|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Circuit
Clerk Storage Room County
Clerk Vault |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 78 Circuit Clerk 72 County Clerk 72 Sheriff 72 Prosecuting Attorney 74 |
Assessor Circuit Clerk 71 County Clerk 71 Sheriff Prosecuting Attorney |
Jail Cell 73 |
|
Humidity (record as % relative humidity) |
Assessor 55 Circuit Clerk 42 County Clerk 42 Sheriff 43 Prosecuting Attorney 41 |
Assessor Circuit Clerk 54 County Clerk 41 Sheriff Prosecuting Attorney |
Jail Cell 56 |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk no Sheriff Prosecuting Attorney |
Jail Cell 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 |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney |
Jail Cell yes |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell yes |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell 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 |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell 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 |
Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Jail Cell yes |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Jail Cell yes |
|
Panic Button (record
as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
Jail Cell no |
Comments: Jail
Cell contains records from each office.
In various offices in the buildings, there were employess who were
smoking in records areas.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Land books |
78 dockets |
Clean |
|
Assessors office |
Personal Property |
5 vertical drawers |
Clean |
|
Assessors office |
Misc. |
23 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
10 dockets |
Clean |
|
Circuit Clerk office |
Criminal |
5 dockets |
Clean |
|
Circuit Clerk office |
Juvenile |
2 dockets |
Clean |
|
Circuit Clerk office |
Administrative |
1 docket |
Clean |
|
Circuit Clerk office |
Civil cases |
10 vertical drawers |
Clean |
|
Circuit Clerk office |
Unknown |
3 vertical drawers |
Clean |
|
Circuit Clerk office |
Felony |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Welfare |
5vertical drawers |
Clean |
|
Circuit Clerk office |
Misdemeanors |
1 vertical drawer |
Clean |
|
Circuit Clerk office |
Guardianship |
1 vertical drawer |
Clean |
|
Circuit Clerk office |
Adoption |
2 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. |
1 vertical drawer |
Clean |
|
Circuit Clerk office |
Department of transportation |
1 vertical drawer |
Clean |
|
Circuit Clerk office |
Open files on metal shelf: Elections/Witnesses/Grand
Jury/Confinement/Child Support/Prosecuting Attorney office/Adult
Probation/Juvenile Probation |
24 ft linear |
Clean |
|
Circuit Clerk storage |
Criminal |
209 dockets |
Clean/Dirt/Torn |
|
Circuit Clerk storage |
Civil |
262 dockets |
Clean/Dirt/Torn |
|
Circuit Clerk storage |
Law |
59 dockets |
Clean/dirt |
|
Circuit Clerk storage |
Mental Hygiene |
4 dockets |
Clean |
|
Circuit Clerk storage |
Adoptions |
11 dockets |
Clean |
|
Circuit Clerk storage |
Misc. |
6 dockets |
Clean |
|
Circuit Clerk storage |
Delinquent Land |
5 dockets |
Clean |
|
Circuit Clerk storage |
General Index Law Record |
5 dockets |
Clean |
|
Circuit Clerk storage |
Chancery |
14 dockets |
Clean |
|
Circuit Clerk storage |
Juvenile |
54 dockets |
Clean |
|
Circuit Clerk storage |
Felony and Civil tapes |
11 banker boxes |
Clean |
|
Circuit Clerk storage |
Adoptions |
5 vertical drawers |
Clean |
|
Circuit Clerk storage |
Juvenile Abuse |
9 vertical drawers |
Clean |
|
Circuit Clerk storage |
Unknown |
5vertical
drawers |
Clean |
|
Circuit Clerk storage |
Juvenile |
3 vertical drawers |
Clean |
|
Circuit Clerk storage |
Mental Hygiene |
$ vertical drawers |
Clean |
|
Circuit Clerk storage |
Civil |
210 vertical drawers |
Clean |
|
Circuit Clerk storage |
Misdemeanors |
17 vertical drawers |
Clean |
|
Circuit Clerk storage |
Chancery orders |
42 vertical drawers |
Clean |
|
Circuit Clerk storage |
