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 78 office Circuit Clerk - 79 County Clerk- 78 Sheriff 75 office Prosecuting Attorney NA office	Assessor basement- 76 Circuit Clerk balcony room- 74 County Clerk basement-75 Sheriff basement- Prosecuting Attorney attic-74	Basement storage Assessor Circuit Clerk attic-74 County Clerk Sheriff Prosecuting Attorney
Humidity (record as relative humidity)	Assessor 26 office Circuit Clerk-27 County Clerk- 27 Sheriff 28 office Prosecuting Attorney NA office	Assessor-76 Circuit Clerk- 29 County Clerk-31 Sheriff Prosecuting Attorney attic-29	Assessor Circuit Clerk attic-29 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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes	Assessor Circuit Clerk-yes County Clerk Sheriff Prosecuting Attorney
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor NA Circuit Clerk no County Clerk no Sheriff NA Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor NA Circuit Clerk no County Clerk no Sheriff yes wasps, ladybugs, mites Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff yes wasps, ladybugs, mites Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney NA	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
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 County Clerk Sheriff Prosecuting Attorney yes	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes panic Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes panic	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor yes Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes	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 Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments:

The Assessor's office has cameras in the hallways.

the circuit clelk furnace room contains some prosecuting records also.

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

Location	Record Type	Volume	Condition
Assessor office - Main	Personal Property Assessment, Review & Field Maps	30 legal size drawers	Clean
Assessor office - Main	Oil & Gas Plats, Farm Application	9 legal size drawers	Clean
Assessor office - Main	Oil & Gas Production Reports	16 legal size drawers	Clean
Assessor office - Main	Correspondence	2 legal size drawers	Clean
Assessor office - Main	West Virginia Auditor's Office Land Book 1920-1935	20 reels microfilm	Clean
Assessor office - Main	Deeds & Will Book	18 drawers microfiche	Clean
Assessor office - Main	Homestead Inactive Cards	4 drawers	Clean
Assessor office - Vault	Transfers - old to 1920s		Clean
Assessor office - Vault	Dog Records - 2 years		Clean
Assessor office - Vault	Land Book 1909-1984	119 old large books	Some needing repairs
Assessor office - Vault	Land Book 1985-2002	43 printouts	Clean
Assessor office - Vault	Personal Property	8 printouts	Clean
Assessor office - Vault	Plats	2 very large books	Need repair
Circuit Clerk office - Main	Can Files	Large number along walls	Clean
Circuit Clerk office - Main	Ledger Books	28 full size	Clean
Circuit Clerk office - Main	Criminal & Civil	32 legal size drawers	Clean
Circuit Clerk office - Main	Chancery & Law Case Files	264 can files	Clean
Circuit Clerk office - Main	Leger	50 full size books	Clean
Circuit Clerk office - Main	order	96 half size
Circuit Clerk office - Main	Adoption & Juvenile	6 legal locked drawers	Clean
Circuit clerk main office	Index	10 drawer-8x12x18 deep	clean
Circuit Clerk office - Main	Pending	12 letter size drawers	Clean
Circuit Clerk office - Main	Adoption	5 drawers	Clean
Circuit Clerk office - Main	Civil Case Files	20 letter size drawers	Clean
Circuit Clerk office - Main	Ended Civil Action	12 legal size drawers	Clean
Circuit Clerk office - Main	Closed Civil	30 letter size drawers	Clean
Circuit Clerk office - Main	Evidence	1 metal cabinet	Clean
Circuit Clerk office - Main	Closed Domestic	15 letter size drawers	Clean
Circuit Clerk office - Main	Criminal Closed	5 letter size drawers	Clean
Circuit Clerk office - Main	Legal Criminal Closed	4 legal size drawers	Clean
Circuit Clerk office - Furnace Room	Court Reporter Notes	12 file drawers	Surface dirt
Circuit Clerk office - Furnace Room	Family Law	13 file drawers master tape boxes- 6x8x20	Surface dirt
Circuit Clerk office - Furnace Room	Reporters Notes	18 banker's boxes	Surface dirt
Circuit Clerk and prosecuting attorney-Furnace Room	Juvenile probation	18 boxes	Surface dirt
Circuit clerk and prosecuting attorney Furnace room	Cases	30 banker boxes	Surface dirt
Circuit Clerk office - Court Balcony	records	135 banker boxes on the floor	Paint chips and dirt
Circuit clerk balcony	Records	45 banker boxes	Paint chips and dirt
Circuit Clerk office - Court Balcony	Ledger Books	10 books	Paint chips and dirt
County Clerk office - Main	Commissioner Order Books	5 books	Clean
County Clerk office - Main	Precinct Poll	25 binders	Clean
