|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Basement
Storage Area for circuit, county, assessor, sheriff Sheriff
Annex Storage Prosecuting
Attorney Annex Storage |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 78 Circuit Clerk 75 County Clerk 72 Sheriff 72 Prosecuting Attorney 75 |
Assessor 71 Circuit Clerk
71 County Clerk
71 Sheriff 71 Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney-closet in main court house-NA |
|
Humidity (record as % relative humidity) |
Assessor 53 Circuit Clerk 50 County Clerk 47 Sheriff 48 Prosecuting Attorney 45 |
Assessor 62 Circuit Clerk
62 County Clerk
62 Sheriff 62 Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney-NA |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney 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 yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney n/a |
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 yes |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk yes ceiling Sheriff no Prosecuting Attorney yes |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
|
Animals - alive
note kind |
Assessor no Circuit Clerk yes mice County Clerk no Sheriff yes mice Prosecuting Attorney no |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
|
Animals - past
note kind |
Assessor yes mice Circuit Clerk yes mice County Clerk
no Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk yes roaches County Clerk no Sheriff yes roaches Prosecuting Attorney no |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Insects - past note kind |
Assessor no Circuit Clerk yes roaches County Clerk no Sheriff yes
roaches Prosecuting Attorney yes |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Dust or grime on records |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk
yes County Clerk yes Sheriff yes Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney 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 yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Sprinklers
(record as yes/no) No sprinkler system in active or inactive rooms |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
1.1.E Type of security systems in place |
|
|
|
|
Guards at entrance to area (record as yes/no) no guards at entrance of
building or active and inactive rooms |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes inoperable Sheriff yes Prosecuting Attorney yes |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Secured doors/windows (record as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney n/a |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Panic Button (record
as yes/no) No for active and inactive rooms |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
|
Key card access
(record as yes/no) No for active and inactive rooms |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no |
Comments
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Personal Property |
6 dockets |
Clean |
|
Assessors office |
Land Books |
22 dockets |
Clean |
|
Assessors office |
Appraisements |
7 dockets |
Dirt |
|
Assessors office |
DMV |
3 dockets |
Clean |
|
Assessors office |
Election Forms |
2 vertical drawers |
Clean |
|
Assessors office |
Current Misc. |
1 vertical drawer |
Clean |
|
Assessors office |
Farm Files |
1 vertical drawer |
Clean |
|
Assessors office |
Appraisements |
1 vertical drawer |
Clean |
|
Assessors office |
Union |
1 vertical drawer |
Clean |
|
Assessors office |
Personal Property |
12 vertical drawers |
Clean |
|
Assessors office |
Appraisal Hard copies |
16 vertical drawer |
Clean |
|
Assessors office |
Dog Tags |
2 vertical draws |
Clean |
|
Assessors office |
Misc. |
Non standard boxes 2ft high and 2ft wide |
Clean |
|
Assessors office |
Stack of books |
2ft high and 2ft wide |
Clean |
|
Assessors office |
Dog Records |
1 banker box |
Clean |
|
Assessors office |
Map cards |
Wooden shelf. 8inchx1ft 15 drawers |
Clean |
|
Circuit Clerk office |
Criminal |
12 vertical drawers |
Clean |
|
Circuit Clerk office |
Mental Hygiene |
1 vertical drawer |
Clean |
|
Circuit Clerk office |
Divorce |
10 vertical drawers |
Clean |
|
Circuit Clerk office |
Adoptions |
12 vertical drawers |
Clean |
|
Circuit Clerk office |
Juvenile |
15 vertical drawers |
Clean |
|
Circuit Clerk office |
Guardianship |
3 vertical drawers |
Clean |
|
Circuit Clerk office |
Criminal |
16 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. |
2 banker boxes |
Clean |
|
Circuit Clerk office |
Misc. |
18ft linear dockets |
Clean |
|
Circuit Clerk office |
Divorce, Criminal ,Civil |
228 document cans |
Clean |
|
County Clerk office |
Hunting and Fishing |
1 vertical drawers |
Clean |
|
County Clerk office |
Marriage |
2 vertical drawers |
Clean |
|
County Clerk office |
Cash Reports |
2 vertical drawers |
Clean |
|
County Clerk office |
Property |
2 vertical
drawers |
Clean |
|
County Clerk office |
Stamp Records |
1 vertical
drawer |
Clean |
|
County Clerk office |
School |
25 dockets |
Clean |
|
County Clerk office |
Voters |
9 dockets |
Clean |
|
County Clerk office |
Open Misc. Files |
3ft 7inch high and 18 inch wide |
Clean |
|
County Clerk office |
Death Certificate |
3 vertical drawers |
Clean |
|
County Clerk office |
Exonerations |
2 vertical drawers |
Clean |
|
County Clerk office |
Marriage |
1 vertical drawer |
Clean |
|
County Clerk office |
Grantee |
2 vertical drawer |
Clean |
|
County Clerk office |
Records of Fiduciary |
80 dockets |
Clean |
|
County Clerk office |
Lease books |
24 dockets |
Clean |
|
County Clerk office |
Criminal |
10 dockets |
Clean |
|
County Clerk office |
Marriage |
24 dockets |
Clean |
|
County Clerk office |
Birth |
2 dockets |
Clean |
|
County Clerk office |
Survey Record |
8 dockets |
Clean |
|
County Clerk office |
Sales index |
2 dockets |
Clean |
|
County Clerk office |
Release liens |
40 dockets |
Clean |
|
County Clerk office |
Land books |
64 dockets |
Clean |
|
County Clerk office |
Order |
13 dockets |
Clean |
|
County Clerk office |
Appraisements |
48 dockets |
Clean |
|
County Clerk office |
Bill of sale |
3 dockets |
Clean |
|
County Clerk office |
Trust estates |
4 dockets |
Clean |
|
County Clerk office |
General elections |
16 dockets |
Clean |
|
County Clerk office |
Trust Deeds |
224 dockets |
Clean |
|
County Clerk office |
Personal Property |
30 dockets |
Clean |
|
County Clerk office |
Deed books |
256 dockets |
Clean |
|
County Clerk office |
Death certificates |
15 document cans |
Clean |
|
County Clerk office |
Delinquent Tax |
10 document cans |
Clean |
|
County Clerk office |
Release Liens |
6 document cans |
Clean |
|
County Clerk office |
Notary Republic |
8 documents cans |
Clean |
|
County Clerk office |
Misc. Records |
4 document cans |
Clean |
|
County Clerk office |
Trustee Report Sales |
2 document cans |
Clean |
|
County Clerk office |
Church Trustees |
1 document cans |
Clean |
|
County Clerk office |
Judgment Liens |
8 document cans |
Clean |
|
County Clerk office |
Crop and Cattle Deed of trust |
1 document can |
Clean |
|
County Clerk office |
Civil War Records |
1 document can |
Clean |
|
County Clerk office |
Homestead |
2 document cans |
Clean |
|
County Clerk office |
Mechanic Liens |
1 document cans |
Clean |
|
County Clerk office |
Fiduciary Record |
138 document cans |
Clean |
|
County Clerk office |
Marriage |
45 document cans |
Clean |
|
County Clerk office |
Trust Deeds |
40 document cans |
Clean |
|
Sheriff office |
DMV |
2 vertical drawers |
Clean |
|
Sheriff office |
Tax edits |
1 vertical drawer |
Clean |
|
Sheriff office |
Tax Receipts |
1 vertical drawer |
Clean |
|
Sheriff office |
Final Deposits |
2 vertical drawers |
