1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Vault Circuit
Clerk Jail Cell County
Clerk Jail Cell |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 74 Circuit Clerk
72 County Clerk 72 Sheriff 73 Prosecuting Attorney 71 |
Assessor 74 Circuit Clerk
69 County Clerk 69 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 44 Circuit Clerk 49 Sheriff 44 Prosecuting Attorney 50 |
Assessor 44 Circuit Clerk 51 County Clerk 51 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County 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 |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County 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 |
Assessor no Circuit Clerk no County Clerk yes Jail Cell Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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 no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 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 no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Comments:
There was a guard with a metal detector at the entrance of the building. The employees do smoke inside the
building. There are ash trays throughout
the Stairway.
Getting to the Jail was very hard.
The key to the actual jail looks like it was made a really long time ago, and
the employee that let us up there did not have a key to the actual cells where
the records were kept making it hard to get a exact count of records,
There was a security camera right
outside door of the Circuit Clerk
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Business |
16 vertical drawers |
Clean |
Assessors office |
Personal Property |
21 dockets |
Clean |
Assessors office |
Misc. |
4 vertical drawers |
Clean |
Assessors office |
Land Books |
50 dockets |
Clean |
Assessors office |
Harvest District |
6 dockets |
Clean |
Assessors office |
Homestead and Disability |
8 books |
Clean |
Assessors office |
Industrial |
1 lateral drawers |
Clean |
Assessors office |
Misc. |
1 lateral drawer |
Clean |
Assessors office |
Oil/Gas |
1 lateral drawer |
Clean |
Assessors office |
Map Cards |
Two of the rolodex machines. About 6ft linear each |
Clean |
Assessors vault |
Land Books |
60 dockets |
Clean |
Assessors vault |
Maps |
Flat map metal holders 6 ft linear |
Clean |
Circuit Clerk
office |
Domestic Relations Order Book |
64 dockets |
Dirt |
Circuit Clerk
office |
Civil Order Book |
125 dockets |
Dirt |
Circuit Clerk
office |
Criminal Order |
66 dockets |
Dirt |
Circuit Clerk
office |
Juvenile Record |
34 dockets |
Dirt |
Circuit Clerk
office |
Adoption Records |
9 dockets |
Dirt |
Circuit Clerk
office |
Law Order |
38 dockets |
Dirt |
Circuit Clerk
office |
Chancery Order |
42 dockets |
Dirt |
Circuit Clerk
office |
Order Book Sales Lands/School |
7 dockets |
Dirt |
Circuit Clerk
office |
Domestic |
5 banker boxes |
Clean |
Circuit Clerk
office |
Civil |
5 lateral drawers |
Clean |
Circuit Clerk
office |
Juvenile |
1 lateral drawer |
Clean |
Circuit Clerk
office |
Custody |
3 lateral drawers |
Clean |
Circuit Clerk
office |
Index of Law |
3 dockets |
Dirt/Torn |
Circuit Clerk
office |
Mental Hygiene |
9 dockets |
Dirt/Torn |
Circuit Clerk
office |
Financial Statements |
21 document cans |
|
Circuit Clerk
office |
Domestic |
100 vertical drawers |
Clean |
Circuit Clerk
office |
Juvenile |
36 vertical drawers |
Clean |
Circuit Clerk
office |
Criminal |
36 vertical drawers |
Clean |
Circuit Clerk
office |
Adoption |
8 vertical drawers |
Clean |
Circuit Clerk
office |
Mental Health |
5 vertical drawers |
Clean |
Circuit Clerk
office |
Civil |
324 vertical drawers |
Clean |
Circuit Clerk
office |
Misc. |
10 lateral drawers |
Clean |
Circuit Clerk
office |
Various Records Juvenile/Murder/Adoption/ Divorce/Criminal |
18 ft linear of non standard cardboard boxes |
Clean |
County and Circuit Clerk inactive Jail Cell |
Misc. Files |
196 banker boxes |
SEE COMMENTS |
County and Circuit Clerk inactive Jail Cell |
Misc. Books |
20 dockets |
SEE COMMENTS |
County and Circuit Clerk inactive Jail Cell |
Misc. Loose Files |
12 dockets |
SEE COMMENTS |
County Clerk office |
Fee Records |
17 dockets |
Clean/Torn/Dirt |
County Clerk office |
Report Sales |
7 dockets |
Torn/Dirt |
County Clerk office |
Church Trustees |
5 dockets |
Torn/Dirt |
County Clerk office |
Power of Attorney |
7 dockets |
Torn/Dirt |
County Clerk office |
Indemnity Statements |
5 dockets |
Dirt |
County Clerk office |
Reimbursements |
3 dockets |
Dirt |
County Clerk office |
Receipt of Redeeming Delinquent lands |
4 dockets |
Dirt |
County Clerk office |
Correctional Officers |
2 dockets |
Dirt |
County Clerk office |
County Health |
2 dockets |
Dirt |
County Clerk office |
Grantor Index |
68 dockets |
Torn/Dirt/Mold |
County Clerk office |
Surveyors |
2 dockets |
Dirt |
County Clerk office |
Land Books |
164 dockets |
Torn/Dirt/Mold |
County Clerk office |
Release Books |
103 dockets |
Torn/Dirt/Mold |
County Clerk office |
Judgment Dockets |
16 dockets |
Torn/Dirt/Mold |
County Clerk office |
Index of Judgment Dockets |
17 dockets |
Torn/Dirt/Mold |
County Clerk office |
Judgment Liens |
13 dockets |
Torn/Dirt/Mold |
County Clerk office |
Mechanics |
7 dockets |
Dirt |
County Clerk office |
Executions |
2 dockets |
Dirt |
County Clerk office |
Record of Receipts |
22 dockets |
Torn/Dirt/Mold |
County Clerk office |
Federal Tax |
6 dockets |
Dirt |
County Clerk office |
Report Delinquent Lands |
10 dockets |
Dirt |
County Clerk office |
Assignments |
2 dockets |
Dirt |
County Clerk office |
Personal Property |
30 dockets |
Torn/Dirt/Mold |
County Clerk office |
Record Bonds |
98 dockets |
Torn/Dirt/Mold |
County Clerk office |
Trust Deeds |
352 dockets |
Torn/Dirt/Mold |
County Clerk office |
Index Trust
Deeds |
26 dockets |
Torn/Dirt/Mold |
County Clerk office |
Lis Pendens |
3 dockets |
Torn |
County Clerk office |
Misc. |
10 vertical drawers |
Clean |
County Clerk office |
Discharge |
16 dockets |
Torn/Dirt |
County Clerk office |
Certificates of Oath |
8 dockets |
Torn/Dirt |
County Clerk office |
Notary Bond |
5 dockets |
Torn/Dirt |
County Clerk office |
Bond Book |
10 dockets |
Torn/Dirt |
County Clerk office |
Administrative |
16 dockets |
Torn/Dirt |
County Clerk office |
UCCI |
82 document cans |
Clean/Torn |
County Clerk office |
Judgments |
30 document cans |
Clean/Torn |
County Clerk office |
Record of County |
4 dockets |
Dirt |
County Clerk office |
General Election |
5 dockets |
Dirt |
County Clerk office |
Primary Election |
5 dockets |
Dirt |
County Clerk office |
Transfer |
9 dockets |
Dirt |
County Clerk office |
Judge Prosecuting Attorney |
1 vertical drawer |
Clean |
County Clerk office |
Tax department |
1 vertical drawer |
Clean |
County Clerk office |
Duplicate Cards |
1 vertical drawer |
Clean |
County Clerk office |
Election/school |
2 vertical drawer |
Clean |
County Clerk office |
Sheriff Civil |
1 vertical drawer |
Clean |
County Clerk office |
Oaths |
1 vertical drawer |
Clean |
County Clerk office |
Forms |
1 vertical drawer |
Clean |
County Clerk office |
Election records |
24 vertical drawers |
Clean |
County Clerk office |
Maps |
4ftx 1ft 8inch linear |
Uncovered torn |
County Clerk office |
Birth Records |
15 dockets |
Clean/Torn/Dirt/Mold |
County Clerk office |
Financial Statements |
5 dockets |
Clean/Dirt |
County Clerk office |
Records of Fiduciary |
5 dockets |
Clean/Dirt |
County Clerk office |
Commissioner Records |
120 dockets |
Clean/Dirt/Torn |
County Clerk office |
Index of Documents |
10 dockets |
Clean/Dirt |
County Clerk office |
Appraisements |
4 dockets |
Clean |
County Clerk office |
Ballots |
1 Dockets |
Clean |
County Clerk office |
Election |
2 dockets |
Clean |
County Clerk office |
NCOA |
2 dockets |
Clean |
County Clerk office |
Writ of Execution |
3 document cans |
Clean/Torn |
County Clerk office |
Death and Birth |
17 document cans |
Clean/Torn |
County Clerk office |
Releases |
4 document cans |
Clean |
County Clerk office |
Marriages |
21 document cans |
Clean/Torn |
County Clerk office |
Bond Encumbrance |
2 dockets |
Clean/Torn |
County Clerk office |
