|
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
office 72.0 Circuit Clerk
office 72.0 County Clerk
73.6 Sheriff office
76.3 Prosecuting Attorney office 73.0 |
Assessor
mechanical room 77.7 Circuit Clerk vault 65.0 Sheriff
storing 79.5 Prosecuting Attorney
basement 65.1 |
Circuit Clerk
mechanical room 68.0 Sheriff jail 64.4 |
|
Humidity (record as % relative humidity) |
Assessor 41% Circuit Clerk
42% County Clerk
42% Sheriff
47% Prosecuting Attorney |
Assessor 41% Circuit Clerk
51% Sheriff 49% Prosecuting Attorney 41% |
Circuit Clerk 51% Sheriff 36% |
|
1.1.B Windows
(record as yes/no) |
Assessor
yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk
no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk
no Sheriff |
|
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
yes Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk
yes Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
yes 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 Sheriff yes Prosecuting Attorney
yes(basement floor) |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk
yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
|
Animals - past
note kind |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney yes ants |
Assessor yes Circuit Clerk Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor
yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney yes ants |
Assessor no Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor
yes Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk
yes Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
yes Sheriff Prosecuting Attorney |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk
no County Clerk
no Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk
no County Clerk
no Sheriff
yes Prosecuting Attorney no |
Assessor yes Circuit Clerk Sheriff no 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 yes
camera Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff no Prosecuting Attorney |
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 yes Circuit Clerk Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
no Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes 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 |
Land Books |
4 dockets |
Clean |
|
Assessor Office |
Personal Property |
1 docket |
Clean |
|
Assessor Office |
Tax Files |
4 vertical drawers |
Clean |
|
Assessor Office |
Tax Records |
3 dockets |
Clean |
|
Assessor Office |
Property Status |
3 dockets |
Clean |
|
Assessor Office |
Misc. |
15 vertical drawers |
Clean |
|
Assessor Office |
Misc. |
10 nonstandard boxes |
Clean |
|
Assessor Office |
Business Records |
4 vertical drawers |
Clean |
|
Sheriffs Office |
Accident Reports |
1 vertical drawer |
Clean |
|
Sheriffs Office |
Misdemeanor |
2 vertical drawers |
Clean |
|
Sheriffs Office |
Felony |
1 vertical drawer |
Clean |
|
Sheriffs Storage |
Filed Complaints |
5 small banker boxes |
Dirt/Torn |
|
Sheriffs Storage |
Accident Reports |
21 small banker boxes |
Dirt/Torn |
|
Sheriffs Storing (Jail) |
Felony/Misdemeanor |
5 small banker boxes |
Dirt/Torn |
|
Sheriffs Storing (Jail) |
Inmate Counts |
20 vertical drawers |
Dirt/Torn |
|
Sheriffs Storing (Jail) |
Misc. |
20 vertical drawers |
Dirt/Torn |
|
Prosecuting Attorney Offices |
Current Records |
12 vertical drawers |
Dirt/Torn |
|
Prosecuting Attorney Storage (basement) |
Old Criminal/Juvenile/Civil/ Magistrate Count/Dead Files |
176 vertical drawers |
Dirt/Torn |
|
County Clerk Office |
Debt Index |
12 dockets |
Clean |
|
County Clerk Office |
Trust Deeds |
3 dockets |
Clean |
|
County Clerk Office |
Financial Statements |
3 dockets |
Clean |
|
County Clerk Office |
Financial Statements |
42 banker boxes |
Clean |
|
County Clerk Office |
Fiduciaries |
23 dockets |
Clean |
|
County Clerk Office |
Map |
26 dockets |
Clean |
|
County Clerk Office |
Map |
36 lateral drawers |
Clean |
|
County Clerk Office |
Notary Bonds |
3 dockets |
Clean |
|
County Clerk Office |
Church Records |
5 dockets |
Clean |
|
County Clerk Office |
Probate |
4 dockets |
Clean |
|
County Clerk Office |
Misc. |
4 dockets |
Clean |
|
County Clerk Office |
Index Order |
4 dockets |
Clean |
|
County Clerk Office |
Official Bonds |
46 dockets |
Clean |
|
County Clerk Office |
Will |
64 dockets |
Clean |
|
County Clerk Office |
Appraisements |
89 dockets |
Clean |
|
County Clerk Office |
Probate |
136 dockets |
Clean |
|
County Clerk Office |
Index |
1 docket |
Clean |
|
County Clerk Office |
Land |
41 dockets |
Clean |
|
County Clerk Office |
Lien Binders |
33 dockets |
Clean |
|
County Clerk Office |
Map |
10 vertical drawers |
Clean |
|
County Clerk Office |
Birth |
1 vertical drawer |
Clean |
|
County Clerk Office |
Death |
2 dockets |
Clean |
|
County Clerk Office |
Marriages |
