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 78 office Circuit Clerk - 79 County Clerk- 78 Sheriff 75 office Prosecuting Attorney NA office |
Assessor basement- 76 Circuit Clerk balcony room- 74 County Clerk basement-75 Sheriff basement- Prosecuting Attorney attic-74 |
Basement storage Assessor Circuit Clerk attic-74 Sheriff Prosecuting Attorney |
Humidity (record as
relative humidity) |
Assessor 26 office Circuit Clerk-27 County Clerk- 27 Sheriff 28 office Prosecuting Attorney NA office |
Assessor-76 Circuit Clerk- 29 County Clerk-31 Sheriff Prosecuting Attorney attic-29 |
Assessor Circuit Clerk attic-29 Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk-yes Sheriff Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor 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 no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Animals - alive
note kind |
Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff 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 NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor NA Circuit Clerk no County Clerk no Sheriff yes wasps, ladybugs, mites Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes wasps, ladybugs, mites Prosecuting Attorney NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney NA |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor 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 yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes |
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 Circuit Clerk Sheriff 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 Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes panic Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes panic |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Panic Button
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney yes |
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 Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments:
The Assessor's office has cameras in the
hallways.
the circuit
clelk furnace room contains some prosecuting records also.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessor office - Main |
Personal Property Assessment, Review & Field
Maps |
30 legal size drawers |
Clean |
Assessor office - Main |
Oil & Gas Plats, Farm Application |
9 legal size drawers |
Clean |
Assessor office - Main |
Oil & Gas Production Reports |
16 legal size drawers |
Clean |
Assessor office - Main |
Correspondence |
2 legal size drawers |
Clean |
Assessor office - Main |
West Virginia Auditor's Office Land Book 1920-1935 |
20 reels microfilm |
Clean |
Assessor office - Main |
Deeds & Will Book |
18 drawers microfiche |
Clean |
Assessor office - Main |
Homestead Inactive Cards |
4 drawers |
Clean |
Assessor office - Vault |
Transfers - old to 1920s |
|
Clean |
Assessor office - Vault |
Dog Records - 2 years |
|
Clean |
Assessor office - Vault |
Land Book 1909-1984 |
119 old large books |
Some needing repairs |
Assessor office - Vault |
Land Book 1985-2002 |
43 printouts |
Clean |
Assessor office - Vault |
Personal Property |
8 printouts |
Clean |
Assessor office - Vault |
Plats |
2 very large books |
Need repair |
Circuit Clerk office - Main |
Can Files |
Large number along walls |
Clean |
Circuit Clerk office - Main |
Ledger Books |
28 full size |
Clean |
Circuit Clerk office - Main |
Criminal & Civil |
32 legal size drawers |
Clean |
Circuit Clerk office - Main |
Chancery & Law Case Files |
264 can files |
Clean |
Circuit Clerk office - Main |
Leger |
50 full size books |
Clean |
Circuit Clerk office - Main |
order |
96 half size |
|
Circuit Clerk office - Main |
Adoption & Juvenile |
6 legal locked drawers |
Clean |
Circuit clerk main office |
Index |
10 drawer-8x12x18 deep |
clean |
Circuit Clerk office - Main |
Pending |
12 letter size drawers |
Clean |
Circuit Clerk office - Main |
Adoption |
5 drawers |
Clean |
Circuit Clerk office - Main |
Civil Case Files |
20 letter size drawers |
Clean |
Circuit Clerk office - Main |
Ended Civil Action |
12 legal size drawers |
Clean |
Circuit Clerk office - Main |
Closed Civil |
30 letter size drawers |
Clean |
Circuit Clerk office - Main |
Evidence |
1 metal cabinet |
Clean |
Circuit Clerk office - Main |
Closed Domestic |
15 letter size drawers |
Clean |
Circuit Clerk office - Main |
Criminal Closed |
5 letter size drawers |
Clean |
Circuit Clerk office - Main |
Legal Criminal Closed |
4 legal size drawers |
Clean |
Circuit Clerk office - Furnace Room |
Court Reporter Notes |
12 file
drawers |
Surface dirt |
Circuit Clerk office - Furnace Room |
Family Law |
13 file drawers master tape boxes- 6x8x20 |
Surface dirt |
Circuit Clerk office - Furnace Room |
Reporters Notes |
18 banker's boxes |
Surface dirt |
Circuit Clerk and prosecuting attorney-Furnace Room |
Juvenile probation |
18 boxes |
Surface dirt |
