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 Circuit Clerk 78 office County Clerk main office-76 Sheriff tax- 72 Prosecuting Attorney |
Assessor Circuit Clerk Attic- 77 County Clerk library-76 Sheriff annex-75 Prosecuting Attorney annex-75 |
Assessor Circuit Clerk Dirt Basement-65 Circuit Clerk Annex-75 Sheriff Prosecuting Attorney 5th floor- |
Humidity (record as
relative humidity) |
Assessor Circuit Clerk 32 office County Clerk-34 Sheriff- 38 Prosecuting Attorney |
Assessor Circuit Clerk Attic-34 County Clerk-34 Sheriff-34 Prosecuting Attorney-34 |
Assessor Circuit Clerk Dirt Basement-48 Circuit Clerk
Annex-34 Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk NA County Clerk-no Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk Dirt Basement-no Circuit Clerk Annex NA Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex-no Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk
no County Clerk no Sheriff-no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement -no Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff-no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk no Sheriff-yes Prosecuting Attorney yes |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex yes Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor Circuit Clerk yes Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no Sheriff Prosecuting Attorney |
1.1.E Type of security systems in place |
|
|
|
Guards at entrance to area (record as yes/no) |
Assessor Circuit Clerk yes County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement- no Circuit Clerk Annex-no Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex yes Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor Circuit Clerk yes County Clerk yes Sheriff-yes Prosecuting Attorney |
Assessor Circuit Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex yes Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor Circuit Clerk NA County Clerk NA Sheriff NA Prosecuting Attorney |
Assessor Circuit Clerk NA County Clerk yes Sheriff NA Prosecuting Attorney NA |
Assessor Circuit Clerk Dirt Basement No Circuit Clerk Annex NA Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Dirt Basement no- Circuit Clerk Annex-no Sheriff Prosecuting Attorney |
Comments: It is
necessary to go through security to gain access to the courthouse.
circuit clerk
main offices manages over 4000 records. they had purchased a kompackt movable
filer but the integrity of their fourth floor office could not handle the
weight.
circuit attic
(the penthouse) balcony room over the 5th floor stores inactive records.
circuit dirt
basement is a crawl space approximatley 4ft high between the floor of the
courthouse and the ground. some record boxes are on the ground and some are
covered with plastic. cases are still being retrieved from some of these boxes.
also three bicycles marked as evidence were in this space.
circuit stores
inactive records in courthouse basement annex.
county clerk
stores records in ohio library basement. it is very nice-climate controlled,
secured by locked door. access is only gained by a letter from the county clerk
office. other items belonging to the library are stored here. three cabinets 18
drawers each of microfiche are stored here. they appear to be deeds, land, and
deed of trust, but not for sure.the library was asked for a copy of their
inventory but one could not be found. the staff in the county clerk office was
asked and they didn't know anything about it.
sheriff tax
stores inactive records in the court house annex basement along with circuit
clerk and pa.
assessor stores
records in the court house annex.
No surveys
received from Assessor, prosecuting attorney, or Sheriff's offices.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office |
|
Lextriever Kardex Series 80 |
Clean |
Assessor office |
|
1 5-drawer letter size cabinet |
Clean |
Assessor office |
|
7 4-drawer legal size cabinets |
Clean |
Assessor office |
Transfer cards |
18 5x8 drawers |
Clean |
Assessor office |
Land & Personal Property |
40 books |
Clean |
Circuit Clerk office - Main |
|
8 3-drawer legal size cabinets |
Clean |
Circuit Clerk office - Main |
|
2 4-drawer legal size cabinets |
Clean |
Circuit Clerk office - Main |
|
5 5-drawer legal size cabinets |
Clean |
Circuit Clerk office - Main |
Current Order |
10 small books |
Clean |
Circuit Clerk office - Room 1 |
Order |
58 large books, 260 small books and dockets |
Clean |
Circuit Clerk office - Room 1 |
Cases |
260 1 cu.ft. boxes |
Clean |
Circuit Clerk office - Room 2 |
Cases |
400+ - 1 cu.ft. boxes |
Clean |
Circuit Clerk office - Room 2 |
Orders |
103 small books |
Clean |
Circuit Clerk office - Annex |
Retired Juvenile, Civil, Criminal, Mental Hygiene,
etc. |
275 -1 cu.ft. boxes |
Clean |
Circuit Clerk office - Penthouse |
Retired Cases, Chancery, Common Law, Civil,
Criminal, and court reporter tapes and notes |
400+ - 1 cu.ft. boxes |
Clean |
Circuit Clerk office - Dirt Basement |
|
200+ 1 cu.ft. boxes |
Surface dirt |
County Clerk office - Main |
Deeds of Trust |
781 large books, 384 small books |
Clean |
County Clerk office - Main |
Index |
10 large books, 16 small books |
Clean |
County Clerk office - Main |
Deeds |
164 photocopy |
Clean |
County Clerk office - Main |
Deeds |
351 large books, 222 small books |
Clean |
County Clerk office - Main |
Settlements |
204 large books, 148 small books |
Clean |
County Clerk office - Main |
