1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Memorial Building Storage	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 80 Circuit Clerk 76 County Clerk 75 Sheriff 80 Prosecuting Attorney 74	Assessor 82 Circuit Clerk 82 County Clerk 82 Sheriff Prosecuting Attorney 82	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 56 Circuit Clerk 52 County Clerk 40 Sheriff 54 Prosecuting Attorney	Assessor 46 Circuit Clerk 46 County Clerk 46 Sheriff Prosecuting Attorney 46	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes in office no in vault beside office Sheriff yes in office and no in closet beside office Prosecuting Attorney yes	Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 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 no	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	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 yes spiders Circuit Clerk yes spiders County Clerk yes spiders Sheriff Prosecuting Attorney yes spiders	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 yes spiders Circuit Clerk yes spiders County Clerk yes spiders Sheriff Prosecuting Attorney yes spiders	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 no County Clerk no Sheriff Prosecuting Attorney no	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 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 no Circuit Clerk no County Clerk no 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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	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 no	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 yes	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 no	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 no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments: The active and more recent inactive records are kept together in the offices. The upstairs storage space (which held older inactive records) was disorganized. There were stacks of books all over the place, loose files were on the floor and they were mixed with Christmas decorations and other various supplies and storage for the courthouse. the County Commissioner said it is like this because of a lack of space in courthouse and not enough employees to take time off their jobs to put the books in order.

