1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Basement Circuit
Clerk Storage Room County
Clerk Storage Room Sheriff
Attic |
Inactive
Records Area B County
Clerk Storage Room |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 72 Circuit Clerk 73 Sheriff 72 Prosecuting Attorney 73.2 |
Assessor 76 Circuit Clerk 73 Sheriff N/A Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor n/a Circuit Clerk 60 Sheriff 58 Prosecuting Attorney 55 |
Assessor 61 Circuit Clerk 54 Sheriff N/A Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk yes Sheriff no Prosecuting Attorney |
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 no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Animals - past
note kind |
Assessor yes snakes pigeons Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes snakes pigeons Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor yes roaches, spiders, caterpillars Circuit Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes same as office Circuit Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Insects - past note kind |
Assessor yes same as before Circuit Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor yes Circuit Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney |
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 yes Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 |
Assessor Circuit Clerk County Clerk no 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 |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff yes fire alarm Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes Sheriff no Prosecuting Attorney |
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 |
Assessor Circuit Clerk County Clerk no 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 |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
|
|
|
Comments:
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
Assessors office |
Real Estate books |
57 dockets |
Clean/Dirt/Torn |
Assessors office |
Maps |
3ft linear |
Clean |
Assessors office |
Misc. |
3 non standard boxes |
Clean |
Assessors basement |
Misc. Not
labeled records |
36 vertical drawers |
Clean |
Assessors basement |
Stacks of paper |
5inches |
Clean |
Assessors basement |
Maps |
2 ft linear |
Torn/Dirt |
Circuit Clerk office |
Domestic Relations |
6 vertical drawers |
Clean |
Circuit Clerk office |
Civil Cases |
3 vertical drawers |
Clean |
Circuit Clerk office |
Criminal |
2 vertical drawers |
Clean |
Circuit Clerk office |
Juvenile |
1 vertical
drawers |
Clean |
Circuit Clerk office |
Mental Hygiene |
1 vertical drawer |
Clean |
Circuit Clerk office |
Domestic Violence |
3 vertical drawers |
Clean |
Circuit Clerk office |
Divorce/Domestic Violence |
8 vertical drawers |
Clean |
Circuit Clerk storage |
Civil cases |
40 vertical cases |
Clean |
Circuit Clerk storage |
Juvenile |
12 vertical drawers |
Clean |
Circuit Clerk storage |
Misc. |
8 vertical drawers |
Clean |
Circuit Clerk storage |
Adoption |
4 vertical drawers |
Clean |
Circuit Clerk storage |
Chancery |
48 document cans |
Clean |
Circuit Clerk storage |
Misc. |
16 vertical drawers |
Clean |
Circuit Clerk storage |
Criminal |
20 vertical drawers |
Clean |
Circuit Clerk storage |
Misdemeanors |
4 vertical drawers |
Clean |
Circuit Clerk storage |
Criminal |
7 vertical drawers |
Clean |
Circuit Clerk storage |
Misc. |
1 vertical drawer |
Clean |
Circuit Clerk storage |
Jury |
3 vertical drawer |
Clean |
Circuit Clerk storage |
Processing Books |
5 dockets |
Clean |
Circuit Clerk storage |
Mental Health/Juvenile/ Adoption/ Guardianship |
File cabinet |
Clean |
|
Deed book |
330 dockets |
Clean/Dirt/Torn |
|
General index |
32 dockets |
Clean |
|
Personal Property |
7 dockets |
Clean |
|
Marriage book |
28 dockets |
Clean |
|
Fiduciary |
23 dockets |
Clean |
|
Appraisements |
35 dockets |
Clean |
|
Will books |
19 dockets |
Clean |
|
Release books |
26 dockets |
Clean |
|
Real Estates |
13 dockets |
Clean |
|
Appraisements |
18 dockets |
Clean |
|
Judgment books |
4 dockets |
Clean |
|
Debtor Finance Statements |
2 dockets |
Clean |
|
Settlement records |
14 dockets |
Clean |
|
Tax Deed |
48 dockets |
Clean |
|
Wills |
39 document cans |
Clean/Torn |
|
Deeds |
39 document cans |
Clean/Torn |
|
Judgment |
75 document cans |
Clean/Torn |
|
Tax Liens |
124 document cans |
Clean/Torn |
|
Marriage License |
24 document cans |
Clean/Torn |
|
Real estate books |
56 dockets |
Clean/Dirt |
|
Discharge Record books |
6 dockets |
Clean |
|
Delinquent land sales |
13 dockets |
Clean |
|
Personal property |
5 dockets |
Clean |
|
Death |
9 dockets |
Clean |
|
Marriage Records |
8 dockets |
Clean |
|
Sheriffs list |
1 docket |
Clean |
|
Maps |
25 maps rolled up |
Torn |
|
Guardian books |
1docket |
Clean/Dirt |
|
Executors bond |
6 dockets |
Clean/Dirt |
|
Fiduciaries |
1 docket |
Clean/Dirt |
|
Notary |
2 dockets |
Clean/Dirt |
|
Committees bonds |
1 docket |
Clean/Dirt |
|
General order |
7 dockets |
Clean/Dirt |
|
Election |
