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 81 Circuit Clerk
79 County Clerk
77 Sheriff
Tax 78 Prosecuting Attorney
79 |
Assessor map
room basement 81 Circuit Clerk file rm. 2 81 County Clerk basement 74 Sheriff Tax
basement 80 |
Assessor & Circuit storage basement 81 Circuit Clerk 1st flr storage 79 |
Humidity (record as
relative humidity) |
Assessor 36 Circuit Clerk
40 County Clerk
42 Sheriff 42 Prosecuting Attorney
35 |
Assessor map room basement 48 Circuit Clerk file rm. 2
35 County Clerk basement
39 Sheriff 40
dehumidifier |
Assessor
& Circuit basement 40 Circuit Clerk 1st flr storage 40 |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney
yes |
Assessor map
room basement yes Circuit Clerk
yes Sheriff no |
Assessor basement
yes Assessor storage room no Circuit Clerk 1st flr storage no Circuit Clerk basement 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 Sheriff no |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk
1st
flr storage 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 Sheriff no |
Assessor
basement no Assessor
storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
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 Sheriff no |
Assessor basement
no Assessor
storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Animals - alive
note kind |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk
no County Clerk Sheriff no |
Assessor
basement no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Animals - past
note kind |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk
no County Clerk Sheriff no |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Insects - 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 |
Assessor basement
no Assessor storage room no Circuit Clerk basement yes Circuit Clerk 1st flr storage no |
Insects - past note kind |
Assessor no Circuit Clerk
no County Clerk
no Sheriff Prosecuting Attorney
no |
Assessor no Circuit Clerk
no County Clerk Sheriff |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Dust or grime on records |
Assessor yes Circuit Clerk
yes County Clerk
on old ones Sheriff yes Prosecuting Attorney
no |
Assessor yes Circuit Clerk
yes County Clerk Sheriff yes |
Assessor basement
yes Assessor storage room yes Circuit Clerk basement yes Circuit Clerk 1st flr storage 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 yes |
Assessor no Circuit Clerk
yes County Clerk Sheriff no |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
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 Sheriff no |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage 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 |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage 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
no |
Assessor yes Circuit Clerk
yes County Clerk Sheriff yes Prosecuting Attorney |
Assessor basement
yes Assessor storage room yes Circuit Clerk basement yes Circuit Clerk 1st flr storage yes |
Alarm system
(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 basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk1st flr storage no |
Secured doors/windows (record as yes/no) |
Assessor no Circuit Clerk
no County Clerk
locks only Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk Sheriff none Prosecuting Attorney |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Panic Button
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney |
Assessor no Circuit Clerk
no County Clerk Sheriff no Prosecuting Attorney |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk
yes County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney |
Assessor basement
no Assessor storage room no Circuit Clerk basement no Circuit Clerk 1st flr storage no |
Comments
In October 2002, the county
clerk asked for $32,500 for lamination, repair, and replacement of covers for
many of the records in his office.
Estimate attached.
The Assessor stated that if
there are any fire extinguishers, they aren't checked.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors Map Room |
Records |
12 cubic feet |
Clean |
Assessors Map Room |
Records |
12 cubic feet |
Clean |
Assessors Real Estate Office |
Land Records |
15 cubic feet |
Clean |
Assessors Real Estate Office |
Land Records |
8 cubic feet |
Clean |
Assessors Real Estate Office |
Correspondence |
3 cubic feet |
Clean |
Assessors Real Estate Office |
Land Books |
ca. 340 volumes |
Clean |
Assessors Active Room |
Homesteads |
15 drawer double rows 5x7 |
Clean |
Assessors Active Room |
Personal Property Records current |
12 cubic feet |
Clean |
Assessors Active Room |
Dog Records |
9 3x5 drawers |
Clean |
Assessors Active Room |
Transfers/Personal Property |
66 cubic feet |
Clean |
Assessors Active Room |
Assessments |
11 cubic feet |
Clean |
Assessors Active Room |
Mylar Maps |
large 9 drawer cabinet |
Clean |
Assessors Active Room |
Records |
16.5 cubic feet |
Clean |
Assessors Active Room |
Real Estate and Personal Property Books |
18 volumes |
Clean |
Assessors Active Room |
Transfer Records |
4 very large volumes |
Clean |
Assessors Basement Map Room |
Map Cards |
6 5x7 drawers |
Clean |
Assessors Basement Map Room |
Hanging Plats |
21 |
Clean |
Assessors Basement Storage shared with Circuit Clerk |
Land Books |
150 volumes |
Clean |
Assessors Basement Storage shared with Circuit Clerk |
Land Blotters (paperback) appear to be old field
workbooks |
ca. 2000 |
very poor |
Assessors Basement Storage shared with Circuit Clerk |
Real Estate and Personal Property forms |
8 cubic feet |
Clean |
Assessors Basement Storage shared with Circuit Clerk |
Appraisements |
6 cubic feet |
Clean |
Circuit Clerk Active Room |
Chancery, Common Law, Marriages, Deaths, Births,
etc. |
766 cans |
very old, very dirty |
Circuit Clerk Active Room |
Current Civil, Criminal, Domestic, Mental Hygiene,
Juvenile, etc. files |
337.5 cubic feet |
Clean |
Circuit Clerk Active Room |
Current Civil, Criminal, Domestic, Mental Hygiene,
Juvenile, etc. |
31 docket books |
Clean |
Circuit Clerk Active Room |
Current Civil, Criminal, Domestic, Mental Hygiene,
Juvenile, etc. |
216 cubic feet |
Clean |
Circuit Clerk Active Room |
Retired Old Cases |
40 cubic feet |
Clean |
Circuit Clerk 1st Floor Storage |
Chancery, Common Law, etc. |
38 large volumes |
Clean |
Circuit Clerk 1st Floor Storage |
Civil, Criminal, etc. |
127 small volumes |
Clean |
Circuit Clerk 1st Floor Storage |
Records |
75 cubic feet |
Clean |
Circuit Clerk Basement Storage shared with Assessor |
Chancery, Common Law, etc. |
223 large volumes |
Clean |
Circuit Clerk Basement Storage shared with Assessor |
Retired Cases |
82 cubic feet |
Clean |
County Clerk Office |
Wills & Index |
20 large, 32 small volumes |
Clean |
County Clerk Office |
Probate & Index |
28 large volumes |
Clean |
County Clerk Office |
Assessment/Bills |
14 large, 50 small volumes |
Clean |
County Clerk Office |
Settlement Record |
19 large, 32 small volumes |
Clean |
County Clerk Office |
Oil & Gas Lease w/ Index |
17 large, 8 small volumes |
Clean |
County Clerk Office |
Power of Attorney |
6 large, 11 small volumes |
4 very old, poor condition |
County Clerk Office |
Certificates of Incorporation |
16 small volumes |
Clean |
County Clerk Office |
Marriages & Index |
47 large volumes |
Clean |
County Clerk Office |
Deaths & Index |
9 large volumes |
Clean |
County Clerk Office |
Births & Index |
12 large volumes |
Clean |
County Clerk Office |
Deeds of Trust |
137 large, 349 small volumes |
good to fair |
County Clerk Office |
Deeds of Trust Index |
27 small volumes |
Clean |
County Clerk Office |
Deeds (1st 1780-1798) |
230 large, 247 small volumes |
good to fair |
County Clerk Office |
Deeds Index |
52 large, 26 small volumes |
large volumes worn |
County Clerk Office |
Fiduciary, Assignments, Sales, Trustees, etc. |
56 large, 36 small volumes |
Clean |
County Clerk Office |
Financing Statements |
35 large volumes |
Clean |
County Clerk Office |
Index Financing Statements |
8 large volumes |
Clean |
County Clerk Office |
Land Books (1st 1783-1803) |
152 large, 84 printout volumes |
Clean |
County Clerk Office |
Hanging Plats |
218 |
Clean |
County Clerk Office |
Fiduciary, Vital Certificates, Financing Statements,
etc. |
192 cans |
Clean |
County Clerk Office |
Records |
126 cubic feet |
Clean |
County Clerk Basement Storage |
Old Judgment Liens, Order Books, General Records |
75 large volumes |
Clean |
County Clerk Basement Storage |
Old Vital Records, Statements, Judgments, etc. |
336 cans |
Clean |
County Clerk Basement Storage |
Election Records |
10 cubic feet |
Clean |
County Clerk Basement Storage |
State Road Maps |
17 hanging |
Clean |
County Clerk Basement Storage |
Plats |
1 23"x38"x37" box |
Clean |
Prosecuting Attorney's Office |
Felony Case Files |
150 in office; 50 active |
Clean |
Prosecuting Attorney's Office |
Magistrates Court Cases |
1500 per year |
Clean |
Old Jail |
Felony Files |
187.5 cubic feet |
Clean |
Sheriff's Tax Office |
Tax Receipts |
60 cubic feet |
Clean |
Sheriff's Tax Office |
DMV, Misc. Forms |
30 cubic feet |
Clean |
Sheriff's Tax Office |
Personnel Files |
6 cubic feet |
Clean |
Sheriff's Tax Office |
Correspondence |
6 cubic feet |
Clean |
Sheriff's Tax Office |
Guardianships |
8 cubic feet |
Clean |
Sheriff's Tax Office |
Personal Property
(2 years) |
4 volumes printouts |
Clean |
Sheriff's Tax Office |
Land Books (2
years) |
8 volumes printouts |
Clean |
Sheriff's Tax Office |
Land Books |
2 large volumes |
Clean |
Sheriff's Tax Office |
Safe |
backup and valuables |
Clean |
Sheriff's Basement Storage |
Land Books |
200 + volumes |
Clean |
Sheriff's Basement Storage |
Receipts, Deposit Slips, Payroll, etc. |
45 cubic feet |
Clean |
Sheriff's Basement Storage |
Cancelled Checks |
24 check file boxes |
Clean |
Sheriff's Basement Storage |
Records |
15.5 cubic feet |
Clean |
Comments
County Clerk also has files
on microfilm, but has no idea of the volume or where it is located.
Prosecuting Attorney keeps
felony cases for three years then purges those he considers important and
disposes of the remainder. Magistrate
files are kept one year and disposed.
Every office stores some
records in the basement.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26, P27, P28
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 |
15 |
6 |
6 |
7 |
6 |
Part time |
1 |
0 |
0 |
0 |
0 |
Volunteers |
0 |
0 |
2 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
See notes |
clerk's meetings |
association/ state meetings |
workshops (state) |
N/A |
Opportunities available |
State Tax Dept.; WV Association of Counties |
WV Association of Counties |
association meetings |
state auditors office |
N/A |
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
4 hours |
2.5 hours |
2.5 hours |
daily |
N/A |
Public use |
4 hours |
2.3 hours |
2.5 hours |
daily |
N/A |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
0 |
half day |
0 |
0 |
N/A |
Public use |
8 hours |
half day |
0 |
0 |
N/A |
Comments
Assessors staff has to pass
the Boise Assessment Test; [staff have had] state assessment class, training
for CAD, classes at Assessor meetings.
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 |
|
|
|
|
|
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 |
N/A |
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 |
|
|
|
|
|
Volume of material digitized |
None |
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 |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments: Assessor said that their old microfilm is stored in a safe, and they believe the microfilm is of old transfer books. There is a viewer, but it is not used. Circuit Clerk has LDS microfiche. County Clerk said that LDS microfilming was done 20 years ago, and the master copy is stored at the engineering firm who did the microfilming. The vendor used was et200 out of lewisburg, wv.
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) |
all record state tax dept. |
docketing cases |
payroll accounting voting |
county tax information records |
N/A |
Software used |
don't know |
CCMS |
CSSI |
CSSI |
N/A |
Name and address of the vendor used |
N/A |
N/A |
CSSI |
CSSI - Parkersburg |
N/A |
System support used |
Greenbrier Communications |
Current Court Management system, Charleston |
CSSI |
hardware - NCR |
N/A |
Name and address of the vendor used |
Lewisburg, WV |
N/A |
CSSI |
NCR Lewisburg |
N/A |
Security in place for the storage system |
password protected, server mapping backup on server |
password protected, locked at night |
hard drive/server in assessors office |
password, etc.
locked at night |
N/A |
Security in place for the backup system |
None |
bank |
hard drive/server in assessors office |
backup in vault |
N/A |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
None |
N/A |
None |
None |
N/A |
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 |
N/A |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
N/A |
Yes dispose of Personal Property after five years; keep
real estate as required |
N/A |
Any records management guidelines used for
electronic records (record as yes/no) |
just state recommends |
N/A |
No |
Daily backup |
N/A |
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 |
N/A |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Transfer documentation for these records (record
as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Comments
Circuit Clerk gave very old
civil matters to the Historical Society.