1

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 75.4 main office

Circuit Clerk 73.8 office

County Clerk 71.4-3 office rooms

Sheriff 72.3 tax room

Prosecuting Attorney 78.6 office

Assessor mapping room-76

Circuit Clerk 71 basement

County Clerk-2 basement rooms-71

Sheriff 68-ona

Prosecuting Attorney 68-ona

Assessor-personal property room-75

ONA storage 70

Circuit Clerk -closet-72

County Clerk- vault 73.2

Sheriff 80- vault

Prosecuting Attorney

County Clerk storage room 75

Humidity (record as % relative humidity)

Assessor 38

Circuit Clerk 53

County Clerk 43% office and two rooms

Sheriff 42

Prosecuting Attorney 47

Assessor 50

Circuit Clerk 50 basement

County Clerk 36

Sheriff 54-ona

Prosecuting Attorney 54-ona

Assessor-43

ONA storage 55%

Circuit Clerk 48

County Clerk 40% vault

Sheriff-41 vault

Prosecuting Attorney

Storage room 42%

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 yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor- yes

ONA storage yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Storage room no

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Moisture, Dampness (record as yes/no) and note where

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney water evidence

Assessor no

Circuit Clerk closet prone to flooding

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes lady bug

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Storage room no

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 yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk No

County Clerk no

Sheriff no

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor

Circuit Clerk No

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 computer secure

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff NA

Prosecuting Attorney NA

Assessor no

Circuit Clerk NA

County Clerk no

Sheriff no

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney 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

Key card access (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney 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

Comments : sheriff tax records , sheriff law, pros. att., assessor and circuit clerk records are stored in ONA office. wet boxes containing civil records a little closet in ona room contains civil, criminal dockets, 2ft linear boxes of criminal cards. process papers are laying in the floor.

circuit clerk office electronic tape is stored at offsite location

pros. att. and sheriff have inactive records stored on 8^th ave field house.

a bathroom is being used to store evidence , dmv, child custody, files, and disc.

sheriff had jail cell storage and was burning candles in main office.

county clerk basement storage area consisted of two rooms with locked and limited access surface dirt covered records. dockets had red rot, missing spines, torn pages, and some ols and unknown. dockets lined metal shelves and were in stacks in room1. in room 2 old dockets were on wooden shelves and large banker boxes littered the floor in stacks. also banker boxes on wooden shelves. this roo m was very dirty and had windows.r1 temp.-71/ hum-39; r2- temp-69/hum-39. water pipes lined the ceiling

voters registration kept at archives in charleston

county clerk main office was divided into 3 rooms the vault room was to the left after entering county clerk office.

the assessor has a vault room used to store records.

circuit clerk has a buzzer at main office window to ring for assisstance. the basement is prone to flooding. the closet is 80 long 27 high x 27 wide stores a mixture of old records. circuit clerk also has records being stored in the ONA room, 8^th ave., and Sr center. it is noted state wide storage for records.

