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 81

Circuit Clerk 79

County Clerk 77

Sheriff Tax 78

Prosecuting Attorney 79

Assessor map room basement 81

Circuit Clerk file rm. 2 81

County Clerk basement 74

Sheriff Tax basement 80

Assessor & Circuit storage basement 81

Circuit Clerk 1^st flr storage 79

Humidity (record as relative humidity)

Assessor 36

Circuit Clerk 40

County Clerk 42

Sheriff 42

Prosecuting Attorney 35

Assessor map room basement 48

Circuit Clerk file rm. 2 35

County Clerk basement 39

Sheriff 40 dehumidifier

Assessor & Circuit basement 40

Circuit Clerk 1^st flr storage 40

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor map room basement yes

Circuit Clerk yes

County Clerk

Sheriff no

Assessor basement yes

Assessor storage room no

Circuit Clerk 1^st flr storage no

Circuit Clerk basement 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

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

Animals - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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 no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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

Assessor basement no

Assessor storage room no

Circuit Clerk basement yes

Circuit Clerk 1^st flr storage no

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk on old ones

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Assessor basement yes

Assessor storage room yes

Circuit Clerk basement yes

Circuit Clerk 1^st flr storage 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 yes

Assessor no

Circuit Clerk yes

County Clerk

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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

Sheriff no

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage 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 no

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor basement yes

Assessor storage room yes

Circuit Clerk basement yes

Circuit Clerk 1^st flr storage yes

Alarm system (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk1^st flr storage no

Secured doors/windows (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk locks only

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff none

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

Panic Button (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

Key card access (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1^st flr storage no

Comments

In October 2002, the county clerk asked for $32,500 for lamination, repair, and replacement of covers for many of the records in his office. Estimate attached.

The Assessor stated that if there are any fire extinguishers, they aren't checked.

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

Location	Record Type	Volume	Condition
Assessors Map Room	Records	12 cubic feet	Clean
Assessors Map Room	Records	12 cubic feet	Clean
Assessors Real Estate Office	Land Records	15 cubic feet	Clean
Assessors Real Estate Office	Land Records	8 cubic feet	Clean
Assessors Real Estate Office	Correspondence	3 cubic feet	Clean
Assessors Real Estate Office	Land Books	ca. 340 volumes	Clean
Assessors Active Room	Homesteads	15 drawer double rows 5x7	Clean
Assessors Active Room	Personal Property Records current	12 cubic feet	Clean
Assessors Active Room	Dog Records	9 3x5 drawers	Clean
Assessors Active Room	Transfers/Personal Property	66 cubic feet	Clean
Assessors Active Room	Assessments	11 cubic feet	Clean
Assessors Active Room	Mylar Maps	large 9 drawer cabinet	Clean
Assessors Active Room	Records	16.5 cubic feet	Clean
Assessors Active Room	Real Estate and Personal Property Books	18 volumes	Clean
Assessors Active Room	Transfer Records	4 very large volumes	Clean
Assessors Basement Map Room	Map Cards	6 5x7 drawers	Clean
Assessors Basement Map Room	Hanging Plats	21	Clean
Assessors Basement Storage shared with Circuit Clerk	Land Books	150 volumes	Clean
Assessors Basement Storage shared with Circuit Clerk	Land Blotters (paperback) appear to be old field workbooks	ca. 2000	very poor
Assessors Basement Storage shared with Circuit Clerk	Real Estate and Personal Property forms	8 cubic feet	Clean
Assessors Basement Storage shared with Circuit Clerk	Appraisements	6 cubic feet	Clean
Circuit Clerk Active Room	Chancery, Common Law, Marriages, Deaths, Births, etc.	766 cans	very old, very dirty
Circuit Clerk Active Room	Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc. files	337.5 cubic feet	Clean
Circuit Clerk Active Room	Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc.	31 docket books	Clean
Circuit Clerk Active Room	Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc.	216 cubic feet	Clean
Circuit Clerk Active Room	Retired Old Cases	40 cubic feet	Clean
Circuit Clerk 1^st Floor Storage	Chancery, Common Law, etc.	38 large volumes	Clean
Circuit Clerk 1^st Floor Storage	Civil, Criminal, etc.	127 small volumes	Clean
Circuit Clerk 1^st Floor Storage	Records	75 cubic feet	Clean
Circuit Clerk Basement Storage shared with Assessor	Chancery, Common Law, etc.	223 large volumes	Clean
Circuit Clerk Basement Storage shared with Assessor	Retired Cases	82 cubic feet	Clean
County Clerk Office	Wills & Index	20 large, 32 small volumes	Clean
County Clerk Office	Probate & Index	28 large volumes	Clean
County Clerk Office	Assessment/Bills	14 large, 50 small volumes	Clean
County Clerk Office	Settlement Record	19 large, 32 small volumes	Clean
County Clerk Office	Oil & Gas Lease w/ Index	17 large, 8 small volumes	Clean
County Clerk Office	Power of Attorney	6 large, 11 small volumes	4 very old, poor condition
County Clerk Office	Certificates of Incorporation	16 small volumes	Clean
County Clerk Office	Marriages & Index	47 large volumes	Clean
County Clerk Office	Deaths & Index	9 large volumes	Clean
County Clerk Office	Births & Index	12 large volumes	Clean
County Clerk Office	Deeds of Trust	137 large, 349 small volumes	good to fair
County Clerk Office	Deeds of Trust Index	27 small volumes	Clean
County Clerk Office	Deeds (1^st 1780-1798)	230 large, 247 small volumes	good to fair
County Clerk Office	Deeds Index	52 large, 26 small volumes	large volumes worn
County Clerk Office	Fiduciary, Assignments, Sales, Trustees, etc.	56 large, 36 small volumes	Clean
County Clerk Office	Financing Statements	35 large volumes	Clean
County Clerk Office	Index Financing Statements	8 large volumes	Clean
County Clerk Office	Land Books (1^st 1783-1803)	152 large, 84 printout volumes	Clean
County Clerk Office	Hanging Plats	218	Clean
County Clerk Office	Fiduciary, Vital Certificates, Financing Statements, etc.	192 cans	Clean
County Clerk Office	Records	126 cubic feet	Clean
County Clerk Basement Storage	Old Judgment Liens, Order Books, General Records	75 large volumes	Clean
County Clerk Basement Storage	Old Vital Records, Statements, Judgments, etc.	336 cans	Clean
County Clerk Basement Storage	Election Records	10 cubic feet	Clean
County Clerk Basement Storage	State Road Maps	17 hanging	Clean
County Clerk Basement Storage	Plats	1 23"x38"x37" box	Clean
Prosecuting Attorney's Office	Felony Case Files	150 in office; 50 active	Clean
Prosecuting Attorney's Office	Magistrates Court Cases	1500 per year	Clean
Old Jail	Felony Files	187.5 cubic feet	Clean
Sheriff's Tax Office	Tax Receipts	60 cubic feet	Clean
Sheriff's Tax Office	DMV, Misc. Forms	30 cubic feet	Clean
Sheriff's Tax Office	Personnel Files	6 cubic feet	Clean
Sheriff's Tax Office	Correspondence	6 cubic feet	Clean
Sheriff's Tax Office	Guardianships	8 cubic feet	Clean
Sheriff's Tax Office	Personal Property (2 years)	4 volumes printouts	Clean
Sheriff's Tax Office	Land Books (2 years)	8 volumes printouts	Clean
Sheriff's Tax Office	Land Books	2 large volumes	Clean
Sheriff's Tax Office	Safe	backup and valuables	Clean
Sheriff's Basement Storage	Land Books	200 + volumes	Clean
Sheriff's Basement Storage	Receipts, Deposit Slips, Payroll, etc.	45 cubic feet	Clean
Sheriff's Basement Storage	Cancelled Checks	24 check file boxes	Clean
Sheriff's Basement Storage	Records	15.5 cubic feet	Clean

