|
1.1 The Physical Space Housing the Records |
Active
Records Area County clerk upstairs Sheriff offsite+ tax Pros. Att. offsite |
Inactive
Records Area A County
clerk downstairs Sheriff- R1 3rd flr of commission building County clerk lower level |
Inactive
Records Area B County clerk vault in probate office Sheriff trailer offsite County clerk voter registration room |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor NA office Circuit Clerk 73 office County Clerk 72 Sheriff Prosecuting Attorney |
Assessor NA Circuit Clerk County Clerk 71 Sheriff 69 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Humidity (record as % relative humidity) |
Assessor NA office Circuit Clerk 33% office County Clerk 41 Sheriff Prosecuting Attorney |
Assessor NA Circuit Clerk County Clerk 39 Sheriff 40 Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor na Circuit Clerk no County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
1.1.C Pollutants and other hazards to records |
|
|
|
|
Mold - active
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no+ no Prosecuting Attorney yes |
Assessor NA Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk no County Clerk NA Sheriff no+ no Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no +no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor NA Circuit Clerk yes County Clerk no Sheriff no+ no Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor not in office Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit 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 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
|
1.1.E Type of security systems in place |
|
|
|
|
Guards at entrance to area (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor NA Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor NA Circuit Clerk Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes (fire, not burglar) Sheriff Prosecuting Attorney |
Assessor yes Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor NA Circuit Clerk NA County Clerk yes Sheriff yes+ yes Prosecuting Attorney yes |
Assessor NA Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Key card access
(record as yes/no) |
Assessor Circuit Clerk County Clerk no Sheriff no+ no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Comments: In Assessor's office, no one has control of
heat.
Prosecuting Attorney and Sheriff's Tax
offices did not complete West Virginia Courthouses Records Survey.
sheriff offsite trailor has no heat or
electricity. two miles from court house.
the prosecutting
attorney office is located two blocks south on corner of king and spring in
county owned building on second floor this building has structural damage
cracks and roof leaks and hvac problems.
also stores records at st. johns magistrate court area storage. in one
room of the king st. building were circuit clerk records on the floor with
prosecutting attorney records covered with plastic to keep water and debris
from falling onto records.
one room has 55
banker boxes, one room has 4 bankers and 46 cubic feet, an area with 8 legal
size file drawers and 7 boxes, area with 16 banker 3 plastic and 4 cubic foot,
office file room 70 legal file drawers.
room above old
court room county clerk and fiduciary were primary users of space no heat
access through court room and upstairs were shelving units 200 boxes 16 mss.
boxes leter size, 42 personal property dockets 1931-60.
area on king st side above court ceiling level
3rd floor has financing and purchasing offices and 50 letter drawers
and book cases with records 4' 8'. county clerk has 12 boxes 10 each 8x8 disk
are back up electronic records content unknown. assessor had cageed area 10ft
by 8ftwith maps and land books and 8ftx8ft pile of boxes on floor and about 10
banker boxes on floor in larger room.
circuit clerk office is located in the
basement of judicial annex. assessor office and sheriff tax located in 1st
floor of judicial annex.
assesors map
room is on 2nd floor of annex.