Divorce |
30 vertical drawers |
Clean |
|
Circuit Clerk storage |
Felony |
5 vertical drawers |
Clean |
|
County Clerk office |
Land books |
246 dockets |
Clean |
|
County Clerk office |
Trust Deeds |
518 dockets |
Clean |
|
County Clerk office |
Personal Property |
18 dockets |
Clean |
|
County Clerk office |
Large Map books |
16 dockets |
Clean |
|
County Clerk office |
General index |
6 dockets |
Clean |
|
County Clerk office |
General index Trust deed |
8 dockets |
Clean |
|
County Clerk office |
Delinquent tax |
19 dockets |
Clean |
|
County Clerk office |
Real Estate |
2 dockets |
Clean |
|
County Clerk office |
Surveyors Record |
5 dockets |
Dirt/Torn |
|
County Clerk office |
Receipts Redeemed |
3 dockets |
Clean |
|
County Clerk office |
Fortified lands |
2 dockets |
Clean |
|
County Clerk office |
Report of sales Department |
|
Clean |
|
County Clerk office |
Delinquent real estate |
6 dockets |
Dirt |
|
County Clerk office |
Record of bonds |
2 dockets |
Clean |
|
County Clerk office |
Judgment lines |
24 dockets |
Clean |
|
County Clerk office |
Contract Records |
19 dockets |
Clean |
|
County Clerk office |
Financial Statements |
3 dockets |
Clean |
|
County Clerk office |
Bonds |
44 dockets |
Clean |
|
County Clerk office |
Wills |
42 dockets |
Clean |
|
County Clerk office |
Vacation Orders |
53 dockets |
Clean |
|
County Clerk office |
Fiduciary |
67 dockets |
Clean |
|
County Clerk office |
Appraisements |
67 dockets |
Clean |
|
County Clerk office |
Commission Reports |
98 dockets |
Clean |
|
County Clerk office |
Assignments |
23 dockets |
Clean |
|
County Clerk office |
Lease |
42 dockets |
Clean |
|
County Clerk office |
Assumed names |
2 dockets |
Clean |
|
County Clerk office |
Church Trustees |
5 dockets |
Clean |
|
County Clerk office |
Misc. |
11 dockets |
Clean |
|
County Clerk office |
Liens |
12 dockets |
Clean |
|
County Clerk office |
Release |
170 dockets |
Clean |
|
County Clerk office |
Deed |
598 dockets |
Clean |
|
County Clerk office |
Maps |
5ft 5inch high stack and 10 ft linear |
Clean |
|
County Clerk office |
Maps |
8ft 2inch linear |
Torn |
|
County Clerk office |
Vacations |
40 document cans |
Clean/Torn |
|
County Clerk office |
Index slips |
3 document cans |
Clean/Torn |
|
County Clerk office |
Appraisements |
40 document cans |
Clean/Torn |
|
County Clerk office |
Law |
27 document cans |
Clean/Torn |
|
County Clerk office |
Settlements |
41 document cans |
Clean/Torn |
|
County Clerk office |
Financing Statements |
7 document cans |
Clean/Torn |
|
County Clerk office |
Commissions |
11document cans |
Clean/Torn |
|
County Clerk office |
Misc. |
76 document cans |
Clean/Torn |
|
County Clerk office |
Debtor lien statement |
8 dockets |
Clean/Torn |
|
County Clerk office |
Clerk Record |
13 dockets |
Clean |
|
County Clerk office |
Land Redemption |
1 vertical drawer |
|
|
County Clerk office |
Current Application |
1 vertical drawer |
Clean |
|
County Clerk office |
Court County |
1 vertical drawer |
Clean |
|
County Clerk office |
Sheriff civil Service |
2 vertical drawer |
Clean |
|
County Clerk office |
Department of highway |
2 vertical drawers |
Clean |
|
County Clerk office |
Marriage |
1 vertical
drawer |
Clean |
|
County Clerk office |
Solider discharge |
1 vertical drawer |
Clean |
|
County Clerk vault |
Births |
33 dockets |
Clean/Dirt |
|
County Clerk vault |
Birth |
4 vertical drawers |
Clean |
|
County Clerk vault |
Death |
4 vertical drawers |
Clean |
|
County Clerk vault |
Voter |
14ft linear cabinet |
Clean |
|
County Clerk vault |
Voter registration stacks |
7ft high and 5ft linear |
Clean |
|
County Clerk vault |
Marriage |
64 dockets |
Clean/Dirt |
|
County Clerk vault |
Death |
24 dockets |
Clean/Dirt |
|
County Clerk vault |
Invoice books/non standard boxes/ Misc. books |
23ft linear |
Clean |
|
County Clerk vault |
Misc. banker boxes/ non standard boxes |
16ft 6inch linear |
Clean |
|
Sheriff |
