1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Storage
Rooms |
Inactive
Records Area B |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 75 Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor 68 Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
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 n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
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 n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk not for records County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments: The County Clerk's, Sheriff's Tax and
Prosecuting Attorney's offices did not complete the survey.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office - Main |
Map Cards |
Kard-Vever with 8 shelves with 6 boxes 5x8 |
Clean |
Assessors office - Main |
Land Books |
105 large books, 162 small books, 44 computer
printouts |
Clean |
Assessors office - Main |
Maps |
2 9-drawer cabinets |
Clean |
Assessors office - Main |
File Cabinets |
12 2-drawer letter size, 2 4-drawer letter size, 3
4-drawer legal size |
Clean |
Assessors office - Main |
Transfer Cards |
20 drawers |
Clean |
Assessors office - Main |
Property Records |
5 3x3x18 lateral cabinets |
Clean |
Assessors office - Appraiser's Room |
File Cabinets |
6 5-drawer letter size, 2 2-drawer legal size |
Clean |
Assessors office - Appraiser's Room |
Maps & Plats |
9 drawers |
Clean |
Assessors office - Storage Room 1 |
Miscellaneous Records |
4 5-drawer letter size cabinets |
Clean |
Assessors office - Dungeon |
Various Forms |
4 metal cabinets |
Clean |
Assessors office - Dungeon |
File Cabinets |
1 4-drawer legal size, 3 4-drawer letter size |
Clean |
Assessors office - Dungeon |
Maps |
1 cabinet |
Clean |
Assessors office - Dungeon |
Personal Property Records, Cards, Dog Books |
52 1.5cf boxes |
Clean |
Circuit Clerk office - Main |
Current & Retired Cases |
6 Kardex Vertical Filers, 7 shelves each
(approximately 1000 files) |
Clean |
Circuit Clerk office - Main |
Old Files |
100 files |
Clean |
Circuit Clerk office - Main |
Confidential Records |
5 drawers letter size, locked |
Clean |
Circuit Clerk office - Main |
Court Cassette Tapes |
3 1cf boxes, 4 envelope boxes, 69 double-sided trays |
Clean |
Circuit Clerk office - Main |
Order Books |
92 small books |
Clean |
Circuit Clerk office - Main |
Old Orders, etc. |
33 large books |
Clean |
Circuit Clerk office - Storage in Appraiser's Office |
Retired Files |
10 4-drawer legal size, 1 4-drawer letter size
cabinets |
Clean |
Circuit Clerk office - Storage in Appraiser's Office |
Books |
26 large, 23 small |
Clean |
Circuit Clerk office - Storage in Appraiser's Office |
Retired Case Files |
30 1cf boxes |
Clean |
Circuit Clerk office - Storage in County Commission
Room |
Retired Files |
2 4-drawer letter size, 2 4-drawer legal size
cabinets |
Clean |
Circuit Clerk office - Storage in County Commission
Room |
Retired Cases |
43 1.5cf boxes |
Clean |
Circuit Clerk office - Storage in WVU Extension
Office |
Very Old Records |
428 can files |
Clean |
Circuit Clerk office - Storage in WVU Extension
Office |
Retired Cases |
4 4-drawer letter size |
Clean |
Circuit Clerk office - Storage in WVU Extension
Office |
Old Chancery, Common Law, etc. |
115 large books |
Clean |
Circuit Clerk office - Storage in WVU Extension
Office |
Retired Cases |
4 1cf boxes |
Clean |
County Clerk office - Main |
Deeds |
415 large books, 179 small books, 7 reduced books |
Clean |
County Clerk office - Main |
Deeds of Trust |
157 small books |
Clean |
County Clerk office - Main |
Births (begin 1869) |
9 large books |
Clean |
County Clerk office - Main |
Births Index |
4 large books |
Clean |
County Clerk office - Main |
Deaths |
4 large books |
Clean |
County Clerk office - Main |
Deaths Index |
3 large books |
Clean |
County Clerk office - Main |
Marriages |
5 large books |
Clean |
County Clerk office - Main |
Marriage Index |
2 large books |
Clean |
County Clerk office - Main |
Wills |
25 large books, 26 small books |
Clean |
County Clerk office - Main |
Wills Index |
4 large books |
Clean |
County Clerk office - Main |
Discharges |
19 large books, 2 small books |
Clean |
County Clerk office - Main |
Index |
1 large book |
Clean |
County Clerk office - Main |
Fiduciary |
66 large books, 52 small books |
Clean |
County Clerk office - Main |
Land & Personal Property |
55 printouts |
Clean |
County Clerk office - Main |
Indices Deeds, Deeds of Trust, Release |
39 large books, 10 small books |
Clean |
County Clerk office - Main |
Oaths, Trustees, Power of Attorney |
22 large books, 18 small books |
Clean |
County Clerk office - Downstairs Active and Storage |
Marriage |
25 large books |
Clean |
County Clerk office - Downstairs Active and Storage |
Contract Bonds |
16 large books, 13 small books |
Clean |
County Clerk office - Downstairs Active and Storage |
Lunacy |
13 large books |
Clean |
County Clerk office - Downstairs Active and Storage |
Law Order |
39 large books |
Clean |
County Clerk office - Downstairs Active and Storage |
Deed |
24 large books |
Clean |
County Clerk office - Downstairs Active and Storage |
Release |
59 large books, 22 small books |
Clean |
County Clerk office - Downstairs Active and Storage |
Deeds of Trust |
177 large books, 21 small books |
Clean |
County Clerk office - Downstairs Active and Storage |
Land Books |
240 large books |
(some old, poor condition) |
County Clerk office - Downstairs Active and Storage |
Time Sheets & Payrolls |
20 1cf boxes, 10 1.5cf boxes |
Clean |
County Clerk office - Downstairs Active and Storage |
Receipts, Statements, Tax Liens, etc. |
34 1.5cf boxes |
Clean |
County Clerk office - Downstairs Active and Storage |
Loose Forms & Records |
4 2-door metal cabinets 3'x6.5'x18" |
Clean |
County Clerk office - Downstairs Active and Storage |
Plats |
2 cabinets |
Clean |
County Clerk office - Downstairs Active and Storage |
Maps |
2 hanging map cabinets with 307 maps |
Clean |
County Clerk office - Downstairs Active and Storage |
Road Construction Blueprints Books |
16 hanging books |
Clean |
Sheriff's Tax office - Main |
File Cabinets |
4 4-drawer legal size, 7 5-drawer legal size, 2
5-drawer card size |
Clean |
Sheriff's Tax office - Main |
Lateral Cabinets |
2 4-drawer |
Clean |
Sheriff's Tax office - Main |
Land & Personal Property (1998-2002) |
25 books |
Clean |
Sheriff's Tax office - Storage |
Recently Purged Records |
2 1cf boxes |
Clean |
Prosecuting Attorney office - Vault |
Active Cases & 3 Years Retired Cases |
15 legal size file cabinets |
Clean |
WVU Extension Building |
Land & Personal Property |
18 books |
Clean |
WVU Extension Building |
Invoices, Receipts, Reports |
42 1.5cf boxes |
Clean |
WVU Extension Building |
Boxes |
60+ 1cf |
Clean |
WVU Extension Building |
File Cabinets |
3 4-drawer legal size cabinets |
Clean |
Comments: It
was impossible to determine which items in the WVU Extension Building belonged
to which office. The County is currently
renting approximately 12,228 square feet of space for records storage. The surveyor was not informed of this storage
space during the visit.
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, P27, P28, P29, P30, P31, P32, P33, P34, P35, P36, P37, P38
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
No |
No |
N/A |
N/A |
N/A |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
12 |
5 |
N/A |
N/A |
N/A |
Part time |
1 |
0 |
N/A |
N/A |
N/A |
Volunteers |
0 |
0 |
N/A |
N/A |
N/A |
1.7.B Records Training |
|
|
N/A |
N/A |
N/A |
Training received |
Basic assessment training, special Tax Department
training daily in-house |
Manuals, memos, word of mouth |
N/A |
N/A |
N/A |
Opportunities available |
Association Meetings, Tax Department training school |
Circuit Clerk Annual Training, special training as
offered by the Supreme Court |
N/A |
N/A |
N/A |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
N/A |
N/A |
N/A |
Staff use |
7 hours |
All |
N/A |
N/A |
N/A |
Public use |
7 hours |
All |
N/A |
N/A |
N/A |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
N/A |
N/A |
N/A |
Staff use |
7 hours |
All |
N/A |
N/A |
N/A |
Public use |
7 hours |
All |
N/A |
N/A |
N/A |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
None |
|
N/A |
N/A |
N/A |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
None |
None |
N/A |
N/A |
N/A |
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 |
N/A |
N/A |
N/A |
N/A |
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 |
N/A |
N/A |
N/A |
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 |
N/A |
None |
N/A |
N/A |
N/A |
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) |
Wvisc.state.wv.us |
Supreme Court system |
N/A |
N/A |
N/A |
Software used |
Microsoft Word, Excel, AutoCAD |
CCMS/Software Computer Group |
N/A |
N/A |
N/A |
Name and address of the vendor used |
N/A |
N/A |
N/A |
N/A |
N/A |
System support used |
N/A |
N/A |
N/A |
N/A |
N/A |
Name and address of the vendor used |
N/A |
N/A |
N/A |
N/A |
N/A |
Security in place for the storage system |
N/A |
N/A |
N/A |
N/A |
N/A |
Security in place for the backup system |
N/A |
N/A |
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 |
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 (records retention schedule as adapted by the
Supreme Court) |
N/A |
N/A |
N/A |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
N/A |
N/A |
N/A |
Any records management guidelines used for
electronic records (record as yes/no) |
Yes |
N/A |
N/A |
N/A |
N/A |
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) |
Yes |
No |
N/A |
N/A |
N/A |
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Transfer documentation for these records (record
as yes/no) |
N/A |
N/A |
N/A |
N/A |
N/A |
Comments