county clerk office in court house on the
lower level record rooms are lined with water lines and sewer pipes along the
ceiling. clerks inactive stored with private Records Management solutions.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessor office - Main |
Exonerations |
2 lateral drawers (clerk has file of same) |
Clean |
|
Assessor office - Main |
Natural Resources |
4 lateral drawers |
Clean |
|
Assessor office - Main |
Current Assessments |
8 lateral drawers |
Clean |
|
Assessor office - Main |
DMV Books |
4 legal size drawers |
Clean |
|
Assessor office - Main |
Personal Property by Taxpayer |
Revolving 18-shelf unit 7'4" across |
Clean |
|
Assessor office - Main |
DMV books |
Revolving 18-shelf unit 7'4" across |
Clean |
|
Assessor office - Main |
Pending Changes, Mobile Homes |
5 lateral 30" drawers |
Clean |
|
Assessor office - Main |
|
5 lateral 40" drawers |
Clean |
|
Assessor office - Main |
Farm Property |
11 legal size drawers |
Clean |
|
Assessor office - Main |
Farms |
1 lateral drawer |
Clean |
|
Assessor office - Main |
Dog Cards |
5 legal size drawers |
Clean |
|
Assessor office - Main |
Dog Books |
3 lateral drawers |
Clean |
|
Assessor office - Main |
Commercial |
5 28" lateral drawers, 10 40" lateral drawers,
5 legal size drawers |
Clean |
|
Assessor office - Third floor storage |
Deeds |
16 legal size drawers |
Clean |
|
Assessor office - Third floor storage |
Current Changes |
1 lateral file |
Clean |
|
Assessor office - Third floor storage |
Sales |
8 legal size and 4 letter size drawers |
Clean |
|
Assessor office - Third floor storage |
Hanging Maps |
Five feet |
Clean |
|
Assessor office - Third floor storage |
Current Tax Cards |
8 lateral drawers, 1 letter size cabinet |
Clean |
|
Assessor office - Third floor storage |
Land Books (1994-2002) |
52 books |
Clean |
|
Assessor office - Third floor storage |
Map Cards |
18 drawers |
Clean |
|
Assessor office - Third floor storage |
Microfiche Cabinets |
18 drawers of cards with attached film of deeds and
land records |
Clean |
|
Assessor office - Third floor storage |
Maps |
25 drawers |
Clean |
|
Assessor office - Third floor storage |
Land Files |
20 legal size drawers |
Clean |
|
Assessor office - Third floor storage |
Change Cards |
10 file drawers |
Clean |
|
Assessor office - Third floor storage |
Review Documents |
12 32" lateral drawers, 20 letter size drawers,
4 legal size drawers, 3 boxes |
Clean |
|
Assessor office - storage in Sheriff's Tax office |
Maps & Land Books |
10 ft. cage area |
Clean |
|
Assessor office - storage in Sheriff's Tax office |
Boxes |
8 ft. x 8 ft. stack |
Clean |
|
Assessor office - storage in Sheriff's Tax office |
Bankers Boxes |
10 |
Clean |
|
Circuit Clerk office - Main |
Criminal, Civil, Domestic, Juvenile, etc. Case Files |
760 linear feet |
Clean |
|
Circuit Clerk office - Main |
Adoption Cases |
10 legal size files |
Clean |
|
Circuit Clerk office - Main |
Criminal Cases |
20 drawers (22x15) of cassette tapes |
Clean |
|
Circuit Clerk office - Main |
Juvenile Cases |
28 drawers of cassette tapes |
Clean |
|
Circuit Clerk office - Main |
Grand Jury Cases |
6 drawers of cassette tapes |
Clean |
|
Circuit Clerk office - Main |
Criminal, Misdemeanor, Civil Records |
13 (9x6) boxes of microfiche |
Clean |
|
Circuit Clerk office - Main |
Criminal Order |
67 half ledgers, 3 ledgers |
Clean |
|
Circuit Clerk office - Main |
Juvenile Dockets |
2 half ledgers, 1 ledger |
Clean |
|
Circuit Clerk office - Main |
Juvenile Cases |
1 ledger |
Clean |
|
Circuit Clerk office - Main |
Juvenile Order |
10 ledgers, 56 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Civil Docket |
35 ledgers, 11 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Civil Order |
13 ledgers, 5 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Mental Hygiene |
half ledgers |
Clean |
|
Circuit Clerk office - Main |
Mental Hygiene Docket |
2 ledgers, 1 half ledger, 1 index |
Clean |
|
Circuit Clerk office - Main |
Bond |
2 ledgers, 4 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Domestic Order |
71 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Comm. Forfeited Lands |
5 ledgers |
Clean |
|
Circuit Clerk office - Main |
Chancery (1831 forward) |
46 ledgers |
Clean |
|
Circuit Clerk office - Main |
Direct/Indirect Index |
4 ledgers |
Clean |
|
Circuit Clerk office - Main |
Miscellaneous |
3 ledgers |
Clean |
|
Circuit Clerk office - Main |
Executive Docket |
1 ledger, 5 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Receiver Account |
2 ledgers, 1 large fee record book, one foot misc.