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

Location	Record Type	Volume	Condition
Circuit clerk office	Domestic Relations	22 docket	Clean
Circuit clerk office	Civil Orders	16 dockets	Clean
Circuit clerk office	Juvenile orders	24 dockets	Clean
Circuit clerk office	Adoptions	2 dockets	Clean
Circuit clerk office	Administrative order book	10 dockets	Clean
Circuit clerk office	Expunged order book	1 docket	Clean
Circuit clerk office	Juvenile	2 dockets	Clean
Circuit clerk office	Magistrate orders	4 dockets	Clean
Circuit clerk office	Guardianship order books	5 dockets	Clean
Circuit clerk office	Mental hygiene	22 dockets	Clean
Circuit clerk office	Criminal order books	22 dockets	Clean
Circuit clerk office	JD files	20 vertical drawers	Clean
Circuit clerk office	Mental Health	9 vertical drawers	Clean
Circuit clerk office	JA files	12 vertical drawers	Clean
Circuit clerk office	Civil Files	3ft shelves 14 of them	Clean
Circuit clerk office	Civil Files	45 inch shelves 61 of them	Clean
Circuit clerk office	Civil files	7ft 11inches x 6ft 3inches high 3 rows	Clean
Circuit clerk office	Civil	6ft 11inchesx6ft 3inches high 2 rows	Clean
Circuit clerk office	Criminal files	45 inch shelves	Clean
Circuit clerk office	Parenting files	5 rows 45inch shelves	Clean
Circuit clerk office	Divorce	7 40 inch shelves	Clean
Circuit clerk office	Domestic Violence	51 40inch shelves	Clean
Circuit clerk office	Guardian	75 40inch shelves and 1 vertical drawer	Clean
Circuit clerk office	Domestic	51 40 inch shelves	Clean
Circuit clerk office	Misc.	3634 inch shelves	Clean
Circuit clerk office	Map files	10 34 inch shelves	Clean
Circuit clerk office	Juvenile Tapes	1 box 2ftx4inch	Clean
Circuit clerk office	Criminal tapes	23 boxes 2ft	Clean
Circuit clerk office	Adoption files	2 vertical drawers	Clean
Circuit clerk office	Administrative, Marriage	1 vertical drawer	Clean
Circuit Clerk basement	Civil files	270 vertical legal drawers	Clean
Circuit Clerk basement	Civil files	65 letter drawers	Clean
Circuit Clerk basement	APC files	3 legal	Clean
Circuit Clerk basement	Misdemeanors	2 legal	Clean
Circuit Clerk basement	P files	10 legal 6 letter	Clean
Circuit Clerk basement	Tapes	10 boxes 2ftx4.5 inches	Clean
Circuit Clerk basement	Criminal tapes	2 boxes 13.5x4.5 inches	Clean
Circuit Clerk basement	JD files	5 paper boxes	Clean
Circuit Clerk basement	Juvenile Record	129 dockets	Torn and Red Rot
Circuit Clerk basement	APMI files	3 letter drawers	Clean
Circuit Clerk basement	APCI	3letter drawers	Clean
Circuit Clerk basement	Asbestos Master file	3 legal drawers	Clean
Circuit Clerk basement	Clerks Ross files	2 legal drawers	Clean
Circuit Clerk basement	APM	2 legal drawers	Clean
Circuit Clerk basement	Sealed adoptions	10 legal drawers in manila envelopes	Clean
Circuit Clerk basement	Primary election	2 legal drawers 2 letter drawers	Clean
Circuit Clerk basement	General Elections	6 legal drawers	Clean
Circuit Clerk basement		1 letter drawer	Clean
Circuit Clerk basement	Special Election	1 letter drawer	Clean
Circuit Clerk basement	Law orders	59 dockets	Red rot/ Torn binding, Dirt
Circuit Clerk basement	Juvenile orders	14 dockets	Clean
Circuit Clerk basement	Reciprocal dependency	6 dockets	Clean
Circuit Clerk basement	Civil orders	3 dockets	Clean
Circuit Clerk basement	Common pleas law orders	1 docket	Clean
Circuit Clerk basement	Domestic relation order book	1 docket	Clean
Circuit Clerk basement	Common Pleas Chancery order books	2 dockets	Clean
Circuit Clerk basement	Delinquent land	2 legal drawers	Clean
Circuit Clerk basement	Suggestion executions on JP transcripts	1 legal drawer	Clean
Circuit Clerk basement	Magistrate Transcripts	1 legal drawer	Clean
Circuit Clerk basement	Tapes	6 drawers 28 inches longx14inches wide 20 drawers 28inches long and 7 inches wide	Clean
Circuit Clerk basement	Sealed VA Tapes	1 tape	Clean
Circuit Clerk basement	Magistrate orders	14 dockets	Clean
Circuit Clerk basement	Report of state commissioners-Delinquent fortified lands	3 dockets	Clean
