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 Circuit Clerk 74 County Clerk 78 Sheriff 77 Prosecuting Attorney 85 |
Assessor Circuit Clerk 76 County Clerk 78 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk 81 County Clerk 85 Sheriff Prosecuting Attorney |
Humidity (record as
relative humidity) |
Assessor 29 Circuit Clerk 30 County Clerk 34 Sheriff 32 Prosecuting Attorney 26 |
Assessor Circuit Clerk 30 County Clerk 33 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk 28 County Clerk 31 Sheriff Prosecuting Attorney |
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
1.1.C Pollutants and other hazards to records |
|
|
|
Mold - active
(record as yes/no) |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor yes (1 corner) Circuit Clerk no County Clerk yes (use dehumidifier) Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes (use dehumidifier) Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney |
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Insects - alive
note kind |
Assessor yes (ants) Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Insects - past note kind |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
1.1.D Fire suppression and detection systems |
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk Sheriff yes Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County 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 Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk no Sheriff no 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 |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Panic Button (record
as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Key card access
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
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 |
Circuit Clerk Main Office |
Letters |
35 drawers |
Clean |
Circuit Clerk Main Office |
Books |
13 small volumes |
Clean |
Circuit Clerk Main Office |
Index |
6 large, 2 small volumes |
Clean |
Circuit Clerk Main File |
Case files |
34 x 5 letter file drawers |
Clean |
Circuit Clerk Main File |
Case files, order file, |
24 x 3 letter file drawers |
Clean |
Circuit Clerk Main File |
Case Files |
10 x 4 letter file drawers |
Clean |
Circuit Clerk Main File |
Ended law |
25 drawer legal |
Clean |
Circuit Clerk Main File |
Domestic |
20 small volumes |
Clean |
Circuit Clerk Main File |
Administration |
1 large, 1 small volumes |
Clean |
Circuit Clerk Main File |
Miscellaneous |
16 small volumes |
Clean |
Circuit Clerk Main File |
Civil Order |
43 small volumes |
Clean |
Circuit Clerk Main File |
Index |
2 large volumes |
Clean |
Circuit Clerk Main File |
Civil Dockets |
13 large volumes |
Clean |
Circuit Clerk Main File |
Record of Fee & Other Misc. |
45 large volumes |
Clean |
Circuit Clerk Main File |
Chancery |
16 x 3 |
Clean |
Circuit Clerk Main File |
Chancery Index |
2 large volumes |
Clean |
Circuit Clerk Main File |
Chancery index |
7 3x5x81/2 boxes |
Clean |
Circuit Clerk Main File |
Law Order |
33 large volumes |
Clean |
Circuit Clerk Main File |
Law Order Index |
2 large volumes |
Clean |
Circuit Clerk Main File |
Criminal order |
39 small volumes |
Clean |
Circuit Clerk Main File |
Criminal dockets |
3 large volumes |
Clean |
Circuit Clerk Main File |
Land sales |
4 large volumes |
Clean |
Circuit Clerk Little Room |
Juvenile & adopt |
10 legal; 25 letter drawers |
Clean |
Circuit Clerk Little Room |
Juvenile |
5 large, 31 small volumes |
Clean |
Circuit Clerk Little Room |
Adopt. |
2 large, 2 small volumes |
Clean |
Circuit Clerk Little Room |
Mtt |
3 large, 2 small volumes |
Clean |
County Clerk Room #1 |
Land Books |
130 large, 65 small volumes (comp. PO), 4
(2001-2002) |
Clean |
County Clerk Room #1 |
Wills |
10 large, 29 small volumes, 1 large index |
Clean |
County Clerk Room #1 |
Delinquent Land Sales |
2 large volumes |
Clean |
County Clerk Room #1 |
Misc. (old book) |
55 volumes |
Clean |
County Clerk Room #1 |
Fiduciary |
17 large, 6 small volumes |
Clean |
County Clerk Room #1 |
Oaths |
2 large, 13 small volumes |
Clean |
County Clerk Room #1 |
Appraisement & Sales |
23 large (A-V), 4 small (W-Z), 45 small volumes |
Clean |
County Clerk Room #1 |
Settlement of estates |
22 large, 30 small volumes |
Clean |
County Clerk Room #1 |
Assignment |
6 large, 36 small volumes |
Clean |
County Clerk Room #1 |
Oil & Gas |
43 large, 36 small volumes |
Clean |
County Clerk Room #1 |
Oil & Gas Indices |
6 large, 4 small volumes |
Clean |
County Clerk Room #1 |
Power of Attorney |
2 large, 11 small volumes |
