 dockets |
Clean |
Circuit clerk vault room 1 |
Commuter order |
8 dockets |
Clean |
Circuit clerk vault room 1 |
Executions |
5 dockets |
Clean |
Circuit clerk vault room 1 |
Guardian |
2 vertical drawers |
Clean |
Circuit clerk vault room 1 |
Misc. files |
4 vertical drawers |
Clean |
Circuit clerk vault room 1 |
Domestic orders |
14 vertical drawers |
Clean |
Circuit clerk vault room 1 |
Misc. |
20 paper boxes |
Clean |
County Clerk office |
Judgment lien |
13 dockets |
Clean |
County Clerk office |
Map cards |
20 document cans |
Clean |
County Clerk office |
Voter registration |
4 dockets |
Clean |
County Clerk office |
Wills records |
13 dockets |
Clean |
County Clerk office |
Fiduciaries |
21 dockets |
Clean |
County Clerk office |
Corporation incorporation |
7 dockets |
Clean |
County Clerk office |
Real Property |
17 dockets |
Clean |
County Clerk office |
Personal Property |
3 dockets |
Clean |
County Clerk office |
Lis Pen dens |
1 docket |
Clean |
County Clerk office |
Federal Tax line docket |
3 dockets |
Clean |
County Clerk office |
Mechanic lien |
3 dockets |
Clean |
County Clerk office |
Accounts Fiduciaries |
46 dockets |
Clean |
County Clerk office |
Record Release |
50 dockets |
Clean |
County Clerk office |
Deed books |
190 dockets |
Clean |
County Clerk office |
General index |
20 dockets |
Clean |
County Clerk office |
Trust Deeds |
60 dockets |
Clean |
County Clerk office |
Land books |
76 dockets |
Clean |
County Clerk office |
Delinquent land |
2 dockets |
Clean |
County Clerk office |
Road Record |
2 dockets |
Clean |
County Clerk office |
Church Trustees |
2dockets |
Clean |
County Clerk office |
Notary |
1 dockets |
Clean |
County Clerk office |
Lunacy |
1 dockets |
Clean |
County Clerk office |
Financing Statements |
51 document cans |
Clean |
County Clerk office |
County Court Bonds |
4 document cans |
Clean |
County Clerk office |
Mechanic Liens |
2 document cans |
Clean |
County Clerk office |
General County Funds |
12 document cans |
Clean |
County Clerk office |
Wills |
21 document cans |
Clean |
County Clerk office |
Judgment |
13 document cans |
Clean |
County Clerk office |
Births |
10 dockets |
Clean |
County Clerk office |
Death |
4 dockets |
Clean |
County Clerk office |
Marriage |
8 dockets 4 vertical drawers |
Clean |
County Clerk office |
Vital Statistics |
4 vertical drawers |
Clean |
County Clerk office |
Closed estates |
18 vertical drawers |
Clean |
County Clerk office |
Current estates |
6 vertical drawers |
Clean |
County Clerk office |
Map book |
5 dockets |
Clean |
County Clerk office |
Computer index |
15 files |
Clean |
County Clerk office |
County Court order book |
10 dockets |
Clean |
County Clerk office |
County Commission order book |
12 dockets |
Clean |
County Clerk office |
Bonds |
9 dockets |
Clean |
Prosecuting Attorney office |
Magistrate closed |
8 vertical drawer |
Clean |
Prosecuting Attorney office |
Misc. |
9 banker boxes |
Clean |
Prosecuting Attorney office |
Unknown |
1- 6ft locked cabinet |
Clean |
Prosecuting Attorney office |
Criminal |
16 banker boxes |
Clean |
Prosecuting Attorney office |
Closed Criminal |
11 vertical drawers |
Clean |
Prosecuting Attorney office |
County Commission |
2 vertical drawers |
Clean |
Prosecuting Attorney office |
Misc. |
8 vertical drawers |
Clean |
Prosecuting Attorney office |
Magistrate open |
1 vertical drawer |
Clean |
Prosecuting Attorney office |
Juvenile programs |
2 vertical drawers |
Clean |
Prosecuting Attorney office |
Open criminal |
4 vertical drawers |
Clean |
Prosecuting Attorney office |
Open Probation |
4 vertical drawers |
Clean |
Prosecuting attorney office |
Open files |
27 feet linear of file folders on a wooden shelf |
|
Sheriff office |
Weapon permits |
2 vertical drawers |
Clean |
