1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Back Room R2-active records Basement |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 70 Circuit Clerk 71 County Clerk 70 Sheriff 70 Prosecuting Attorney |
Assessor 70 Circuit Clerk 71 County Clerk 70 Sheriff 70 Prosecuting Attorney |
Assessor-custodian room-NA Assessor- probation office- NA Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 40 Circuit Clerk 36 County Clerk 41 Sheriff 38 Prosecuting Attorney |
Assessor 40 Circuit Clerk NA County Clerk 40 Sheriff 40 Prosecuting Attorney |
Assessor CR- NA Assessor PO- NA Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO- NA Circuit 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 |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO- no Circuit 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 |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR-no Assessor PO-no Circuit Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO-no Circuit Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO-no Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO- no Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney |
Assessor CR-yes Assessor PO- no Circuit 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 |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor CR- NA Assessor PO-NA Circuit Clerk Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR -no Assessor PO- no Circuit 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 |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR-no Assessor PO- no Circuit Clerk Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor CR-yes Assessor-PO-yes Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor CR- no Assessor PO- NA Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor CR-no Assessor PO- NA Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button (record
as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR-no Assessor PO- NA Circuit Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor CR-no Assessor PO-no Circuit Clerk Sheriff Prosecuting Attorney |
Comments:
This courthouse was renovated in 1996, and it
is well lit which provides good access to the records.
The Prosecuting Attorney does not maintain an
office in the courthouse.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office - Main |
Land and Personal Property (1990-2002) |
24 books |
Clean |
Assessors office - Main |
District information |
2 4-drawer legal size cabinets |
Clean |
Assessors office - Main |
Forms, supplements, farm statements, building
permits, dog records, etc. |
4 3-drawer legal size cabinets |
Clean |
Assessors office - Main |
Land and Personal Property Books |
4 8-ft. built-in cabinets |
Clean |
Assessors office - Main |
Land and Personal Property Books, NADA, etc. |
9-ft. shelves |
Clean |
Assessors office - Room 2 |
Review dockets & worksheets |
4 4-drawer legal size cabinets |
Clean |
Assessors office - Room 2 |
Map Cards |
1 18-drawer 5x8 cabinet |
Clean |
Assessors office - Room 2 |
6- to 9-year-old reviews |
4 1.5cf banker boxes |
Clean |
Assessors office - Room 2 |
Maps |
1 5-ft. shelf |
Clean |
Assessor probation office storage |
Maps |
Rolled up on floor 15ft linear approximately |
clean |
Circuit Clerk office - Main |
Cases co-mingled by year |
9 letter-size cabinets, 15 legal-size cabinets |
Clean |
Circuit Clerk office - Main |
Old Chancery, Common Law, Current Orders |
80 large books |
Fair to poor condition |
Circuit Clerk office - Main |
Chancery, Common Law, Fiduciary, miscellaneous |
34 large books |
Clean |
Circuit Clerk office - Main |
Current Records, Criminal, Civil, Juvenile, Mental
Hygiene, Domestic, etc. |
58 small books |
Clean |
Circuit clerk main office |
Misc. records |
Open files approximately 18ft linear x 1ft H |
Clean |
Circuit clerk main office |
Various
records inactive |
App. 30 + document cans |
Clean |
Circuit clerk main office |
Old misc. records |
Dockets stacked on top metal shelf 2ftH x 10ft L |
Torn, surface dirt, poor
condition |
Circuit clerk main office |
Various records |
128 approximately- dockets |
Some missing bindings,
torn, surface dirt |
Circuit clerk room 2 |
Various records |
405-approximately- dockets |
Clean |
Circuit clerk room 2 |
Various records |
Dockets-24 ft linear x 1ft high stacked on top of 3
metal shelves |
Dust |
Circuit clerk room 2 |
Various records |
6d vertical metal |
clean |
Circuit clerk room 2 |
Supplies |
4 cabinets |
clean |
County Clerk office - Main |
Inventory |
41 large books, 13 small books |
Clean |
County Clerk office - Main |
Service Discharge |
5 large books |
Clean |
County Clerk office - Main |
Wills |
8 large books, 7 small books |
Clean |
County Clerk office - Main |
Surveyors |
1 large book, 4 small books |
Clean |
County Clerk office - Main |
Record Book |
3 small books |
Clean |
County Clerk office - Main |
Record of Fee |
3 large books |
Clean |
County Clerk office - Main |
State Road Contract |
1 small book |
Clean |
County Clerk office - Main |
Rights of Way |
1 small book |
Clean |
County Clerk office - Main |
Oil & Gas Lease |
18 large books, 1 small book |
Clean |
County Clerk office - Main |
Vital Statistics |
11 large books, 1 small book |
Clean |
County Clerk office - Main |
Land & Personal Property |
80 large books, 36 printouts |
Clean |
County Clerk office - Main |
