1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 76.8 Circuit Clerk 80 County Clerk 72 Sheriff 76.8 Prosecuting Attorney 72 |
Assessor vault-shared with county clerk Circuit Clerk basement- 72 County Clerk vault room upstairs R1-77/ vault
downstairs-NA Sheriff
vault-74.8 Prosecuting Attorney |
Assessor
jail- 76 Circuit clerk jail- 76 County clerk jail- 76 Sheriff jail- 76 Prosecuting attorney-76 |
Humidity (record as % relative humidity) |
Assessor 40 Circuit Clerk 34 County Clerk 34 Sheriff 44 Prosecuting Attorney 42 |
Assessor Circuit Clerk -42 County Clerk
R1-45/ R2-NA Sheriff 40 Prosecuting Attorney |
All-53 |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk-R1-no/ R2-no County Clerk yes Sheriff no Prosecuting Attorney |
yes |
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 Circuit Clerk no County Clerk R1-no/ R2-no Sheriff no Prosecuting Attorney |
no |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
no |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk R1-no/ R2-no County Clerk no Sheriff no Prosecuting Attorney |
no |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no-R1 R2 County Clerk no Sheriff no Prosecuting Attorney |
no |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no-R1 R2 County Clerk no Sheriff no Prosecuting Attorney |
no |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
no |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff yes various kinds Prosecuting Attorney |
no |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
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 Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
no |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
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 Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
no |
Locked or limited access to areas with records
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes-R1 R2 Sheriff yes Prosecuting Attorney |
yes |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no- R2 R1 Sheriff no Prosecuting Attorney |
no |
Secured doors/windows (record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk
yes- R1 R2 Sheriff yes Prosecuting Attorney |
yes |
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
no |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney |
no |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Map cards property appraisals |
Machine containing map cards 70 inch wide machine |
Clean |
Assessors office |
Map cards/ Personal Property |
Another map card machine with Personal Property
Machine 91 inches wide |
Clean |
Assessors office |
Personal property/Affidavits/ Redemptions |
16 vertical drawers |
Clean |
Assessors office |
Personal Property taxes |
Wooden cabinets4drawers |
Clean |
Assessors office |
Personal Property 2002 Supplemental Ticket 2001 DMV books1999 |
18 wooden file cabinets |
Clean |
Assessors office |
Real Estate Transfer |
4ft 2inch high and 1ftand 8inch wide metal cabinet 2
of them |
Clean |
Assessors office |
DMV folders for2 years |
Wooden shelf 2ft 6inch wide 76 inch high |
Clean |
Assessors office |
Land books |
132 dockets |
Clean/Dirt |
Assessors office |
Personal Property |
31 dockets |
Clean |
Assessors office |
DMV books |
22 wooden shelves |
Clean |
Assessors office |
Redemption to state homestead disability center
appraisals |
4 vertical drawers |
Clean |
Assessors office |
Comm. Property |
24 vertical drawers |
Clean |
Assessors office |
Personal Property |
4 vertical drawers |
Clean |
Assessors office |
Maps |
64inch wide and 3ft high |
Clean |
Assessors office |
Map books |
4 dockets |
Clean |
Assessors office |
Regular Taxes 2002 |
7 books |
Clean |
Assessors office |
Regular Taxes 2001 |
7 books |
Clean |
Assessors office |
Real Estate Alpha book |
1 docket |
Clean |
Assessors office |
Taxes/affidavits/ Court orders |
38 document cans |
Clean |
Assessors office |
Blue tax folder books |
7 books |
Clean |
Assessors office |
2001Assessments (exonerations, dog tags, tax
tickets) |
56 vertical drawers |
Clean |
Assessor inactive-vault |
Map cards |
14d lateral files |