Circuit Clerk basement	Minute book	1 docket	Torn, Water Damage
Circuit Clerk basement	Order book for sale of land for school fund	4 dockets	Clean
Circuit Clerk basement	Law orders Common Pleas	4 dockets	Torn/Red Rot
Circuit Clerk basement	Mental Hygiene	52 dockets	Clean
Circuit Clerk basement	Index of Chancery orders	1 docket	Red Rot
Circuit Clerk basement	Adoption Records	14 dockets 5ft high	Clean
Circuit Clerk basement	Domestic relation orders	106 dockets (2sections 6ft high) also 55 dockets (15 dockets 6ft high)	Clean
Circuit Clerk basement	Civil order	197 dockets (30 dockets 6ft high) (15 dockets 6f high)	Clean
Circuit Clerk basement	Chancery orders	64 dockets	Red rot/ Torn
Circuit Clerk basement	Criminal orders	119 dockets	Clean
Circuit Clerk basement	Common Pleas law criminal records	56 dockets and 46 old ones	Clean
Circuit Clerk basement	Civil dockets	12 letter drawers	Clean
Circuit Clerk basement	Felony files	10 letter drawers	Clean
Circuit clerk closet	Mixed old records	80 long x27 high and 26 wide in a closet	Clean
ONA storage	Leser sheet	1 box	Clean
ONA storage	Commission Record	1 box	Clean
ONA storage	Cancel box	3 banker boxes	Clean
ONA storage	Misc. Bill	1 banker box	Clean
ONA storage	Leases	1 banker box	Clean
ONA storage	Juvenile	4 banker boxes	Clean
ONA storage	Levy	4 banker boxes	Clean
ONA storage	Misc.	12 paper boxes	Clean
ONA storage	Pay role	3 banker boxes	Clean
ONA storage	Annual income	3 banker boxes	Clean
ONA storage	Coal	4 banker boxes	Clean
Circuit Clerk office	Mental Hygiene	20 letter drawers	Clean
Circuit Clerk office	Health human resource	4 letter drawers	Clean
Circuit Clerk office	Jury Cases	55 letter drawers	Clean
Circuit Clerk office	Civil	20 letter drawers	Clean
Circuit Clerk office	Empty Cabinets	30 vertical drawers	Clean
Circuit Clerk office	6 month old letter files	Rolling cabinets 12 196inchx93inch	Clean
Circuit Clerk office	Family Law Cassette	45 tapes x 12 linear 2 cabinets stacked 7 total . wooden shelves	Clean
Circuit Clerk office	Law index	41 dockets	Clean
Circuit Clerk office	Attorneys Report	2 dockets	Clean
Circuit Clerk office	Order book	1 docket	Clean
Circuit Clerk office	State Treasury	35 vertical drawers	Clean
Circuit Clerk office	Civil Dockets	15 vertical drawers	Clean
Circuit Clerk office	Court order	8 vertical drawers	Clean
Circuit Clerk office	Adoption	5 vertical drawers	Clean
Circuit Clerk office	Magistrate	15 vertical drawers	Clean
Circuit Clerk office	Criminal	10 legal drawers	Clean
Circuit Clerk office	Misdemeanors	20 legal drawers	Clean
Circuit Clerk office	Circuit Court	35 vertical drawer	Clean
Circuit Clerk office	Civil orders	9 boxes	Clean
Circuit Clerk office	Audio cassettes	25banker boxes	Clean
Circuit Clerk office	Criminal cases	56 banker boxes	Clean
Circuit Clerk office	Orders	43 dockets	Clean
Circuit Clerk office	Criminal	20 dockets	Clean
Circuit Clerk office	Domestic	21 dockets	Clean
Circuit Clerk office	Guardianship	2 dockets	Clean
ONA storage room	Civil	61 boxes 3ft high	Water damage
ONA storage room	Warrants	158 boxes	Clean
ONA storage room	Civil	20 letter drawers	Clean
ONA storage room	Civil Dockets	90 dockets	Clean
ONA storage room	Criminal dockets	18 dockets	Clean
ONA storage room	Bankruptcy	1 box	Clean
ONA storage room	Magistrate	2 boxes	Clean
ONA storage room	General pay	2 boxes	Clean
ONA storage room	Marriage	2 boxes	Clean
ONA storage room	Phone bills	1 box	Clean
ONA storage room	Fee proofs	1 box	Clean
ONA storage room	Process paper	11 banker boxes	Clean
ONA storage room	Misc.	12 paper boxes	Clean
ONA storage room	Data Tapes	4 paper boxes	Clean
ONA storage room	Magistrate case files	589 1ft banker boxes	Clean
ONA storage room	Prosecution files	7 banker boxes	Clean
County Clerk office	Accounts payable/Pay roll/Vendor cards	3 vertical drawers	Clean
County Clerk office	Land books	6 dockets	Clean
County Clerk office room 1	Maps	Hanging 174inch linear	Covered in plastic
County Clerk office 1	Release	510 dockets	Clean/Dirt/ Torn
County Clerk office 1	Index to Trust Deeds	120 dockets	Clean
County Clerk office 1	Index to Judgment	14 dockets	Clean
County Clerk office 1	Judgment lines	90 dockets	Clean
County Clerk office 1	Index of Liens	14 dockets	Clean
County Clerk office 1	Transfers Report of sales	23 dockets	Dirt
County Clerk office 1	Record of Assignments	90 dockets	Clean
County Clerk office 1	Mechanic Liens	17 dockets	Dirt
County Clerk office 1	Lis Pendens	9 dockets	Clean
County Clerk office 1	Real Estate Delinquent	5 dockets	Clean
County Clerk office 1	Auditors Redemptions	2 dockets	Clean
County Clerk office 1	Certificates of Incorporation, Power of Attorney	328 dockets	Clean
County Clerk office 1	Index of Deeds	128 dockets	Clean
County Clerk office 1	Bonds Contracts and leases	323 dockets	Clean
County Clerk office	Index to Bonds Contracts and Leases	18 dockets	Clean
County Clerk office 1	Cemetery Deed	40 dockets	Clean
County Clerk office 1	Land books	26 dockets	Clean
County Clerk office 1	Church Trustees	8 dockets	Clean
County Clerk office 1	Msic. Documents	7 dockets	Clean
County Clerk office 1	Grantor and Grantee to deeds	115 dockets	Clean
County Clerk office 1	Trustee report of Sale	28 dockets	Clean
County Clerk office 1	Releases	308 dockets	Clean
County Clerk office 1	Index to Releases	30 dockets	Clean
County Clerk office 1	Index to Trust Deeds	70 dockets	Clean
County Clerk office 1	Index to Liens	20 dockets	Clean
County Clerk office 1	Lines	84 dockets	Clean
County Clerk office 1	Inheriting Tax book	3 dockets	Clean
County Clerk office 1	Computer index folder	12 dockets	Clean
County Clerk office 1	Trust deeds	1524 dockets	Clean
County Clerk office 1	Deed books	1114dockets	Clean
County Clerk office 1	Plat map hanger	12-27inchx12inch 145 in each	Clean
County Clerk office 1	Interview Records	14 banker boxes	Clean
County Clerk office 1	Administration accounts payable	19 banker boxes	Clean
County Clerk office 1	Probate	28 banker boxes	Clean
County Clerk office 1	Probate closed	8 banker boxes	Clean
County Clerk office 1	Land books	20 dockets	Dirt
County Clerk office 1	Land books	32 dockets	Clean
County Clerk office 1	Old land books	35 dockets	Dirt torn
County Clerk office 1	Release books	53 dockets	Clean
County Clerk office 1	Fiduciary books	58 dockets	Clean
County Clerk office 1	Guardian of Committee Road	11 dockets	Clean
County Clerk office 1	Notary Public	9 dockets	Clean
County Clerk office 1	Misc.	15 dockets	Clean
County Clerk office 1	List of Fiduciary	19 dockets	Clean
County Clerk office 1	Release of Trust deeds	150 dockets	Clean
County Clerk office 1	Commissioner Records	61 dockets	Clean
County Clerk office 1	Trust Deeds	299 dockets	Clean
County Clerk office room 2	Misc.	85 dockets	Clean
County Clerk office room 2	Land books	75 dockets	Clean
County Clerk office room 2	Births	45 vertical drawers	Clean
County Clerk office room2	Marriages	6 vertical drawers	Clean
County Clerk office 2	Death	33 vertical drawers	Clean
County Clerk office 2	Birth Corrections	6 vertical drawers	Clean
County Clerk office 2	Oversize Files	2 vertical drawers	Clean
County Clerk office 2	Misc. Vet.	1 vertical drawer	Clean
County Clerk office 2	Animal Care Center	5 vertical drawers	Clean
County Clerk office 2	Rabies Certificates	2 vertical drawers	Clean
County Clerk office 2	Daily count Sheets	1 vertical drawers	Clean
County Clerk office 2	Terminations	7 lateral drawers	Clean
County Clerk office 2	Map cards	7 square files	Clean
County Clerk office 2	Death register	22 dockets	Clean
County Clerk office 2	Personal Property	30 dockets	Dirt/ Torn
County Clerk office 2	Marriage	18 dockets	Clean
County Clerk office 2	Record of Guardian	2 dockets	Clean
County Clerk office 2	Births	7 dockets	Clean
County Clerk office 2	General Index of Appraisal Settlements	3 dockets	Clean
County Clerk office 2	Fiduciaries	11 dockets	Clean
County Clerk office 2	Wills	4 dockets	Clean
County clerk office 2	Commission Minutes	17 dockets	Clean
County Clerk vault	Administrative orders	195 document cans	Clean
County Clerk vault	Marriage license	7 banker boxes	Clean