Concealed weapons |
1 vertical drawers |
Clean |
|
Sheriff |
Reports Finance |
4 vertical drawers |
Clean |
|
Sheriff |
Payroll |
4 vertical drawers |
Clean |
|
Sheriff |
Case files |
30 vertical drawers |
Clean |
|
Sheriff |
Accidents |
16 vertical drawers |
Clean |
|
Sheriff |
Employees |
2 vertical drawers |
Clean |
|
Sheriff |
Personal Property |
4 vertical drawers |
Clean |
|
Sheriff |
Evidence |
4 vertical drawers |
Clean |
|
Sheriff |
Misc. |
12 vertical drawers |
Clean |
|
Sheriff |
Internal Affairs |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
DMV |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Juvenile |
6 vertical drawers |
Clean |
|
Prosecuting Attorney office |
County Commission |
2 vertical
drawers |
Clean |
|
Prosecuting Attorney office |
Criminal |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Misc. |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Civil |
5 vertical drawers |
Clean |
|
Jail Cell |
Civil/Criminal/DMV open and closed files |
30 vertical drawers |
Clean |
|
Jail Cell |
Loose files |
2ft stack |
Dirt/Torn |
|
Jail Cell |
Loose files |
4ft 5inch stack |
Dirt/Torn |
|
Jail Cell |
Loose files |
6ft stack |
Dirt/Torn |
|
Jail Cell |
Unmarked large banker boxes in Jail Cell block |
Linear of Jail block 7ft 8inch linear and 6ft 11inch
deep with large banker boxes |
Clean/Torn |
|
Jail Cell |
Jail block with land books and Personal Property
dockets |
Linear of Jail block 7ft 8inch linear and 6ft 11inch
deep with personal property and land books 6 ft high stacks |
Torn/Dirt/Red Rot |
|
Jail Cell |
Stacks of books and boxes |
15ft 11inch linear and 6ft high books and card board
boxes |
Dirt/Mold |
|
Jail Cell |
Stack of books |
6ft high |
Clean/Torn |
|
Jail Cell |
Stacks of banker boxes |
4ft high |
Clan/Torn |
Comments: Various offices, such as the assessor and
circuit clerk, store records in the jail cells.
an annex building was recently purchased by this county and is in the
process of being renovated for additional storage space.
|
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 |
5 |
10 |
13 |
16 |
9 |
|
Part time |
0 |
0 |
7 |
0 |
0 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
None |
Orders from supreme court |
On the job |
None |
None |
|
Opportunities available |
None |
Association meetings, classes offered by the supreme
court |
None |
None |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
All day |
Didn't know |
Didn't know |
Didn't know |
8 hours |
|
Public use |
Didn't know |
Didn't know |
Didn't know |
No access |
No access |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
hour |
Didn't know |
Didn't know |
Didn't know |
Didn't know |
|
Public use |
Didn't know |
Didn't know |
Didn't know |
No access |
No access |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Comments: If any photocoping is done, most said they keep the originals, however the offices did not know how much photocopying was done.
|
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) |
none |
All records from 1995 to present |
|
none |
none |
|
Software used |
none |
CCMS |
Cott Systems (indexing system) |
none |
none |
|
Name and address of the vendor used |
none |
Software computer group 1200 Bigley Ave. Charleston
WV |
350 E. Wilson Bridge Rd. Washington OH 43085 |
none |
none |
|
System support used |
none |
CCMS |
|
none |
none |
|
Name and address of the vendor used |
none |
Software computer group 1200 Bigley Ave. Charleston
WV |
|
none |
none |
|
Security in place for the storage system |
none |
|
|
none |
none |
|
Security in place for the backup system |
none |
Back up system with daily tapes |
|
none |
none |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
none |
None |
|
none |
none |
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 |
Supreme Court retention schedule |
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) |
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