Comments

County Clerk also has files on microfilm, but has no idea of the volume or where it is located.

Prosecuting Attorney keeps felony cases for three years then purges those he considers important and disposes of the remainder. Magistrate files are kept one year and disposed.

Every office stores some records in the basement.

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

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	15	6	6	7	6
Part time	1	0	0	0	0
Volunteers	0	0	2	0	0
1.7.B Records Training
Training received	See notes	clerk's meetings	association/ state meetings	workshops (state)	N/A
Opportunities available	State Tax Dept.; WV Association of Counties	WV Association of Counties	association meetings	state auditors office	N/A
1.1.D.b Average Daily Retrievals of Current Records
Staff use	4 hours	2.5 hours	2.5 hours	daily	N/A
Public use	4 hours	2.3 hours	2.5 hours	daily	N/A
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	0	half day	0	0	N/A
Public use	8 hours	half day	0	0	N/A

Comments

Assessors staff has to pass the Boise Assessment Test; [staff have had] state assessment class, training for CAD, classes at Assessor meetings.

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
Volume of material microfilmed	None	None	None	None	None
Disposition of originals
Discarded
Placed in storage
Master copy stored onsite or offsite
User copies available (record as yes/no)
External
Volume of material microfilmed	None	N/A	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	None	None	None	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)
External
Volume of material digitized	None	None	None	None	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments: Assessor said that their old microfilm is stored in a safe, and they believe the microfilm is of old transfer books. There is a viewer, but it is not used. Circuit Clerk has LDS microfiche. County Clerk said that LDS microfilming was done 20 years ago, and the master copy is stored at the engineering firm who did the microfilming. The vendor used was et200 out of lewisburg, wv.

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 record state tax dept.	docketing cases	payroll accounting voting	county tax information records	N/A
Software used	don't know	CCMS	CSSI	CSSI	N/A
Name and address of the vendor used	N/A	N/A	CSSI	CSSI - Parkersburg	N/A
System support used	Greenbrier Communications	Current Court Management system, Charleston	CSSI	hardware - NCR	N/A
Name and address of the vendor used	Lewisburg, WV	N/A	CSSI	NCR Lewisburg	N/A
Security in place for the storage system	password protected, server mapping backup on server	password protected, locked at night	hard drive/server in assessors office	password, etc. locked at night	N/A
Security in place for the backup system	None	bank	hard drive/server in assessors office	backup in vault	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	None	N/A	None	None	N/A

1.10 Records Retention/Disposition (Retention Schedules, Destruction Process, Electronic Records Guidelines Used)	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Name of retention schedules or any other procedures, including Code references, followed during the last five years	Yes	Yes	Yes	Yes	N/A
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	No	N/A	Yes dispose of Personal Property after five years; keep real estate as required	N/A
Any records management guidelines used for electronic records (record as yes/no)	just state recommends	N/A	No	Daily backup	N/A

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

Comments

Circuit Clerk gave very old civil matters to the Historical Society.

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