1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Circuit
Clerk Storage Room All others
storage area in attic |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 82 Circuit Clerk 85 County Clerk 79 Sheriff 86 Prosecuting Attorney 85 |
Assessor 88 Circuit Clerk 85 County Clerk 88 Sheriff 88 Prosecuting Attorney 88 |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 41 Circuit Clerk 35 County Clerk 41 Sheriff 41 Prosecuting Attorney 40 |
Assessor 45 Circuit Clerk 38 County Clerk 45 Sheriff 45 Prosecuting Attorney 45 |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor 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 no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk yes (high) County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes (higher) County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
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 no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk yes 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 |
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 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 no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor Circuit 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 no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor's office |
Personal property |
4 legal drawers |
Clean |
Assessor's office |
Legal correspondence |
2 legal drawers |
Clean |
Assessor's office |
Miscellaneous papers |
1 4-drawer letter file cabinet |
Clean |
Assessor's office |
Dog information and supplies |
1 6-foot cabinet |
Clean |
Assessor's office |
Land records |
6 shelves:5 boxes each shelf holding 5x8 cards |
Clean |
Assessor's office |
Land and personal property (printouts) |
15 volumes |
Clean |
Assessor's office |
Books of Plats |
4 volumes |
Clean |
Assessor's storage:attic |
Old records |
75 to 100 boxes |
Clean |
Circuit Clerk's office |
Decrees, judgments, juvenile, etc. |
160 can files |
Clean |
Circuit Clerk's office |
Case files |
22 4-drawer legal (box on steel) file cabinet |
Clean |
Circuit Clerk's office |
Case files |
11-4drawer legal (metal) |
Clean |
Circuit Clerk's office |
Case files |
5 4-drawer letter |
Clean |
Circuit Clerk's office |
Order, juvenile, criminal, civil, domestic, mental
hygiene, etc. |
48 large, 53 small volumes |
Clean |
Circuit Clerk's storage |
Old court orders, cases, etc. |
236 Can Files |
Clean |
Circuit Clerk's storage |
Large chancery, common law, dockets, etc. |
50 volumes |
Clean |
Circuit Clerk's storage |
Dead files |
20 boxes (1.5 cubic feet each) |
Clean |
Circuit Clerk's storage |
Miscellaneous records |
15 boxes (1 cubic foot each) |
Clean |
Circuit Clerk's storage |
|
1 4-drawer legal file cabinet |
Clean |
County Clerk's vault |
Supplies |
3 4-drawer legal file cabinet |
Clean |
County Clerk's vault |
Precinct Books |
3 boxes of microfiche |
Clean |
County Clerk's vault |
Deed books |
75 volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Deeds |
122 large, 158 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Deeds of Trust |
76 large, 132 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Tax Liens |
3 large, 4 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Indices |
3 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Land & Personal Property |
140 large volumes, 12 printouts |
Clean |
County Clerk's Records Rooms 1 & 2 |
Plat Books |
12 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Fiduciary |
31 large, 2 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Wills |
21 large, 13 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Release Liens |
19 large, 42 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Bond, Oaths, Elections |
32 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Marriages |
13 large, 1 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Deaths |
7 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Births |
6 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Service Discharges |
10 large volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Delinquent Land Sales |
6 large, 1 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
County Commission |
23 large, 10 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Transfer of Title |
1 large, 8 small volumes |
Clean |
County Clerk's Records Rooms 1 & 2 |
Estate records |
7 4-drawer legal file cabinets |
Clean |
County Clerk's Records Rooms 1 & 2 |
Cards |
1 20-drawer 5x8 |
Clean |
County Clerk's Records Rooms 1 & 2 |
Financial records |
4 boxes (1.5 cubic feet each) |
Clean |
County Clerk's Records Rooms 1 & 2 |
Check |
4 boxes (check size) |
Clean |
County Clerk's Records Rooms 1 & 2 |
Deeds, certificates, licenses, settlements, vitals,
fiduciary |
445 can files |
Clean |
County Clerk attic storage |
Land books (old) |
|
Clean |
Prosecuting Attorney office |
Current files |
1 four foot long 4-drawer legal file cabinet |
Clean |
Prosecuting Attorney office |
Ended files |
1 four foot long 4-drawer legal file cabinet |
Clean |
Prosecuting Attorney attic storage |
Ended case files |
75 boxes |
Clean |
Sheriff's tax office main |
Tax records |
1 4-drawer legal file cabinet |
Clean |
Sheriff's tax office main |
Correspondence |
1 4-drawer letter file cabinet |
Clean |
Sheriff's tax office main |
Loose leaf notebooks w/daily reports |
45 volumes |
Clean |
Sheriff's tax office main |
Land and personal property (1 year only) |
4 volumes |
Clean |
Sheriff's office attic storage |
Tax receipts, settlements, and other records |
|
Clean |
Comments
County Clerk's office has
numerous old books and boxes; clerk would not try to estimate. Surveyor could see that many of the books
were old Land Books. Sheriff's Tax
office has numerous boxes of old records in attic:no estimate on amount. Assessor has storage of inactive records also
in attic, but it was impossible to get an accurate count. The Assessor did estimate that there were
approximately 75 to 100 nonstandard boxes stored in the attic for his office.