Sheriff office |
Cancelled checks |
13 binders |
Clean |
Sheriff office |
Delinquent lists |
1 docket |
Clean |
Sheriff office |
Misc. |
4 vertical drawers |
Clean |
Sheriff office |
Real estate Property |
3 dockets |
Clean |
Sheriff office |
Property value |
3 dockets |
Clean |
Sheriff office |
Tax receipts |
6 banker boxes |
Clean |
Sheriff office |
Accident |
2 index card drawers |
Clean |
Sheriff office |
2001-2002 reports |
2 vertical drawers |
Clean |
Sheriff office |
Fingerprints, CDR |
9 vertical drawers |
Clean |
Sheriff office |
Identification |
12 vertical drawers |
Clean |
Sheriff office |
Misc. |
Locked 6ft tall |
Clean |
Sheriff office |
Accidents/Incidents |
4 banker boxes |
Clean |
Assessor storage |
Real estate |
20 boxes |
Surface dirt |
Assessor storage |
Misc. records |
4 banker boxes |
Surface dirt |
Assessor storage |
Records |
6- wooden shelves 42x23 with dockets |
Surface dirt |
Assessor storage |
Records |
3- 3ft stacks of dockets |
Surface dirt |
All office basement storage |
Election records |
3- 1ftx2ft boxes |
Clean |
All office basement storage |
Audits |
2- 1ftx2ft boxes |
Clean |
All office basement storage |
Receipts |
?# dockets on wooden shelf |
Surface dirt |
All office basement storage |
General index |
? # dockets wooden shelf |
Surface dirt |
All office basement storage |
Criminal |
? # dockets wooden shelf |
Surface dirt |
All office basement storage |
Civil |
? # dockets wooden shelf |
Surface dirt |
All office basement storage |
Misc. |
?# dockets wooden shelf |
Surface dirt |
All office basement storage |
Records |
16- large banker boxes |
Surface dirt |
All office basement storage |
Records |
15 banker boxes |
Surface dirt |
All office basement storage |
Maps |
Rolled up lying on wooden shelf |
Browning paper torn edges |
All office basement storage |
Personal property |
2-large banker boxes |
Clean |
All office basement storage |
General index |
12 boxes |
Clean |
All office basement storage |
Records |
Piles of dockets on shelf |
Old surface dirt |
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
no |
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number of
Employees |
|
|
|
|
|
Full time |
4 |
3 |
4 |
3 |
2 |
Part time |
4 |
0 |
1 |
0 |
0 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
In house |
In house |
In house |
In house |
None |
Opportunities available |
Association Meeting, Computer Training |
For clerks |
Association meetings |
None |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
All day |
2 hours |
Didn't know |
Didn't know |
Public use |
8 hours |
1 hour |
All day |
Didn't know |
Didn't know |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
|
Didn't know |
2 hours |
Didn't know |
Didn't know |
Public use |
Didn't know |
Didn't know |
All day |
Didn't know |
Didn't know |
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 |
none |
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 |
none |
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) |
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
none |
none |
none |
none |
none |
Volume of material digitized |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
External |
none |
none |
none |
none |
none |
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
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) |
Various records |
Cases on computer from 1998 |
Indexing on the computer |
N/A |
N/A |
Software used |
N/A |
Word Perfect CCMS Charleston |
Software systems AS 400 |
N/A |
Word Perfect |
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 |
N/A |
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 |
1977 |
1977 |
No |
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) |
None |
None |
None |
None |
none |
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