books and folders |
Clean |
|
Circuit Clerk office - Main |
Hearing Dockets (various) |
8 ledgers |
Clean |
|
Circuit Clerk office - Main |
General Index Civil - P&D |
4 ledgers |
Clean |
|
Circuit Clerk office - Main |
Index to Chancery |
2 ledgers |
Clean |
|
Circuit Clerk office - Main |
Special Commissioners Bond |
1 ledger |
Clean |
|
Circuit Clerk office - Main |
Guardianship |
3 half ledgers |
Clean |
|
Circuit Clerk office - Main |
General Index to Criminal |
1 ledger |
Clean |
|
Circuit Clerk office - Main |
Mental Hygiene |
4 ledgers |
Clean |
|
Circuit Clerk office - Main |
Executive Docket and Adm. Order |
1 ledger |
Clean |
|
Circuit Clerk office - Main |
Order Books |
27 books |
Clean |
|
Circuit Clerk office - Main |
Chancery-related Orders, Dockets |
68 ledgers |
Clean |
|
Circuit Clerk office - Main |
Juvenile |
7 ledgers |
Clean |
|
Circuit Clerk office - Main |
Adoption |
5 ledgers, 5 half ledgers, 1 index |
Clean |
|
Circuit Clerk office - Main |
Administrator Order |
6 half ledgers |
Clean |
|
Circuit Clerk office - Main |
Misc. Proceedings |
1 half ledger |
Clean |
|
Circuit Clerk office - Main |
Foreign Support |
1 half ledger |
Clean |
|
Circuit Clerk office - Main |
Order |
1 half ledger |
Clean |
|
Circuit Clerk office - Main |
School Fund |
2 ledgers |
Clean |
|
Circuit Clerk office - Main |
Record of Fees |
13 ledgers |
Clean |
|
Circuit Clerk office - Main |
Jury Commissioner |
8 ledgers |
Clean |
|
Circuit Clerk office - Main |
Index to Chancery & Law |
3 ledgers |
Clean |
|
Circuit Clerk office - Main |
Process |
1 ledger |
Clean |
|
Circuit Clerk office - Main |
Law |
2 ledgers |
Clean |
|
Circuit Clerk office - Main |
Reciprocal Docket |
3 ledgers, 1 half ledger, 1 index |
Clean |
|
Circuit Clerk office - Main |
Adoption & Juvenile |
Lateral file (18x38) |
Clean |
|
Circuit Clerk office - Main |
Mental & Foreign Support |
10 drawers, 3 boxes |
Clean |
|
County Clerk office - Main |
Deeds, Releases, Misdemeanors, Deaths, Marriages,
Writs |
462 can files |
Clean |
|
County Clerk office - Main |
Deeds |
608 small books |
Clean |
|
County Clerk office - Main |
Deeds of Trust |
774 small books |
Clean |
|
County Clerk office - Main |
Releases |
199 small books |
Clean |
|
County Clerk office - Main |
Marriages |
9 large books, 4 small books |
Clean |
|
County Clerk office - Main |
Mechanics Liens |
14 small books |
Clean |
|
County Clerk office - Main |
Executors Bonds |
10 large books, 13 small books |
Clean |
|
County Clerk office - Main |
Appraisements |
25 large books, 192 small books |
Clean |
|
County Clerk office - Main |
Settlement of Accounts |
31 large books, 168 small books |
Clean |
|
County Clerk office - Main |
Judgment Liens |
6 large books |
Clean |
|
County Clerk office - Main |
Church Trustees |
2 large books |
Clean |
|
County Clerk office - Main |
Sales under Deeds of Trust |
2 large books |
Clean |
|
County Clerk office - Main |
Plats |
2 large books |
Clean |
|
County Clerk office - Main |
Executors Liens |
2 large books |
Clean |
|
County Clerk office - Main |
Miscellaneous (old) |
42 large books |
Clean |
|
County Clerk office - Main |
State Tax Liens |
2 large books, 27 small books |
Clean |
|
County Clerk office - Main |
Mental Hygiene |
3 small books |
Clean |
|
County Clerk office - Main |
Wills |
40 small books |
Clean |
|
County Clerk office - Main |
Competency Hearings |
1 small books |
Clean |
|
County Clerk office - Main |
