1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A County
Clerk Storage Room |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 72 Circuit Clerk 77 Sheriff 71 Prosecuting Attorney 74 |
Assessor 2-71/ 3- 70 Circuit Clerk annex-74 Sheriff Prosecuting Attorney |
All offices use Vault 75 |
Humidity (record as % relative humidity) |
Assessor 41 Circuit Clerk 41 County Clerk 40 Sheriff 46 Prosecuting Attorney 43 |
Assessor 2- 41/ 3 -42 Circuit Clerk 46 County Clerk 48 Sheriff Prosecuting Attorney |
Vault 51 |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor 2 -yes/ 3 - no Circuit Clerk yes County Clerk no Sheriff Prosecuting Attorney |
Vault 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 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault yes |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk
yes Sheriff Prosecuting Attorney |
Vault no |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault yes spiders |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3- no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault yes |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault 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 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault 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 2-yes/ 3-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Vault yes |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Secured doors/windows (record as yes/no) Secured doors and
windows for each room |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor 2-yes/ 3-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Vault yes |
Panic Button
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Vault no |
Comments:
Vault was two part rooms with records from all
the offices in it. the vault smelled bad. the records were dirty. the maps look
like vermin has been eating them. the center of the room consists of heaps of
records.the records here were in poor condition. this area is not safe to store
and preserve records.
vault room one
has water pipes running along the ceiling over the records. the records were
dirty. dockets were in piles on the floor.
the circuit
clerk annex storage was beside courthouse. the records stored here were in good
condition and in no apparent danger.
all offices need
more storage space.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Personal Property |
168 document cans |
Clean |
Assessors office |
Personal Property |
9 dockets |
Clean |
Assessors office |
Blotter |
15 dockets |
Clean |
Assessors office |
District map books |
3 dockets |
Clean |
Assessors office |
Map cards |
15- 1ft linearx3ftW- wooden shelf |
Clean |
Assessors office 2 |
Maps |
5 drawers |
Clean |
Assessors office 2 |
Exemptions |
8 vertical drawers |
Clean |
Assessors office 2 |
Misc. |
8 vertical drawers |
Clean |
Assessor office 2 |
Maps |
Rolls lying on vertical metal files |
clean |
Assessors office 3 |
Tax payers info |
72 document cans |
Clean |
Assessors office 3 |
Reviews/ Real Estate |
35 vertical drawers |
Clean |
Assessors office 3 |
Blueprints |
3ft linear |
Clean |
Assessors office 3 |
Land Book |
5 dockets |
Clean |
Assessors office 3 |
Personal Property |
8 dockets |
Clean |
Assessors office 3 |
Misc. |
9 dockets |
Clean |
Assessors office 3 |
DMV |
3 dockets |
Clean |
Assessors office 3 |
Misc. |
3 non standard boxes |
Clean |
Assessors office 3 |
Misc. |
6ft stack of non standard boxes |
Clean |
Assessors office 3 |
Blotters |
2ft and 2inch wide and 2ft high |
Clean |
Assessors office 3 |
Personal Property |
9 vertical drawers |
Clean |
Assessors office 3 |
Business/Personal Property |
9 vertical drawers |
Clean |
Circuit Clerk office |
Civil |
9 vertical drawers |
Clean |
Circuit Clerk office |
Administrative |
2 vertical drawers |
Clean |
Circuit Clerk office |
Domestic Violence |
4 lateral drawers |
Clean |
Circuit Clerk office |
Bound Over |
4 vertical drawers |
Clean |
Circuit Clerk office |
Felony/Bound over |
4 vertical drawers |
Clean |
Circuit Clerk office |
General Index of Civil cases |
1docket |
Clean |
Circuit Clerk office |
Law Chancery |
1 docket |
Clean |
Circuit Clerk office |
Juvenile Cases |
1 docket |
Clean |
Circuit Clerk office |
Unlabeled files |
580 document cans |
Clean |
Circuit Clerk office |
Blue tag |
4 vertical
drawers |
Clean |
Circuit Clerk office |
Civil |
150 vertical drawers |
Clean |
Circuit Clerk office |
Law |
30 dockets |
Clean |
Circuit Clerk office |
Chancery |
30 dockets |
Clean |
Circuit Clerk office |
Civil order |
21 dockets |
Clean |
Circuit Clerk office |
Adoption |
3 dockets |
Clean |
Circuit Clerk office |
Court |
2 dockets |
Clean |
Circuit Clerk office |
Misc. |
Non standard boxes 2ft by 2ft |
Clean |
Circuit Clerk office |
Misc. |
8 dockets |
Clean |
Circuit Clerk office |
Loose Civil Files |
25 files |
Clean |
Circuit Clerk office |
Loose files Civil |
91 non standard boxes |
Clean |
Circuit Clerk office |
Divorce |
64 vertical drawers |
Clean |
Circuit Clerk office |
Felony |
8 vertical drawers |
Clean |
Circuit Clerk office |
Domestic |
12 dockets |
Clean |
Circuit Clerk office |
Civil |
20 dockets |
Clean |
Circuit Clerk office |
Adoption |
4 vertical drawers |
Clean |
Circuit Clerk office |
Domestic |
8 vertical drawer |
Clean |
Circuit Clerk office |
Juvenile |
8 vertical drawers |
Clean |
Circuit Clerk annex storage |
Mental Hygiene |
15 vertical drawers |
Clean |
Circuit Clerk annex storage |
Criminal |
30 vertical drawers |
Clean |
Circuit Clerk annex storage |
Adoption |
10 vertical drawers |
Clean |
Circuit Clerk annex storage |
Misc. Civil |
6 non standard boxes |
Clean |
Circuit Clerk annex storage |
Juvenile |
13 banker boxes |
Clean |
Circuit Clerk annex storage |
Court Tapes |
5 non standard boxes |
Clean |
Circuit Clerk annex storage |
Juvenile |
11 dockets |
Clean |
Circuit Clerk annex storage |
Misc. |
3 dockets |
Clean |
Circuit Clerk annex storage |
Administrative |
8 dockets |
Clean |
Circuit Clerk annex storage |
Civil order |
88 dockets |
Clean |
Circuit Clerk annex storage |
Criminal |
5 dockets |
Clean |
Circuit Clerk annex storage |
Divorce |
6 dockets |
Clean |
Circuit Clerk annex storage |
Fee Records |
12 dockets |
Clean |
Circuit Clerk annex storage |
Invoice |
8 books |
Clean |
Circuit Clerk annex storage |
Mental Hygiene |
4 dockets |
Clean |
Circuit Clerk annex storage |
Misc. |
5ft wide and 2ft high |
Clean |
Circuit Clerk annex storage |
Maps |
On floor 1ft 3inch
linear |
Clean |
Circuit Clerk annex storage |
Misc. |
27 misc. non standard boxes 2ft by 2ft |
Clean |
Circuit Clerk annex storage |
Loose files |
5 loose files |
Clean |
County Clerk office |
Marriage Records |
56 dockets |
Clean |
County Clerk office |
Death Records |
16 dockets |
Clean |
County Clerk office |
Birth |
70 dockets |
Clean |
County Clerk office |
Liens |
320 dockets |
Clean |
County Clerk office |
Trust Deeds |
97 dockets |
Dirt/Mold/Clean |
County Clerk office |
Court order |
1 docket |
Clean |
County Clerk office |
Pauper Record |
1 docket |
Clean |
County Clerk office |
Fiduciary |
5 dockets |
Clean |
County Clerk office |
Delinquent Sales |
10 dockets |
Clean |
County Clerk office |
Delinquent lands |
6 dockets |