Guardians Bond |
4 dockets |
Clean |
County Clerk office |
Deed Books |
633 dockets |
Clean/Dirt/Torn/Mold |
County Clerk office |
Power of Attorney |
7 dockets |
Clean |
County Clerk office |
Will Book |
24 dockets |
Clean/Dirt |
County Clerk office |
Vacation Fiduciary Orders |
29 dockets |
Clean/Dirt/torn |
County Clerk office |
Settlements |
36 dockets |
Clean/Dirt/Torn |
County and Circuit Clerk Jail Cell |
Criminal |
63 document cans |
See Comments |
County and Circuit Clerk Jail Cell |
Civil |
204 document cans |
See Comments |
County and Circuit Clerk Jail Cell |
Law Orders |
375 documents cans |
See Comments |
County and Circuit Clerk Jail Cell |
Maps |
20 ft linear |
Uncovered torn |
County and Circuit Clerk Jail Cell |
Juvenile |
24 banker boxes |
See Comments |
County and Circuit Clerk Jail Cell |
Civil |
10 banker boxes |
See Comments |
County and Circuit Clerk Jail Cell |
Misc. |
60 banker boxes, 3ft 5inch wide and 3ft high of
nonstandard cardboard boxes |
See Comments |
County and Circuit Clerk Jail Cell |
Purchase Orders |
10 dockets |
See Comments |
Sheriff office |
Personal Property |
8 dockets |
Clean |
Sheriff office |
Land Books |
36 dockets |
Clean |
Sheriff office |
Condemnations |
4 vertical drawers |
Clean |
Sheriff office |
DMV |
4vertical drawers |
Clean |
Sheriff office |
Misc. |
6 vertical drawers |
Clean |
Sheriff office |
Sheriff Settlements |
9 banker boxes |
Clean |
Sheriff office |
Coal Reverence |
6 dockets |
Clean |
Sheriff office |
Delinquent list |
8 dockets |
Clean |
Sheriff office |
Financial Statements |
3 dockets |
Clean |
Sheriff office |
Batch Posting |
2 dockets |
Clean |
Sheriff office |
Sheriff Receipts |
2 dockets |
Clean |
Sheriff office |
Certificate Letters |
5 lateral drawers |
Clean |
Sheriff office |
General County Fund |
6 dockets |
Clean |
Sheriff office |
DMV |
10 banker boxes |
Clean |
Sheriff office |
Certification
Letters |
20 banker boxes |
Clean |
Prosecuting Attorney office |
SEE COMMENTS |
3 vertical cabinets and 4 drawers each |
|
Comments: There was no access to the jail cells, where
the actual records were so the numbers are a close approxiamtion and the
condtion of the records appeared to be good being in boxes and on beds, some
however were on the floor. All of the
Prosecuting Attorneys files kept in Circuit Clerks office.
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 |
9 |
5 |
6 |
5 |
4 |
Part time |
0 |
0 |
1 |
0 |
4 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
none |
none |
none |
none |
none |
Opportunities available |
State Tax group training |
None |
none |
in house training |
none |
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
6 hours |
5 hours |
daily |
8 hours |
Public use |
8 hours |
4 hours |
5 hours |
didn't know |
none |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
rare |
didn't know |
didn't know |
didn't know |
4 hours a week |
Public use |
no public use |
didn't know |
didn't know |
didn't know |
didn't know |
Comments:
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
Comments: No offices did any type of reformatting
records.
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 |
none |
|
none |
Software used |
I.A.S. |
AS 400 |
none |
IBM |
none |
Name and address of the vendor used |
Out of Charleston |
none |
none |
|
none |
System support used |
|
none |
none |
|
none |
Name and address of the vendor used |
|
password |
none |
|
none |
Security in place for the storage system |
password |
none |
none |
password |
none |
Security in place for the backup system |
|
none |
none |
|
none |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
none |
none |
|
none |
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 |
yes |
no |
no |
no |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
no |
no |
no |
no |
no |
Any records management guidelines used for
electronic records (record as yes/no) |
yes |
no |
no |
no |
no |
Comments:
Some offices did not know what a Retention Schedule was.
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