Minutes Book |
1 small book |
Clean |
|
County Clerk office - Main |
Debtor Financing |
5 small books |
Clean |
|
County Clerk office - Main |
General Deed Index |
43 large books |
Clean |
|
County Clerk office - Main |
Defendant Liens |
8 small books |
Clean |
|
County Clerk office - Main |
Index Wills |
39 large books, 4 small books |
Clean |
|
County Clerk office - Main |
Land Books |
34 printouts |
Clean |
|
County Clerk office - Main |
Personal Property |
50 printouts |
Clean |
|
County Clerk office - Main |
Births & Deaths |
3 large books |
Clean |
|
County Clerk office - Main |
Births |
20 small books |
Clean |
|
County Clerk office - Main |
Deaths |
9 small books |
Clean |
|
County Clerk office - Main |
Corporate |
1 large book, 38 small books |
Clean |
|
County Clerk office - Main |
Federal Tax Releases |
5 small books |
Clean |
|
County Clerk office - Main |
Miscellaneous Index |
7 small books |
Clean |
|
County Clerk office - Downstairs |
County Historic Records |
Large metal locked cabinet |
Clean |
|
County Clerk office - Downstairs |
Deeds |
246 large books, 56 small books |
Clean |
|
County Clerk office - Downstairs |
Deeds of Trust |
178 large books, 364 small books |
Clean |
|
County Clerk office - Downstairs |
Various Index |
16 large books |
Clean |
|
County Clerk office - Downstairs |
Marriages |
1 large book |
Clean |
|
County Clerk office - Downstairs |
Miscellaneous |
3 large books |
Clean |
|
County Clerk office - Downstairs |
Index Plats |
1 large book |
Clean |
|
County Clerk office - Downstairs |
Land Books |
194 large books |
Clean |
|
County Clerk office - Downstairs |
Personal Property |
28 large books |
Clean |
|
County Clerk office - Downstairs |
Historic Records |
28 large books |
Clean |
|
County Clerk office - Downstairs |
Discharge Records |
14 large books, 6 small books |
Clean |
|
County Clerk office - Downstairs |
Settlements |
75 large books, 106 small books |
Clean |
|
County Clerk office - Downstairs |
Releases |
63 large books, 96 small books |
Clean |
|
County Clerk office - Downstairs |
Fiduciary |
31 large books |
Clean |
|
County Clerk office - Downstairs |
Executors Bond |
2 large books |
Clean |
|
County Clerk office - Downstairs |
Survey Records |
2 large books |
Clean |
|
County Clerk office - Downstairs |
Unrecorded Deeds |
4 small books |
Clean |
|
County Clerk office - Downstairs |
Recorded Deeds |
2 small books |
Clean |
|
County Clerk office - Downstairs |
Order Book |
3 large books |
Clean |
|
County Clerk office - Downstairs |
Miscellaneous |
10 large books |
Clean |
|
County Clerk office - Downstairs |
Frederic Co. Land Grants |
3 large books |
Clean |
|
County Clerk office - Downstairs |
Minutes |
17 large books |
Clean |
|
County Clerk office - Downstairs |
Corporate Records |
18 small books |
Clean |
|
County Clerk office - Downstairs |
Index Delinquent Land |
2 large books |
Clean |
|
County Clerk office - Downstairs |
Sheriff's Settlement |
1 small book |
Clean |
|
County Clerk office - Downstairs |
Miscellaneous Records |
23 boxes |
Clean |
|
County Clerk office - Downstairs |
Plats |
9 cabinets |
Clean |
|
County Clerk office - Vault |
Record of Fiduciary |
3 large books |
Clean |
|
County Clerk office - Vault |
Election Records |
2 large books |
Clean |
|
County Clerk office - Vault |
General Index Records |
10 large books |
Clean |
|
County Clerk office - Vault |
Order Books |
2 small books |
Clean |
|