Clean |
County Clerk office |
Personal Property |
70 docket |
Clean/dirt |
County Clerk office |
Land Book |
7 dockets |
Clean |
County Clerk office |
Lease |
59 dockets |
Clean |
County Clerk office |
Release Records |
32 dockets |
Water Damage/Red Rot/Dirt |
County Clerk office |
Execution |
2 dockets |
Clean |
County Clerk office |
Lis Pen dens |
1 docket |
Clean |
County Clerk office |
Assignments |
3 dockets |
Clean |
County Clerk office |
Change of Names |
1 docket |
Clean |
County Clerk office |
Tax lines |
2 dockets |
Clean |
County Clerk office |
Mechanic |
1 docket |
Clean |
County Clerk office |
Index Survey |
1docket |
Clean |
County Clerk office |
Discharge |
13 dockets |
Mold/Torn |
County Clerk office |
Trustees |
4 dockets |
Torn/Red Rot/Mold |
County Clerk office |
Misc. |
4 dockets |
Clean |
County Clerk office |
Judgment Liens |
1 docket |
Mold |
County Clerk office |
Deed Books |
345 dockets |
Clean/Dirt/Torn |
County Clerk office |
General Index |
4 dockets |
Mold |
County Clerk office |
Record books |
1docket |
Mold |
County Clerk office |
Will book |
41 dockets |
Torn/Red Rot/Vermin/Clean |
County Clerk office |
Estate Index |
10 dockets |
Clean |
County Clerk office |
Bond Book |
40 dockets |
Clean/Dirt |
County Clerk office |
Settlement Administrative |
99 dockets |
Torn/Mold/Dirt |
County Clerk office |
Land |
112 dockets |
Clean/Mold/Dirt/Torn |
County Clerk office |
Appraisements |
16 dockets |
Dirt/Mold/Torn/Clean |
County Clerk office |
Debtor Liens |
12 dockets |
Clean |
County Clerk office |
Order fiscal |
31 dockets |
Clean |
County Clerk office |
Report of sales |
7 dockets |
Clean |
County Clerk office |
Record of corporation |
15 dockets |
Mold dirt |
|
Church trustees |
1 docket |
Torn/Mold/Dirt |
|
Classification |
11 dockets |
Clean |
|
Maps |
ON map hanger 22inch by 40 inch high |
In plastic |
|
Delinquent Property Papers |
2 non standard boxes 1ft x 1ft |
Clean |
|
Marriages |
10 banker boxes |
Clean |
|
Plat books |
7 dockets |
Clean |
|
Deed books |
276 dockets |
Dirt/Torn/Mold/Clean |
|
Death Records |
90 document cans |
Clean/Torn |
|
Financing Statements |
18 document cans |
Clean/Torn |
|
Birth Certificates |
87 document cans |
Clean/Torn |
|
Marriage records |
102 document cans |
Clean/Torn |
|
Flood Maps |
5 document cans |
Clean/Torn |
|
Tax Liens |
27document cans |
Clean/Torn |
|
Mechanic Liens |
24 document cans |
Clean/Torn |
|
Abandonment |
4 document cans |
Clean/Torn |
|
Depository |
6 document
cans |
Clean/Torn |
|
Redemption list |
8 document cans |
Clean/Torn |
|
Delinquent land |
32 document cans |
Clean/Torn |
|
Bonds |
11 documents cans |
Clean/Torn |
|
Fiscal and Probate |
22 document cans |
Clean/Torn |
Sheriff office |
Receipts |
1 banker box |
Clean |
Sheriff office |
Exonerations |
1 banker box |
Clean |
Sheriff office |
Tax Tickets |
2 banker boxes |
Clean |
Sheriff office |
Investment Committees |
1 vertical drawer |
Clean |
Sheriff office |
Sales Listing |
1 vertical drawer |
Clean |
Sheriff office |
DMV |
1 vertical drawer |
Clean |
Sheriff office |
License Reports |
2 vertical drawer |
Clean |
Sheriff office |
Real Estates |
1 vertical drawer |
Clean |
Sheriff office |
Sheriff General Records |
1 vertical drawer |
Clean |
Prosecuting Attorney office |
Juvenile |
4 vertical drawers |
Clean |
Prosecuting Attorney office |
Open Felony |
11 vertical drawers |
Clean |
Prosecuting Attorney office |
Closed Felony |
6 vertical drawers |
Clean |
Prosecuting Attorney office |
Misdemeanors Open |
7 vertical drawers |
Clean |
Prosecuting Attorney office |
Closed Misdemeanors |