Clean |
County Clerk Room #1 |
Articles of Incorp. |
3 large, 16 small volumes |
Clean |
County Clerk Room #1 |
Miscellaneous Book |
3 large, 5 small volumes |
Clean |
County Clerk Room #1 |
Sales listing |
10 small volumes |
Clean |
County Clerk Room #1 |
Land Book Transfer |
4 volumes |
Clean |
County Clerk Room #1 |
Trustees |
2 large, 2 small volumes |
Clean |
County Clerk Room #1 |
Financing Statements |
2 small volumes |
Clean |
County Clerk Room #2 |
Deeds |
26 large (A-Z), 1-50 large, 51-182 (?), 4 large, 251
small volumes |
Clean |
County Clerk Room #2 |
Deeds index |
36 large volumes |
Clean |
County Clerk Room #2 |
D/T |
108 large; 267 small volumes |
Clean |
County Clerk Room #2 |
D/T index |
7 large |
Clean |
County Clerk Room #2 |
Judgment docket lien |
18 small volumes |
Clean |
County Clerk Room #2 |
Federal Tax lien |
4 small volumes |
Clean |
County Clerk Room #2 |
Execution |
1 large, 1 small volumes |
Clean |
County Clerk Room #2 |
Les Penes |
1 small volume |
Clean |
County Clerk Room #2 |
Release |
56 large, 78 small volumes |
Clean |
County Clerk Room #2 |
Release Index |
5 large volumes |
Clean |
County Clerk Room #2 |
Mechanics Lien |
6 small volumes |
Clean |
County Clerk Room #2 |
All Indexes |
58 printouts |
Clean |
County Clerk Room #2 |
Cans |
12 + 14 + 30 |
Clean |
County Clerk Room #2 |
Plat-Cabinet #1 |
100 Plats |
Clean |
County Clerk Room #2 |
Plat-Cabinet #2 |
101-300 |
Clean |
County Clerk Room #2 |
Plat-Cabinet #3 |
30 |
Clean |
County Clerk Across Hall |
Marriage |
40 large, 4 small volumes |
Clean |
County Clerk Across Hall |
Deaths |
6 large; 3 small volumes |
Clean |
County Clerk Across Hall |
Out of county deaths |
1 small volume |
Clean |
County Clerk Across Hall |
Births |
10 large, 2 small volumes |
Clean |
County Clerk Across Hall |
Road book |
4 large volumes |
Clean |
County Clerk Across Hall |
Discharges |
2 large, 9 small volumes; 1 small index |
Clean |
County Clerk Across Hall |
Binder of Marriage Certificates |
32 |
Clean |
County Clerk Across Hall |
Index of old vitals |
30 drawers, 3x5 index |
Clean |
Prosecuting Attorney |
Closed magistrate, abuse & neg. |
24 legal drawers |
Clean |
Prosecuting Attorney |
Closed Juveniles |
8 legal |
Clean |
Prosecuting Attorney |
Criminal |
44 Legal |
Clean |
Prosecuting Attorney |
Bound over |
4 drawers |
Fire proof |
Prosecuting Attorney |
Closed misc. |
4 drawers |
Clean |
Prosecuting Attorney |
Abuse neg. |
3 drawers |
Clean |
Prosecuting Attorney |
Jury |
3 drawers |
Clean |
Prosecuting Attorney |
Op program |
2 drawers |
Clean |
Prosecuting Attorney |
|
2 lateral drawers (36x11x18) |
Clean |
Sheriff's tax office |
Misc. |
8 small drawers (confidential); 2 legal drawers |
Clean |
Sheriff's tax office |
Bank auto, checkbook |
6 drawers |
Fire proof |
Sheriff's tax office |
Bank stuff |
3 legal drawers |
Fire proof |
Sheriff's tax office |
Misc. |
8 drawers (letter) |
Clean |
Sheriff's tax office |
Distribution Report |
6" high space |
Clean |
Sheriff's tax office |
Misc. |
5 cubic feet |
Clean |
Sheriff's tax office |
Misc. |
3 drawers (letter) |
Clean |
Sheriff's tax office |
Correspondence, receipts, writs |
17 legal drawers |
Clean |
Sheriff's tax office |
Fire fees |
4 drawer (letter) |
Clean |
Sheriff's tax office |
Staff use |
12 drawers |
Clean |
Sheriff's tax office |
Transfer-lien holders |
Bookcase:6 shelf (42x36x12) |
Clean |
Sheriff's tax office |
Lien, Releases, Transfers |
1 Bookcase shelf (90x76x12) |
Clean |
Sheriff's tax office |
Land Record (97-2000), land sale |
1 bookcase shelf (72x76x16) |
Clean |
Sheriff's tax office |
|
6 boxes (7x9x11) |
Clean |
Sheriff's tax office |
Old records (to 1981 delinquent) |
1 cubic foot |
Clean |
Sheriff's tax office |
|
3 small, 10 large, 7 check |
Clean |
Sheriff's tax office |
DAW (1999-2002) |
50 volumes |
Clean |
Sheriff's tax office |
Card |
4 large, 1 small drawers |
Clean |
Sheriff's tax office |
Backup & money - daily collection |
Large safe |
Clean |
Sheriff's Law File Room |
Warrants, Accident Report |
23 letter drawers |
Clean |
Sheriff's Law File Room |
Old Incident, Protective Order, Activity Logs,
Transport, Cover Sheets, Buyer/Seller Reports |
8 card drawers |
Clean |
Sheriff's Law File Room |
Arrest Cards, mug shots |
10 card drawers |
Clean |
Sheriff's Law File Room |
Warrant, incident, domestic violence, credit card,
backup & monthly |
On Computer |
Clean |
Storage - Jail |
|
20 large, 16 small boxes |
Clean |
Storage - Basement |
|
50 large boxes |
Clean |
Assessor office |