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

Location	Record Type	Volume	Condition
Assessors office	Map cards, transfers, Assessments, DMV exemptions, Homestead, Transfer books, Supplements, NADA books	All these were contained on a rolodex machine. Machine 6ft wide. Height unknown it reached into ceiling	Clean/Torn
Assessors office	Land Books	11 dockets	Clean
Assessors office	Personal Property Books	2 dockets	Clean
Assessors office	Exoneration	2 dockets	Clean
Assessors office	Map Review Document Books	105 dockets	Clean
Assessors office	Maps	3 map hangers, each 9ft 1in tall and 3ft 11inch wide.	Clean
Assessors office	Misc.	4 vertical drawer	Clean
Circuit Clerk office and vault beside office	Domestic Relations Book	11 dockets	Clean
Circuit Clerk office and vault beside office	Civil Order Book	35 dockets	Clean
Circuit Clerk office and vault beside office	Civil Docket	20 dockets	Clean
Circuit Clerk office and vault beside office	Domestic Relations	2 dockets	Clean
Circuit Clerk office and vault beside office	Misc. Docket	4 dockets	Clean
Circuit Clerk office and vault beside office	Memorandum	9 dockets	Vermin eaten/Torn
Circuit Clerk office and vault beside office	Reciprocal Delinquency Cases	3 dockets	Clean/Dirt
Circuit Clerk office and vault beside office	Record Fees and Collections	4 dockets	Red rot/Torn/Dirt
Circuit Clerk office and vault beside office	Bond Book	8 dockets	Clean
Circuit Clerk office and vault beside office	Criminal Order	37 dockets	Clean
Circuit Clerk office and vault beside office	Juvenile Docket	9 dockets	Clean
Circuit Clerk office and vault beside office	Index Law Chancery	8 dockets	Clean
Circuit Clerk office and vault beside office	Administrative Order	2 dockets	Clean
Circuit Clerk office and vault beside office	Criminal Docket	3 dockets	Clean
Circuit Clerk office and vault beside office	Execution	1 dockets	Clean
Circuit Clerk office and vault beside office	Delinquent	2 dockets	Clean
Circuit Clerk office and vault beside office	Law Orders	11 dockets	Clean
Circuit Clerk office and vault beside office	Chancery	37 dockets	Red rot/Dirt
Circuit Clerk office and vault beside office	Fee Records	5 dockets	Dirt
Circuit Clerk office and vault beside office	Transfer Ledgers	1 dockets	Dirt
Circuit Clerk office and vault beside office	Jury Certificates	8 dockets	Mold/Dirt/Torn
Circuit Clerk office and vault beside office	Witness Certificates	9 dockets	Dirt /Clean
Circuit Clerk office and vault beside office	Adoption	2 dockets	Clean
Circuit Clerk office and vault beside office	Jury Certificates	15 nonstandard boxes	Clean/Torn
Circuit Clerk office and vault beside office	Court Cases	12 banker boxes of files	Clean
Circuit Clerk office and vault beside office	Misc. Files	8 files	Clean
Circuit Clerk office and vault beside office	Misc. Files	16 banker boxes	Clean
Circuit Clerk office and vault beside office	Mental Health	5 nonstandard boxes	Clean
Circuit Clerk office and vault beside office	Juvenile Order Books	10 dockets	Clean
Circuit Clerk office and vault beside office	Mental Hygiene	3 dockets	Clean
Circuit Clerk office and vault beside office	Misc. Books	15 dockets	Clean
Circuit Clerk office and vault beside office	Law Court Books	1 docket	Clean
Circuit Clerk office and vault beside office	Civil Cases	30 vertical drawers	Clean
Circuit Clerk office and vault beside office	Divorce Cases	32 vertical drawers	Clean
Circuit Clerk office and vault beside office	Criminal Cases	33 vertical drawers	Clean
Circuit Clerk office and vault beside office	Domestic Cases	25 vertical drawers	Clean
Circuit Clerk office and vault beside office	Monthly Reports	3 vertical drawers	Clean
Circuit Clerk office and vault beside office	Retired Misc. Cases	1 vertical drawers	Clean
Circuit Clerk office and vault beside office	Adoptions	6 vertical drawers	Clean
Circuit Clerk office and vault beside office	Guardianship	5 vertical drawers	Clean
Circuit Clerk office and vault beside office	Retired Criminal records	8 vertical drawers	Clean
Circuit Clerk office and vault beside office	Closed Criminals	3 vertical drawers	Clean
Circuit Clerk office and vault beside office	Appeals	3 vertical drawers	Clean
Circuit Clerk office and vault beside office	Misdemeanors	3 vertical drawers	Clean
Circuit Clerk office and vault beside office	Adoption	7 lateral drawers	Clean
Circuit Clerk office and vault beside office	Chancery retired	6 lateral drawers	Clean
Circuit Clerk office and vault beside office	Exonerations	3 lateral drawers	Clean
Circuit Clerk office and vault beside office	Summons	8 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Chancery	13 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Indictments	14 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Bonds	17 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Monthly Reports	6 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Divorce Cases	10 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Dept. of State	10 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	School Land Cases	3 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	State Cases	19 document cans	Dirty/Bundled/Torn
Circuit Clerk office and vault beside office	Chancery Dismissed	7 document cans	Dirty/Bundled/Torn
County Clerk office and vault beside office	Land Books	111 dockets	Dirt/Torn
County Clerk office and vault beside office	Trust Deeds	166 dockets	Dirt/Torn/Mold
County Clerk office and vault beside office	Map Books	5 dockets	Dirt
County Clerk office and vault beside office	Release of Liens Books	33 dockets	Clean
County Clerk office and vault beside office	Debtor Index Finance Statements	2 dockets	Clean
County Clerk office and vault beside office	Record of Leases	16 dockets	Clean
County Clerk office and vault beside office	Right of Way	13 dockets	Dirt
County Clerk office and vault beside office	Federal Tax Lien	10 dockets	Dirt
County Clerk office and vault beside office	Judgment Liens	9 dockets	Clean
County Clerk office and vault beside office	Delinquent Land	28 dockets	Dirt/Torn
County Clerk office and vault beside office	Personal Property	3 dockets	Dirt
County Clerk office and vault beside office	Election Records	5 dockets	Clean
County Clerk office and vault beside office	Marriage Records	6 dockets	Clean
County Clerk office and vault beside office	Birth Records	10 dockets	Dirt
County Clerk office and vault beside office	Death Records	7 dockets	Dirt
County Clerk office and vault beside office	Vacation	2 dockets	Dirt
County Clerk office and vault beside office	Misc.	1 docket	Clean
County Clerk office and vault beside office	Births	5 vertical drawers	Clean/Torn
County Clerk office and vault beside office	Deaths	4 vertical drawers	Clean/Torn
County Clerk office and vault beside office	Corrections of Births	1 drawer	Clean
County Clerk office and vault beside office	Misc.	8 vertical drawers	Clean
County Clerk office and vault beside office	Lunacy	3 document cans	Dirty/Bundled
County Clerk office and vault beside office	Bonds	1 document can	Dirty/Bundled
County Clerk office and vault beside office	Hold Court Orders	2 document cans	Clean
County Clerk office and vault beside office	Hanging Maps	Metal Cabinet 4ft high and 3ft wide	Clean/Torn
County Clerk office and vault beside office	Voter Registration	38 metal cased dockets	Dirt
County Clerk office and vault beside office	Misc.	Loose stacks 1 ft high	Torn/Dirt/Clean
County Clerk office and vault beside office	Voter Registration Card	12 metal drawers the drawers 4inch high and 9 inch wide	Clean/Dirt
County Clerk office and vault beside office	Pay Roll/Timesheets	5 vertical drawers	Clean/Dirt
County Clerk office and vault beside office	Deed Books	346 dockets	Clean/Dirt/Mold/Torn
County Clerk office and vault beside office	Fiduciary Books	32 dockets	Clean/Dirt
County Clerk office and vault beside office	Will Books	21 dockets	Clean/Dirt
County Clerk office and vault beside office	Probate Order Books	18 dockets	Clean/Dirt
County Clerk office and vault beside office	Discharge Book	9 dockets	Clean/Dirt
County Clerk office and vault beside office	Mental Hygiene	1 dockets	Clean/Dirt
County Clerk office and vault beside office	Record Inventories	28 dockets	Clean/Dirt
County Clerk office and vault beside office	Bond Books	14 dockets	Clean/Dirt/Torn
County Clerk office and vault beside office	Order Books	2 dockets	Clean/Dirt
County Clerk office and vault beside office	Classification Records	4 dockets	Clean/Dirt
County Clerk office and vault beside office	Court Order Books	16 dockets	Clean/Dirt
County Clerk office and vault beside office	Personal Property	5 dockets	Clean/Dirt
County Clerk office and vault beside office	Sales under Trust Deeds	5 Dockets	Clean/Dirt
County Clerk office and vault beside office	Oath of Office	4 dockets	Clean/Dirt
County Clerk office and vault beside office	Chattel Mortgage	4 dockets	Clean/Dirt
County Clerk office and vault beside office	Record Nurses	1 docket	Clean/Dirt
County Clerk office and vault beside office	County Fund	1 docket	Clean/Dirt
County Clerk office and vault beside office	Ledger Fund	1 docket	Clean/Dirt
County Clerk office and vault beside office	Fund Orders	1 docket	Clean/Dirt
County Clerk office and vault beside office	Records of Levies	2 dockets	Clean/Dirt
County Clerk office and vault beside office	Clerks Records Receipts and Levies	1 docket	Clean/Dirt
County Clerk office and vault beside office	Delinquent Book	1 docket	Clean/Dirt
County Clerk office and vault beside office	Road Fund	1 docket	Clean/Dirt
County Clerk office and vault beside office	Conveyances Land	1 docket	Clean/Dirt
County Clerk office and vault beside office	Family Name to Probate	2 dockets	Clean/Dirt
County Clerk office and vault beside office	Index to Deeds	64 dockets	Dirt/Torn
County Clerk office and vault beside office	Marriage License	56 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Deeds	12 document cans	Bundled/Dirt
County Clerk office and vault beside office	Judgment Liens	16 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Fiduciary Settlements	8 Document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Bond Books	22 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Fiduciary	10 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Liens	21 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Wills	13 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Bonds Minister Papers	45 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Wills	55 documents cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Appraisements	35 document cans	Bundled/Dirt/Torn
County Clerk office and vault beside office	Fiduciary	45 document cans	Bundled/Dirt/Torn
Sheriff office and closet	Land Books	24 dockets	Dirt
Sheriff office and closet	Personal Property	5 dockets	Dirt
Prosecuting Attorney's office	Juvenile/Felonies/ Misdemeanors/Police Reports	28 banker boxes	Clean
Prosecuting Attorney's office	Criminal Closed	12 vertical drawers	Clean
Prosecuting Attorney's office	Juvenile Closed	5 lateral drawers	Clean
Prosecuting Attorney's office	Juvenile	6 banker boxes	Clean
Prosecuting Attorney's office	Misc.	5 banker boxes, 10 vertical drawers	Clean
Prosecuting Attorney's office	Misdemeanor	8 vertical drawers	Clean
Upstairs storage space in memorial building	Land/Personal Property Books	4ft stack on floor	Clean
Upstairs storage space in memorial building	Personal Property	1ft stack on floor	Clean
Upstairs storage space in memorial building	Various Records	2ft stack on floor, 1ft stack on floor, 1ft 9 inch stack on floor, 1ft stack on floor, 4ft 9inch stack on floor, 5ft stack on floor	Clean
Upstairs storage space in memorial building	Witness books	On wooden shelf 2ft 8 inch wide and 4ft 8inch high	Clean
Upstairs storage space in memorial building	Various records	1ft stack on floor	Clean
Upstairs storage space in memorial building	Maps	8 bundled and rolled up maps	Torn/Dirt
Upstairs storage space in memorial building	Personal Property/Land Books/ Real Estate Books	5ft high 8ft wide	Dirt/Mold/Torn
Upstairs storage space in memorial building	Labeled Sheriffs office	10 nonstandard boxes	Dirt
Upstairs storage space in memorial building	DNR and Paid Tickets	10 banker boxes	Clean
Upstairs storage space in memorial building	Map Books and Misc. Record Books	2ft 4in high x 2ft 8inch wide	Dirt
Upstairs storage space in memorial building	Misc.	10 dockets	Dirt/Torn/Mold
Upstairs storage space in memorial building	Case Records	75 banker boxes	Torn/Clean
Upstairs storage space in memorial building	Court Cases	3 stacks bundled about 4inches	Torn/Clean
Upstairs storage space in memorial building	Misc.	33 banker boxes	Dirt
Upstairs storage space in memorial building	Paid Tickets	3 small banker boxes	Dirt
Upstairs storage space in memorial building	Tickets and Audits	2 large banker boxes	Dirt

Comments: P1, P2

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	4	4	5	3	3
Full time	3	3	5	2	3
Part time	1	1	0	1	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	none	in house	in house	workshops	none
Opportunities available	none	none		workshops	none
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	8 hours	8 hours	rare	8 hours
Public use	no public access	8 hours	8 hours		no public access
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	didn't know		didn't know	didn't know	didn't know
Public use	No regular public access to old inactive records	No regular public access to old inactive records	No regular public access to old inactive records	No regular public access to old inactive records	No regular public access to old inactive records

Comments:

In the Sheriff's office, the active records are kept in a coat closet, at which only two people can fit in tehre with all the records.

The Prosecuting Attorney has to keep large banker boxes in his actual office where his desk is, and boxes are scattered around the room. Prosecuting attorney said the reason for this is there is no more room for the records, and he has to keep them Because they are recent cases.

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Discarded
Placed in storage	yes	yes	yes	yes	yes
Microfilming
Internal	n/a	n/a	n/a	n/a	n/a
Volume of material microfilmed
Disposition of originals
Discarded
Placed in storage
Master copy stored onsite or offsite
User copies available (record as yes/no)
External	n/a	n/a	done by the Mormon Church	n/a	n/a
Volume of material microfilmed			70 rolls
Disposition of originals			good condition
Discarded			no
Placed in storage			yes
Master copy stored (onsite or offsite )			onsite
User copies available (record as yes/no)			yes but stored in a bank vault in Hinton WV

Comments: The county clerk had a some of their sheets of microfilm at the courthouse, but most of it is kept in a bank vault in Hinton . The County clerk did not say which mormon church did the microfilming

1.9 Electronic Records	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Software used		CSSI just records from 1999		CSSI just record of 1999 through 2002
Name and address of the vendor used		Charleston
Security in place for the storage system		passwords		passwords

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	none	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	do not destroy documents
Any records management guidelines used for electronic records (record as yes/no)	no	no	no	no	no

Comments: Most commented that they did not destroy records, with the acception of the Sheriff's office who said they shred their tax tickets every 15 years, however they do not document what is destroyed.

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)	none	none	none accept for the microfilm in the bank	none	none
Lists contain record group, series, span date, and quantity data (record as yes/no)	none	none	none	none	none

Comments

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