County Clerk office - Vault |
Minute Books |
41 small books |
Clean |
|
County Clerk office - Vault |
Marriage |
62 large books, 5 small books |
Clean |
|
County Clerk office - Vault |
Land Books |
60 large books |
Clean |
|
County Clerk office - Vault |
Personal Property |
3 large books |
Clean |
|
County Clerk office - Vault |
Executors Bon |
16 small books |
Clean |
|
County Clerk office - Vault |
Miscellaneous Records |
14 small books |
Clean |
|
County Clerk office - Vault |
Old Miscellaneous Books |
5 large books |
Clean |
|
County Clerk office - Vault |
Correspondence |
4 legal size drawers |
Clean |
|
County Clerk office - Vault |
County Commission |
12 legal size, 12 letter size drawers |
Clean |
|
County Clerk office - Vault |
Probated Wills |
32 legal size drawers |
Clean |
|
County Clerk office - Vault |
Fiduciary Settlements |
40 legal size drawers |
Clean |
|
County Clerk office - Vault |
Administrative Bonds |
8 legal size drawers |
Clean |
|
County Clerk office - Vault |
Financial Audit |
12 legal size, 9 letter size drawers |
Clean |
|
County Clerk office - Vault |
Inactive Voters |
20 letter size drawers |
Clean |
|
County Clerk office - Vault |
Fiduciary Records |
28 legal size drawers |
Clean |
|
County Clerk office - Vault |
Deeds, Appraisements, Deeds of Trust, Judgments,
State Tax Liens, etc. |
540 can files |
Clean |
|
County Clerk office - Vault |
Miscellaneous Records |
23 1.5 cu.ft. boxes |
Clean |
|
Sheriff's Tax office - Main |
|
46 legal size drawers |
Clean |
|
Sheriff's Tax office - Main |
|
11 letter size drawers |
Clean |
|
Sheriff's Tax office - Main |
|
35 shelf bins |
Clean |
|
Sheriff's Tax office - Main |
|
8 cu.ft. of boxes |
Clean |
|
Sheriff's Tax office - Main |
|
12 lateral file drawers |
Clean |
|
Sheriff's Tax office - Main |
Land and Personal Property |
90 books |
Clean |
|
Sheriff's Tax office - Main |
Past and Current Tax Year Records |
|
Clean |
|
Sheriff's Tax office - Main |
Fire Board & Ambulance Authority Records |
200 bankers boxes in wire caged area |
Clean |
|
Sheriff's Tax office - Main |
Sheriff's Tax Records |
Stack of boxes & books 2'x25'x4' |
Clean |
|
Sheriff's Tax office - Main |
Bankers boxes & 1 cu.ft. boxes |
380 |
Clean |
|
Sheriff's Tax office - 3rd floor of
commission building |
Tax records |
Dockets and boxes piled |
4ft high by two feet wide 25 ft |
|
Sheriff commission 3rd |
Tax records |
380 boxes banker and ft size |
Clean |
|
Sheriff office law |
Administrative and personal files |
14 legal |
Clean |
|
Sheriff law |
Administrative and personal |
2 letter |
Clean |
|
Sheriff law |
Old arrest records |
13 drawers |
Clean |
|
Sheriff law |
DAD |
15 file drawers |
Clean |
|
Sheriff law |
CADS and reports |
16 file drawer |
clean |
|
Sheriff law |
Warrents |
3 lateral drawers |
clean |
|
Prosecuting Attorney office - Main |
Retrieved Circuit Court Records |
44 plastic boxes greater than or equivalent to
banker |
Mold, surface dirt |
|
Prosecuting Attorney office - Main |
Juvenile |
25 bankers, 10 cubic (plastic covering) |
Mold surface dirt |
|
Prosecuting Attorney office - Main |
Magistrate Records |
41 boxes |
|
|
Prosecuting Attorney office - Main |
Boxes |
8 plastic, 86 bankers, 53 1 cu.ft. |
Mold surface dirt |
|
Prosecuting Attorney office - Main |
File Drawers |
78 legal size drawers |
Mold surface dirt |
|
County clerk voter reg. |
Voter registration |
147 dockets |
Clean |
|
County clerk voter reg. |