Circuit clerk and prosecuting attorney Furnace room |
Cases |
30 banker boxes |
Surface dirt |
Circuit Clerk office - Court Balcony |
records |
135 banker boxes on the floor |
Paint chips and dirt |
Circuit clerk balcony |
Records |
45 banker boxes |
Paint chips and dirt |
Circuit Clerk office - Court Balcony |
Ledger Books |
10 books |
Paint chips and dirt |
County Clerk office - Main |
Commissioner Order Books |
5 books |
Clean |
County Clerk office - Main |
Precinct Poll |
25 binders |
Clean |
County Clerk office - Main |
Voting Records |
10 file drawers |
Clean |
County Clerk office - Main |
Marriages, Miscellaneous Records |
36 can files |
Clean |
County Clerk office - Main |
Financing Statements, Estate & Appraisement,
Contractors Bonds, Mental Hygiene |
82 can files |
Clean |
County Clerk office - Main |
Fiduciary |
84 can files (duplicated in books) |
Clean |
County Clerk office - Main |
Maps |
10 drawers |
Clean |
County Clerk office - Main |
Hanging Map Files |
17; 132 sheets |
Clean |
County Clerk office - Main |
Transfers |
8 card file drawers |
Clean |
County Clerk office - Main |
Bonds |
12 can files |
Clean |
County Clerk office - Main |
Wills & Redemptions |
12 can files |
Clean |
County Clerk office - Main |
Land Books |
115 ledger books |
Clean |
County Clerk office - Main |
Index |
45 ledgers |
Clean |
County Clerk office - Main |
Estate Case Files |
36 can files (duplicated in books) |
Clean |
County Clerk office - Main |
Miscellaneous Records |
44 ledger books |
Clean |
County Clerk office - Main |
Personal Properties |
40 ledger books |
Clean |
County Clerk office - Main |
Wills, Redemptions |
36 can files (duplicated in books) |
Clean |
County Clerk office - Main |
Deeds |
252 ledger books |
Clean |
County Clerk office - Main |
Births, Marriages, Estate |
59 can files (duplicated in books) |
Clean |
County Clerk office - Main |
Ledger Books |
233 |
Clean |
County Clerk office - Main |
Marriage Records |
20 ledgers |
Clean |
County Clerk office - Main |
Bonds |
6 ledgers |
Clean |
County Clerk office - Main |
Church Trustees |
2 ledgers |
Clean |
County Clerk office - Main |
Miscellaneous |
2 ledgers |
Clean |
County Clerk office - Main |
Alpha Voter Registration |
12 ledgers |
Clean |
County Clerk office - Main |
Support Order Book |
1 |
Clean |
County Clerk office - Main |
County Court Papers, Estate Appraisements, Tax |
88 can files (duplicated in books) |
Clean |
County Clerk office - Main |
Land Books |
49 |
Clean |
County Clerk office - Main |
Release |
58 documents, 40 books |
Clean |
County Clerk office - Main |
Trust |
169 books |
Clean |
County Clerk office - Main |
Deed Index to Financing Statements |
4 |
Clean |
County Clerk office - Main |
Execution |
3 |
Clean |
County Clerk office - Main |
Estate and Trust Deeds |
4 |
Clean |
County Clerk office - Main |
Ledgers |
16 half size |
Clean |
County Clerk office - Main |
Commissioner Order |
27 books, 5 ledgers |
Clean |
County Clerk office - Main |
General Indices |
42 |
Clean |
County Clerk office - Main |
Mechanics Liens |
6 |
Clean |
County Clerk office - Main |
Federal Tax Lien |
2 |
Clean |
County Clerk office - Main |
Will Books |
33 |
Clean |
County Clerk office - Main |
Judgment Liens |
19 |
Clean |
County Clerk office - Main |
Other |
4 |
Clean |
County Clerk office - Main |
Fiduciary Records |
15 ledgers |
Clean |
County Clerk office - Main |
Fiduciary Bonds |
10 |
Clean |
County Clerk office - Main |
Discharge Records |
7 |
Clean |
County Clerk office - Main |
Other |
4 |
Clean |
County Clerk office - Main |
Land Books |
56 |
Clean |
County Clerk office - Main |
Inventory Ledgers |
70 |
Clean |
County Clerk office - Main |
Road Records |
4 |
Clean |
County Clerk office - Main |
Road Orders |
7 |
Clean |
County Clerk office - Main |
Birth Registrations |
8 ledgers |
Clean |
County Clerk office - Main |
Marriage |
1 |
Clean |
County Clerk office - Main |
Miscellaneous |
4 |
Clean |
County Clerk office - Main |
Tax Sales & Redemptions |
8 |
Clean |
County Clerk office - Main |
Miscellaneous |
55 |
Clean |
County Clerk office - Main |
Hanging Aerial Map Unit |
12 |
Clean |
County Clerk office - Main |
Deed Books |
91 drawers |
Clean |
County Clerk office - Main |
Land & Personal Property |
3 units |
Clean |
County Clerk office - Main |
Land Books |
11 |
Clean |
County Clerk office - Main |
Records |
7 can files |
Clean |
County Clerk office - Basement Furnace Room |
Housing Rehabilitation |
1 file cabinet |
dust |
County Clerk office - Basement Furnace Room |
Maps |
1 large box |
dust |
County Clerk office - Basement Furnace Room |
Miscellaneous |
24 banker's boxes |
dust |
County Clerk office - Basement Furnace Room |
Personal Property |
44 books |
dust |
County Clerk office - Basement Furnace Room |
Payroll |
96' |
dust |
County Clerk office - Basement Furnace Room |