5 dockets |
Clean/Dirt |
|
Company |
1 docket |
Clean/Dirt |
|
Church Trustees |
1 docket |
Clean/Dirt |
|
Reimbursements |
1 docket |
Clean/Dirt |
|
Minutes |
1 docket |
Clean/Dirt |
|
Birth |
10 dockets |
Clean/Dirt |
|
Receipts |
1docket |
Clean/Dirt |
|
Fee Records |
3 dockets |
Clean/Dirt |
|
Misc. |
2 dockets |
Clean/Dirt |
|
Report of state Commissioners |
4 dockets |
Clean/Dirt |
|
Deputy Receipts |
4 dockets |
Clean/Dirt |
|
Entry Books |
2 dockets |
Clean/Dirt |
|
Surveyor |
3 dockets |
Clean/Dirt |
|
Official bonds |
3 dockets |
Clean/Dirt |
|
Administrative bonds |
8 dockets |
Clean/Dirt |
|
Trust deeds |
29 dockets |
Dirt /Torn/Clean |
|
Land books |
11 dockets |
Dirt |
|
Boxes containing various records like trust deeds
naturalization, release dockets |
On wooden shelf 11ft wide and 6ft high |
Clean |
|
Maps |
Maps rolled up in 20 non standard boxes |
Torn |
|
Blueprint books |
2 large dockets |
Clean |
|
Estates |
15 banker boxes |
Clean |
|
Record books |
2 banker boxes |
Clean |
|
Cash disbursements |
5 banker boxes |
Clean |
|
Maps/Blueprints |
Non standard boxes 4ft linear |
Clean |
|
Misc. |
Records non standard boxes on wooden shelf 19 feet
long |
Clean |
Sheriff |
Tax office books |
40 books |
Clean |
|
Misc. records |
1ftx1ft boxes 35 of them |
Clean |
Sheriff |
Personal Property |
4 dockets |
Clean |
Sheriff |
Real Estate |
14 dockets |
Clean |
Sheriff |
Crime Cards |
3inx5inch drawers metal 4 of them |
Clean |
Sheriff |
Criminal |
4 vertical drawers |
Clean |
Sheriff |
Accident Report |
3 vertical drawers |
Clean |
Sheriff Attic |
Misc. |
Approx 5 banker boxes |
Dirt |
Sheriff Attic |
Misc. |
Approx 30 dockets |
Dirt, Stacked in floor |
Sheriff Attic |
Misc. |
Approx 3 ft manila envelops |
Dirt |
Prosecuting Attorney office |
Real Estate |
2 dockets |
Clean |
Prosecuting Attorney office |
Personal Property |
2 dockets |
Clean |
Prosecuting Attorney office |
Juvenile |
6 vertical drawers |
Clean |
Prosecuting Attorney office |
Abuse |
3 vertical drawers |
Clean |
Prosecuting Attorney office |
Felony |
16 vertical drawers |
Clean |
Prosecuting Attorney office |
Non support cases |
2 lateral drawers |
Clean |
Prosecuting Attorney office |
Victim Advocate |
2 lateral drawers |
Clean |
Prosecuting Attorney office |
Misc. |
|
Clean |
Prosecuting Attorney office |
Misc. |
29 loose files in folders |
Clean |
Prosecuting Attorney storage area |
Misc. |
23 1ftx1ft non standard boxes |
Clean |
Prosecuting Attorney storage area |
Misc. |
30 banker box |
Clean |
Comments:
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
|
Sheriff |
Prosecuting
Attorney |
|
No |
No |
No |
No |
No |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
|
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
5 |
Answered yes on survey |
5 |
8 |
Didn't answer |
Part time |
0 |
n/a |
0 |
1 |
n/a |
Volunteers |
0 |
n/a |
0 |
0 |
n/a |
1.7.B Records Training |
|
|
|
|
|
Training received |
|
On the job |
None |
APCO training |
None |
Opportunities available |
Very little |
None |
None |
No reply |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
7 hours |
5 hours |
6 hours |
hour |
7 hours |
Public use |
3-4 hours |
Not daily |
8 hours |
0 |
0 |
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
Staff use |
0 |
hour |
Less than 1 hour |
Didn't know |
Didn't know |
Public use |
0 |
Not daily |
Less than 1 hour |
Didn't know |
Didn't know |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
|
Sheriff |
Prosecuting
Attorney |
Comments: None of the offices did any type of Reformatting of the Records.
1.9 Electronic Records |
Assessor |
Circuit
Clerk |
|
Sheriff |
Prosecuting
Attorney |
Software used |
IAS |
N/A |
N/A |
Excel |
N/A |
Name and address of the vendor used |
WV Net |
N/A |
N/A |
N/A |
N/A |
System support used |
WV Net |
N/A |
N/A |
N/A |
N/A |
Name and address of the vendor used |
Same address |
N/A |
N/A |
N/A |
N/A |
Security in place for the storage system |
State level |
N/A |
N/A |
N/A |
N/A |
Security in place for the backup system |
State level |
N/A |
N/A |
N/A |
N/A |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
None |
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 |
|
Sheriff |
Prosecuting
Attorney |
Name of retention schedules or any other procedures,
including Code references, followed during the last five years |
Yes no name provided |
Yes no name provided |
No |
Yes no name given |
No |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
No |
No none destroyed |
No |
Any records management guidelines used for
electronic records (record as yes/no) |
No |
No |
No |
No |
no |
Comments
1.11 Material
being stored outside the office's jurisdiction |
Assessor |
Circuit
Clerk |
|
Sheriff |
Prosecuting
Attorney |
Lists of records administered by the office, but
held by a local historical or genealogical group, a local library, or |
No |
No |
Their books were microfilmed and sent to |
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: