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 74 office Circuit Clerk NA office County Clerk NA office Sheriff 75 office Prosecuting Attorney 78 office	Assessor NA Circuit Clerk NA closet in 911 center County Clerk NA vault Sheriff NA 911 Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as relative humidity)	Assessor 39 office Circuit Clerk NA office County Clerk NA office Sheriff 38 office Prosecuting Attorney 34 office	Assessor NA Circuit Clerk NA closet in 911 center County Clerk NA vault Sheriff NA 911 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 yes Circuit Clerk no County Clerk yes Sheriff no 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 NA County Clerk NA Sheriff NA Prosecuting Attorney NA	Assessor no Circuit Clerk NA County Clerk NA Sheriff NA 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 no 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 no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals – alive note kind	Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk NA Sheriff no 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 NA	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects – alive note kind	Assessor no Circuit Clerk no County Clerk yes dust mites, spiders Sheriff no Prosecuting Attorney yes bees	Assessor no Circuit Clerk no County Clerk yes dust mites, spiders Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects – past note kind	Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney NA	Assessor no Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk no County Clerk yes Sheriff no 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 yes Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes 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 yes County Clerk no Sheriff no 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 no 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 yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk yes County Clerk no Sheriff yes panic Prosecuting Attorney yes panic	Assessor no Circuit Clerk yes County Clerk no Sheriff yes 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 NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments: Main area of Assessor's office is four rooms.

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

Location	Record Type	Volume	Condition
Assessor office – Map Room	File drawers	4 drawers letter size, 4 drawers legal size	Clean
Assessor office – Map Room	Maps	2 boxes, rolled up	Clean
Assessor office – Map Room	Hanging Files	14 plats	Clean
Assessor office – Map Room	Lateral Drawers	2 36x11x18 each	Clean
Assessor office – Room 2	Hanging Plats & Maps	170	Clean
Assessor office – Room 2	Land Books (1922-2002)	97 books	1922-1945 need repair
Assessor office – Room 2	Personal Property	5 books	Clean
Assessor office – Room 2	Record Cards	6 fireproof drawers 21x8x30 each	Clean
Assessor office – Room 2	File drawers	24 drawers legal size, 14 drawers letter size	Clean
Assessor office – Room 2	Lateral Drawers	12 drawers 36x11x18	Clean
Circuit Clerk office – Active Room	Criminal, Civil, Juvenile, Domestic, Adoption, Guardian, Abuse & Neglect, Divorce, etc.	132 drawers letter size, 28 drawers legal size	Clean
Circuit Clerk office – Active Room	Can Files	653	Clean
Circuit Clerk office – Active Room	File drawers	27 3x5x20	Clean
Circuit Clerk office – Active Room	Civil Order	39 small books	Clean
Circuit Clerk office – Active Room	Criminal Order	18 small books	Clean
Circuit Clerk office – Active Room	Chancery (1843-1979)	45 small books	Clean
Circuit Clerk office – Active Room	Domestic	13 small books	Clean
Circuit Clerk office – Active Room	Old Dockets (Criminal, Civil, Juvenile)	24 small books (reproduced & reduced)	old
Circuit Clerk office – Active Room	Law Order, Chancery	53 small books	Clean
Circuit Clerk office – Active Room	Juvenile Cases	3 cu.ft.	Clean
Circuit Clerk office – Storage 911 Center	File drawers	6 drawers legal size, 4 drawers letter size	Clean
County Clerk office – Active Room	File drawers	8 drawers letter size	Clean
County Clerk office – Active Room	Deeds 1-194	Microfiche	Clean
County Clerk office – Active Room	Wills 1-7	Microfiche	Clean
County Clerk office – Active Room	Land 1959-1960	Microfiche	Clean
County Clerk office – Active Room	Microfiche	15 drawers	Clean
County Clerk office – Active Room	Microfiche	11 drawers	Clean
County Clerk office – Active Room	Deeds Index	20 large books	Clean
County Clerk office – Active Room	Deeds of Trust Index	3 large books	Clean
County Clerk office – Active Room	Deeds	151 large books, 242 small books	Clean
County Clerk office – Active Room	Deeds of Trust	57 large books, 204 small books	Clean
County Clerk office – Active Room	Oil & Gas Lease	60 large books, 76 small books	Clean
County Clerk office – Active Room	Index	9 large books	Clean
County Clerk office – Active Room	Land	90 large books, 50 printout	Clean
County Clerk office – Active Room	Personal Property	30 large books	Clean
County Clerk office – Active Room	Release	36 large books, 50 small books	Clean
County Clerk office – Active Room	Index	3 large books	Clean
County Clerk office – Active Room	Inventory	40 large books, 61 small books	Clean
County Clerk office – Active Room	Wills	9 large books, 27 small books	Clean
County Clerk office – Active Room	Assignment	2 large books, 6 small books	Clean
County Clerk office – Active Room	Debtor Financing	15 large books	Clean
County Clerk office – Active Room	Judgment	8 large books, 16 small books	Clean
County Clerk office – Active Room	Maps of Deeds	2 large books	Clean
County Clerk office – Active Room	Inventory Record & Settlements	11 legal size plastic storage boxes	Clean
County Clerk office – Active Room	Plats	19 sections	Clean
County Clerk office – Vault	Marriages	23 large books, 5 small books	Clean
County Clerk office – Vault	Births	11 large books	Clean
County Clerk office – Vault	Deaths	8 large books	Clean
County Clerk office – Vault	Miscellaneous Records	95 large books	Clean
County Clerk office – Vault	Veterans' Records	10 large books	Clean
County Clerk office – Vault	Can Files	380	Clean
Sheriff's Tax office	Tax Tickets, Stamps, DVM, Lien Holders, General Records	6 drawers 18x8x24	Clean
Sheriff's Tax office	Land Sales, Lien Holders	7 boxes, letter size	Clean
Sheriff's Tax office	Cancelled Checks	2 boxes	Clean
Sheriff's Tax office	DMV records	20 3-ring binders	Clean
Sheriff's Tax office	Jail Records	7 large books	Clean
Sheriff's Tax office	Land & Personal Property	12 books	Clean
Sheriff's Tax office	Supplemental & Paid Ticket	2 books	Clean
Prosecuting Attorney office	Current & Retired Cases (all cases since 1997)	28 drawers, legal size	Clean