County Clerk office - Main	Voting Records	10 file drawers	Clean
County Clerk office - Main	Marriages, Miscellaneous Records	36 can files	Clean
County Clerk office - Main	Financing Statements, Estate & Appraisement, Contractors Bonds, Mental Hygiene	82 can files	Clean
County Clerk office - Main	Fiduciary	84 can files (duplicated in books)	Clean
County Clerk office - Main	Maps	10 drawers	Clean
County Clerk office - Main	Hanging Map Files	17; 132 sheets	Clean
County Clerk office - Main	Transfers	8 card file drawers	Clean
County Clerk office - Main	Bonds	12 can files	Clean
County Clerk office - Main	Wills & Redemptions	12 can files	Clean
County Clerk office - Main	Land Books	115 ledger books	Clean
County Clerk office - Main	Index	45 ledgers	Clean
County Clerk office - Main	Estate Case Files	36 can files (duplicated in books)	Clean
County Clerk office - Main	Miscellaneous Records	44 ledger books	Clean
County Clerk office - Main	Personal Properties	40 ledger books	Clean
County Clerk office - Main	Wills, Redemptions	36 can files (duplicated in books)	Clean
County Clerk office - Main	Deeds	252 ledger books	Clean
County Clerk office - Main	Births, Marriages, Estate	59 can files (duplicated in books)	Clean
County Clerk office - Main	Ledger Books	233	Clean
County Clerk office - Main	Marriage Records	20 ledgers	Clean
County Clerk office - Main	Bonds	6 ledgers	Clean
County Clerk office - Main	Church Trustees	2 ledgers	Clean
County Clerk office - Main	Miscellaneous	2 ledgers	Clean
County Clerk office - Main	Alpha Voter Registration	12 ledgers	Clean
County Clerk office - Main	Support Order Book	1	Clean
County Clerk office - Main	County Court Papers, Estate Appraisements, Tax	88 can files (duplicated in books)	Clean
County Clerk office - Main	Land Books	49	Clean
County Clerk office - Main	Release	58 documents, 40 books	Clean
County Clerk office - Main	Trust	169 books	Clean
County Clerk office - Main	Deed Index to Financing Statements	4	Clean
County Clerk office - Main	Execution	3	Clean
County Clerk office - Main	Estate and Trust Deeds	4	Clean
County Clerk office - Main	Ledgers	16 half size	Clean
County Clerk office - Main	Commissioner Order	27 books, 5 ledgers	Clean
County Clerk office - Main	General Indices	42	Clean
County Clerk office - Main	Mechanics Liens	6	Clean
County Clerk office - Main	Federal Tax Lien	2	Clean
County Clerk office - Main	Will Books	33	Clean
County Clerk office - Main	Judgment Liens	19	Clean
County Clerk office - Main	Other	4	Clean
County Clerk office - Main	Fiduciary Records	15 ledgers	Clean
County Clerk office - Main	Fiduciary Bonds	10	Clean
County Clerk office - Main	Discharge Records	7	Clean
County Clerk office - Main	Other	4	Clean
County Clerk office - Main	Land Books	56	Clean
County Clerk office - Main	Inventory Ledgers	70	Clean
County Clerk office - Main	Road Records	4	Clean
County Clerk office - Main	Road Orders	7	Clean
County Clerk office - Main	Birth Registrations	8 ledgers	Clean
County Clerk office - Main	Marriage	1	Clean
County Clerk office - Main	Miscellaneous	4	Clean
County Clerk office - Main	Tax Sales & Redemptions	8	Clean
County Clerk office - Main	Miscellaneous	55	Clean
County Clerk office - Main	Hanging Aerial Map Unit	12	Clean
County Clerk office - Main	Deed Books	91 drawers	Clean
County Clerk office - Main	Land & Personal Property	3 units	Clean
County Clerk office - Main	Land Books	11	Clean
County Clerk office - Main	Records	7 can files	Clean
County Clerk office - Basement Furnace Room	Housing Rehabilitation	1 file cabinet	dust
County Clerk office - Basement Furnace Room	Maps	1 large box	dust
County Clerk office - Basement Furnace Room	Miscellaneous	24 banker's boxes	dust
County Clerk office - Basement Furnace Room	Personal Property	44 books	dust
County Clerk office - Basement Furnace Room	Payroll	96'	dust
County Clerk office - Basement Furnace Room	Election Materials	4 shelves	dust
County Clerk office - Vault	Deed Books, Duplicates, Lease Books, Microfilm, Backup Computer Tape, Miscellaneous Records	8x8x12x12 height	Clean
Sheriff's Tax office - Main	Daily Reports & Activities		Clean
Sheriff's Tax office - Main	Deposits, Statements	3 boxes	Clean
Sheriff's Tax office - Main	Bank Accounts, Financial Statements	5 boxes	Clean
Sheriff's Tax office - Main	Tax Receipts, etc.	12 drawers	Clean
Sheriff's Tax office - Main	Land & Personal Property	18 books	Clean
Prosecuting Attorney office - Main	Case Files	10 lateral drawers	Clean
Prosecuting Attorney office - Main	File Drawers	12 legal size	Clean
Prosecuting Attorney office - Main	Criminal Cases	300	Clean
Prosecuting Attorney office - Main	Juvenile	100	Clean
Prosecuting Attorney office - Main	County Commissioner	100	Clean
Prosecuting Attorney office - Main	Board of Education	100	Clean

Comments: Circuit Clerk stores records in balcony of courtroom on the floor behind seats. These records are stored in boxes, and there is paint peeling and chipping above the boxes, which should be accredited to a moistur problem although no moisture was visible on the boxes. Basement furnace room has ductwork running through the room, and it has windows heating units, pipes, sewerline (which runs above the records), 2 exterior walls (one with a sign of dampness), and a bathroom. County Clerk keeps the to this room, and there are wooden shelves in this room.

P1, P2, P3, P4

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	4	2	5	3	1
Part time	0	0	1	0	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	Hands-on (in-house) (state training for all new staff)	6 days a year spent in training sessions	N/A	New employees - in-house; sheriff in-service each year	None
Opportunities available	State Basic Training	Training through Supreme Court	N/A	State Tax-Sheriff Tax Seminar	Key Personal Meeting
1.1.D.b Average Daily Retrievals of Current Records
Staff use	3	unknown	3 hours	2	3
Public use	3	unknown	4 hours	6	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	0	2 hours	hours	0	0
Public use	0	3 hours	hour	0	0

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	None	None	None	None	None
Disposition of originals
Discarded
Placed in storage					No (original goes to Circuit Clerk or client)
Microfilming
Internal
Volume of material microfilmed	None	None	4 rolls 16mm a year	None	None
Disposition of originals
Discarded			no
Placed in storage			Yes
Master copy stored onsite or offsite			Onsite and iron mountain, PA facilities
User copies available (record as yes/no)			No- one reader for staff audit
External
Volume of material microfilmed	None	None	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
Volume of material digitized	None (planning to scan tax maps & daily forms)	None	None	None	None
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	None	None	None	None	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments

county clerks deeds, deed of trust, marriages, are processed by bankers.

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)	Real Estate, Personal Property, Correspondence, Forms	N/A	Voting records- CSSI, ACS indexing, keyed internally, ACS manages-land records only	Tax Collections, DMV, Sheriff's Accounting	Court documents (orders, letters, cash customs)
Software used	Microsoft XP	CCMS	Landmarc	Software Systems	WordPerfect 9
Name and address of the vendor used	Microsoft	N/A	Landmarc, Syracuse New York	Morgantown
System support used	TMC Technologies	N/A	Back up daily and weekly	Software Systems/IBM	Radio Shack
Name and address of the vendor used	Fairmont, WV	N/A	N/A		Harrisville
Security in place for the storage system	Server locked - installed on wall in Assessor's office	Hard drive to disc daily on 3.5 Disc and put in a cabinet in the same office	N/A	AS400 stored in Deputy's Office	Locked in office
Security in place for the backup system	Server locked	N/A	N/A	Stored in safe	On disk/in office
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	Not provided	N/A	Per contract with ACS	Yes	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	Yes (keep records 5 years & destroy after)	None	1977 Schedule	Yes	No (do not throw away)
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	N/A	N/A	No	N/A
Any records management guidelines used for electronic records (record as yes/no)	No	N/A	N/A	No	N/A

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	N/A	N/A	No	No
Lists contain record group, series, span date, and quantity data (record as yes/no)	N/A	N/A	N/A	N/A	N/A
Transfer documentation for these records (record as yes/no)	N/A	N/A	N/A	N/A	N/A

Comments

Ritchie Index Page