1.1 The Physical Space Housing the Records	Active Records Area	Inactive Records Area A Vault rooms beside of the offices	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 73 office Circuit Clerk 74 office County Clerk 73 office Sheriff 72 office Prosecuting Attorney 71 office	Assessor 72 Circuit Clerk 74 County Clerk Sheriff 72 Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 50% office Circuit Clerk 73% office County Clerk 48% office Sheriff 50% office Prosecuting Attorney 51% office	Assessor 51% Circuit Clerk 73% County Clerk Sheriff 51% Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
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	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk 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 no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk 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 Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County 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 yes Sheriff yes Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk 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 Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
Guards at entrance to area (record as yes/no) No guards at entrance of active or inactive records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County 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 yes Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County 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 yes Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County 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 Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no) No key card access for active and inactive records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County 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
Assessor office/Vault	Misc. Files	3 vertical drawers	Clean
Assessor office/Vault	Map cards	20 vertical drawers	Clean
Assessor office/Vault	Land books	100 dockets	Clean/ Dirt
Assessor office/Vault	Personal Property	11 dockets	Clean
Assessor office/Vault	Rotation Map cards	1 cabinet 10 trays	Clean
Assessor office/Vault	Assessor Records	9 banker boxes	Clean
Assessor office/Vault	Misc.	3 non standard boxes	Clean
Sheriff office/Vault	Land books	22 dockets	Clean/Dirt
Sheriff office/Vault	Personal Property	11 dockets	Clean
Sheriff office/Vault	Daily reports	25 dockets	Clean/dirt
Sheriff office/Vault	Misc.	5 non standard boxes	Clean
Sheriff office/Vault	Stack of books	2ft linear	Clean
Sheriff office/Vault	Misc.	Boxes files and evidence 6ft linear	Clean
Sheriff office/Vault	Daily District	23 dockets	Clean
Sheriff office/Vault	Sheriff Tax	Non standard boxes 5ftx5ft	Clean
Sheriff office/Vault	Misc.	Non standard boxes 12ftx4ft	Clean
Circuit Clerk office/vault	Civil Actions	75 vertical drawers	Clean
Circuit Clerk office/vault	Law	70 vertical drawers	Clean
Circuit Clerk office/vault	Criminal	100 vertical drawers	Clean/Torn
Circuit Clerk office/vault	Case index	2 dockets	Clean
Circuit Clerk office/vault	Domestic Relations	13 dockets	Clean
Circuit Clerk office/vault	Domestic Violence	3 dockets	Clean
Circuit Clerk office/vault	Civil docket	13 dockets	Clean
Circuit Clerk office/vault	Civil orders	37 dockets	Clean
Circuit Clerk office/vault	Criminal orders	22 dockets	Clean
Circuit Clerk office/vault	Misc orders	6 dockets	Clean
Circuit Clerk office/vault	Order books	17 dockets	Clean
Circuit Clerk office/vault	Cases	90 boxes	Clean
Circuit Clerk office/vault	Adoptions	46 large banker boxes	Clean
Circuit Clerk office/vault	Cases	12 letter boxes	Clean
Circuit Clerk office/vault	Grand jury	12 Non standard boxes	Clean
Circuit Clerk office/vault	Jury orders	13 dockets	Clean
Circuit Clerk office/vault	Adoptions	6 dockets	Clean
Circuit Clerk office/vault	Adoptions index	1 docket	Clean
Circuit Clerk office/vault	Mental Hygiene	4 dockets	Clean
Circuit Clerk office/vault	Mental hygiene	1 docket	Clean
Circuit Clerk office/vault	Mental Health	8 vertical drawers	Clean
Circuit Clerk office/vault	Juvenile	5 vertical drawers	Clean
Circuit Clerk office/vault	Misc.	12 vertical drawers	Clean
Circuit Clerk office/vault	Guardianship	5 vertical drawers	Clean
Circuit Clerk office/vault	Jury	2 dockets	Clean
Circuit Clerk office/vault	Jury index	1 docket	Clean
County Clerk office	Will books	18 dockets	Clean
County Clerk office	Vacation orders	9 dockets	Clean
County Clerk office	General Elections	1 dockets	Clean
County Clerk office	Road Establish	1 dockets	Clean
County Clerk office	Order book	42 dockets	Clean
County Clerk office	Election Records	3 dockets	Clean
County Clerk office	Primary elections	1 dockets	Clean
County Clerk office	Military Discharge	7 dockets	Clean
County Clerk office	Discharge index	1 dockets	Clean
County Clerk office	Bonds	13 dockets	Clean
County Clerk office	Minutes	9 dockets	Clean
County Clerk office	Conveyors	5 dockets	Clean
County Clerk office	Assignments	21 dockets	Clean
County Clerk office	Civil War	1 dockets	Clean
County Clerk office	Lease Books	49 dockets	Clean/Torn
County Clerk office	Federal liens	1 dockets	Clean
County Clerk office	Index fiduciaries	59 dockets	Clean
County Clerk office	Oil and gas	31 dockets	Clean
County Clerk office	Trust Deeds	107 dockets	Clean/Dirt
County Clerk office	Judgment liens	15 dockets	Clean
County Clerk office	Oath of certificates	3 dockets	Clean
County Clerk office	Church Trustees	2 dockets	Clean
County Clerk office	Appraisals	2 dockets	Clean
County Clerk office	Death certificates	1 docket	Clean
County Clerk office	Corp Tax lien	1 docket	Clean
County Clerk office	Comis records	1 dockets	Clean
County Clerk office	Reimbursement	2 dockets	Clean
County Clerk office	Conditional sales	3 dockets	Clean
County Clerk office	Releases	35 dockets	Clean
County Clerk office	Misc. records	29 dockets	Clean
County Clerk office	Deeds	193 dockets	Clean/Dirt/Torn
County Clerk office	Marriage index	25 dockets	Clean
County Clerk office	Index oil and gas	22 dockets	Clean
County Clerk office	Old voter cards	37 boxes	Clean
County Clerk office	Debtor index	3 docket	Clean
County Clerk office	Marriage Records	29 dockets	Clean
County Clerk office	Grantor index	12dockets	Clean
County Clerk office	General lien	9 dockets	Clean
County Clerk office	Conditional sales index	1 docket	Clean
County Clerk office	Deed file	10 dockets	Clean
County Clerk office	Index cards	18 drawers 4inch	Clean
County Clerk office	Land books	72 dockets	Clean
County Clerk office	General index deeds	12 dockets	Clean
County Clerk office	Births	10 dockets	Clean
County Clerk office	Deaths	12 dockets	Clean
County Clerk office	General index	3 dockets	Clean
County Clerk office	Payroll	2 banker boxes	Clean
County Clerk office	General county fund	6 banker boxes	Clean
County Clerk office	Misc.	6 non standard boxes	Clean
County Clerk office	Misc.	150 metal boxes	Clean
County Clerk office	Audit Report	10 vertical drawers	Clean
County Clerk office	Death records	6 banker boxes	Clean
County Clerk office	Board of review	6 vertical drawers	Clean
County Clerk office	Blueprint	10 cabinets	Clean
County Clerk office	Voter cards	16 banker boxes	Clean

