|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office Prosecuting
Attorney Attached Storage Room |
Inactive
Records Area A Assessor
Basement R1 Circuit
Clerk Jail Cell R1 County
Clerk Record Room R1 Sheriff
Jail Cell R1 Prosecuting
Attorney Storage Room R1 |
Inactive
Records Area B County
Clerk Basement R2 |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 70.0
Circuit Clerk 71.4 County Clerk 76.3 Sheriff 75.0
Prosecuting Attorney 70.0 |
Assessor R1 65.0 Circuit Clerk R1 72.1 County Clerk R1 70.3 Sheriff R1 65.0 Prosecuting Attorney R1 70.0 |
Assessor Circuit Clerk
County Clerk R2 69.6 Sheriff Prosecuting Attorney 70.0 |
|
Humidity (record as % relative humidity) |
Assessor 40 Circuit Clerk 40 County Clerk 43 Sheriff 41 Prosecuting Attorney 40 |
Assessor R1 38 Circuit Clerk R1 39 County Clerk R1 41 Sheriff R1 34 Prosecuting Attorney R1 40 |
Assessor Circuit Clerk County Clerk R2 34 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 R1 yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff R1 yes Prosecuting Attorney R1 yes |
Assessor Circuit Clerk County Clerk R2 no 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 R1 yes Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 yes Circuit Clerk R1 no County Clerk R1 no Sheriff R1 yes Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff yes
floor Prosecuting Attorney no |
Assessor R1 yes floor Circuit Clerk R1 no County Clerk R1 no Sheriff R1 yes floor Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 yes floor Sheriff Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor R1 yes ants Circuit Clerk R1 no County Clerk R1 yes Sheriff R1 yes Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 yes Sheriff R1 yes Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor R1 yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff R1 yes Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 yes Sheriff Prosecuting Attorney |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 yes |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no 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 R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Locked or limited access to areas with records (record
as yes/no) |
Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor R1 no Circuit Clerk R1 yes County Clerk R1 no Sheriff R1 yes Prosecuting Attorney R1 yes |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor R1 yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff R1 yes Prosecuting Attorney R1 yes |
Assessor Circuit Clerk County Clerk R2 yes Sheriff Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff R1 no Prosecuting Attorney R1 no |
Assessor Circuit Clerk County Clerk R2 no Sheriff Prosecuting Attorney |
Comments
1.2, 1.4, and 1.5
Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors Basement R1 |
Assessments |
Locked cabinet (5'x2') |
Clean |
|
Circuit Clerk Office |
Deeds |
Approximately 400 dockets |
Clean |
|
Circuit Clerk Office |
Land |
Approximately 50 dockets |
Clean |
|
Circuit Clerk Office |
Personal Property |
Approximately 100 dockets |
Clean |
|
Circuit Clerk Office |
Map Cards |
20 card drawers |
Clean |
|
Circuit Clerk Office |
Misc. (Orders/Divorce Cases/Commission of School
Lands/Bonds/Delinquent Land Sales, etc.) |
100 cans |
Clean |
|
Circuit Clerk Office |
Chancery |
25 dockets |
Torn spines |
|
Circuit Clerk Office |
Civil Orders |
32 dockets |
Clean |
|
Circuit Clerk Office |
Juvenile |
6 dockets |
Clean |
|
Circuit Clerk Office |
Criminal Orders |
6 dockets |
Clean |
|
Circuit Clerk Office |
Misc. |
2 dockets |
Clean |
|
Circuit Clerk Office |
Adoption Order |
1 docket |
Clean |
|
Circuit Clerk Office |
Jury Commission Record |
1 docket |
Clean |
|
Circuit Clerk Office |
Election |
2 vertical drawers |
Clean |
|
Circuit Clerk Office |
Mental Health |
1 vertical drawer |
Clean |
|
Circuit Clerk Office |
Monthly Reports |
2 vertical drawers |
Clean |
|
Circuit Clerk Office |
Passports |
1 vertical drawer |
Clean |
|
Circuit Clerk Office |
Summons and Subpoenas |
2 vertical drawers |
Clean |
|
Circuit Clerk Office |
Circuit Court Management System |
1 vertical drawer |
Clean |
|
Circuit Clerk Office |
Witness Folders |
3 vertical drawers |
Clean |
|
Circuit Clerk Office |
Mandates |
2 vertical drawers |
Clean |
|
Circuit Clerk Office |
Misc. |
29 vertical drawers |
Clean |
|
Circuit Clerk Office |
Pending Civil Cases |
4 vertical drawers |
Clean |
|
Circuit Clerk Office |
Pending Divorces |
4 vertical drawers |
Clean |
|
Circuit Clerk Office |
Pending Juvenile Cases |
4 vertical drawers |
Clean |
|
Circuit Clerk Office |
Completed Criminal Cases |
4 vertical drawers |
Clean |
|
Circuit Clerk Jail Cell R1 |
Personal Property |
160 dockets |
Dirt |
|
Circuit Clerk Jail Cell R1 |
Misc. (Law Cases/Juvenile Papers/Chancery
Causes/Execution Record, etc.) |
10 cans |
Dirt |
|
Circuit Clerk Jail Cell R1 |
Law Orders |
48 dockets |
Dirt |
|
Circuit Clerk Jail Cell R1 |
Bonds |
25 dockets |
Dirt |
|
County Clerk Office |
Misc. (Leases/Deeds/ Agreements/Right Way/Cemetery Deeds etc.) |
224 dockets |
Clean |
|
County Clerk Office |
Registration Cards |
20 vertical drawers |
Clean |
|
County Clerk Office |
Reappraisal Tapes |
5 lateral drawers |
Clean |
|
County Clerk Office |
Land |
52 dockets |
Clean |
|
County Clerk Office |
Map |
46"x37" |
Clean |
|
County Clerk Office |
Map |
32'x37" |
Torn edges |
|
County Clerk Office |
County Maps |
3 lateral drawers |
Clean |
|
County Clerk Office |
Marriage Records |
4 vertical drawers |
Damaged |
|
County Clerk Office |
Flood Maps |
2 non-standard boxes |
Clean |
|
County Clerk Office |
Blueprints |
37"x25" |
Clean |
|
County Clerk Office |
Misc. (Settlements/Wills/ Births/Bonds, etc.) |
25 cans |
Clean |
|
County Clerk Record Room R1 |
Real Estate |
25 banker boxes |
Dirt |
|
County Clerk Record Room R1 |
Sheriff Taxes |
12 banker boxes |
Dirt |
|
County Clerk Record Room R1 |
Land |
342 dockets |
Dirt |
|
County Clerk Record Room R1 |
Coroner's Record |
1 docket |
Dirt |
|
County Clerk Record Room R1 |
Farm Use Applications |
6 vertical drawers |
Clean |
|
County Clerk Record Room R1 |
Personal Property |
49 dockets |
Clean |
|
County Clerk Record Room R1 |
Homestead |
6 vertical drawers |
Clean |
|
County Clerk Record Room R1 |
Voided Homestead |
2 vertical drawers |
Clean |
|
County Clerk Record Room R1 |
Coal, Oil and Gas Leases |
12 vertical drawers |
Clean |
|
County Clerk Record Room R1 |
Transfer Sheets |
2 vertical drawers |
Clean |
|
County Clerk Record Room R1 |
Sheriff |
19 dockets |
Dirt |
|
County Clerk Record Room R1 |
Justice |
22 dockets |
Dirt |
|
County Clerk Basement R2 |
Misc. |
Approximately 20 banker boxes |
Dirt |
|
County Clerk Basement R2 |
Misc. |
Approximately 60 non-standard boxes |
Dirt |
|
County Clerk Basement R2 |
Land |
Approximately 30 dockets |
Dirt |
|
County Clerk Basement R2 |
Personal Property |
Approximately 70 dockets |
Dirt |
|
County Clerk Basement R2 |
Misc. Books |
5 ft linear |
Dirt |
|
Sheriff Jail Cell R1 |
Misc. (Accident Reports/ Deposits/Checks etc.) |
6 non-standard boxes |
Dirt |
|
Prosecuting Attorney Attached Storage Room |
Cases |
50cf |
Clean |
|
Prosecuting Attorney Storage Room R1 |
Cases |
15cf |
Clean |
Comments: Basement had boxes scattered everywhere so no
one could get all the way through to count records (See pictures).
Sheriff's Main
Office was not available to count records.
Prosecuting
Attorney filled out how many records they had so no one else counted it.
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
No |
No |
No |
No |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
4 |
3 |
Yes |
8 |
1 |
|
Part time |
2 |
0 |
Yes |
2 |
1 |
|
Volunteers |
0 |
0 |
Yes |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
|
Supreme Court |
|
|
2 Seminars a yr. |
|
Opportunities available |
|
Association Meetings |
On the job |
Association Meetings |
Continued Seminars |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
20 hrs. (a week) |
8 hrs. |
|
8 hrs. |
|
|
Public use |
30 hrs. (a week) |
Yes |
|
|
|
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
1 hr. |
8 hrs. |
|
8 hrs. |
1 hr. |
|
Public use |
5 hrs. |
yes |
|
|
5 hrs. |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
|
5,000(monthly) |
|
35,000 (have not had copier for 5 yrs.) |
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in storage |
|
yes |
yes |
yes |
|
|
Microfilming |
|
|
|
|
yes |
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
yes |
|
Master copy stored onsite or offsite |
|
onsite |
|
|
offsite |
|
User copies available (record as yes/no) |
|
yes |
|
|
|
|
External |
|
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
yes |
|
Master copy stored (onsite or offsite ) |
|
|
|
|
offsite |
|
User copies available (record as yes/no) |
|
|
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
|
|
|
|
|
|
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 |
|
|
|
|
|
|
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) |
|
|
|
Tax information, Reports financially |
Past Cases, Criminal, Civil |
|
Software used |
|
SWCG |
|
|
|
|
Name and address of the vendor used |
|
SWCG, 1200 Bigley Ave., Charleston, WV |
|
CSSI |
|
|
System support used |
|
Supervision of Supreme Court |
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
|
Security in place for the storage system |
|
Passwords |
|
|
|
|
Security in place for the backup system |
|
Passwords |
|
|
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
|
|
|
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 |
none |
none |
none |
none |
none |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
no |
no |
no |
no |
no |
|
Any records management guidelines used for
electronic records (record as yes/no) |
no |
no |
no |
no |
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) |
no |
no |
no |
no |
no |
|
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 |
no |
no |
Comments