16 vertical drawers |
Clean |
|
County Clerk Office |
Release |
210 banker boxes |
Clean |
|
County Clerk Office |
Defendant |
28 dockets |
Clean |
|
County Clerk Office |
Old Land |
55 dockets |
Clean |
|
County Clerk Office |
MTN Cove District Land |
25 dockets |
Clean |
|
County Clerk Office |
Lien |
5 dockets |
Clean |
|
County Clerk Office |
Defendant |
14 dockets |
Clean |
|
County Clerk Office |
Defendant Indexes |
13 dockets |
Clean |
|
County Clerk Office |
Voters Cards |
51 dockets |
Clean |
|
County Clerk Office |
Towns |
11 dockets |
Clean |
|
County Clerk Office |
Reimbursement |
4 dockets |
Clean |
|
County Clerk Office |
Personal Property |
34 dockets |
Clean |
|
County Clerk Office |
Execution |
4 dockets |
Clean |
|
County Clerk Office |
Trust Deeds |
660 dockets |
Clean |
|
Circuit Clerk Office |
Personal Property |
72 dockets |
Clean |
|
Circuit Clerk Office |
Misc. |
80 dockets |
Clean |
|
Circuit Clerk Office |
Edits |
2 dockets |
Clean |
|
Circuit Clerk Office |
Flat lists |
15 dockets |
Clean |
|
Circuit Clerk Office |
Sheriff's Land |
2 dockets |
Clean |
|
Circuit Clerk Office |
Sheriffs Receipts |
2 dockets |
Clean |
|
Circuit Clerk Office |
Tax Liens |
22 dockets |
Clean |
|
Circuit Clerk Office |
Misc. |
16 vertical drawers |
Clean |
|
Circuit Clerk Office |
Misc. |
4 banker boxes |
Clean |
|
Circuit Clerk Office |
Settlements |
2 dockets |
Clean |
|
Circuit Clerk Vault |
Misc. |
30 nonstandard boxes |
Clean |
|
Prosecuting Attorney Office |
Misc. |
16 vertical drawers |
Clean |
|
Prosecuting Attorney Office |
Juvenile |
? # vertical drawers |
Clean |
|
Prosecuting Attorney Office |
Civil |
? # vertical drawers |
Clean |
|
Prosecuting Attorney Office |
Inactive Criminal |
? # vertical drawers |
Clean |
|
Prosecuting Attorney Basement |
Misc. |
44 vertical drawers |
Clean |
|
Prosecuting Attorney
Basement |
Misc. |
? # boxes |
Clean |
Comments: Unable to count or estimate numbers for
Prosecuting Attorney. Prosecuting
Attorney also has storage in an upstairs room at which could not be counted.
P1,
P2, P3, P4, P5,
P6, P7, P8, P9, P10, P11, P12
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
No |
No |
Yes, includes plan for relocation |
No |
Comments
|
1.7 Staffing |
Assessor |
Circuit Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
Yes |
Yes |
yes |
3 |
9 |
|
Part time |
Yes |
No |
Yes |
N/A |
none |
|
Volunteers |
No |
No |
No |
N/A |
none |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
in-house |
classes, in-house |
classes, in-house, annual audit training |
records management class |
in-house |
|
Opportunities available |
yearly association meetings |
association meetings |
association meetings, audit training |
unknown |
unknown |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
unknown |
unknown |
very little |
1 hr. |
don't know |
|
Public use |
unknown |
unknown |
unknown |
anytime |
none |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
unknown |
unknown |
very little |
seldom |
don't know |
|
Public use |
unknown |
unknown |
unknown |
anytime |
none |
Comments: Request put in for more funding and more staff.
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
N/A |
N/A |
N/A |
10,000 |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
Yes(shred) |
|
Yes (shred and recycle) |
Yes (only minor cases) |
|
|
Placed in
storage |
Yes |
|
Yes |
Yes |
|
|
Microfilming |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
N/A |
N/A |
N/A |
N/A |
N/A |
|
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 |
N/A |
N/A |
N/A |
N/A |
N/A |
|
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 |
N/A |
N/A |
N/A |
N/A |
N/A |
|
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 |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments
|
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) |
Win XP |
N/A |
|
Tax receipts, Daily Reports |
|
|
Software used |
Windows, Excel |
N/A |
|
|
Word Perfect |
|
Name and address of the vendor used |
Software Systems |
N/A |
Software Systems |
Software Etc. |
Premier Computers
Morgantown, WV |
|
System support used |
N/A |
N/A |
N/A |
Compaq |
Premier Computers |
|
Name and address of the vendor used |
N/A |
N/A |
N/A |
|
|
|
Security in place for the storage system |
password |
N/A |
N/A |
password |
password |
|
Security in place for the backup system |
password |
N/A |
N/A |
password |
backup created every Thurs. |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
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 |
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 |
N/A |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
no |
no |
yes |
yes |
N/A |
|
Any records management guidelines used for
electronic records (record as yes/no) |
no |
no |
N/A |
yes |
N/A |
Comments: