1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor
76.1 Circuit Clerk
70.7 County Clerk
77.2 Sheriff
71.2 Prosecuting Attorney
69.0 |
Assessor Circuit Clerk
61.3 County Clerk
78.6 Sheriff (Jail)
68.6 Prosecuting Attorney Closet 73.2 |
Assessor Circuit Clerk
71.4 Sheriff Prosecuting Attorney
Jail 63.7 F |
Humidity (record as
relative humidity) |
Assessor
53 Circuit Clerk
63 County Clerk
61 Sheriff 41 Prosecuting Attorney 48 |
Assessor Circuit Clerk
60 County Clerk
50 Sheriff 37 Prosecuting Attorney 51 |
Assessor Circuit Clerk
53 Sheriff
55 Prosecuting Attorney 55 |
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
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor
no Circuit Clerk
yes County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor
no Circuit Clerk
yes County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor
yes Circuit Clerk
yes (back) County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor
no Circuit Clerk
yes(mice) County Clerk
no Sheriff
yes(mice) Prosecuting Attorney no |
Assessor
no Circuit Clerk
yes (bats, mice) County Clerk
no Sheriff
yes(mice) Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes(mice) |
Animals - past
note kind |
Assessor
no Circuit Clerk
yes(mice) County Clerk
yes(mice) Sheriff no Prosecuting Attorney no |
Assessor
no Circuit Clerk
(bats, mice) County Clerk
no Sheriff
yes(mice) Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor
yes (ants) Circuit Clerk
yes (fly) County Clerk
yes (bee) Sheriff
yes (fly, bee) Prosecuting Attorney no |
Assessor
yes (ants) Circuit Clerk
no County Clerk
yes (fly, bee) Sheriff
yes (fly, bee) Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor
yes (ants) Circuit Clerk
yes (fly, bee) County Clerk
no Sheriff
yes (fly, bee) Prosecuting Attorney |
Assessor
yes (ants) Circuit Clerk
no County Clerk
no Sheriff
yes (fly, bee) Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor
yes Circuit Clerk
yes County Clerk
yes Sheriff
yes Prosecuting Attorney yes |
Assessor
yes Circuit Clerk
yes County Clerk
yes Sheriff
no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(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
no Prosecuting Attorney yes |
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 no Prosecuting Attorney no |
Assessor Circuit Clerk County 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 no |
Assessor
no Circuit Clerk
yes County Clerk
yes Sheriff
yes Prosecuting Attorney
yes Jail |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes |
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 no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor
no Circuit Clerk
yes County Clerk
yes Sheriff
yes Prosecuting Attorney yes |
Assessor
no Circuit Clerk
yes County Clerk
yes Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Guards |
Assessor
no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor
no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
|
|
|
|
|
|
|
Comments all
offices are in need of storage space.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Circuit Clerk Office |
Civil |
44 dockets |
Clean |
Circuit clerk office Circuit clerk Circuit clerk |
Civil Order Books Vs. cases. Records |
105 dockets 20 banker boxes 84d vertical |
Clean Clean clean |
Circuit clerk office |
Criminal Juvenile Law, Chancery Civil Cases
to Defendants |
Index dockets |
clean |
Separate Room (connected) Circuit clerk separate room |
Juvenile Delinquents Abuse and
Neglect, Runaway State Vs. |
100d vertical metal 22 banker boxes |
Clean clean |
Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk storage Circuit clerk jail cell Circuit
storage area |
Criminal Dockets Chancery
Order Books Law Order Witness
Dockets Civil Order
Books Cash Book Jury
Commissioners Petit and Grand Jury Record Book Chancery
files New
Indictments, Indictments Just Ended Bonds/Transcripts/ Executions/ Inquest Papers Old Court Election
Information Political
Petition Ended Indictments Justices
Transcripts State Cases Law file Clerks Reports Jurors Council
Vouchers CAO Billing Civil Closed
Chancery Chancery Records Records Guardian Fortified lands Chancery order Criminal Records rarely dealt with |
55 docket 23 docket 25 docket 27 docket 25 docket 1 docket 1 docket 1 docket 165 document cans dockets sheets 130 document cans 9 banker boxes 140 banker boxes 33 banker boxes ? # of dockets app. 25 banker boxes 10d vertical metal 1 docket 1 docket 5 dockets 8d lateral metal 4fthx42inW 8d vertical metal |
Poor, Damaged Spines Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean |
Assessor Active(counter) Assessor active |
Personal
Property Land |
7 dockets 24 dockets |
Clean clean |
Assessor inactive Assessor inactive Assessor inactive Assessor inactive Assessor inactive Assessor inactive Assessor inactive Assessor inactive Assessor inactive |
Land Book Personal
Property Real Estate
and Personal Property(stored in folders) Assessments Dog tag 1994- 1998 Real estate Land Personal property Personal property |
66 dockets 20 dockets 9 books 24d vertical metal non standard card board boxes on wooden shelf 51x59 9 books 44 dockets 10 dockets 32inW wooden shelf |
Poor Clean Clean Clean Clean Clean Clean Clean Clean |
Prosecuting Attorney Storage (Janitor Room) |
Juvenile Closed
Current Old Criminal Abuse and
Neglect Criminal |
10-vertical metal 12d vertical metal |
clean |
Prosecuting attorney- jail storage |
Criminal Juvenile
Files |
Banker boxes Banker boxes |
Clean Clean |
County Clerk Vital Stats and Voters Registration
Room |
Voters
Registration Original
Birth Certificates Voters Reg. Register of death Births Deaths 1890-1905 marriage |
14x65- lateral cabinets 35x72- metal cabinet 15x39-metal cabinet 10 dockets 17 dockets 1 docket 2 dockets |
Clean Clean Clean Clean Clean Clean Clean |
County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office County clerk office |
Trust Deed
Dockets Land Docket Inventories
and Settlements Release of
Liens Election
Records Federal Tax Bond Books Lease Books Order Books. Map Marriage
Indexes Register of
Deaths Index and
Register of Births Lis Pendons Execution
Dockets Release of
Liens Report of
Sales Under Trust Deeds Assignment
Books Power of
Attorney Deputy Civil
Service Board Judgment
Liens Map Books State and
Federal tax Lien Miscellaneous
Church
Trusties Hanging Maps Deed Dockets Grantee Index
to Deeds Appraisements and Sale Bills Order Book of
Personal Reports Will Book List of
Fiduciaries Misc. records Various records Discharge Various records Misc. records Unknown Personal property Fiduciaries and settlements Appraisements Personal property |
294 dockets 141 docket 16 docket 54 dockets 14 dockets 3 docket 9 docket 67 docket 31 docket 49 x 35 42 docket 14 docket 20 docket 2 docket 3 docket 25 docket 38 docket 6 docket 19 dockets 14 dockets 2 dockets 21 dockets 7 docket 16 docket 10 docket 3 docket 150 hanging maps 400 dockets 20 dockets 47 dockets 14 dockets 28 dockets 19 dockets 84 document cans 3 non standard card board boxes 11 dockets 5 binders 6 lateral drawers approximately 20+ lying on top cabinets 10 dockets lying on metal shelves 12ft linear 39 dockets 33 dockets 10 dockets |
1-12 are old with surface dirt clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean Clean Clean Clean Clean Clean Clean Clean Clean |
Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff storage room Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff main office Sheriff law jail cell storage Sheriff law jail cell storage Sheriff tax jail cell storage |
Accident Reports Warrant
Folders Domestic
Violence Incident
Reports Dailies Gun Permits Out of Area
Reports Intakes Records Records Gun permits Active warrant file Receipts Logs Cards Open files Various records Reports Log book Duties Duty log Gun permits Records Land dockets Personal property Records Receipts, records, logs |
Vertical metal files Vertical metal file Vertical metal files Vertical metal file Vertical metal file Vertical metal files Vertical metal files Vertical metal files 8d vertical files 2 metal safes- 1-4ft: 1-3ftH 2d vertical metal 1d vertical metal 2 non standard card board
boxes 8 binders 6 - 3x5x24- metal drawers 2- plastic containers 6d lateral 4 banker boxes 2 banker boxes 2 banker boxes 3 banker boxes approximately-5 banker
boxes approximately- 60 banker
boxes ? # of dockets ? # of dockets app. 15 banker boxes app. 7ft stack of books |
Clean Clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean clean surface dirt surface dirt clean surface dirt |
comments
in assessor storage room water pipes run along
the ceiling over the records.
county clerk has
additional storage space in the annex building.
sheriff stores
inactive records in the jail house annex.
prosecutting
attorney stores records in the jail house annex. a janitors closet is used to
store records.
all offices need
more space.
Disaster Plan Disaster Plan Disaster Plan Disaster Plan Disaster Plan |
Assessor
no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor
no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments
P1, P2, P3, P4, P5, P6, P7, P8, P9,
P10, P11, P12, P13, P14
1.7 Staffing |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
9 |
5 |
7 |
24 law / 4 tax |
6 |
Part time |
9 |
none |
none |
none |
2 |
Volunteers |
none |
none |
none |
none |
none |
1.7.B Records Training |
|
|
|
|
|
Training received |
in-house |
in-house |
none |
none |
none |
Opportunities available |
not aware of any |
association meetings |
County Circuit Clerk |
none |
attorney seminars |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hrs. |
don't know |
6 hrs. |
8 hrs. |
8 hrs. |
Public use |
8 hrs. |
don't know |
don't know |
none |
none |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
seldom |
|
Staff use |
don't know |
don't know |
little |
seldom if at all |
2 hrs. |
Public use |
don't know |
don't know |
|
|
none |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
Keep 5 yr original |
N/A |
20,000 |
N/A |
90,000-100,000 |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
Yes(most sent back to clients) |
Yes |
Yes |
Microfilming |
|
|
Yes(but not for the last 5 yrs.) |
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored onsite or offsite |
|
|
Onsite |
|
|
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 |
|
|
|
|
|
Volume of material digitized |
|
|
35,000 sheets |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
|
|
Backup copies available (record as yes/no) |
|
|
no |
|
|
External |
|
|
|
|
|
Volume of material digitized |
|
|
|
|
|
Disposition of originals |
|
|
35,000 |
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored (onsite or offsite ) |
|
|
no |
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Migration |
|
|
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) |
TMC |
Software Computer |
Access |
Crisnet(sp.) |
none |
Software used |
|
Windows |
Access, Manalta(sp.) |
Microsoft |
|
Name and address of the vendor used |
Lan, Administrator, Fairmont |
Butch Evans, Charleston |
Charleston, VA. |
Jim Schwagger, Summersville |
|
System support used |
|
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
Security in place for the storage system |
|
password |
none |
Password locked office |
|
Security in place for the backup system |
State |
password |
none |
Password |
|
Procedural rules used for creation, storage, reformatting,
and retirement of electronic records |
|
nightly backup |
|
|
|
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 |
not provided |
not provided |
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) |
no |
no |
yes |
yes |
yes |
1.11 Off Jurisdiction |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
no |
no |
no |
no |
no |
Comments