Comments: None of the current Prosecuting Attorney's cases are in storage.

P1, P2, P3

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	No	No – everything has been moved out of floor plane	No	No	No

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	5	2	4	3	1
Part time	2	0	0	0	1
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	None	Family Law Master Training/In-house	In-house, clerk workshop, payroll & budget classes	In-house training seminar
Opportunities available	None	Association	Association	seminars
1.1.D.b Average Daily Retrievals of Current Records
Staff use	Don't know	1 hour	2 hours	1 hour
Public use	Don't know	½ hour	1 hour	½ hour
1.7.D.b Average Daily Retrievals of Stored Records
Staff use		0	0	15 minutes
Public use			0	0

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	None	Very little	Just what's done for record book	None	None
Disposition of originals
Discarded		No	No
Placed in storage		No	Yes
Microfilming
Internal
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)
External
Volume of material microfilmed		None	None	None	None
Disposition of originals
Discarded		No	No
Placed in storage		Yes (in house vault)	Yes
Master copy stored (onsite or offsite )		onsite	Offsite (LDS)
User copies available (record as yes/no)
Imaging/Digitizing
Internal
Volume of material digitized		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
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments: Assessor's office may have microfilmed a long time ago. In circuit Clerk's office, records for 1960-1983 were microfilmed, and the records are not clear, unreadable and the film is not good, but they have a reader. For the County Clerk's office, records for the 1960s were microfilmed by LDS – copies stored in the safe and the vault (deed, births, deaths, marriages).

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	Dockets, Juvenile, Mental Hygiene	Indexing, Voter Registration	All taxes, DVM, bookkeeping records, bank accounts, conservatory
Software used		Whatever the Supreme Court uses	CSSI	Microsoft Money, Excel	Corel WordPerfect 6.1
Name and address of the vendor used			Parkersburg	IBM Software, Morgantown, WV
System support used			CSSI	IBM	None
Name and address of the vendor used			Downstairs-modem blocked
Security in place for the storage system		In secretary's office	Payroll room	In-office	Office
Security in place for the backup system		In office	Unknown	In-office safe	Back up monthly – tape – office (every document created is saved on hard drive by individual file)
Procedural rules used for creation, storage, reformatting, and retirement of electronic records		Not provided	Not provided	None	Not provided

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	Yes	Yes	Yes	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	Yes	No (audited before removed)	No
Any records management guidelines used for electronic records (record as yes/no)	No	No	No	Backup tapes

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

Comments

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