|
1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A |
Inactive
Records Area B County
Clerk mostly but Sheriff and other offices mixed |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 74 office Circuit Clerk 74 office County Clerk 75 office Sheriff 76 office Prosecuting Attorney 74 |
Ceiling room one-71 Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Upstairs storage room 76 Downstairs Storage Room 71 |
|
Humidity (record as % relative humidity) |
Assessor 51 office Circuit Clerk 61 office County Clerk 60 office Sheriff 58 office Prosecuting Attorney 58 |
c-66 Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Upstairs storage room three- 65 Downstairs Storage Room 63 |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
c- yes Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
Upstairs storage room yes Downstairs Storage Room yes |
|
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 |
c- no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c- yes Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room yes Downstairs Storage Room no |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c- yes Assessor Circuit Clerk County Clerk yes-ceiling Sheriff Prosecuting Attorney |
Upstairs storage room yes Downstairs Storage Room no |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c- no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no Ceiling Storage Room no |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room yes spiders/bugs Downstairs Storage Room no |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c-yes Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room yes Downstairs Storage Room no |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c- no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c- no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
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 |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
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 |
c- yes Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room yes |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
c-yes Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes |
Upstairs storage room yes Downstairs Storage Room no |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
c-no Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Upstairs storage room no Downstairs Storage Room no |
|
|
|
|
|
|
|
|
|
|
Comments
The upstairs balcony Room
storage room 1 led to stairs that
descend to a enclosed drop ceiling. The ceiling covered the court room below.
The records were not labeled. Card board boxes and open files are spread out
over concrete steps. The three rows of steps were 22x16ftlinear on each of its
two sides.
In storage hallway leading into storage room3
County Clerk, Sheriff, Pros. Att. records 6ftl x 3ft h , 12ft 8inl x 3ft 10 in of records beside pools of water and water dripped continually. Loose files on the floor. Misc. card board boxes were in danger from the water.
In upstairs storage room 3, pools of water and pieces of ceiling lay on boxes containing records.
County clerk has 16ftl X 5ftH pile of records laying on the floor.
Prosecuting attorney has 16ftl x 5fth pile of records laying in the floor.
Sheriff has 12ft11inl x 5ft 6inW 12ft 4inl x 5ft6inH
This room was dirty and dead bugs were on the ground.
County clerk down stairs storage room contained a metal cabinet (4ft2in x 1ft9in) with microfilm inside.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessor office |
Transfer books |
101 dockets |
Clean |
|
Assessor office |
Personal Property |
29 dockets |
Clean |
|
Assessor office |
Stack of books |
2ft 8 inches |
Clean |
|
Assessor office |
Maps |
On map hanger |
Clean |
|
Assessor office |
Transfer |
8 vertical files |
Clean |
|
Circuit Clerk office |
Civil Cases |
35 vertical drawers |
Clean |
|
Circuit Clerk office |
Court Tapes |
4 non standard boxes |
Clean |
|
Circuit Clerk office |
Film |
6 non standard boxes |
Clean |
|
Circuit Clerk office |
Criminal cases |
40 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. Court Records |
2 Non standard box |
Clean |
|
Circuit Clerk office |
Law Actions |
24 document cans |
Torn/Mold |
|
Circuit Clerk office |
Transcripts |
2 non standard boxes |
Clean |
|
Circuit Clerk office |
Jury Commission |
3 document cans |
Clean |
|
Circuit Clerk office |
Felony |
14 vertical drawers |
Clean |
|
Circuit Clerk office |
Criminal Docket |
3 dockets |
Clean |
|
Circuit Clerk office |
Criminal order |
20 dockets |
Clean |
|
Circuit Clerk office |
Jury Commissioners Records |
3 dockets |
Clean |
|
Circuit Clerk office |
Law order books |
14 dockets |
Clean |
|
Circuit Clerk office |
Index to Chancery and Law records |
2 dockets |
Clean |
|
Circuit Clerk office |
Order Book |
1 docket |
Clean |
|
Circuit Clerk office |
Chancery orders |
16 dockets |
Clean |
|
Circuit Clerk office |
Taxation of Costs |
1 docket |
Clean |
|
Circuit Clerk office |
Civil Order |
23 dockets |
Clean |
|
Circuit Clerk office |
Bond Book |
3 dockets |
Clean |
|
Circuit Clerk office |
Administrative |
3 dockets |
Clean |
|
Circuit Clerk office |
Civil Docket |
11 dockets |
Clean |
|
Circuit Clerk office |
Receivers book |
1 docket |
Clean |
|
Circuit Clerk office |
Order book sale of lands school fund |
2 dockets |
Clean |
|
Circuit Clerk office |
Report of state Commissioner of Fortified and
delinquent lands |
3 dockets |
Clean |
|
Circuit Clerk office |
Records of Fees |
2 dockets |
Clean |
|
Circuit Clerk office |
Chancery |
70 document cans |
Clean |
|
Circuit Clerk office |
Grand Jury/delinquent land |
24 document cans |
Clean/Dirt |
|
Circuit Clerk office |
Execution |
10 document cans |
Clean |
|
Circuit Clerk office |
Law cases |
18 document cans |
Clean |
|
Circuit Clerk office |