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
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 |
N/A |
N/A |
N/A |
N/A |
N/A |
Full time |
N/A |
N/A |
N/A |
N/A |
N/A |
Part time |
N/A |
N/A |
N/A |
N/A |
N/A |
Volunteers |
N/A |
N/A |
N/A |
N/A |
N/A |
1.7.B Records Training |
N/A |
N/A |
N/A |
N/A |
N/A |
Training received |
N/A |
In house |
In house |
N/A |
N/A |
Opportunities available |
N/A |
Assoc. meetings |
|
N/A |
N/A |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
N/A |
5.0 |
7.5 |
N/A |
N/A |
Public use |
N/A |
0.5 |
7.5 |
N/A |
N/A |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
N/A |
0 |
4 hours |
N/A |
N/A |
Public use |
N/A |
0 |
4 hours |
N/A |
N/A |
Comments
Under Circuit Clerk and
County Clerk, surveyor indicated there were full time and part time employees
but no number was given.
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
N/A |
Less than 100 pages |
Imaging system installed 2001 |
n/a |
n/a |
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
No |
|
|
Placed in
storage |
|
Yes |
No |
|
|
Microfilming |
|
|
|
|
|
Internal |
N/A |
|
|
N/A |
N/A |
Volume of material microfilmed |
|
None |
None |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
|
|
|
Placed in
storage |
|
Yes |
|
|
|
Master copy stored onsite or offsite |
|
Onsite |
|
|
|
User copies available (record as yes/no) |
|
Yes |
|
|
|
External |
N/A |
|
|
N/A |
N/A |
Volume of material microfilmed |
|
None |
|
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
|
|
|
Placed in
storage |
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
|
Onsite |
|
|
|
User copies available (record as yes/no) |
|
Yes |
|
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
N/A |
|
|
N/A |
N/A |
Volume of material digitized |
|
None |
None |
|
|
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
|
|
Backup copies available (record as yes/no) |
|
|
Yes |
|
|
External |
N/A |
N/A |
|
N/A |
N/A |
Volume of material digitized |
|
|
|
N/A |
N/A |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
No |
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
|
|
Backup copies available (record as yes/no) |
|
|
Yes |
|
|
Comments
County Clerk showed three
boxes of old microfiche:they were stored in the wall cabinet in the vault
supply room. They appeared in good
shape. She said they were the first
deeds of the county. She said she
thought three more boxes were in the Sheriff's vault. I could not locate them. The name and address of vendor used is Better
Business System, 112 Roane St., Charleston, WV
25302. There is not written plan
for data migration for imaged material to prevent loss. This County did receive a new imaging system
in 2001, but no information on that system was given to the surveyor.
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) |
N/A |
|
None |
N/A |
N/A |
Software used |
N/A |
CCMS |
N/A |
N/A |
N/A |
Name and address of the vendor used |
N/A |
Charleston, WV 25333-3042 |
N/A |
N/A |
N/A |
System support used |
N/A |
CC<S |
N/A |
N/A |
N/A |
Name and address of the vendor used |
N/A |
PO Box 3042 Charleston, WV 25333-3042 |
N/A |
N/A |
N/A |
Security in place for the storage system |
N/A |
Daily "backup" tapes |
N/A |
N/A |
N/A |
Security in place for the backup system |
N/A |
Week ending "back-up" tape is stored "offsite" |
N/A |
N/A |
N/A |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
|
N/A |
N/A |
N/A |
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 |
Yes |
No |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
No |
No |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
Yes |
No |
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 |
Comments