Births and death |
30 document cans |
Clean |
|
County clerk voter reg. |
Marriage applications |
84 document cans |
Clean |
|
County clerk voter reg. |
Mss. |
27 letter size |
Clean |
|
County clerk voter reg. |
Bonds and guardians |
Boxes |
clean |
Comments :
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26, P27, P28, P29, P30, P31, P32, P33, P34, P35, P36
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
No |
Yes (recovery of records - backup in Morgantown
& Salt Lake City) |
|
no |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
14 |
11 |
14 + 1 clerk |
40+ |
11 |
|
Part time |
4 |
3 |
9 |
|
2 |
|
Volunteers |
0 |
0 |
|
|
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
None |
Depends upon person |
At least one association seminar, some at community
college |
|
internal |
|
Opportunities available |
Association Meetings |
Association Meetings |
Meetings, library, college |
|
|
|
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
Constantly |
2 hours |
3 hours |
|
constant |
|
Public use |
Constantly |
Don't know |
2 hours |
|
rare |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
2 hours to next day |
|
3 hours |
|
1-2 hours daily |
|
Public use |
2 hours to next day |
|
2 hours |
|
|
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
None |
None |
None |
|
none |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Microfilming |
|
|
|
|
|
|
Internal |
|
|
|
|
none |
|
Volume of material microfilmed |
None (not lately) - old microfiche for real estate |
None - have microfiche from past filming |
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 |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
None |
Yes |
Yes - Deeds, Deeds of Trust, Leases |
|
none |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
Paper record goes in file |
Returned to attorney or owner |
|
|
|
Master copy stored (onsite or offsite ) |
|
Onsite |
Onsite & offsite (in Morgantown, WV) |
|
|
|
Backup copies available (record as yes/no) |
|
Yes |
Yes |
|
|
|
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
|
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) |
All records to Charleston, WV |
All Circuit Clerk papers are scanned |
None |
|
|
|
Software used |
CISC |
Software of Morgantown |
Software of Morgantown |
|
As400 |
|
Name and address of the vendor used |
|
|
|
|
|
|
System support used |
|
Software |
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
|
Security in place for the storage system |
|
AS400 Backup |
Safe |
|
|
|
Security in place for the backup system |
Back up on own server in office and in Charleston,
WV |
Stored in vault in Sheriff's office |
Kept in Morgantown |
|
Internal kept onsite |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
No |
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 |
No |
No |
|
none |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
No |
|
none |
|
Any records management guidelines used for
electronic records (record as yes/no) |
|
Yes |
Yes - back up each day |
|
none |
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 |
Yes (Berkeley County Historical Society, Records
Management Solution, Martinsburg, WV) |
No |
|
none |
|
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
No |
Yes (hard copy, electronic & handwritten copy) |
|
|
|
|
Transfer documentation for these records (record
as yes/no) |
No |
Yes (under judge order - under county commissioner
direction) |
|
|
|
Comments: