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 73 Circuit Clerk 72 County Clerk 73 Sheriff tax-76 Prosecuting Attorney 74 office	Assessor storage-NA Circuit Clerk vault room- NA County Clerk Sheriff law- NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff jail cell-NA Prosecuting Attorney All offices basement- NA
Humidity (record as relative humidity)	Assessor 42 Circuit Clerk 42 County Clerk 46 Sheriff -48 Prosecuting Attorney 52 office	Assessor-NA Circuit Clerk-NA County Clerk Sheriff -NA Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff-NA Prosecuting Attorney All offices- NA
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 Sheriff-yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney All offices- no
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor-no Circuit Clerk-no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes wall Prosecuting Attorney All offices-no
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices- no
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices- no
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices- no
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices- yes
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
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 Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
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 Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no
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 Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney All offices-yes
Alarm system (record as yes/no)	Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk yes County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices =no
Secured doors/windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor no Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney All offices- no
Panic Button (record as yes/no) no panic button in active or inactive records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices- no
Key card access (record as yes/no) no key card access in active and inactive records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney All offices-no

Comments

county clerk may expand into 911 DISPATCHES room because they are running out of space.

a dehumidifier is used to eliminate mold.

circuit clerk has double stacked vertical metal files lining all of there office. they are in need of space.

the room called the vault room 1 contains what looks like a kitchen type area that includes a microwave. circuit clerk room uses a dehumidifier to control moisture.

the assessor stoarge was small and had an ashtray with cigs lying with records. the window was open.

prosecuting ATTORNEY HAS double stacked vertical metal files. they are out of room. they have to use a humidifier to control moisture.

there are signs of water damage on the walls of jail cell by records.

the sheriff has a refridgerater beside of records.

all of the offices store records in a basement area on wooden shelves. water pipes run over records. it is a dirty room.

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

Location	Record Type	Volume	Condition
Assessor office	Real Property	2 dockets	Clean
Assessor office	Personal Property	3 dockets	Clean
Assessor office	Farm and Agriculture	7 vertical drawers	Clean
Assessor office	Supplements	1 vertical drawers	Clean
Assessor office	Building Permits	1 vertical drawers	Clean
Assessor office	City Files	6 vertical drawers	Clean
Assessor office	Maps		Clean
Assessor office	Map index	10 vertical drawers	Clean
Assessor office	Misc.	2 banker boxes	Clean
Assessor office	Misc.	8 vertical drawers	Clean
Assessor office	Real estate and other various records	20 banker boxes	Clean
Assessor office	Misc.	4 banker boxes	Clean
Assessor office	Misc. Volumes	43inchx23inch shelves 6 of them	Dirt/Red Rot/Torn
Circuit clerk office	Absentee ballots	4 vertical drawers	Clean
Circuit clerk office	State Probation	3 vertical drawers	Clean
Circuit clerk office	Juvenile cases	3 vertical drawers	Clean
Circuit clerk office	Felony	3 vertical drawers	Clean
Circuit clerk office	State ended cases	62 vertical drawers	Clean
Circuit clerk office	Common law	64 document cans	Clean
Circuit clerk office	Mental Health	3 vertical drawers	Clean
Circuit clerk office	Adoptions	3 vertical drawers	Clean
Circuit clerk office	Civil cases	70 vertical drawers	Clean
Circuit clerk office	Chancery cases	9 document cans 22 vertical drawers	Clean
Circuit clerk office	Records	3- brown accordion files	Clean
Circuit clerk office	Records	8 banker boxes	clean
Circuit clerk vault room 1	Civil	14 vertical drawers	Clean
Circuit clerk vault room 1	Criminal order	15 dockets	Clean
Circuit clerk vault room 1	Civil order	22 dockets	Clean
Circuit clerk vault room 1	Domestic order	9 dockets	Clean
Circuit clerk vault room 1	Juvenile order	9 dockets	Clean
Circuit clerk vault room 1	Adoption	7 dockets	Clean
Circuit clerk vault room 1	Receive Settlements	3 dockets	Clean
Circuit clerk vault room 1	Jury Commission	4 dockets	Clean
Circuit clerk vault room 1	Chancery order	21 dockets	Clean
Circuit clerk vault room 1	Commuter order	8 dockets	Clean
Circuit clerk vault room 1	Executions	5 dockets	Clean
Circuit clerk vault room 1	Guardian	2 vertical drawers	Clean
Circuit clerk vault room 1	Misc. files	4 vertical drawers	Clean
Circuit clerk vault room 1	Domestic orders	14 vertical drawers	Clean
Circuit clerk vault room 1	Misc.	20 paper boxes	Clean
County Clerk office	Judgment lien	13 dockets	Clean
County Clerk office	Map cards	20 document cans	Clean
County Clerk office	Voter registration	4 dockets	Clean
County Clerk office	Wills records	13 dockets	Clean
County Clerk office	Fiduciaries	21 dockets	Clean
County Clerk office	Corporation incorporation	7 dockets	Clean
County Clerk office	Real Property	17 dockets	Clean
County Clerk office	Personal Property	3 dockets	Clean
County Clerk office	Lis Pen dens	1 docket	Clean
County Clerk office	Federal Tax line docket	3 dockets	Clean
County Clerk office	Mechanic lien	3 dockets	Clean
County Clerk office	Accounts Fiduciaries	46 dockets	Clean
County Clerk office	Record Release	50 dockets	Clean
County Clerk office	Deed books	190 dockets	Clean
County Clerk office	General index	20 dockets	Clean
County Clerk office	Trust Deeds	60 dockets	Clean
County Clerk office	Land books	76 dockets	Clean
County Clerk office	Delinquent land	2 dockets	Clean
County Clerk office	Road Record	2 dockets	Clean
County Clerk office	Church Trustees	2dockets	Clean
County Clerk office	Notary	1 dockets	Clean
County Clerk office	Lunacy	1 dockets	Clean
County Clerk office	Financing Statements	51 document cans	Clean
County Clerk office	County Court Bonds	4 document cans	Clean
County Clerk office	Mechanic Liens	2 document cans	Clean
County Clerk office	General County Funds	12 document cans	Clean
County Clerk office	Wills	21 document cans	Clean
County Clerk office	Judgment	13 document cans	Clean
County Clerk office	Births	10 dockets	Clean
County Clerk office	Death	4 dockets	Clean
County Clerk office	Marriage	8 dockets 4 vertical drawers	Clean
County Clerk office	Vital Statistics	4 vertical drawers	Clean
County Clerk office	Closed estates	18 vertical drawers	Clean
County Clerk office	Current estates	6 vertical drawers	Clean
County Clerk office	Map book	5 dockets	Clean
County Clerk office	Computer index	15 files	Clean
County Clerk office	County Court order book	10 dockets	Clean
County Clerk office	County Commission order book	12 dockets	Clean
County Clerk office	Bonds	9 dockets	Clean
Prosecuting Attorney office	Magistrate closed	8 vertical drawer	Clean
Prosecuting Attorney office	Misc.	9 banker boxes	Clean
Prosecuting Attorney office	Unknown	1- 6ft locked cabinet	Clean
Prosecuting Attorney office	Criminal	16 banker boxes	Clean
Prosecuting Attorney office	Closed Criminal	11 vertical drawers	Clean
Prosecuting Attorney office	County Commission	2 vertical drawers	Clean
Prosecuting Attorney office	Misc.	8 vertical drawers	Clean
Prosecuting Attorney office	Magistrate open	1 vertical drawer	Clean
Prosecuting Attorney office	Juvenile programs	2 vertical drawers	Clean
Prosecuting Attorney office	Open criminal	4 vertical drawers	Clean
Prosecuting Attorney office	Open Probation	4 vertical drawers	Clean
Prosecuting attorney office	Open files	27 feet linear of file folders on a wooden shelf
Sheriff office	Weapon permits	2 vertical drawers	Clean
Sheriff office	Cancelled checks	13 binders	Clean
Sheriff office	Delinquent lists	1 docket	Clean
Sheriff office	Misc.	4 vertical drawers	Clean
Sheriff office	Real estate Property	3 dockets	Clean
Sheriff office	Property value	3 dockets	Clean
Sheriff office	Tax receipts	6 banker boxes	Clean
Sheriff office	Accident	2 index card drawers	Clean
Sheriff office	2001-2002 reports	2 vertical drawers	Clean
Sheriff office	Fingerprints, CDR	9 vertical drawers	Clean
Sheriff office	Identification	12 vertical drawers	Clean
Sheriff office	Misc.	Locked 6ft tall	Clean
Sheriff office	Accidents/Incidents	4 banker boxes	Clean
Assessor storage	Real estate	20 boxes	Surface dirt
Assessor storage	Misc. records	4 banker boxes	Surface dirt
Assessor storage	Records	6- wooden shelves 42x23 with dockets	Surface dirt
Assessor storage	Records	3- 3ft stacks of dockets	Surface dirt
All office basement storage	Election records	3- 1ftx2ft boxes	Clean
All office basement storage	Audits	2- 1ftx2ft boxes	Clean
All office basement storage	Receipts	?# dockets on wooden shelf	Surface dirt
All office basement storage	General index	? # dockets wooden shelf	Surface dirt
All office basement storage	Criminal	? # dockets wooden shelf	Surface dirt
All office basement storage	Civil	? # dockets wooden shelf	Surface dirt
All office basement storage	Misc.	?# dockets wooden shelf	Surface dirt
All office basement storage	Records	16- large banker boxes	Surface dirt
All office basement storage	Records	15 banker boxes	Surface dirt
All office basement storage	Maps	Rolled up lying on wooden shelf	Browning paper torn edges
All office basement storage	Personal property	2-large banker boxes	Clean
All office basement storage	General index	12 boxes	Clean
All office basement storage	Records	Piles of dockets on shelf	Old surface dirt

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	No	No	No	No	no

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	4	3	4	3	2
Part time	4	0	1	0	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	In house	In house	In house	In house	None
Opportunities available	Association Meeting, Computer Training	For clerks	Association meetings	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	All day	2 hours	Didn't know	Didn't know
Public use	8 hours	1 hour	All day	Didn't know	Didn't know
1.7.D.b Average Daily Retrievals of Stored Records
Staff use		Didn't know	2 hours	Didn't know	Didn't know
Public use	Didn't know	Didn't know	All day	Didn't know	Didn't know

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	none	none	none	none	none
Disposition of originals
Discarded
Placed in storage
Microfilming
Internal	none	none	none	none	none
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	none	none	none	none	none
Volume of material microfilmed
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
User copies available (record as yes/no)
Imaging/Digitizing
Internal	none	none	none	none	none
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	none	none	none	none	none
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)	Various records	Cases on computer from 1998	Indexing on the computer	N/A	N/A
Software used	N/A	Word Perfect CCMS Charleston	Software systems AS 400	N/A	Word Perfect
Name and address of the vendor used	N/A	N/A	N/A	N/A	N/A
System support used	N/A	N/A	N/A	N/A	N/A
Name and address of the vendor used	N/A	N/A	N/A	N/A	N/A
Security in place for the storage system	N/A	N/A	N/A	N/A	N/A
Security in place for the backup system	N/A	N/A	N/A	N/A	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	N/A	N/A	N/A	N/A	N/A

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

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