County Clerk vault	Excess levy	120 document cans	Clean
County Clerk vault	Misc. county Records	208 document cans	Clean
County Clerk vault	Misc. county records	42-2x22inch drawers metal	Clean
County Clerk vault	Marriage license	90 document cans	Clean
County Clerk vault	Appraisals and Settlements	308 document cans	Clean
County Clerk vault	Appraisements and Wills	264 document cans	Clean
County Clerk vault	Deed books	7 document cans	Clean
County Clerk vault	Map books	24 document cans	Clean
County Clerk vault	Judgment liens	130 document cans	Clean
County Clerk vault	United state tax lines	5 document cans	Clean
County Clerk vault	Excess Levy	48 document cans	Clean
County Clerk vault	Juvenile	12 document cans	Clean
County Clerk vault	Tri state fire	1 document cans	Clean
County Clerk vault	Walnut Hills	1 document cans	Clean
County Clerk vault	MSCIL	1 document cans	Clean
County Clerk vault	Radio Tech	1 document cans	Clean
County Clerk vault	Vet	1 document cans	Clean
County Clerk vault	Maps	1 document cans	Clean
County Clerk vault	YWCA	1 document cans	Clean
County Clerk vault	Check fund	1 document cans	Clean
County Clerk vault	Returned project	2 document cans	Clean
County Clerk vault	General county	96 document cans	Clean
County Clerk vault	Revenue Sharing	48 document cans	Clean
County Clerk vault	Micro film, FC tape, peg tapes	3 nonstandard boxes	Clean
County Clerk vault	Misc.	64doucment cans	Clean
County Clerk basement	Release	187 linear inches dockets	Surface dirt
County Clerk basement	Fiduciaries orders	204 linear inches dockets	Surface dirt
County Clerk basement	Misc. bond	97 linear inches	Surface dirt
County Clerk basement	Land books	1160mlinear inches	Surface dirt
County Clerk basement	Misc. Dockets	75inch high stack	Red rot, torn, missing spines, surface dirt
County Clerk basement		75 inch high stack	Red rot, torn, missing spines, surface dirt
County Clerk basement		71 inch high stack	Red rot, torn, missing spines, surface dirt
County Clerk basement	releases	215 linear inch	Red rot, torn, missing spines, surface dirt
County Clerk basement	Release of Trust Deeds	215 linear inches	Red rot, torn, missing spines, surface dirt
County Clerk basement	Comm. Records	215 linear inches	Red rot, torn, missing spines, surface dirt
County Clerk basement	Trust Deeds	215 linear inches	Red rot, torn, missing spines, surface dirt
County Clerk basement	Misc. books	35 inches linear	Red rot, torn, missing spines, surface dirt
County Clerk basement	Misc.	87 banker boxes	Surface dirt
County Clerk basement	Dept of highway	23 banker boxes	Surface dirt
County Clerk basement	General county fund	1 banker box	Surface dirt
County Clerk basement	Probate	1 banker box	Surface dirt
County Clerk basement	Reinstatements	1 banker box	Surface dirt
County Clerk basement	Party changes	1 banker box	Surface dirt
County Clerk basement	Exonerations	1 banker box	Surface dirt
County Clerk basement	Bills	1 banker box	Surface dirt
County Clerk basement	General County	11 small banker boxes	Surface dirt
County Clerk basement	Excess Levy	2 banker boxes	Surface dirt
County Clerk basement	Juvenile	2 banker boxes	Clean
County Clerk Storage room	Discharge book	51 dockets	Clean
County Clerk Storage room	Personal Property	64dockets	Clean
County Clerk Storage room	UCC	17 dockets	Clean
County Clerk Storage room	Index to UCC	28 dockets	Clean
County Clerk Storage room	Appraisals Records	480 dockets	Clean
County Clerk Storage room	Commissioners Minutes	110 dockets	Clean
County Clerk Storage room	Birth and Death certificates	84 vertical drawer	Clean
County Clerk Storage room	Register of Birth	38 dockets	Clean
County Clerk Storage room	Death Register	23 dockets	Clean
County Clerk Storage room	Marriage Register	18dockets	Clean
County Clerk Storage room	Execution Bonds	39 dockets	Clean
County Clerk Storage room	Administrative bonds	32 dockets	Clean
County Clerk Storage room	Will book	100 dockets	Clean
Bathroom	Misc	20 8 inch discs	Clean
	DMV/Custody/Official files	98 1ftboxes	Clean
Hallway	Maps and Blueprints	1 banker box	Clean