Clean |
|
Sheriff office |
Accident |
2 vertical drawers |
Clean |
|
Sheriff office |
Delinquent Tax |
3 vertical drawers |
Clean |
|
Sheriff office |
Personal Property |
6 dockets |
Clean |
|
Sheriff office |
Delinquent Tax |
4 dockets |
Clean |
|
Sheriff office |
Land books |
9 dockets |
Clean |
|
Sheriff office |
Distributions |
4 dockets |
Clean |
|
Basement |
Misc. |
Dockets -Wooden shelf 3ft 8inch x4 wide and 3ft
8inch x3 high |
Surface dirt, old |
|
basement |
Misc. |
Boxes non standard- 4ft, 3ft, 5ft,6ft stacks of
boxes |
Torn/Dirt |
|
basement |
Misc. |
Dockets -16x 1ft 8inch linear metal shelf |
Torn/Dirt |
|
Basement |
Misc. |
Dockets -wooden shelf |
Surface dirt, torn, old |
|
Prosecuting attorney |
Civil |
? # of vertical metal drawers |
Clean |
|
Prosecuting attorney |
Civil |
? # of dockets |
Clean |
|
Prosecuting attorney |
Civil |
Photographs |
Clean |
|
Prosecuting attorney |
Civil |
? # of video tapes VHS |
Clean |
|
Prosecuting attorney |
Civil |
? # of card board boxes contain floppy disc |
clean |
|
Prosecuting attorney |
Criminal |
? # of vertical metal files |
Clean |
|
Prosecuting attorney |
Criminal |
? # of dockets |
Clean |
|
Prosecuting attorney |
Criminal |
? # of loose records |
Clean |
|
Prosecuting attorney |
Criminal |
Photographs |
Clean |
|
Prosecuting attorney |
Criminal |
? # of VHS tape |
Clean |
|
Prosecuting attorney |
Criminal |
? # of boxes- floppy disc |
Clean |
|
Prosecuting attorney |
Juvenile |
? # vertical metal files |
Clean |
|
Prosecuting attorney |
Juvenile |
? # dockets |
Clean |
|
Prosecuting attorney |
Juvenile |
? # loose records |
Clean |
|
Prosecuting attorney |
Juvenile |
Photographs |
Clean |
|
Prosecuting attorney |
Juvenile |
? # boxes- VHS tapes |
Clean |
|
Prosecuting attorney |
Juvenile |
? # boxes- floppy disc |
clean |
|
Prosecuting attorney |
Non standard |
? # vertical metal files |
Clean |
|
Prosecuting attorney |
Non standard |
? # dockets |
Clean |
|
Prosecuting attorney |
Non standard |
Photographs |
Clean |
|
Prosecuting attorney |
Non standard |
VHS |
Clean |
|
Prosecuting attorney |
Non standard |
? # boxes- floppy disc |
clean |
|
Prosecuting attorney inactive |
Civil |
Vertical metal |
Clean |
|
Prosecuting attorney inactive |
Civil |
? # dockets |
Surface dirt |
|
Prosecuting attorney inactive |
Civil |
Photo graphs |
Clean |
|
Prosecuting attorney inactive |
Civil |
? # boxes VHS |
Clean |
|
Prosecuting attorney inactive |
Criminal |
Vertical metal files |
Clean |
|
Prosecuting attorney inactive |
Criminal |
? # dockets |
clean |
|
Prosecuting attorney inactive |
Criminal |
Photographs |
Clean |
|
Prosecuting attorney inactive |
Criminal |
? # of boxes- VHS |
Clean |
|
Prosecuting attorney inactive |
Criminal |
? # boxes- floppy disc |
Clean |
|
Prosecuting attorney inactive |
Juvenile |
? # vertical metal files |
Clean |
|
Prosecuting attorney inactive |
Juvenile |
? # dockets |
Surface dirt |
|
Prosecuting attorney inactive |
Juvenile |
Photographs |
clean |
|
Prosecuting attorney inactive |
Juvenile |
? # boxes- VHS tapes |
Clean |
|
Prosecuting attorney inactive |
Juvenile |
? # boxes- floppy disc |
Clean |
|
Prosecuting attorney inactive |
Non support |
Vertical metal files |
Clean |
|
Prosecuting attorney inactive |
Non support |
? # dockets |
Surface dirt |
|
Prosecuting attorney inactive |
Non support |
Photographs |
Clean |
|
Prosecuting attorney inactive |
Non support |
? # boxes VHS tapes |
Clean |
|
Prosecuting attorney inactive |
Non support |
? # boxes- floppy disc |
Clean |
|
Prosecuting attorney inactive - court house closet |
Civil, criminal, juvenile, non standard records |
? # dockets/ loose files |
Surface dirt |
Comments:
The basement was really crowed so there was no way to access them to find out
what type of records and how many there were.