Comments: Prosecuting Attorney has no records in their office

county clerk stores records in the old court house on the second floor. the county clerk states that they are in need of more storage space.

the prosecutting attorney kept no files.

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17

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	Answered yes	Yes	Yes	Yes	Yes
Part time	No	Yes	No	No	No
Volunteers	No	No	No	No	No
1.7.B Records Training
Training received	Classes, workshops, in house	Classes, workshops, in house	Classes, workshops, in house	Classes, workshops, in house	None
Opportunities available	Association meetings in Clarksburg WV	Association meetings in Clarksburg WV	Association meetings in Clarksburg WV	Association meetings in Clarksburg WV	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	0	3-4 hours	All day	0	0
Public use	0	1 hour	All day	0	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	0	0	All day	0	0
Public use	0	0	All day	0	0

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	unknown	unknown	unknown	unknown
Disposition of originals
Discarded			no
Placed in storage	yes	yes	yes	yes
Microfilming
Internal	none	none	none	none
Volume of material microfilmed
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	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	none
Volume of material digitized			unknown
Disposition of originals
Discarded
Placed in storage			Yes
Master copy stored (onsite or offsite )			Onsite
Backup copies available (record as yes/no)			Yes
External
Volume of material digitized
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments: CSSI Software Alchany put on CD and stored in vault

1.9 Electronic Records	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Software used	Excel, GIS System, Micro System	WIN, CCMS	WIN NT		N/A
Name and address of the vendor used			CSSI	State	N/A
System support used	WIN	WIN	Server LAn		N/A
Name and address of the vendor used		Contract, Computer software	CSSI		N/A
Security in place for the storage system	Passwords	No	Passwords	Password	N/A
Security in place for the backup system	Passwords	yes	Vault passwords	Password	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records					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	No	No	No	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	No	No	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	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	No	No	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

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