4 vertical drawers |
Clean |
Prosecuting Attorney office |
Prosecuting Attorney |
3 vertical drawers |
Clean |
Prosecuting Attorney office |
Investigation |
1 vertical drawer |
Clean |
Prosecuting Attorney office |
County Commission |
3 vertical drawers |
Clean |
Prosecuting Attorney office |
HHR |
1 vertical drawer |
Clean |
Prosecuting Attorney office |
Misc. |
32 vertical drawers |
Clean |
Vault- all offices |
Unlabeled |
400 document cans |
Dirt/Torn |
Vault- all offices |
Criminal docket |
33 dockets |
Dirt/Torn |
Vault- all offices |
Assessor Records |
51 banker boxes |
Dirt/Clean |
Vault- all offices |
Misc. |
12 spineless dockets |
Dirt/Clean |
Vault- all offices |
Maps/Revenue/Plans/Appraisals |
5 banker boxes |
Dirt/Clean |
Vault- all offices |
Misc. |
15 1ftx1ft non standard boxes |
Dirt/Clean |
Vault- all offices |
Line judgment |
10 dockets |
Dirt/Clean |
Vault- all offices |
Release Reservation Title |
8 dockets |
Dirt/Clean |
Vault- all offices |
Trust Deeds |
4 dockets |
Dirt/Clean |
Vault- all offices |
Reimbursements |
4 dockets |
Dirt/Clean |
Vault- all offices |
Conditional Sales Index |
3 dockets |
Dirt/Clean |
Vault- all offices |
Transfer |
4 dockets |
Dirt/Clean |
Vault- all offices |
Supplemental order |
4 dockets |
Dirt/Clean |
Vault- all offices |
Land Books |
96 dockets |
Dirt/Clean/Torn |
Vault- all offices |
Personal Property |
2 dockets |
Dirt/Clean |
Vault- all offices |
Court Order |
19 dockets |
Dirt/Clean |
Vault- all offices |
Mechanic Liens |
3 dockets |
Dirt/Clean |
Vault- all offices |
|
2dockets |
Dirt/Clean |
Vault- all offices |
Misc. Dockets |
185 dockets |
Torn/Dirt/Missing spines |
Vault- all offices |
Dog Tags |
6 non standard boxes |
Dirt/Clean |
Vault- all offices |
Assessment Forms |
2 non standard boxes |
Dirt/Clean |
Vault- all offices |
Assessor records |
12 banker boxes |
Dirt/Clean |
Vault- all offices |
Maps |
3ft 2inch high by 3ft 10inch wide |
Vermin/Mold/Water damage |
Vault- all offices |
Tax office |
11 non standard boxes |
Dirt/Clean |
Vault- all offices |
Tax books |
2ft stack of books |
Dirt/Clean |
Vault- all offices |
Sheriff books |
1ft 2inch stack off floor |
Dirt/Clean |
Vault- all offices |
Sheriff books |
5 dockets |
Dirt/Clean |
Vault- all offices |
Circuit Clerk Records |
5 non standard boxes |
Dirt/Clean |
Vault- all offices |
Liens |
3 dockets |
Dirt/Clean |
Vault- all offices |
Taxes |
Non standard boxes |
Dirt/Clean |
Vault- all offices |
Misc. |
|
Dirt/Clean |
Vault- all offices |
Maps |
|
Dirt/Clean |
Vault- all offices |
Stack of volumes |
3ft 5inch high |
Dirt/Clean |
Vault- all offices |
Stack of Pt. Pleasant Registrar |
3ft 3inch high |
Dirt/Clean |
Vault- all offices |
Misc. |
75 banker boxes |
Dirt/Clean |
Vault- all offices |
Maps |
7 non standard boxes uncovered |
Dirt/Clean |
Vault- all offices |
|
2ft 8inch stack books on floor |
Dirt/Clean |
Vault- all offices |
Stacks of books on floor |
2ft 7 inch stack |
Dirt/Clean |
Vault- all offices |
Stacks of books on floor |
5ft stack |
Dirt/Clean |
Vault- all offices |
Stacks of books on floor |
4ft 10inch stack |
Dirt/Clean |
Vault- all offices |
Microfilm |
9 cabinets 1ft wide drawers and 6inch high |
Negative/Vinegar smell |
Vault- all offices |
Trust Deeds/conditional/General Count fund/Deposit
books |
72 document cans |
Dirt/Torn |
Vault- all offices |
Deed books |
91 dockets |
Dirt/Torn/Clean |
Vault- all offices |
Trust deeds |
55 dockets |
Dirt/Torn |
Vault- all offices |
Release |
25 dockets |
Dirt/Torn |
Vault- all offices |
Justice Criminal |
23 dockets |
Dirt/Torn |
Vault- all offices |
Justice Civil |
43 dockets |
Dirt/Torn |
Vault- all offices |
Marriage |
5 lateral drawers |
Dirt/Torn |
Vault- all offices |
Stack of Records |
6ft 2inch high |
Dirt/Torn |
Vault- all offices |
Docket books |
5ft 4inch high |
Dirt/Torn |
Vault- all offices |
Personal Property |
15 dockets |
Dirt/Torn |
Vault- all offices |
Order books |
23 dockets |
Dirt/Torn |
Vault- all offices |
Misc. |
Non standard boxes 1ftx1ft 49 of them |
Dirt/Torn |
Vault- all offices |
Misc. |
18 banker boxes |
Dirt/Torn |
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
No |
|
|
|
|
|
|
Comments
circuit clerk inactive
microfilm- negitive white letters black background-vinegar smell.
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
Answered yes on survey |
7 |
6 |
Answered yes on survey |
5 |
Part time |
n/a |
0 |
3 |
n/a |
0 |
Volunteers |
n/a |
0 |
0 |
n/a |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
On the job |
Annual in-service training by auditor |
None |
None |
Opportunities available |
As provided by state |
None |
WVACO, County clerk training |
None |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
Didn't know |
8 hours |
6 hours |
All day |
8 hours |
Public use |
Didn't know |
Didn't know |
4 hours |
Didn't know |
Didn't know |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Didn't know |
Didn't know |
hour |
All day |
Didn't know |
Public use |
Didn't know |
Didn't know |
hour |
Didn't know |
Didn't know |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
unknown |
unknown |
limited |
NA |
none |
Disposition of originals |
|
|
|
|
|
Discarded |
no |
no |
no |
|
|
Placed in
storage |
yes |
yes |
yes |
|
|
Master copy stored onsite or offsite |
|
NA |
onsite |
|
|
User copies available (record as yes/no) |
|
|
As needed but no reader on site |
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
NA |
unknown |
Didn't know |
NA |
none |
Disposition of originals |
|
|
|
|
|
Discarded |
|
no |
no |
|
|
Placed in
storage |
|
yes |
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
yes |
Onsite |
|
|
User copies available (record as yes/no) |
|
NA |
Yes |
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material digitized |
none |
Only 3 years copied- unknown |
limited |
NA |
none |
Disposition of originals |
|
|
|
|
|
Discarded |
|
no |
no |
|
|
Placed in
storage |
|
Yes |
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
Onsite |
Onsite |
|
|
Backup copies available (record as yes/no) |
|
yes |
yes |
|
|
External |
|
|
|
|
|
Volume of material digitized |
none |
none |
limited |
NA |
none |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
no |
|
|
Master copy stored (onsite or offsite ) |
|
|
yes |
|
|
Backup copies available (record as yes/no) |
|
|
yes |
|
|
Comments
Photocopying |
|
|
|
|
|
Volume of material copied |
unknown |
unknown |
unknown |
unknown |
NA |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
no |
|
|
Placed in
storage |
|
|
yes |
|
|
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) |
n/a |
n/a |
Deed books |
n/a |
n/a |
Software used |
State mainframe |
n/a |
CSSI |
n/a |
n/a |
Name and address of the vendor used |
State tax department |
n/a |
|
n/a |
n/a |
System support used |
|
n/a |
CSSI |
n/a |
n/a |
Name and address of the vendor used |
State tax department |
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 |
Back up copies |
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
the prosecuting attorney claims that he destroys all of his records.
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) |
Yes |
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