1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Assessor Vault Circuit Clerk Jail Cell County Clerk Jail Cell	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 74 Circuit Clerk 72 County Clerk 72 Sheriff 73 Prosecuting Attorney 71	Assessor 74 Circuit Clerk 69 County Clerk 69 Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 44 Circuit Clerk 49 County Clerk49 Sheriff 44 Prosecuting Attorney 50	Assessor 44 Circuit Clerk 51 County Clerk 51 Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
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 yes County Clerk yes Sheriff 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 no Sheriff 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 no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk yes Jail Cell Sheriff 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 no Sheriff 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 no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk yes County Clerk yes Sheriff 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 no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk yes County Clerk yes Sheriff 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 no Sheriff 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)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff 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 yes Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff 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 yes Sheriff 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 no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments: There was a guard with a metal detector at the entrance of the building. The employees do smoke inside the building. There are ash trays throughout the Stairway.

Getting to the Jail was very hard. The key to the actual jail looks like it was made a really long time ago, and the employee that let us up there did not have a key to the actual cells where the records were kept making it hard to get a exact count of records,

There was a security camera right outside door of the Circuit Clerk

1.2, 1.4, and 1.5 Quantity of Records Held and Condition of Records

Location	Record Type	Volume	Condition
Assessors office	Business	16 vertical drawers	Clean
Assessors office	Personal Property	21 dockets	Clean
Assessors office	Misc.	4 vertical drawers	Clean
Assessors office	Land Books	50 dockets	Clean
Assessors office	Harvest District	6 dockets	Clean
Assessors office	Homestead and Disability	8 books	Clean
Assessors office	Industrial	1 lateral drawers	Clean
Assessors office	Misc.	1 lateral drawer	Clean
Assessors office	Oil/Gas	1 lateral drawer	Clean
Assessors office	Map Cards	Two of the rolodex machines. About 6ft linear each	Clean
Assessors vault	Land Books	60 dockets	Clean
Assessors vault	Maps	Flat map metal holders 6 ft linear	Clean
Circuit Clerk office	Domestic Relations Order Book	64 dockets	Dirt
Circuit Clerk office	Civil Order Book	125 dockets	Dirt
Circuit Clerk office	Criminal Order	66 dockets	Dirt
Circuit Clerk office	Juvenile Record	34 dockets	Dirt
Circuit Clerk office	Adoption Records	9 dockets	Dirt
Circuit Clerk office	Law Order	38 dockets	Dirt
Circuit Clerk office	Chancery Order	42 dockets	Dirt
Circuit Clerk office	Order Book Sales Lands/School	7 dockets	Dirt
Circuit Clerk office	Domestic	5 banker boxes	Clean
Circuit Clerk office	Civil	5 lateral drawers	Clean
Circuit Clerk office	Juvenile	1 lateral drawer	Clean
Circuit Clerk office	Custody	3 lateral drawers	Clean
Circuit Clerk office	Index of Law	3 dockets	Dirt/Torn
Circuit Clerk office	Mental Hygiene	9 dockets	Dirt/Torn
Circuit Clerk office	Financial Statements	21 document cans
Circuit Clerk office	Domestic	100 vertical drawers	Clean
Circuit Clerk office	Juvenile	36 vertical drawers	Clean
Circuit Clerk office	Criminal	36 vertical drawers	Clean
Circuit Clerk office	Adoption	8 vertical drawers	Clean
Circuit Clerk office	Mental Health	5 vertical drawers	Clean
Circuit Clerk office	Civil	324 vertical drawers	Clean
Circuit Clerk office	Misc.	10 lateral drawers	Clean
Circuit Clerk office	Various Records Juvenile/Murder/Adoption/ Divorce/Criminal	18 ft linear of non standard cardboard boxes	Clean
County and Circuit Clerk inactive Jail Cell	Misc. Files	196 banker boxes	SEE COMMENTS
County and Circuit Clerk inactive Jail Cell	Misc. Books	20 dockets	SEE COMMENTS
County and Circuit Clerk inactive Jail Cell	Misc. Loose Files	12 dockets	SEE COMMENTS
County Clerk office	Fee Records	17 dockets	Clean/Torn/Dirt
County Clerk office	Report Sales	7 dockets	Torn/Dirt
County Clerk office	Church Trustees	5 dockets	Torn/Dirt
County Clerk office	Power of Attorney	7 dockets	Torn/Dirt
County Clerk office	Indemnity Statements	5 dockets	Dirt
County Clerk office	Reimbursements	3 dockets	Dirt
County Clerk office	Receipt of Redeeming Delinquent lands	4 dockets	Dirt
County Clerk office	Correctional Officers	2 dockets	Dirt
County Clerk office	County Health	2 dockets	Dirt
County Clerk office	Grantor Index	68 dockets	Torn/Dirt/Mold
County Clerk office	Surveyors	2 dockets	Dirt
County Clerk office	Land Books	164 dockets	Torn/Dirt/Mold
County Clerk office	Release Books	103 dockets	Torn/Dirt/Mold
County Clerk office	Judgment Dockets	16 dockets	Torn/Dirt/Mold
County Clerk office	Index of Judgment Dockets	17 dockets	Torn/Dirt/Mold
County Clerk office	Judgment Liens	13 dockets	Torn/Dirt/Mold
County Clerk office	Mechanics	7 dockets	Dirt
County Clerk office	Executions	2 dockets	Dirt
County Clerk office	Record of Receipts	22 dockets	Torn/Dirt/Mold
County Clerk office	Federal Tax	6 dockets	Dirt
County Clerk office	Report Delinquent Lands	10 dockets	Dirt
County Clerk office	Assignments	2 dockets	Dirt
County Clerk office	Personal Property	30 dockets	Torn/Dirt/Mold
County Clerk office	Record Bonds	98 dockets	Torn/Dirt/Mold
County Clerk office	Trust Deeds	352 dockets	Torn/Dirt/Mold
County Clerk office	Index Trust Deeds	26 dockets	Torn/Dirt/Mold
County Clerk office	Lis Pendens	3 dockets	Torn
County Clerk office	Misc.	10 vertical drawers	Clean
County Clerk office	Discharge	16 dockets	Torn/Dirt
County Clerk office	Certificates of Oath	8 dockets	Torn/Dirt
County Clerk office	Notary Bond	5 dockets	Torn/Dirt
County Clerk office	Bond Book	10 dockets	Torn/Dirt
County Clerk office	Administrative	16 dockets	Torn/Dirt
County Clerk office	UCCI	82 document cans	Clean/Torn
County Clerk office	Judgments	30 document cans	Clean/Torn
County Clerk office	Record of County	4 dockets	Dirt
County Clerk office	General Election	5 dockets	Dirt
County Clerk office	Primary Election	5 dockets	Dirt
County Clerk office	Transfer	9 dockets	Dirt
County Clerk office	Judge Prosecuting Attorney	1 vertical drawer	Clean
County Clerk office	Tax department	1 vertical drawer	Clean
County Clerk office	Duplicate Cards	1 vertical drawer	Clean
County Clerk office	Election/school	2 vertical drawer	Clean
County Clerk office	Sheriff Civil	1 vertical drawer	Clean
County Clerk office	Oaths	1 vertical drawer	Clean
County Clerk office	Forms	1 vertical drawer	Clean
County Clerk office	Election records	24 vertical drawers	Clean
County Clerk office	Maps	4ftx 1ft 8inch linear	Uncovered torn
County Clerk office	Birth Records	15 dockets	Clean/Torn/Dirt/Mold
County Clerk office	Financial Statements	5 dockets	Clean/Dirt
County Clerk office	Records of Fiduciary	5 dockets	Clean/Dirt
County Clerk office	Commissioner Records	120 dockets	Clean/Dirt/Torn
County Clerk office	Index of Documents	10 dockets	Clean/Dirt
County Clerk office	Appraisements	4 dockets	Clean
County Clerk office	Ballots	1 Dockets	Clean
County Clerk office	Election	2 dockets	Clean
County Clerk office	NCOA	2 dockets	Clean
County Clerk office	Writ of Execution	3 document cans	Clean/Torn
County Clerk office	Death and Birth	17 document cans	Clean/Torn
County Clerk office	Releases	4 document cans	Clean
County Clerk office	Marriages	21 document cans	Clean/Torn
County Clerk office	Bond Encumbrance	2 dockets	Clean/Torn
County Clerk office	Guardians Bond	4 dockets	Clean
County Clerk office	Deed Books	633 dockets	Clean/Dirt/Torn/Mold
County Clerk office	Power of Attorney	7 dockets	Clean
County Clerk office	Will Book	24 dockets	Clean/Dirt
County Clerk office	Vacation Fiduciary Orders	29 dockets	Clean/Dirt/torn
County Clerk office	Settlements	36 dockets	Clean/Dirt/Torn
County and Circuit Clerk Jail Cell	Criminal	63 document cans	See Comments
County and Circuit Clerk Jail Cell	Civil	204 document cans	See Comments
County and Circuit Clerk Jail Cell	Law Orders	375 documents cans	See Comments
County and Circuit Clerk Jail Cell	Maps	20 ft linear	Uncovered torn
County and Circuit Clerk Jail Cell	Juvenile	24 banker boxes	See Comments
County and Circuit Clerk Jail Cell	Civil	10 banker boxes	See Comments
County and Circuit Clerk Jail Cell	Misc.	60 banker boxes, 3ft 5inch wide and 3ft high of nonstandard cardboard boxes	See Comments
County and Circuit Clerk Jail Cell	Purchase Orders	10 dockets	See Comments
Sheriff office	Personal Property	8 dockets	Clean
Sheriff office	Land Books	36 dockets	Clean
Sheriff office	Condemnations	4 vertical drawers	Clean
Sheriff office	DMV	4vertical drawers	Clean
Sheriff office	Misc.	6 vertical drawers	Clean
Sheriff office	Sheriff Settlements	9 banker boxes	Clean
Sheriff office	Coal Reverence	6 dockets	Clean
Sheriff office	Delinquent list	8 dockets	Clean
Sheriff office	Financial Statements	3 dockets	Clean
Sheriff office	Batch Posting	2 dockets	Clean
Sheriff office	Sheriff Receipts	2 dockets	Clean
Sheriff office	Certificate Letters	5 lateral drawers	Clean
Sheriff office	General County Fund	6 dockets	Clean
Sheriff office	DMV	10 banker boxes	Clean
Sheriff office	Certification Letters	20 banker boxes	Clean
Prosecuting Attorney office	SEE COMMENTS	3 vertical cabinets and 4 drawers each

Comments: There was no access to the jail cells, where the actual records were so the numbers are a close approxiamtion and the condtion of the records appeared to be good being in boxes and on beds, some however were on the floor. All of the Prosecuting Attorneys files kept in Circuit Clerks office.

P1, P2, P3, P4, P5, P6

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	9	5	6	5	4
Part time	0	0	1	0	4
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	none	none	none	none	none
Opportunities available	State Tax group training	None	none	in house training	none
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	6 hours	5 hours	daily	8 hours
Public use	8 hours	4 hours	5 hours	didn't know	none
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	rare	didn't know	didn't know	didn't know	4 hours a week
Public use	no public use	didn't know	didn't know	didn't know	didn't know

Comments:

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Comments: No offices did any type of reformatting records.

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	none		none
Software used	I.A.S.	AS 400	none	IBM	none
Name and address of the vendor used	Out of Charleston	none	none		none
System support used		none	none		none
Name and address of the vendor used		password	none		none
Security in place for the storage system	password	none	none	password	none
Security in place for the backup system		none	none		none
Procedural rules used for creation, storage, reformatting, and retirement of electronic records		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	no	yes	no	no	no
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	no	no	no	no	no
Any records management guidelines used for electronic records (record as yes/no)	yes	no	no	no	no

Comments: Some offices did not know what a Retention Schedule was.

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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