Clean |
Assessor inactive-vault |
Assessments |
9- non standard cardboard boxes |
Clean |
Assessor-jail |
Assessment records |
Approximately-270 dockets stacked on floor lining
jail cell |
Surface dirt |
Assessor-jail |
Assessment records |
Approximately-60 dockets stacked everywhere |
Surface dirt, some missing
spines and torn edges |
Assessor jail |
Assessment records |
10 non standard boxes |
Clean |
Assessor-jail |
Land |
20- dockets |
Clean |
Assessor-jail |
Personal property |
9-dockets |
clean |
Assessor-jail |
Tax certified |
2- non standard |
Clean |
Assessor-jail |
Maps |
1 non standard cardboard box |
Clean |
Assessor-jail |
Records |
6 non standard |
Clean |
Circuit Clerk office/vault |
Civil Cases |
10 vertical drawers |
Clean |
Circuit Clerk office/vault |
Criminal |
2 dockets |
Clean |
Circuit Clerk office/vault |
Computer index legers |
13 dockets |
Clean |
Circuit Clerk office/vault |
Misc. |
22 vertical drawers |
Clean |
Circuit Clerk office/vault |
Guardianship |
5 vertical drawer |
Clean |
Circuit Clerk office/vault |
Mental Hygiene |
3 vertical drawers |
Clean |
Circuit Clerk office/vault |
Index civil cases |
8 dockets |
Clean |
Circuit Clerk office/vault |
Civil Actions |
4 dockets |
Clean |
Circuit Clerk office/vault |
Civil Appeals |
3 vertical drawer |
Clean |
Circuit Clerk office/vault |
Adoptions |
1 vertical drawer |
Clean |
Circuit Clerk office/vault |
Guardianship |
1 docket |
Clean |
Circuit Clerk office/vault |
Domestic Violence |
7 vertical drawers |
Clean |
Circuit Clerk office/vault |
Civil orders |
11 dockets |
Clean |
Circuit Clerk office/vault |
Criminal |
16 vertical drawers |
Clean |
Circuit Clerk office/vault |
Jury |
1 docket |
Clean |
Circuit Clerk office |
Civil |
280 - vertical drawers |
Clean |
Circuit Clerk office |
Domestic |
76 vertical drawers |
Clean |
Circuit Clerk office |
Criminal |
32 vertical drawers |
Clean |
Circuit Clerk office |
Juvenile |
28 vertical drawers |
Clean |
Circuit Clerk office |
Juvenile |
72 document cans |
Clean |
Circuit Clerk office |
Criminal and civil |
696 document cans |
Clean |
Circuit Clerk office |
Mental Hygiene |
15 dockets |
Clean |
Circuit Clerk office |
Reciprocal Dependency |
9 dockets |
Clean |
Circuit Clerk office |
Civil order books |
234- dockets |
Clean/Dirt/Torn |
Circuit Clerk office |
Order books |
12 dockets |
Clean |
Circuit Clerk office |
Domestic violence |
4 dockets |
Clean |
Circuit Clerk office |
Misc. dockets |
10 dockets |
Dirt/Torn |
Circuit Clerk office |
Criminal |
2 dockets |
Dirt |
Circuit Clerk office |
Order books |
42 row
shelves |
Clean |
Circuit Clerk office |
Order books |
28 row
shelves |
Clean |
Basement-circuit |
Civil files |
212 vertical drawers |
Clean |
Basement-circuit |
Criminal files |
72 vertical drawers |
Clean |
Basement-circuit |
Adoption |
12 vertical drawers |
Clean |
Basement-circuit |
Domestic |
16 vertical drawers |
Clean |
Basement-circuit |
Closed Domestic violence |
1ft linear of non standard boxes |
Clean |
Basement- circuit |
Criminal |
? # of boxes on wooden shelves |
Clean |
Basement- circuit |
Civil |
Exhibits on wooden shelves |
clean |
Circuit clerk-jail |
Criminal |
Approximately- 42 dockets |
Surface dirt |
Circuit clerk-jail |
Chancery |
? # dockets |
Old surface dirt missing
spine torn edges |
Circuit clerk-jail |
Various records |
Unable to get in cell to count large banker,
dockets, non standard boxes |
Surface dirt |
County clerk office |
Deed books |
559 dockets |
Clean/Torn/Dirt |
County clerk office |
Release books |
114 dockets |
Clean |
County clerk office |
Fiduciary orders |
46 dockets |
Clean |
County clerk office |
Grantee index to deeds |
33 dockets |
Clean |
County clerk office |
Grantor to index trust deeds |
26 dockets |
Red rot |
County clerk office |
Road Records |
2 dockets |
Clean |
County clerk office |
Oil and Gas |
6 dockets |
Clean |
County clerk office |
Assignment |
13 dockets |
Clean |
County clerk office |
Public Service lien docket |
1 docket |
Clean |
County clerk office |
Defendant |
12 docket |
Clean |
County clerk office |
