1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Records
Held From Various Offices |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 75 Circuit Clerk n/a County Clerk 74 Sheriff n/a Prosecuting Attorney n/a |
Basement 75 6th floor storage 80 Closets 70 Files under the stairs 75 Attic n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 40 Circuit Clerk n/a County Clerk 35 Sheriff n/a Prosecuting Attorney n/a |
Basement 80 6th floor storage 100 Closets 100 Files under stairs 100 Attic n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic yes |
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 |
Basement no 6th floor storage yes Closets no Files under stairs no Attic no |
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 |
Basement no 6th floor storage yes Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage yes Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk yes spiders County Clerk yes didn't say Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage yes Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage yes Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Basement yes 6th floor storage yes Closets no Files under stairs no Attic yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes |
Basement no 6th floor storage no Closets no Files under stairs yes Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Basement yes 6th floor storage no Closets yes Files under stairs yes Attic yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.E Type of security systems in place |
|
|
|
Guards at entrance to area (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Basement yes 6th floor storage yes Closets yes Files under stairs yes Attic yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Basement yes 6th floor storage yes Closets yes Files under stairs yes Attic yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Basement yes 6th floor storage yes Closets yes Files under stairs yes Attic yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button (record
as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Basement no 6th floor storage no Closets no Files under stairs no Attic no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments: There was a guard at entrance
of the building instead of the actual place of records. The Alarm system that they have is a panic
button system.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Oil and gas |
25 lateral drawers 106cf |
Clean |
Assessors office |
Communications |
10 lateral drawers 25cf |
Clean |
Assessors office |
Property Research |
12 lateral drawers |
Clean |
Assessors office |
Exonerations |
21 lateral drawers 90cf |
Clean |
Assessors office |
Transcripts |
8 lateral drawers 4cf |
Clean |
Assessors office |
Oil and gas deed and right |
16 vertical drawers |
Clean |
Assessors office |
Chay |
4 vertical drawers |
Clean |
Assessors office |
RR-Kard-Veyer |
21 non standard boxes 43 cf |
Clean |
Assessors office |
Maps |
450 |
Clean |
Assessors office |
Land books |
132 dockets |
Dirt, Torn |
Assessors office |
SPO |
13 dockets |
Clean |
Assessors office |
Transcripts |
45 N.S. box 27cf |
Clean |
Assessors office |
Transfers |
21 lateral drawers 9cf |
Clean |
Assessors office |
Personal Property Appraisements |
42 vertical drawers 48 document cans |
Clean |
6th floor |
State Records, bank unpaid debt |
17cf |
Clean |
6th floor |
Mobile home |
21 cf |
Clean |
6th floor |
RR |
8 box 14cf |
Clean |
Basement |
Assessments |
Non standard boxes 21cf |
Clean |
Basement |
Dog Cards |
Non standard boxes 18cf |
Clean |
Basement |
Business Assessments |
16 vertical drawers |
Clean |
Basement |
Land Books |
133 dockets |
Clean, Torn |
Basement |
Personal Property |
45 dockets |
Torn |
Under stairs |
Personal Property |
88 document cans 34cf |
Clean/Torn |
Under stairs |
Personal Property Assessments |
Lateral drawers 26cf |
Clean |
Under stairs |
Farm and supplements |
Non standard boxes 11cf |
Clean |
Circuit Clerk office |
Open files |
200 vertical drawers |
Clean |
Circuit Clerk office |
Open files |
43 lateral drawers |
Clean |
Circuit Clerk office |
Domestic |
90 dockets |
Clean |
Circuit Clerk office |
Civil |
225 dockets |
Clean |
Circuit Clerk office |
Misc. |
130 dockets |
Clean/Torn |
Circuit Clerk office |
Criminal orders |
100 dockets |
Clean/Dirt |
Circuit Clerk office |
Magistrate |
13 dockets |
Clean |
Circuit Clerk office |
Fiduciary |
26 dockets |
Clean |
Circuit Clerk office |
Administrative orders |
6 dockets |
Clean |
Attic |
Misc. |
400 boxes 1cf per box |
Dirt |
Attic |
Misc. |
425 document cans |
Clean |
Attic |
Misc. Cases |
350 wrapped in brown paper 72cft |
Clean |
Basement |
Old law |
80 dockets |
Clean/Dirt |
Basement |
Criminal |
189 dockets |
Clean/Torn |
Basement |
Civil |
200 dockets |
Clean/Dirt |
Basement |
Closed Files |
216 vertical drawer |
Clean |
Basement |
Chancery |
625 document cans |
Clean |
Basement |
Misc. |
Non standard boxes 201cft |
Clean |
Basement |
Tapes |
20 tapes 62cft |
Clean |
Sheriff |
Tax |
Lateral 62 drawers 224cft |
Clean |
Sheriff Closet |
Accounts Receivable |
55 dockets |
Dirt |
Sheriff Closet |
Land and Personal Property |
14 dockets |
Clean |
Sheriff Closet |
Waiting Audit |
20 no standard boxes 20cft |
Clean |
Sheriff Closet |
Safe |
Copies of settlements |
Clean |
County Clerk office |
Release |
306 dockets |
Clean/Dirt/Torn |
County Clerk office |
Deeds |
1472 dockets |
Clean/Dirt/Torn |
County Clerk office |
Deed of trust |
1238 dockets |
Clean/Dirt/Torn |
County Clerk office |
Marriage |
48 document cans |
Clean/Torn |
County Clerk office |
Birth |
96 document cans |
Clean/Torn |
County Clerk office |
Death |
1136 document cans |
Clean/Torn |
County Clerk office |
Microfilm |
220 rolls |
Good |
County Clerk office |
Birth, death, Marriages |
117 vertical drawers |
Clean |
County Clerk office |
Judgment |
40 dockets |
Clean |
County Clerk office |
Mechanic Liens |
17 dockets |
Clean |
County Clerk office |
Trust Lien |
26 dockets |
Clean |
County Clerk office |
Assignments |
21 dockets |
Clean |
County Clerk office |
Discharge |
72 dockets |
Clean |
County Clerk office |
Lis Pendens |
5 dockets |
Clean |
County Clerk office |
Wills |
152 dockets |
Clean |
County Clerk office |
Misc. Orders |
33 dockets |
Clean |
County Clerk office |
Articles of Incorporation |
59 dockets |
Clean |
County Clerk office |
Report of Sales |
15 dockets |
Clean |
County Clerk office |
Execution |
5 dockets |
Clean |
County Clerk office |
Church Trustees |
6 dockets |
Clean |
County Clerk office |
Financing |
42 dockets |
Clean |
County Clerk office |
Oath |
13 dockets |
Clean |
County Clerk office |
Guardian Bond |
22 dockets |
Clean |
County Clerk office |
ACL bond |
34 dockets |
Clean |
County Clerk office |
Land books |
227 dockets |
Clean/Dirt |
County Clerk office |
Marriage Index |
2 dockets |
Clean |
County Clerk office |
Marriage |
105 dockets |
Clean |
County Clerk office |
Death index |
4 dockets |
Clean |
County Clerk office |
Death |
51 dockets |
Clean |
County Clerk office |
Birth index |
7 dockets |
Clean |
County Clerk office |
Birth |
54 dockets |
Clean |
County Clerk office |
Fiduciary order |
102 dockets |
Clean |
County Clerk office |
Inventory |
417 dockets |
Clean |
County Clerk office |
Appraisements and Settlements |
88 dockets |
Clean/Dirt/Torn |
County Clerk office |
Index of Fiduciary records |
6 dockets |
Clean |
County Clerk office |
List of Fiduciary |
142 dockets |
Clean/Dirt |
Comments: P1,
P2, P3, P4 All offices need more storage space.
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
no |
Comments: all offices need a disaster
contingency plan in place. COunty
COMMISSIONERs may have procedures in place for removal of threatened records.
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number of
Employees |
|
|
|
|
|
Full time |
34 |
12 |
16 |
9 |
18 |
Part time |
1 |
2 |
1 |
5 |
0 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
Workshops and in house |
Workshops and in house |
Once a year state training |
3 times a year state training |
Opportunities available |
None |
Associations Meetings |
Association Meetings |
Association Meetings |
Association Meetings |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
All day |
3 hours |
2 hours |
4 hours |
6 hours |
Public use |
All day |
4 hours |
4 hours |
4 hours |
0 |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
4 hours |
4 hours |
0 |
0 |
0 |
Public use |
4 hours |
4 hours |
0 |
0 |
0 |
Comments: Sheriff only has partime staff in the summer. all offices need on-going records management training PROGRAM FOR personnel.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
|
|
Since July 2002 |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
Placed in storage |
|
|
Yes |
|
|
Master copy stored
onsite or offsite |
|
|
Onsite |
|
|
User copies available (record as yes/no) |
|
|
Yes |
|
|
External |
|
|
|
|
|
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 |
|
|
|
|
|
Volume of material digitized |
|
|
Since July 2002 |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
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: Scanning and Microfilming done Simultaneously. Microfilm send by ACS. The records that are used is "all that are present for filing:" Birth/Death/Marriage/Wills/Probate/Deed/Releases. Documents destroyed per retention schedule. all real estate books are kept - assessor, county clerk, and sheriff. Personal property and assessments kept for five years.
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) |
On computer backups to server |
Dockets of Civil and Criminal and other items |
Everything since July 2002 |
AS 400> Tax collection records: DMV |
All files from 1991 to current |
Software used |
|
Software Systems |
ACS |
AS 400-Software Systems |
Word/Prosecutors Dialogue |
Name and address of the vendor used |
|
Morgantown WV |
Cincinnati Ohio |
Morgantown WV |
County Co. Tom Fishbangle |
System support used |
TMC Technologies |
Software systems |
ACS |
Software Systems |
|
Name and address of the vendor used |
|
|
|
Morgantown WV |
|
Security in place for the storage system |
|
Stored in office |
Hard Drive in office |
In computer room |
|
Security in place for the backup system |
Stored off premises and also on state server |
Backed by county |
Backup in Syracuse |
|
Done by county |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
|
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 |
1977 retention schedule |
Yes |
Yes |
Yes |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
Yes |
Yes |
Yes |
Yes |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
No |
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) |
No |
No |
Yes WVU |
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