Telephone & Power Right of Way |
11 large books, 1 small book |
Clean |
County Clerk office - Main |
Office Bond |
1 large book |
Clean |
County Clerk office - Main |
Miscellaneous Orders |
55 large books |
Old, fair to poor condition |
County Clerk office - Main |
Release |
13 large books, 11 small books |
Clean |
County Clerk office - Main |
Church Trustees |
2 small books |
Clean |
County Clerk office - Main |
Judgment Liens |
5 large books, 3 small books |
Clean |
County Clerk office - Main |
Indices |
35 large books |
Clean |
County Clerk office - Main |
Deeds |
103 large books, 58 small books |
Clean |
County Clerk office - Main |
Deeds of Trust |
24 large books, 66 small books |
Clean |
County Clerk office - Main |
Fiduciary |
5 small books |
Clean |
County Clerk office - Main |
Various Records & Forms |
6 3-drawer legal size cabinets |
Clean |
County Clerk office - Main |
Correspondence |
3-drawer
letter size cabinet |
Clean |
County Clerk office - Basement |
Old Wills, Licenses, Statements, Certificates, etc. |
312 can files |
Clean |
County Clerk office - Basement |
Miscellaneous |
8-drawer legal size cabinets |
Clean |
County Clerk office - Basement |
Old cards |
16-drawer 5x7
cabinet |
Clean |
County Clerk office - Basement |
Old Land & Personal Property |
80 large books |
Clean |
County Clerk office - Basement |
Land & Personal Property |
50 very large books w/paper backs |
Poor condition |
County Clerk office |
Record Fees, Fiduciary, etc. |
50 large books |
Old & worn |
County Clerk office |
Payrolls & Financing Statements |
33 -1cf boxes |
Clean |
County clerk basement |
Personal property |
72-app.-dockets |
Surface dirt, old |
County clerk basement |
Personal property |
Paper records with out covers in stacks app. 10ft
high combined |
Torn, surface dirt,
browning |
County clerk basement |
land |
16 dockets |
Surface dirt |
County clerk basement |
Unknown |
17-app. Manila envelopes stacked on the floor |
clean |
Sheriff's Tax office |
Current Tax Records |
2 4-drawer legal-size cabinets |
Clean |
Sheriff's Tax office |
Land & Personal Property |
95 large books |
Clean |
Sheriff's Tax office |
Waiting audits |
3 1.5cf boxes |
Clean |
Sheriff's Tax office |
Receipts, Statements, Cancelled Checks |
25 1cf boxes |
Clean |
Prosecuting Attorney office |
Current case files |
108 files |
Clean |
Comments:
The storage area in the back of the Probation
Office is used for mapping and storing maps for assessors office.
the assessor
records in the custodians room are stored with chemical cleaners and other
janitorial supplies. water pipes lined the ceiling over records. old library
research books are stored here also. they line the dirty floor 10 ft linear x
11ft h.
sheriff basement
storage is a mess. cards board boxes containing records seems to have been
tossed in a pile. some boxes have broken open and some boxes do not have lids.
sheriff tax
office keeps there active records beside a coffe pot and microwave.
county clerk
basement is very messy. records are in the floor.
circuit clerk
keeps coffee pot beside records also.
The Prosecuting Attorney's records are housed
in his personal office across from the courthouse. Files for 108 current cases are in this
office. Files for the remaining 484 cases
handled during his tenure are stored in his home workshop on Rt. 33.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
4 |
1 |
3 |
|
|
Part time |
1 |
0 |
0 |
|
|
Volunteers |
0 |
0 |
0 |
|
|
1.7.B Records Training |
|
|
|
|
|
Training received |
Basic Assessment Training, annual in service
training, other classes |
None |
in-house as needed |
in-house |
|
Opportunities available |
Tax Dept. in
Charleston, Association Meeting, Annual Assessor's Meeting |
None |
|
|
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
Don't know |
Don't know |
2 hours |
Don't know |
|
Public use |
Don't know |
Don't know |
2 hours |
Don't know |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
Don't know |
Don't know |
None |
Don't know |
|
Public use |
Don't know |
Don't know |
None |
Don't know |
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
|
None |
None |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
No |
|
Placed in
storage |
|
|
|
Yes |
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
|
|
None |
None |
|
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 |
|
|
None |
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 |
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
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 |
QWS3270 |
|
|
AS-400 |
|
Name and address of the vendor used |
Cole Layer Trumble |
|
|
Software Systems |
|
System support used |
WVISC |
|
|
|
|
Name and address of the vendor used |
State Tax Dept., Charleston, WV |
|
|
|
|
Security in place for the storage system |
TMC of Fairmont, WV has been contracted for security
and system maintenance |
|
|
|
|
Security in place for the backup system |
Backup is responsibility of State Tax Dept.,
Charleston, WV |
|
|
Backup stored in safe |
|
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 |
None |
None |
None |
|
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
Yes |
No |
|
Any records management guidelines used for
electronic records (record as yes/no) |
Yes - State Tax Department Guidelines |
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 |