Juvenile |
8 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
35 vertical drawers |
Clean |
|
Circuit Clerk office |
Domestic/Divorces |
60 vertical drawers |
Clean |
|
Circuit Clerk office |
Juvenile |
17 dockets |
Clean |
|
Circuit Clerk office |
Domestic Relations |
9 dockets |
Clean |
|
County Clerk office |
Marriage license |
158 document cans |
Clean/Dirt |
|
County Clerk office |
Marriage |
16 vertical drawers |
Clean |
|
County Clerk office |
Trust Deed |
125 dockets |
Inside of records Fading. Mold. |
|
County Clerk office |
Right of way |
36 dockets |
Clean/Dirt |
|
County Clerk office |
Release Liens |
40 dockets |
Clean/Dirt |
|
County Clerk office |
Judgment Liens |
17 dockets |
Clean/Dirt |
|
County Clerk office |
Misc. records |
44 dockets |
Clean/Dirt |
|
County Clerk office |
Mechanic Liens |
3 dockets |
Clean/Dirt |
|
County Clerk office |
Federal Tax liens |
4 dockets |
Clean/Dirt |
|
County Clerk office |
Lis Pendens |
2 dockets |
Clean/Dirt |
|
County Clerk office |
Will Book |
25 dockets |
Clean/Dirt |
|
County Clerk office |
Bond Books |
12 dockets |
Clean/Dirt |
|
County Clerk office |
County Clerks Records Fee |
2 dockets |
Clean/Dirt |
|
Downstairs Storage |
Misc. |
24 document cans |
Clean/torn |
|
Downstairs Storage |
Microfilm |
Metal drawer 4ft 2inch x 1ft 9 in |
Vinegar smell |
|
Ceiling Storage SEE COMMENTS |
Misc. Records of All office unlabeled |
22 rows of banker boxes each row 16 linear feet |
Most Clean some were Torn other did have water
damage. Unorganized could not tell what it was |
|
Upstairs Storage space SEE COMMENTS |
County Clerk Records |
16 linear feet of Misc. Non standard cardboard boxes |
Clean water Damage/ Torn |
|
Upstairs Storage space SEE COMMENTS |
Prosecuting Attorney Records |
15 linear feet and 7ft 5 inches high |
Clean/ Water Damage/ Torn |
|
Upstairs Storage space SEE COMMENTS |
Loose Files on Floor |
|
|
|
Upstairs Storage space SEE COMMENTS |
Misc. Cardboard boxes |
12 ft 8 inch linear 3ft 10 inch high |
In puddle of water. |
|
Upstairs Storage space SEE COMMENTS |
Misc. Records |
6ft 3 inch linear 3ft high non standard boxes and banker boxes |
Near a puddle of water and near leaking water |
|
Sheriff office |
Land books |
30 dockets |
Clean |
|
Sheriff office |
Daily Cash Records |
6 dockets |
Clean |
|
Sheriff office |
Personal Property |
15 dockets |
Clean |
|
Sheriff office |
Sheriffs Daily Cash |
4 dockets |
Clean |
|
Sheriff office |
Records of taxes collected |
8 dockets |
Clean |
|
Sheriff office |
Sheriffs General record of Receipts |
1 docket |
Clean |
|
Sheriff office |
Stack of Non standard boxes with Misc. records |
10 ft high and 7ft wide |
Clean |
|
Sheriff office |
Tax Tickets |
12 banker boxes |
Clean |
|
Sheriff office |
Delinquent letters and cards |
2 banker boxes |
Clean |
|
Sheriff office |
Address changes |
18 non standard boxes |
Clean |
|
Sheriff office |
Sheriff bill |
3 non standard boxes |
Clean |
|
Sheriff office |
Real Estate |
4 non standard boxes |
Clean |
|
Sheriff office |
License Reports |
22 non standard boxes |
Clean |
|
Pros.att. office |
Civil files |
4 vertical metal drawers |
Clean |
|
Pros. att.
Office |
Criminal files |
8 vertical drawers |
Clean |
|
Pros. Att. Office |
Juvenile files |
6 vertical drawers |
Clean |
|
Pros. Att.
Office |
Domestic relations |
8 vertical metal |
clean |
|
Pros. Att. office |
Felony |
2 vertical drawers |
clean |
|
Pros. Att inactive upstairs storage room |
All |
16ftl x 5fth |
Dirt /filth |
Comments: P1, P2
|
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 |
3 |
1 |
2 |
5 |
3 |
|
Part time |
1 |
1 |
1 |
1 |
0 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
State tax department |
None |
None |
None |
none |
|
Opportunities available |
None |
none |
None |
None |
none |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
8 hours |
8 hours |
8 hours |
2 hours |
all |
|
Public use |
8 hours |
3 hours a week |
8 hours |
Rarely |
none |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
2 times a week |
Didn't know |
8 hours |
Didn't know |
n/a |
|
Public use |
2 times a week |
Didn't know |
8 hours |
Didn't know |
n/a |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Microfilming |
|
|
|
|
|
|
External |
|
|
|
|
|
|
Volume of material microfilmed |
|
|
Didn't know |
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored
(onsite or offsite ) |
|
|
onsite |
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
Comments: County Clerk he did tell me that the Mormons came in and did the Microfilming. He also said that he would like to have internal imaging because a lot of his records were going bad
|
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) |
|
Docketing on computer |
N/A |
|
n/a |
|
Software used |
WV ISC |
CCMS |
N/A |
Data Design Tax Program |
n/a |
|
Name and address of the vendor used |
|
Form Charleston |
N/A |
|
n/a |
|
System support used |
|
|
N/A |
|
n/a |
|
Name and address of the vendor used |
|
|
N/A |
|
n/a |
|
Security in place for the storage system |
Passwords |
No public Access |
N/A |
Passwords |
n/a |
|
Security in place for the backup system |
|
Passwords |
N/A |
|
n/a |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
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 |
None |
None |
None |
None |
None |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
None |
None |
None |
None |
None |
|
Any records management guidelines used for
electronic records (record as yes/no) |
None |
None |
None |
None |
None |
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) |
None |
None |
None |
None |
None |
|
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
None |
None |
None |
None |
None |
|
Transfer documentation for these records (record
as yes/no) |
None |
None |
None |
None |
None |
Comments