1.1 The Physical Space Housing the Records |
Active
Records Area Main
Offices |
Inactive
Records Area A Circuit
Dog pound Sheriff
Dog pound |
Inactive
Records Area B County
Vault |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 77 Circuit Clerk 75 County Clerk 77 Sheriff 80 Prosecuting Attorney 75 |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 75 Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 33 Circuit Clerk 41 County Clerk 42 Sheriff 31 Prosecuting Attorney 40 |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 40 Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a 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 n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney |
Assessor Circuit Clerk County Clerk n/a Sheriff Prosecuting Attorney |
Comments
Surveys were not completed
for Circuit Clerk, County Clerk, Prosecuting Attorney, or Sheriff's office.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
DMV computer printout |
8 volumes |
Clean |
Assessors office |
Land and Personal property computer printout |
12 volumes |
Clean |
Assessors office |
Appraisements, personal property records |
4 4-drawer legal file cabinet |
Clean |
Assessors office |
|
2 4-drawer legal file cabinet |
Clean |
Assessors office |
Transfers, homestead, dog records, etc. |
11 5-drawer letter file cabinet |
Clean |
Assessors office |
Map cards |
8 shelves with 5 boxes each on Remington Rand
KardView |
Clean |
Circuit Clerk office-down |
Active cases:
criminal, civil, domestic, juvenile, family law |
52 5-drawer level file cabinets |
Clean |
Circuit Clerk office-down |
Order books, criminal, civil, juvenile, etc. |
37 small size volumes |
Clean |
Circuit Clerk office-down |
Order books |
37 3-ring binders |
Clean |
Circuit Clerk office-down |
Case files |
4 cubic feet |
Clean |
Circuit Clerk office-up |
Case files |
26 4-drawer legal file cabinet; 27 5-drawer legal
file cabinet |
Clean |
Circuit Clerk office-up |
Court Reporter transcripts |
28 cubic feet |
Clean |
Circuit Clerk office-up |
Civil Cases |
112 boxes |
Clean |
Circuit Clerk office-up |
Criminal |
20 boxes |
Clean |
Circuit Clerk office-up |
Juvenile |
10 boxes |
Clean |
Circuit Clerk office-up |
Mental Hygiene |
12 boxes |
Clean |
Circuit Clerk office-up |
Felonies |
3 (1.5 cubic feet each) banker boxes |
Clean |
Circuit Clerk dog pound |
Road record book |
1 volume |
Clean |
Circuit Clerk dog pound |
Land Books, 1962-1998 |
|
Clean |
Circuit Clerk dog pound |
Fee Books |
12 volumes |
Clean |
Circuit Clerk dog pound |
Record trust company statements, book 3 |
|
Clean |
County Clerk Active room |
Deeds |
141 large, 118 small volumes |
Clean |
County Clerk Active room |
Deeds of Trust |
9 large, 279 small volumes |
Clean |
County Clerk Active room |
Wills |
20 large, 41 small volumes |
Clean |
County Clerk Active room |
Fiduciary Records |
72 large, 130 small volumes |
Clean |
County Clerk Active room |
Release |
69 small volumes |
Clean |
County Clerk Active room |
Lease |
18 small volumes |
Clean |
County Clerk Active room |
Land and Personal Property |
27 computer printouts |
Clean |
County Clerk Active room |
Trustees |
5 large volumes |
Clean |
County Clerk Active room |
Co. Commission Records |
28 large volumes |
Clean |
County Clerk Active room |
Discharges |
15 large, 3 small volumes |
Clean |
County Clerk Active room |
Articles of Incorporation |
12 large, 20 small volumes |
Clean |
County Clerk Active room |
Marriages |
85 large volumes |
Clean |
County Clerk Active room |
Births |
8 large, 4 small volumes |
Clean |
County Clerk Active room |
Deaths |
5 large, 7 small volumes |
Clean |
County Clerk Active room |
Births/Deaths |
5 large volumes |
Clean |
County Clerk Active room |
Bonds, Oaths, Orders |
28 large volumes |
Clean |
County Clerk Active room |
Plats |
13 large volumes |
Clean |