P1, P2, P3, P4, P5, P6, P7, P8
basement
storage contained inactive records for all offices except pros. att. the
basement storage was a wreck. you could only take a few steps into the room
before you were stopped by records that have fallen out of broken boxes.
christmas decorations were stored in here also. old paper records that appeared
to be old court records were LYING around all over the room. some records were
on shelves others were in piles in the floor. some of the piles were stacked to
the ceiling. no order in record storage. the records in this room will soon be
destroyed due to irresponcible record keeping. i can not tell how anyone would
be able to do any records inventory in this room.
assessor
complained that the office was over the heating system and the office was
really hot during cold months.the office was really small.no room for records
or people.
circuit
clerk needs storage bad. the office is out of room. the room was really small.
the county
clerk had a water leak in record storage area. they are in need of space.
the
court house was so small i passed it up thinking it was an old church. they are
in need of space.
the
pros. att. and sheriff offices were located in a annex behind the court house.
the juvenile non standard cases are stored offsite but no information as to
where this might be. pros. att. is out of space. some records are being stored
in a closet in the court house.
|
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 |
2 |
2 |
4 |
6 |
Answered yes |
|
Part time |
1 |
0 |
0 |
2 |
Yes |
|
Volunteers |
0 |
0 |
0 |
0 |
No |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
None |
Class once a year |
Association Workshops once a year |
None |
In house |
|
Opportunities available |
None |
Associations meetings |
Association Meeting |
None |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
All day |
8 hours |
6 hours |
2 hours |
Didn't know |
|
Public use |
20% |
6 hours |
8 hours |
N/A |
Didn't know |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
Didn't know |
hour |
hour |
15 minutes |
Didn't know |
|
Public use |
Didn't know |
hour |
hour |
N/A |
Didn't know |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Imaging/Digitizing |
|
|
|
|
|
|
Internal |
NA |
|
|
|
|
|
Volume of material digitized |
|
25,842 |
|
|
Unknown |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
Give to Attorneys clients |
|
|
|
|
Placed in
storage |
|
|
|
|
Yes |
|
Master copy stored
(onsite or offsite ) |
|
Onsite |
|
|
Onsite |
|
Backup copies available (record as yes/no) |
|
Yes |
|
|
yes |
|
External |
|
|
|
|
rare |
|
Volume of material digitized |
|
|
|
|
Unknown mainly photographs |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
yes |
|
Master copy stored
(onsite or offsite ) |
|
|
|
|
onsite |
|
Backup copies available (record as yes/no) |
|
|
|
|
no |
Comments assessor said they had no record groups and or series created and maintained on electronic format.
|
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 |
Criminal/Juvenile/Domestic/Civil/Adoption/ Mental
Health/Guardianship |
Voter Registration/ Indexing Records of Deed/
Judgment/ Surveys |
Criminal Investigation/Taxes/ DMV |
Order forms, ct document forms |
|
Software used |
|
Furnished by supreme Court |
Voters-Century |
CRIS/CSSI |
Word |
|
Name and address of the vendor used |
|
E-40d State Capital A0d Kanawha Blvd. East
Charleston WV |
CSSI Parkersburg WV |
CSSI #2 Rosemar Circle Parkersburg WV 26104 |
|
|
System support used |
|
Software Computer Group |
CSSI |
CRIS/CSSI |
|
|
Name and address of the vendor used |
|
1200 Bigley Ave. Charleston WV |
CSSI Parkersburg WV |
|
|
|
Security in place for the storage system |
|
|
Password access/ Security Coder |
Records stored on disk sent to Charleston |
password |
|
Security in place for the backup system |
|
Hard Drive Disc |
|
|
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
|
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) |
No |
No |
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