Hallway	General Fund Receipts	12 non standard boxes	Clean
Hallway	County Clerk files	97 banker boxes	Clean
Storage Room	UCC, Marriage License, Commissioner records	128 1ft banker boxes	Clean
Storage Room	Drug File video tapes	1 box	Clean
Storage Room	Tapes 16 mm	1 box	Clean
Storage Room	Bank complaint files	12 2ft4inch boxes	Clean
Assessor personal property room	Land book	61 dockets	Clean
Assessor personal property room	DMV books	40 computer printouts	Clean
Assessor personal property room	Personal Property Assessment cards	228 drawers	Clean
Assessor personal property room	Out of State plates	1 vertical drawer	Clean
Assessor office mapping room	Maps	Hanging 67inches	Torn edges
Assessor office mapping room	Parcel listing	1 computer printout 4inches	Clean
Assessor land room	Back Taxes/sales	Map cards kardex drawers 15in deep-40 drawers	Clean
Assessor land room	Homesteads	23 drawers- kardex	Clean
Assessor land room	Redemption list	2 drawers- kardex	Clean
Assessor land room	Work cards	6 drawers	Clean
Assessor land room	Purchase agree	4ft	clean
Assessor land room	Real estate purchase for state liens	4inches high print out	Clean
Assessor land room	Real and Personal Delinquent taxes	4inches high print out	Clean
Assessor vault	DMV	Dockets-22	Clean
Assessor vault	Personal property	14- dockets	Clean
Assessor vault	Dog tag	8 vertical metal drawers	Clean
Assessor vault	Business records	10 drawer lateral files	clean
Sheriff office	Personal Records	13 lateral drawers	Clean
Sheriff office	Officer Records	20 vertical drawers	Clean
Sheriff office	Writs of Execution	4 vertical drawers	Clean
Sheriff office	Gun Permits	8 vertical drawers	Clean
Sheriff office vault	Paid files	4 vertical drawers	Clean
Sheriff office vault	Tax tickets	111 vertical drawers	Clean
Sheriff office vault	Triplicates Receipt book	3 dockets	Clean
Sheriff vault	Triplicates receipts	100d vertical
Sheriff office vault	Settlement Record book	1 dockets	Clean
Sheriff office vault	Sheriff Execution Document	3 dockets	Clean
Sheriff office kitchen	Release	6 lateral drawers	Clean
Sheriff office kitchen	Tax and land sale	8 lateral files	Clean
Sheriff office	Sheriff committee	4 vertical drawers	Clean
Sheriff office	Sheriff records	6 lateral drawers	Clean
Sheriff office	Financial for Sheriff	63 banker boxes	Clean
Sheriff office	Msic. Committee info	1 legal drawer	Clean
Sheriff office	Tax office	17 legal drawers	Clean
Sheriff office	JP finance	2 letter drawers	Clean
Sheriff office	General fine	1 legal drawer	Clean
Sheriff office	Duplicate CK copies	1 legal drawer	Clean
Sheriff office	State Fund bonds	1 legal drawer	Clean
Sheriff office	Child support	2 legal drawer	Clean
Sheriff office	Financials	2 legal drawers	Clean
Sheriff office	Committees CK vouchers	1 4inch boxes	Clean
Sheriff office	Chile support committee	1 4inch boxes	Clean
Sheriff office	Sheriff committee	2 4inch boxes	Clean
Sheriff office	Old estate	2 4inch boxes	Clean
Hallway outside sheriff office	Personal Property	10 dockets	Clean
Hallway outside sheriff office	Land Records	15 dockets	Clean
Hallway outside sheriff office	Tax collections	3 binder printouts	Clean
Hallway outside sheriff office	License Reports	3 inches	Clean
Hallway outside sheriff office	Delinquent tapes	4 inches	Clean
Prosecuting Attorney office	Child custody	12 vertical drawers	Clean
Prosecuting Attorney office	Indictments	4 vertical drawers	Clean
Prosecuting Attorney office	Grand jury cassette	30 banker boxes	Clean
Prosecuting Attorney office	Misc.	24 paper boxes	Clean
Prosecuting Attorney office	Indictments	44 vertical drawers	Clean
Prosecuting Attorney office	Juvenile	8 vertical drawers	Clean
Prosecuting Attorney office	Child custody, indictments	20 vertical drawers	Clean
Prosecuting Attorney office	Case file	1 open box on floor	Clean
Prosecuting Attorney office	Bound over	4 vertical drawers	Clean
Prosecuting Attorney office	Drug Court	4 vertical drawers	Clean
Sheriff jail	Inactive sheriff	3d vertical metal file legal
Sheriff jail	Inactive sheriff	20 boxes