Misc. |
9 legal, 17 letter file drawers |
Clean |
Assessor office |
Map & Plats |
15 drawers, 6 (3x5x18) |
Clean |
Assessor office |
L&PP |
65 PO - 8 very large |
Clean |
Assessor office |
Individual assessment records (5 years) |
|
Clean |
Assessor office |
Transfer ship - 1940-2002 |
|
Clean |
Storage-basement old courthouse |
Old record books |
75 boxes (1.5 cubic feet each) |
Clean |
Storage-tax cell |
Tax runs |
24 cubic feet |
Clean |
Storage PA cell |
Misc. |
35 boxes (1.5 cubic feet each) |
Clean |
Storage PA cell |
Misc. |
38 boxes |
Clean |
Old Evidence Room |
Dog Receipts |
57 boxes (1.5 cubic feet each) |
Clean |
Comments
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
N/A |
No |
No |
No |
Yes |
Comments
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
N/A |
5 |
4 |
5 |
4 |
Part time |
N/A |
0 |
2 |
0 |
2 |
Volunteers |
N/A |
0 |
0 |
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
N/A |
None |
In-house; seminars; computer |
None |
Workshops, seminar, appellants |
Opportunities available |
N/A |
No |
Association meetings/ seminars |
Staff auditor |
State tax office classes |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
N/A |
1 |
2 |
4 |
3 |
Public use |
N/A |
2 |
2 |
3 |
3 |
1.7.D.b Average Daily Retrievals of Stored Records |
N/A |
|
|
|
|
Staff use |
N/A |
5 |
0 |
|
0 |
Public use |
N/A |
1 |
0 |
N/A |
N/A |
Comments
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Photocopying |
|
|
|
|
|
Volume of material copied |
N/A |
None |
N/A |
N/A |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
No |
|
Placed in
storage |
|
|
Yes |
Yes |
|
Microfilming |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material microfilmed |
N/A |
None |
N/A |
None |
None |
Disposition of originals |
|
|
N/A |
|
|
Discarded |
|
|
N/A |
|
|
Placed in
storage |
|
|
N/A |
|
|
Master copy stored onsite or offsite |
|
|
Onsite |
|
|
User copies available (record as yes/no) |
|
|
N/A |
|
|
External |
|
|
|
|
|
Volume of material microfilmed |
N/A |
None |
N/A |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
Offsite |
|
|
User copies available (record as yes/no) |
|
|
No |
|
|
Imaging/Digitizing |
|
|
|
|
|
Internal |
|
|
|
|
|
Volume of material digitized |
N/A |
N/A |
N/A |
None |
None |
Disposition of originals |
|
|
|
|
|
Discarded |
|
No |
|
|
|
Placed in
storage |
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
|
Onsite |
Onsite |
|
|
Backup copies available (record as yes/no) |
|
Yes |
Yes |
|
|
External |
|
|
|
|
|
Volume of material digitized |
N/A |
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
In the circuit clerk's
office imaging for three years of any document filed. In the County Clerk's office, internal
imaging started in July 2001 (do daily records then past). Index in-house, kept hard drive, not cut to
CDs, just backup. Note under Sheriff's
office for photocopying done to provide backup copies: Check, committee records, and bank statement.
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 |
Indices/most all documents |
Index all documents |
AS400 - TK, DMV, Sheriff Accounting, Committee
Accts., etc. |
Appraisals, CAMA, Mapping |
Software used |
N/A |
USSI |
Software Systems, Inc. |
Microsoft Money, spreadsheet |
State use |
Name and address of the vendor used |
N/A |
Florida |
Morgantown, WV |
AS400 IBN - Software System Microsoft |
State use/TMC Technology - Fairmont |
System support used |
N/A |
USSI |
Software Systems, Inc. |
IBM Micrologic |
N/A |
Name and address of the vendor used |
N/A |
Florida |
Morgantown, WV |
Micrologic Buckhannon |
N/A |
Security in place for the storage system |
N/A |
Goes to main server in Sheriff tax office |
In office |
Storage room in office |
In Charleston (original records) |
Security in place for the backup system |
N/A |
In vault in Sheriff tax office |
Stored in Sheriff tax office |
In safe:AS400; others in filing cabinet |
Done in Charleston, Also battery backup |
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
Not provided |
Not provided |
Not written |
Not provided |
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 |
N/A |
No |
Yes |
Yes |
Yes |
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
N/A |
No |
No |
Yes |
Yes |
Any records management guidelines used for
electronic records (record as yes/no) |
N/A |
No |
No |
No |
Yes |
Comments
The sheriff office retention
procedures need to be updated.
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) |
N/A |
No |
No |
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 |