Land Books |
24 large books, 42 printouts |
Clean |
County Clerk office - Main |
Order Books |
70 large books, 40 small books |
Clean |
County Clerk office - Main |
Appraisement |
118 large books, 105 small books |
Clean |
County Clerk office - Main |
Wills |
57 large books, 49 small books |
Clean |
County Clerk office - Main |
Releases |
154 large books, 88 small books |
Clean |
County Clerk office - Main |
Fiduciary |
47 large books |
Clean |
County Clerk office - Main |
Index Liens |
10 large books |
Clean |
County Clerk office - Main |
Inheritance Tax Release |
17 large books, 13 small books |
Clean |
County Clerk office - Main |
Federal Liens |
8 large books, 4 small books |
Clean |
County Clerk office - Main |
Assignments |
7 large books, 6 small books |
Clean |
County Clerk office - Main |
Judgment Executions |
19 large books, 42 small books |
Clean |
County Clerk office - Main |
Trustees |
2 large books |
Clean |
County Clerk office - Main |
Marriages |
169 large books, 39 small books |
Clean |
County Clerk office - Main |
Deaths |
10 large books, 201 small books |
Clean |
County Clerk office - Main |
Births |
7 large books, 295 small books |
Clean |
County Clerk office - Main |
Indices |
85 large books |
Clean |
County Clerk office - Main |
Plat Books |
5 large books |
Clean |
County Clerk office - Main |
Hanging Plats |
34 large books |
Clean |
County Clerk office - Main |
Fiduciary Settlements, Wills, Vital Certificates,
Licenses, etc. |
726 can files |
Clean |
County Clerk office - Ohio County Library Basement |
Old Land Books, Deeds, Deeds of Trust, Appraisals,
Orders, Releases |
1200+ files |
Clean |
County Clerk office - Ohio County Library Basement |
Old Wills, Settlements, Licenses, Certificates,
Commission Records, etc. |
610 can files |
Clean |
County Clerk office - Ohio County Library Basement |
Microfiche |
64 drawers (3 cabinets, 18 drawers each) |
Clean |
Sheriff's Tax office - Main |
Land and Personal Property |
106 books |
Clean |
Sheriff's Tax office - Main |
Appraisals, Personal Tax, Transfer |
8-drawer lateral cabinets |
Clean |
Sheriff's Tax office - Main |
Appraisals, personal tax, transfer |
12-drawer legal size cabinets |
Clean |
Sheriff's Tax office - Main |
Appraisals, personal tax, transfer |
16-drawer legal |
Clean |
Sheriff tax office- main |
Appraisals, personal tax, transfer |
4d letter size |
clean |
Sheriff's Tax office - Main |
Paid Tax Receipts |
16 banker
boxes |
Clean |
Sheriff's Tax office - basement |
Cancelled Checks, Receipts, Audits |
100+ - 1.5 cu.ft. boxes |
Clean |
Prosecuting Attorney office - Main |
Felony, Misdemeanor files |
7 5-drawer legal size cabinets |
Clean |
Prosecuting Attorney office - Main |
Long, Active and Retired Cases |
1 5-drawer lateral 3' long cabinet |
Clean |
Prosecuting Attorney office - Storage Fifth Floor |
Retired Cases |
80+ -1 cu.ft.
boxes |
Clean |
Prosecuting Attorney office - Storage Fifth Floor |
|
24-drawer legal size cabinets |
Clean |
Prosecuting Attorney office - Storage Annex |
Retired Cases |
25 - 1 cu.ft. boxes |
Clean |
Comments: The majority of the fifth floor of the
Prosecuting Attorney's office is filled with old law books. Offices could use
more storage.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
|
|
|
Comments: All
offices need disaster plans in place.
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
|
8 |
|
|
|
Part time |
|
0 |
|
|
|
Volunteers |
|
1 |
|
|
|
1.7.B Records Training |
|
|
|
|
|
Training received |
|
Minimal |
|
|
|
Opportunities available |
|
Association Meetings |
|
|
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
|
Full day |
|
|
|
Public use |
|
2+ |
|
|
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
|
|
|
|
|
Public use |
|
|
|
|
|
Comments: The all offices need on-going records
management training program established.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
|
None |
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
|
|
|
Placed in
storage |
|
Yes |
|
|
|
Master copy stored onsite or offsite |
|
Onsite |
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
|
None |
|
|
|
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 |
|
None |
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
External |
|
|
|
|
|
Volume of material digitized |
|
None |
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments:
85-year-old volunteer did microfilming for Circuit Clerk's office. once records are microfilmed, they are sent to storage wherever it is available. There is a lack of storage space and a lack of space for additional employees in the Circuit Clerk's office.
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 |
|
|
|
Software used |
|
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
System support used |
|
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
Security in place for the storage system |
|
|
|
|
|
Security in place for the backup system |
|
|
|
|
|
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 |
|
|
|
|
|
Documentation processes to show what records have been
destroyed in the past five years (record as yes/no) |
|
Yes |
|
|
|
Any records management guidelines used for
electronic records (record as yes/no) |
|
No |
|
|
|
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 |
|
|
|
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
|
|
|
|
|
Transfer documentation for these records (record
as yes/no) |
|
|
|
|
|