Trustees report sales |
6 dockets |
Clean |
County clerk office |
Service charge lien dockets |
7 dockets |
Clean |
County clerk office |
Trust Deeds |
384 dockets |
Clean |
County clerk /vault-R2 |
Personal Property |
16 dockets |
Clean |
County clerk -R2 vault |
Order book fiduciary |
12 dockets |
Clean |
County clerk vault-R2 |
List of Heirs records of Fiduciaries |
14 dockets |
Clean |
County clerk office/vault-R2 |
Sale of Appraisements |
193 dockets |
Clean |
County clerk office/vault-R2 |
Oaths of office |
4 dockets |
Clean |
County clerk office/vault-R2 |
Minute book |
21 dockets |
Clean |
County clerk office/vault-R2 |
Release deed and book |
151 dockets |
Clean |
County clerk and Assessor vault-R1 |
Exonerations |
6 wooden shelves 3ft each |
Clean |
County clerk and Assessor vault-R1 |
Settlements |
56 wooden shelves 3ft each |
Clean |
County clerk and Assessor vault-R1 |
Contract bonds |
6 wooden shelves 3ft each |
Clean |
County clerk and Assessor vault-R1 |
Highway records |
6 wooden shelves 3fteach |
Clean |
County clerk and Assessor vault-R1 |
Marriage License/financing Statements/Bonds |
88 document cans |
Clean |
County clerk and Assessor vault-R1 |
Maps |
12d cabinets |
Clean |
County clerk and Assessor vault-R1 |
Wills |
8d vertical metal |
Clean |
County clerk and Assessor vault-R1 |
Maps |
5-hanging maps |
Clean |
County clerk and Assessor vault-R1 |
Receipts mail request |
3- banker boxes |
Clean |
County clerk and Assessor vault-R1 |
Receipts |
55- books |
Clean |
County clerk and Assessor vault-R1 |
Deed books |
Micro film |
clean |
County clerk and Assessor vault-R1 |
Misc. |
72-Document cans |
clean |
County clerk and Assessor vault-R1 |
Plat maps |
18 metal drawers 4ft high and 1ft 8inches wide |
Clean |
County clerk and Assessor vault-R1 |
Delinquent Real Estate |
10 dockets |
Clean |
County clerk and Assessor vault-R1 |
Birthrights and Birth certificates |
12 vertical drawers |
Clean |
County clerk and Assessor vault-R1 |
Land books |
60 dockets |
Clean |
County clerk and Assessor vault-R1 |
Personal Property |
6 dockets |
Clean |
County clerk and Assessor vault-R1 |
Will books |
75 dockets |
Clean |
County clerk and Assessor vault-R1 |
Debtor index financing statements |
13 dockets |
Clean |
County clerk and Assessor vault-R1 |
Judgment line |
52 dockets |
Clean |
County clerk and Assessor vault-R1 |
Release bond |
180 dockets |
Clean |
County clerk and Assessor vault-R1 |
Appraisements |
89 document cans |
Clean/Torn |
County clerk and Assessor vault-R1 |
Settlements |
92 document cans |
Clean/Torn |
County clerk and Assessor vault-R1 |
Bonds |
78 document cans |
Clean/Torn |
County clerk and Assessor vault-R1 |
Oaths |
86 document cans |
Clean/Torn |
County clerk and Assessor vault-R1 |
Heirs |
32 document cans |
Clean/Torn |
County clerk and Assessor vault-R1 |
Financing Statements |
72 document cans |
Clean/Torn |
County clerk and assessor vault-R1 |
Tax Statements |
23document cans |
Clean |
County- jail |
Records |
Approximately- 130 banker boxes |
Clean |
County-jail |
Records |
23- non standard boxes |
Clean |
County- jail |
Records |
Approximately- 40 dockets |
clean |
Sheriff office-main |
Land books |
5 dockets |
Clean |
Sheriff office-main |
Personal Property tax books |
6 dockets |
Clean |
Sheriff office-main |
Delinquent tax |
Stack of open files on shelf |
Clean |
Sheriff office |
Misc. |
21 dockets |
Clean |
Sheriff office |
Land |
20 dockets |
Clean |
Sheriff office |
Personal property districts |
9 dockets |
Clean |
Sheriff office |
Daily collection tickets |
3 metal cabinets- 3ft 7inches high X 1ft 8inch wide
-1 cabinet 4ft high X 1ft 7inch |
Clean |
Sheriff office |
Daily reports |
7 metal shelves 4ft 1inch high X 1ft 7inch wide |
Clean |
Sheriff office |
Committee Checks |
12 metal drawers 2ft 5inch wide X 2ft high |
Clean |
Sheriff office |
DMV |
3 non standard |
Clean |
Sheriff office |
Records |
Manila folder in stacks on wooden shelves 74ftL |
Clean |
Sheriff office |
Cases |
20d vertical metal |
clean |
Sheriff office |
Lean holders/ DMV/ Tax info |