Comments: in summer of 2003 the downstairs county clerk storage area will be seized and used for something else.

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	No	Yes	yes	Yes 4/01	No

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	yes	yes	20	yes	12
Part time	no	no	4	yes	3
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	Classes, In house	In house, state audit training	On job training	In house, on the job	None
Opportunities available	None	None	Association meetings		None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	0	5 minutes	All day	8 hours	3 hours
Public use	0	15 minutes	All day	0	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	1 hour	5 minutes	All day	0	3 hours
Public use	Court order	15 minutes	All day	0	0

Comments sheriff states that they can't always get to records

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying					None
Volume of material copied		unknown		unknown
Disposition of originals		stored
Discarded		No		No
Placed in storage		Yes, Store on Microfilm, Electronic Tape storage offsite		Yes, Vault Storage & Computer
Microfilming
Internal	None	none		none	None
Volume of material microfilmed		unknown	unknown
Disposition of originals
Discarded		No	No	no
Placed in storage		Yes	yes
Master copy stored onsite or offsite		Offsite	Offsite
User copies available (record as yes/no)			no
External	None				None
Volume of material microfilmed
Disposition of originals
Discarded		No		no
Placed in storage		Yes	yes
Master copy stored (onsite or offsite )		Offsite	offsite
User copies available (record as yes/no)		No
Imaging/Digitizing
Internal	Mapping	None			None
Volume of material digitized				NA
Disposition of originals
Discarded				no
Placed in storage	Yes, on file and computer			onsite
Master copy stored (onsite or offsite )	Onsite and offsite			onsite
Backup copies available (record as yes/no)	Yes
External		None		In house	None
Volume of material digitized
Disposition of originals
Discarded				no
Placed in storage
Master copy stored (onsite or offsite )				Onsite
Backup copies available (record as yes/no)				yes

Comments micro filmed is kept in storage on 8^th st

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)	Maps; Public records backed up for 5 years		Data files for indexes	In house storage	none
Software used	Autocat 5, Deepwater Plus, Map Edit	Win		Software systems
Name and address of the vendor used	Greenbrier Graphics	State		In house
System support used	Windows	DOS		AS 400
Name and address of the vendor used	Greenbrier Graphics	State		In house
Security in place for the storage system	Passwords, Firewall, Limited Access	Passwords		Passwords, All Limited Access
Security in place for the backup system	None	Passwords		None
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	None Written	Not Provided		Yes

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	Yes	1977retention schedule	no	Yes - 1977
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	No	no	No
Any records management guidelines used for electronic records (record as yes/no)	No	Yes	no	yes	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)	none	none	yes	yes	none
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	yes	no

Comments county clerk microfilmed all records before 1994 and stored them on computer after 1994.

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