County Clerk Storage-courthouse |
Deeds of Trust |
169 large volumes |
Clean |
County Clerk Storage-courthouse |
Land & Personal Property |
150 large volumes |
Clean |
County Clerk Storage-courthouse |
Miscellaneous |
200 + large volumes |
Clean |
County Clerk Storage-courthouse |
Financial statements |
18 5x7 drawers |
Clean |
County Clerk Storage-courthouse |
County commission records, certificates, etc. |
48 can files |
Clean |
County Clerk Storage-courthouse |
Old plats |
3 large boxes |
Clean |
County Clerk Storage-courthouse basement |
Payrolls, canceled checks and personal records |
30 boxes |
Clean |
County Clerk downstairs vault |
Finance Statement Books |
6 volumes |
Clean |
County Clerk downstairs vault |
Assignment Books |
4 volumes |
Clean |
County Clerk downstairs vault |
Report of Trustees Sales |
2 volumes |
Clean |
County Clerk downstairs vault |
Release indexes under land books |
|
Clean |
County Clerk downstairs vault |
Judgment Books |
3 volumes |
Clean |
County Clerk downstairs vault |
Mechanic Lien books |
3 volumes |
Clean |
County Clerk downstairs vault |
General Index to Trusts |
2 volumes |
Clean |
County Clerk downstairs vault |
Lis Pendens Book |
1 volume |
Clean |
County Clerk downstairs vault |
Execution Books |
2 volumes |
Clean |
Sheriff's Tax office-active |
Land and Personal Property computer printouts |
25 books |
Clean |
Sheriff's Tax office-active |
Tax records |
3 5-drawer file cabinets |
Clean |
Sheriff's Tax office-active |
Supplies, receipts, backups, valuables |
Vault |
Clean |
Sheriff's Tax office-dog pound |
Land books, settlements, receipts, other tax records |
|
Clean |
Comments
The Assessor has just
recently started storing their old records in a storage place in Weirton that
has climate control, locked doors, and alarms.
Due to a jury trial in progress, the Prosecuting Attorney's office was
not available. The storage areas in the
Coop and Old Dog Pound were also no available.
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
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
N/A |
N/A |
N/A |
N/A |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
12 |
N/A |
N/A |
N/A |
N/A |
Full time |
2 |
N/A |
N/A |
N/A |
N/A |
Part time |
|
|
|
|
|
Volunteers |
|
|
|
|
|
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
N/A |
N/A |
N/A |
N/A |
Opportunities available |
None |
N/A |
N/A |
N/A |
N/A |
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
Didn't know |
N/A |
N/A |
N/A |
N/A |
Public use |
Didn't know |
N/A |
N/A |
N/A |
N/A |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Didn't know |
N/A |
N/A |
N/A |
N/A |
Public use |
Didn't know |
N/A |
N/A |
N/A |
N/A |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
None |
N/A |
N/A |
N/A |
N/A |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
None |
N/A |
N/A |
N/A |
N/A |
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 |
N/A |
N/A |
N/A |
N/A |
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 |
N/A |
N/A |
N/A |
N/A |
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 |
N/A |
N/A |
N/A |
N/A |
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) |
None |
N/A |
N/A |
N/A |
N/A |
Software 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 |
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 |
Yes |
N/A |
N/A |
N/A |
N/A |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
Yes |
N/A |
N/A |
N/A |
N/A |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
N/A |
N/A |
N/A |
N/A |
Comments
Assessor's office notes that
records are being destroyed according to retention schedule and that records
management guidelines used for electronic records is on daily backup kept
onsite and 1 monthly backup offsite.
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) |
Yes |
N/A |
N/A |
N/A |
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