12 vertical drawers |
Clean |
Prosecuting attorney- |
Investigation/Civil/Criminal |
13 metal cabinets |
Clean |
Prosecuting Attorney office |
Tapes and hearings |
12 non standard boxes |
Clean |
Prosecuting Attorney office |
Murder cases |
4 banker boxes |
Clean |
Prosecuting Attorney office |
Cases |
32 vertical drawers |
Clean |
Prosecuting Attorney office |
Criminal files |
70 vertical drawers |
Clean |
Prosecuting Attorney |
DNA |
20 plastic binders |
Clean |
Prosecuting Attorney |
Audit reports |
? # banker |
clean |
Prosecuting attorney |
|
|
|
Comments
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,
P29
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
Yes |
Yes |
Yes |
Yes |
Yes |
Part time |
No |
Yes |
No |
No |
Yes |
Volunteers |
No |
No |
No |
No |
No |
1.7.B Records Training |
|
|
|
|
|
Training received |
In house |
None |
Classes, in house training |
In house and tax meetings twice a year |
Once a year training, in house trainings |
Opportunities available |
None |
None |
Annual meetings |
None |
Association Meetings |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
2 hours |
Didn't know |
2 hours |
Didn't know |
hour |
Public use |
2 hours |
Didn't know |
2 hours |
Didn't know |
hour |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Rare |
Didn't know |
Didn't know |
Didn't know |
Rare |
Public use |
Rare |
Didn't know |
Didn't know |
Didn't know |
Rare |
Comments
sheriff needs more storage. some records are
being stored in the memorial building.
sheriff tax is
located in the judicial annex.
the circuit
clerk, county clerk and sheriff store records in memorial building.
a large area of
the jail contained county and circuit clerk records. several cells contained
large banker boxes in stacks on the floor and cell beds. dockets were stacked
on cell beds also. a cell block contained piles of records that covered the
floor and you could not even step inside it was a mess. the records were not
able to be counted properly in these cells.
all active
offices were very clean and neat. all officals use upstairs old jail for
records storge. the hallways of this jail are lined with dockets from various offices
that strectch from the floor to the ceiling. they are in need of space.
approximately 13,639 dockets line the hall ways in stacks.
county clerk has
no enviromental control over vault storage area 1. county clerk basement
records are stored with evidence. some records are stored at the memorial
building.
the assessor
uses a coffee pot beside records. assessor jail storage was a mess.
we had limtied access to jail cell space for all offices. no one had keys to record storage areas
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
unknown |
unknown |
unknown |
unknown |
unknown |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
Yes |
Yes |
Placed in
storage |
Yes |
|
Yes |
Yes |
Yes |
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 |
|
|
|
|
|
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 |
yes |
none |
none |
none |
none |
Volume of material digitized |
Maps |
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
Yes |
|
|
|
|
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
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) |
Land administration |
|
|
Taxes |
|
Software used |
WV NET state tax dept. |
|
CCMS |
Compatible |
Windows |
Name and address of the vendor used |
|
|
State |
Unisys system |
|
System support used |
WV Net |
|
No |
IBM Com |
|
Name and address of the vendor used |
Software systems |
|
No |
Unisys |
|
Security in place for the storage system |
Passwords |
|
Passwords |
Password |
|
Security in place for the backup system |
|
|
Passwords |
Password |
|
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 |
No |
No |
No |
Yes |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
Yes |
Yes |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
No |
Yes |
No |
Yes |
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:
sheriff have some records OFFSITE in a MEMORIAL building however the address and name of building was not supplied