Election Materials |
4 shelves |
dust |
County Clerk office - Vault |
Deed Books, Duplicates, Lease Books, Microfilm,
Backup Computer Tape, Miscellaneous Records |
8x8x12x12 height |
Clean |
Sheriff's Tax office - Main |
Daily Reports & Activities |
|
Clean |
Sheriff's Tax office - Main |
Deposits, Statements |
3 boxes |
Clean |
Sheriff's Tax office - Main |
Bank Accounts, Financial Statements |
5 boxes |
Clean |
Sheriff's Tax office - Main |
Tax Receipts, etc. |
12 drawers |
Clean |
Sheriff's Tax office - Main |
Land & Personal Property |
18 books |
Clean |
Prosecuting Attorney office - Main |
Case Files |
10 lateral drawers |
Clean |
Prosecuting Attorney office - Main |
File Drawers |
12 legal size |
Clean |
Prosecuting Attorney office - Main |
Criminal Cases |
300 |
Clean |
Prosecuting Attorney office - Main |
Juvenile |
100 |
Clean |
Prosecuting Attorney office - Main |
County Commissioner |
100 |
Clean |
Prosecuting Attorney office - Main |
Board of Education |
100 |
Clean |
Comments: Circuit Clerk stores records in balcony of
courtroom on the floor behind seats.
These records are stored in boxes, and there is paint peeling and
chipping above the boxes, which should be accredited to a moistur problem
although no moisture was visible on the boxes.
Basement furnace room has ductwork running through the room, and it has
windows heating units, pipes, sewerline (which runs above the records), 2
exterior walls (one with a sign of dampness), and a bathroom. County Clerk keeps the to this room, and
there are wooden shelves in this room.
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 |
|
|
|
|
|
Full time |
4 |
2 |
5 |
3 |
1 |
Part time |
0 |
0 |
1 |
0 |
0 |
Volunteers |
0 |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
Hands-on (in-house)
(state training for all new staff) |
6 days a year spent in training sessions |
N/A |
New employees - in-house; sheriff in-service each
year |
None |
Opportunities available |
State Basic Training |
Training through Supreme Court |
N/A |
State Tax-Sheriff Tax Seminar |
Key Personal Meeting |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
3 |
unknown |
3 hours |
2 |
3 |
Public use |
3 |
unknown |
4 hours |
6 |
0 |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
0 |
2 hours |
hours |
0 |
0 |
Public use |
0 |
3 hours |
hour |
0 |
0 |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
None |
None |
None |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
No (original goes to Circuit Clerk or client) |
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
None |
None |
4 rolls 16mm a year |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
no |
|
|
Placed in
storage |
|
|
Yes |
|
|
Master copy stored onsite or offsite |
|
|
Onsite and iron mountain,
PA facilities |
|
|
User copies available (record as yes/no) |
|
|
No- one reader for staff audit |
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
None |
None |
None |
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 (planning to scan tax maps & daily forms) |
None |
None |
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 |
None |
None |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments
county clerks deeds, deed of trust, marriages, are processed by bankers.
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) |
Real Estate, Personal Property, Correspondence,
Forms |
N/A |
Voting records- CSSI, ACS indexing, keyed
internally, ACS manages-land records only |
Tax Collections, DMV, Sheriff's Accounting |
Court documents (orders, letters, cash customs) |
Software used |
Microsoft XP |
CCMS |
Landmarc |
Software Systems |
WordPerfect 9 |
Name and address of the vendor used |
Microsoft |
N/A |
Landmarc, Syracuse New York |
Morgantown |
|
System support used |
TMC Technologies |
N/A |
Back up daily and weekly |
Software Systems/IBM |
Radio Shack |
Name and address of the vendor used |
Fairmont, WV |
N/A |
N/A |
|
Harrisville |
Security in place for the storage system |
Server locked - installed on wall in Assessor's
office |
Hard drive to disc daily on 3.5 Disc and put in a cabinet in the same office |
N/A |
AS400 stored in Deputy's Office |
Locked in office |
Security in place for the backup system |
Server locked |
N/A |
N/A |
Stored in safe |
On disk/in office |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
Not provided |
N/A |
Per contract with ACS |
Yes |
None |
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 |
Yes (keep records 5 years & destroy after) |
None |
1977 Schedule |
Yes |
No (do not throw away) |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
N/A |
N/A |
No |
N/A |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
N/A |
N/A |
No |
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) |
No |
N/A |
N/A |
No |
No |
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