1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Records Held From Various Offices	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 75 Circuit Clerk n/a County Clerk 74 Sheriff n/a Prosecuting Attorney n/a	Basement 75 6^th floor storage 80 Closets 70 Files under the stairs 75 Attic n/a	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 40 Circuit Clerk n/a County Clerk 35 Sheriff n/a Prosecuting Attorney n/a	Basement 80 6^th floor storage 100 Closets 100 Files under stairs 100 Attic n/a	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic yes	Assessor Circuit Clerk County Clerk 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	Basement no 6^th floor storage yes Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage yes Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage yes Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk yes spiders County Clerk yes didn't say Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage yes Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage yes Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Basement yes 6^th floor storage yes Closets no Files under stairs no Attic yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes	Basement no 6^th floor storage no Closets no Files under stairs yes Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Basement yes 6^th floor storage no Closets yes Files under stairs yes Attic yes	Assessor Circuit Clerk County Clerk Sheriff 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 yes	Basement yes 6^th floor storage yes Closets yes Files under stairs yes Attic yes	Assessor Circuit Clerk County Clerk 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	Basement yes 6^th floor storage yes Closets yes Files under stairs yes Attic yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Basement yes 6^th floor storage yes Closets yes Files under stairs yes Attic yes	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Basement no 6^th floor storage no Closets no Files under stairs no Attic no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments: There was a guard at entrance of the building instead of the actual place of records. The Alarm system that they have is a panic button system.

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

Location	Record Type	Volume	Condition
Assessors office	Oil and gas	25 lateral drawers 106cf	Clean
Assessors office	Communications	10 lateral drawers 25cf	Clean
Assessors office	Property Research	12 lateral drawers	Clean
Assessors office	Exonerations	21 lateral drawers 90cf	Clean
Assessors office	Transcripts	8 lateral drawers 4cf	Clean
Assessors office	Oil and gas deed and right	16 vertical drawers	Clean
Assessors office	Chay	4 vertical drawers	Clean
Assessors office	RR-Kard-Veyer	21 non standard boxes 43 cf	Clean
Assessors office	Maps	450	Clean
Assessors office	Land books	132 dockets	Dirt, Torn
Assessors office	SPO	13 dockets	Clean
Assessors office	Transcripts	45 N.S. box 27cf	Clean
Assessors office	Transfers	21 lateral drawers 9cf	Clean
Assessors office	Personal Property Appraisements	42 vertical drawers 48 document cans	Clean
6^th floor	State Records, bank unpaid debt	17cf	Clean
6^th floor	Mobile home	21 cf	Clean
6^th floor	RR	8 box 14cf	Clean
Basement	Assessments	Non standard boxes 21cf	Clean
Basement	Dog Cards	Non standard boxes 18cf	Clean
Basement	Business Assessments	16 vertical drawers	Clean
Basement	Land Books	133 dockets	Clean, Torn
Basement	Personal Property	45 dockets	Torn
Under stairs	Personal Property	88 document cans 34cf	Clean/Torn
Under stairs	Personal Property Assessments	Lateral drawers 26cf	Clean
Under stairs	Farm and supplements	Non standard boxes 11cf	Clean
Circuit Clerk office	Open files	200 vertical drawers	Clean
Circuit Clerk office	Open files	43 lateral drawers	Clean
Circuit Clerk office	Domestic	90 dockets	Clean
Circuit Clerk office	Civil	225 dockets	Clean
Circuit Clerk office	Misc.	130 dockets	Clean/Torn
Circuit Clerk office	Criminal orders	100 dockets	Clean/Dirt
Circuit Clerk office	Magistrate	13 dockets	Clean
Circuit Clerk office	Fiduciary	26 dockets	Clean
Circuit Clerk office	Administrative orders	6 dockets	Clean
Attic	Misc.	400 boxes 1cf per box	Dirt
Attic	Misc.	425 document cans	Clean
Attic	Misc. Cases	350 wrapped in brown paper 72cft	Clean
Basement	Old law	80 dockets	Clean/Dirt
Basement	Criminal	189 dockets	Clean/Torn
Basement	Civil	200 dockets	Clean/Dirt
Basement	Closed Files	216 vertical drawer	Clean
Basement	Chancery	625 document cans	Clean
Basement	Misc.	Non standard boxes 201cft	Clean
Basement	Tapes	20 tapes 62cft	Clean
Sheriff	Tax	Lateral 62 drawers 224cft	Clean
Sheriff Closet	Accounts Receivable	55 dockets	Dirt
Sheriff Closet	Land and Personal Property	14 dockets	Clean
Sheriff Closet	Waiting Audit	20 no standard boxes 20cft	Clean
Sheriff Closet	Safe	Copies of settlements	Clean
County Clerk office	Release	306 dockets	Clean/Dirt/Torn
County Clerk office	Deeds	1472 dockets	Clean/Dirt/Torn
County Clerk office	Deed of trust	1238 dockets	Clean/Dirt/Torn
County Clerk office	Marriage	48 document cans	Clean/Torn
County Clerk office	Birth	96 document cans	Clean/Torn
County Clerk office	Death	1136 document cans	Clean/Torn
County Clerk office	Microfilm	220 rolls	Good
County Clerk office	Birth, death, Marriages	117 vertical drawers	Clean
County Clerk office	Judgment	40 dockets	Clean
County Clerk office	Mechanic Liens	17 dockets	Clean
County Clerk office	Trust Lien	26 dockets	Clean
County Clerk office	Assignments	21 dockets	Clean
County Clerk office	Discharge	72 dockets	Clean
County Clerk office	Lis Pendens	5 dockets	Clean
County Clerk office	Wills	152 dockets	Clean
County Clerk office	Misc. Orders	33 dockets	Clean
County Clerk office	Articles of Incorporation	59 dockets	Clean
County Clerk office	Report of Sales	15 dockets	Clean
County Clerk office	Execution	5 dockets	Clean
County Clerk office	Church Trustees	6 dockets	Clean
County Clerk office	Financing	42 dockets	Clean
County Clerk office	Oath	13 dockets	Clean
County Clerk office	Guardian Bond	22 dockets	Clean
County Clerk office	ACL bond	34 dockets	Clean
County Clerk office	Land books	227 dockets	Clean/Dirt
County Clerk office	Marriage Index	2 dockets	Clean
County Clerk office	Marriage	105 dockets	Clean
County Clerk office	Death index	4 dockets	Clean
County Clerk office	Death	51 dockets	Clean
County Clerk office	Birth index	7 dockets	Clean
County Clerk office	Birth	54 dockets	Clean
County Clerk office	Fiduciary order	102 dockets	Clean
County Clerk office	Inventory	417 dockets	Clean
County Clerk office	Appraisements and Settlements	88 dockets	Clean/Dirt/Torn
County Clerk office	Index of Fiduciary records	6 dockets	Clean
County Clerk office	List of Fiduciary	142 dockets	Clean/Dirt

Comments: P1, P2, P3, P4 All offices need more storage space.

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

Comments: all offices need a disaster contingency plan in place. COunty COMMISSIONERs may have procedures in place for removal of threatened records.

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	34	12	16	9	18
Part time	1	2	1	5	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	None	Workshops and in house	Workshops and in house	Once a year state training	3 times a year state training
Opportunities available	None	Associations Meetings	Association Meetings	Association Meetings	Association Meetings
1.1.D.b Average Daily Retrievals of Current Records
Staff use	All day	3 hours	2 hours	4 hours	6 hours
Public use	All day	4 hours	4 hours	4 hours	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	4 hours	4 hours	0	0	0
Public use	4 hours	4 hours	0	0	0

Comments: Sheriff only has partime staff in the summer. all offices need on-going records management training PROGRAM FOR personnel.

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming
Internal
Volume of material microfilmed			Since July 2002
Disposition of originals
Discarded			No
Placed in storage			Yes
Master copy stored onsite or offsite			Onsite
User copies available (record as yes/no)			Yes
External
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
Volume of material digitized			Since July 2002
Disposition of originals
Discarded			No
Placed in storage			Yes
Master copy stored (onsite or offsite )			Onsite
Backup copies available (record as yes/no)			Yes
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: Scanning and Microfilming done Simultaneously. Microfilm send by ACS. The records that are used is "all that are present for filing:" Birth/Death/Marriage/Wills/Probate/Deed/Releases. Documents destroyed per retention schedule. all real estate books are kept - assessor, county clerk, and sheriff. Personal property and assessments kept for five years.

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)	On computer backups to server	Dockets of Civil and Criminal and other items	Everything since July 2002	AS 400> Tax collection records: DMV	All files from 1991 to current
Software used		Software Systems	ACS	AS 400-Software Systems	Word/Prosecutors Dialogue
Name and address of the vendor used		Morgantown WV	Cincinnati Ohio	Morgantown WV	County Co. Tom Fishbangle
System support used	TMC Technologies	Software systems	ACS	Software Systems
Name and address of the vendor used				Morgantown WV
Security in place for the storage system		Stored in office	Hard Drive in office	In computer room
Security in place for the backup system	Stored off premises and also on state server	Backed by county	Backup in Syracuse		Done by county
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	1977 retention schedule	Yes	Yes	Yes	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	Yes	Yes	Yes	Yes	No
Any records management guidelines used for electronic records (record as yes/no)	Yes	No	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)	No	No	Yes WVU	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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