1.1 The Physical Space Housing the Records	Active Records Area Main Offices County Clerk R1 Map Room, R2 Mid-Room, R3 End-Room	Inactive Records Area A Assessor Boiler Room County Clerk R4 Clerk Room, R5 File Room, R6 Basement Flood Room	Inactive Records Area B Assessor Downstairs Room Assessor hallway leading to boiler room A Room 3 County Clerk R7 Basement Holes Room, R8 Basement Open, R9 Basement Closet
1.1.A Temperature (in degrees Fahrenheit)	Assessor main office- 76/ business unit upstairs- 75/ Machine room-71/ map room-75 Circuit Clerk 75 County Clerk R1 71, R2 71, R3 71 Sheriff Prosecuting Attorney 74	Assessor 71 Circuit Clerk County Clerk R4 69, R5 72, R6 71 Sheriff Prosecuting Attorney 73	Assessor 74/ R3- 74 Circuit Clerk County Clerk R7 69, R8 69, R9 70 Sheriff Prosecuting Attorney 73
Humidity (record as % relative humidity)	Assessor 51/BU-46/ machine room- 44/ map-44 Circuit Clerk 31 County Clerk R1 40, R2 44, R3 44 Sheriff Prosecuting Attorney 31	Assessor 44 boiler room Circuit Clerk County Clerk R4 51, R5 44, R6 59 Sheriff Prosecuting Attorney 31	Assessor 46/ R3-46 Circuit Clerk County Clerk R7 50, R8 50, R9 50 Sheriff Prosecuting Attorney 31
1.1.B Windows (record as yes/no)	Assessor yes/BU-no/ MR-no/ map-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes	Assessor no/ R3-no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no
Mold - inactive (record as yes/no)	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk County Clerk R4 yes, R5 no, R6 no Sheriff Prosecuting Attorney no	Assessor no/R3 -yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney no
Moisture, Dampness (record as yes/no) and note where	Assessor no/BU-no/ MR-no/ map-yes Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor yes Circuit Clerk County Clerk R4 yes the ceiling is leaking, R5 no, R6 no Sheriff Prosecuting Attorney no	Assessor no/ R3-walls Circuit Clerk County Clerk R7 walls and ceiling Sheriff Prosecuting Attorney no
Animals - alive note kind	Assessor yes paper mite/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no	Assessor no/R3-no Circuit Clerk County Clerk R7 mice Sheriff Prosecuting Attorney no
Insects - alive note kind	Assessor -no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor yes roaches Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no	Assessor yes roaches/ R3-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney no
Insects - past note kind	Assessor yes termites and roaches/BU-NA/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor yes roaches Circuit Clerk County Clerk R4 no, R5 no, R6 yes roaches and spiders Sheriff Prosecuting Attorney no	Assessor yes roaches/R3 no Circuit Clerk County Clerk yes roaches Sheriff Prosecuting Attorney no
Dust or grime on records	Assessor no/BU-no/ MR-no/ map-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor yes Circuit Clerk County Clerk R4 yes, R5 no, R6 yes Sheriff Prosecuting Attorney no	Assessor yes/R3-yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney no
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes/BU-yes/ MR-no/ map-no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes	Assessor yes/R3-no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no
1.1.E Type of security systems in place
Locked or limited access to areas with records (record as yes/no)	Assessor yes/BU-yes/ MR-yes/ map-no Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	Assessor yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes	Assessor yes/R3-yes Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes
Secured doors/windows (record as yes/no)	Assessor yes/BU-yes/ MR-yes/ map-NA Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes	Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes	Assessor-no/R3-no Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney yes

Comments:

In room four of the County Clerk office pieces of the ceiling are scattered on the records due to water leaks.

In county clerk room six all of the records have been destroyed by a flood. The dockets in room six bow over. Room six is also filthy and roach carcuss' are everywhere.

Room seven has spores growing off of the DOCKETS; mold is growing on almost everthing. There are huge holes in the walls of this ROOM THAT LED YOU further under the courthouse. Many of the records in this room have been destroyed because of neglect.

County clerk room eight is filthy. The boiler Room contained ash trays and cigarettes.

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

Location	Record Type	Volume	Condition
County Clerk room 1	Land	255 docket	Clean
County Clerk room 1	Assignment	33 dockets	Clean
County Clerk room 1	Judgment liens	84 dockets	Clean
County Clerk room 1	Bond	27 dockets	Clean
County Clerk room 1	Fiduciary supplement	46 dockets	Clean
County Clerk room 1	Misc. records	40 dockets	Clean
County Clerk room 1	Records	11 dockets	Clean
County Clerk room 1	Mechanic liens	4 dockets	Clean
County Clerk room 1	Certificate numbers	4 dockets	Clean
County Clerk room 1	Land cases	4 dockets	Clean
County Clerk room 1	General elections	2 dockets	Clean
County Clerk room 1	Maps	Stored in 4 metal cabinets 3ft linear each	Clean
County Clerk room 2	Fiduciary records	232 dockets	Clean
County Clerk room 2	Certificate of corporation	276 dockets	Clean
County Clerk room 2	Discharge record	31 dockets	Clean
County Clerk room 2	Judgment liens	58 dockets	Surface dirt
County Clerk room 2	Tax liens	84 dockets	Surface dirt
County Clerk room 2	Judgments	32 dockets	Surface dirt
County Clerk room 2	Corporations	56 dockets	Clean
County Clerk room 2	Fiduciaries	562 dockets	Surface dirt/Torn
County Clerk room 2	Fiduciary orders	24 dockets	Clean
County Clerk room 2	Land	14 dockets	Clean
County Clerk room 2	Financing statements	28 dockets	Clean
County Clerk room 2	Power of attorney	28 dockets	Clean
County Clerk room 2	Trust deeds	2,300 dockets	Clean
County Clerk room 2	Grantor deeds index	168 dockets	Surface dirt
County Clerk room 2	Index to releases	27 dockets	Clean
County Clerk room 2	Grantor legal documents	40 dockets	Clean
County Clerk room 2	Grantor index to deeds and liens	88 dockets	Clean
County Clerk room 2	Trust deed index	98 dockets	Clean
County Clerk room 2	UCC	37 dockets	Clean
County Clerk room 2	Releases	560 dockets	Clean
County Clerk room 3	Deeds	1037 dockets	Clean
County Clerk room 3	Lease	244 dockets	Clean
County Clerk room 3	Report of sales under trust deeds	37 dockets	Clean
County Clerk room 3	Assignments	122 dockets	Clean
County Clerk room 3	Financial statements	5 dockets	Clean
County Clerk room 3	Change of name	1 dockets	Clean
County Clerk room 4	Release	317 dockets	Surface dirt/Mold
County Clerk room 4	Certificate of corp.	3 dockets	Mold
County Clerk room 4	Trustees of church	8 dockets	Mold
County Clerk room 4	Discharge records	15 dockets	Surface dirt/Mold
County clerk room 4	Misc. records	4 banker boxes	Pieces of ceiling
County clerk room 5	Probate	2- 15ft linear 7 ft height 8 shelves x 10" machine holding rows of open file folders	Clean
County clerk room 5	Probate files	25 non standard boxes 8ft linear	Clean
County clerk room 6	Marriage license	Dockets	Wet
County clerk room 7 see pictures	Maps	Laying out	Torn/Dirt/Mold
County clerk room 7	Misc. records	Non standard cardboard 10ft linear x 3	Mold,/Torn
County clerk room 7	Unknown	Dockets	Surface dirt/Mold
County clerk room 7	Birth certificates	Non standard boxes	Surface dirt/Mold
County clerk room 7	Unknown	Banker and unknown 12ft linear	Dirt, mold
County clerk room 7	Unknown	Dockets, non standard, banker boxes, 5 shelves 8fth 8ft linear	Surface dirt/Mold
County clerk room 8
County clerk room 8
County clerk room 8
County clerk room 8
Assessors-downstairs personal property	Delinquent Real Estate	10 dockets	Clean
Assessors-downstairs per. prop.	Appraisals	8 vertical drawers	Clean
Assessors- downstairs personal property	Real Estate Reports	25 dockets	Clean
Assessors downstairs personal property	Exonerations/Oil and Gas/ Maps/ Environmental Protection	20 lateral drawers	Clean
Assessors downstairs personal property	Land Books	20 dockets	Clean
Assessors downstairs personal property	Transfers	12 vertical drawers	Clean
Assessors office -business	Map Cards	12 lateral drawers	Clean
Assessors office -business	Business Records	16 lateral drawers	Clean
Assessors office -business	Maps	3 Cabinets- 3ft 4inch wide and 2ft 9inch high	Clean
Assessors office	Personal Property Return	12 lateral cabinets 8ft9inW x 8ftH- bundled files	Clean
Assessors office	Land books	481 dockets	clean
Assessors office	Real Estate books/ Personal Property current	52 dockets	Clean
Assessors office	Personal Property	42 dockets	Clean
Assessors office	Current Reports dmv cards	30 shelves 3ft linear shelves	Clean
Assessors office	Homestead 5 years	18 metal file cabinets	Clean
Assessors office	Surveys home owners	12 vertical drawers	Clean
Assessors office	Assessments	80 vertical drawers	Clean
Assessors map room	Maps	4Racks metal 200 slots each-3ft 9inch wide and 3ft 7inch high	clean
Assessor map room	Land	20 dockets metal shelves	Clean
Assessor map room	Assessments	100d vertical metal	clean
Boiler Room	Misc. Dockets	97 dockets	Surface dirt, mold
Downstairs	Land books	410 dockets	Clean
Assessor machine room	Assessment files	4 machines 5ft8in high and 6ft wide each	Clean
Hallway	Real estate and land books from the 1800's	298 dockets	Covers coming off, surface dirt, poor condition
Hallway	Property records	12d vertical files	clean
Assessor personal property office	Map cards	4 machines 6ftWx5ft8inH	clean
Circuit Clerk office	Domestic orders	103 dockets	Dirt/Torn
Circuit Clerk office	Witness docket	18 dockets	Clean/Dirt
Circuit Clerk office	Juvenile	3 dockets	Clean/Dirt
Circuit Clerk office	Court Appointed Attorney	20 dockets	Clean/Dirt
Circuit Clerk office	Criminal Bonds	1 dockets	Clean/Dirt
Circuit Clerk office	Crime Proceedings Felony	127 docket	Dirt/Torn/Clean
Circuit Clerk office	Criminal Proceedings Misdemeanors	127 docket	Dirt/Torn/Clean
Circuit Clerk office	Civil Actions	359 dockets	Dirt/Torn/Clean
Circuit Clerk office	Misc. Orders	21 dockets	Clean
Circuit Clerk office	Civil Bond book	2 dockets
Circuit Clerk office	Appeals	19 dockets	Clean
Circuit Clerk office	State Appeals	14 dockets	Clean
Circuit Clerk office	City Appeals	6 dockets	Clean
Circuit Clerk office	General Index of Law and County	3 dockets	Clean
Circuit Clerk office	General Index of WV Dept. of Highway	1 docket	Clean
Circuit Clerk office	General Index Criminal	32 dockets	Clean
Circuit Clerk office	Civil Defendants Index	3 dockets	Clean
Circuit Clerk office	Civil Plaintiff Index	1 docket	Clean
Circuit Clerk office	Divorce Index	1 docket	Clean
Circuit Clerk office	Institutions Civil Actions	38 dockets	Clean
Circuit Clerk office	Chancery	3 dockets	Clean
Circuit Clerk office	Institutions Misc. Proceedings	6 dockets	Clean
Circuit Clerk office	Execution books	18 dockets	Clean
Circuit Clerk office	Institutions Domestic Proceedings	1 docket	Clean
Circuit Clerk office	Civil Order Domestic Relations	82 dockets	Clean/Dirt
Circuit Clerk office	Intermediate Civil cases	13 dockets	Clean
Circuit Clerk office	Bond	6 dockets	Clean
Circuit Clerk office	Tapes	1 lateral drawers 8inch high and 1ft 8inch wide drawers	Clean
Circuit Clerk office	Civil Cases	166 small banker boxes	Clean
Circuit Clerk office	Microfilm	8ft high 7ft inch wide each drawers 9inch linear	Positive/Clean
Circuit Clerk office	Criminal	10 lateral drawers	Clean
Circuit Clerk office	Civil	318 shelves 3ft linear each of loose civil files	Clean
Circuit Clerk office	Closed Criminals	864 shelves 3ft linear each loose criminal files	Clean
Circuit Clerk office	Closed Civil	183 shelves 3ft linear each loose civil records	Clean
Circuit Clerk office	Closed Civil Files	70 shelves 3ft linear each with manuscript files	Clean
Circuit Clerk office	Civil	402 small banker boxes	Clean
Circuit Clerk office	Civil	24 large banker boxes	Clean
Circuit Clerk office	Domestic Files	2 small banker boxes	Clean
Circuit Clerk office	Exhibits	2samll banker boxes	Clean
Circuit Clerk office	Criminal	10 shelves 3ft linear loose records on each	Clean
Circuit Clerk office	Tapes	7 boxes 3ftx1ft each	Clean
Circuit Clerk office	Criminal Tapes	10 metal drawers 2ft wide and 3ft high	Clean
Circuit Clerk office	Domestic Violence	68 small banker boxes	Clean
Circuit Clerk office	Transcripts	2 large banker boxes	Clean
Circuit Clerk office	Criminal Cases	98 large banker boxes	Clean
Circuit Clerk office	Criminal Cases	51 small banker boxes	Clean
Circuit Clerk office	Attorney Appointed	2 small banker boxes	Clean
Circuit Clerk office	Tapes	100 small banker boxes	Clean
Circuit Clerk office	Domestic	65 small banker boxes	Clean
Circuit Clerk office	Current Criminal	60 shelves 3ft linear	Clean
Circuit Clerk office	Civil appeal	60 shelves 3ft linear loose records	Clean
Circuit Clerk office	Civil appeal	33 shelves with manuscript boxes 3ft linear each shelf	Clean
Circuit Clerk office	Civil	5 vertical drawers	Clean
Circuit Clerk office	Asbestos	5 lateral drawer	Clean
Circuit Clerk office	Domestic Files	118 small banker boxes	Clean
Circuit Clerk office	Closed Criminal	10 banker boxes	Clean
Circuit Clerk office	Criminal	6 lateral drawers	Clean
Circuit Clerk office	Civil	12 large banker boxes	Clean
Circuit Clerk office	Audio Tapes	1 large banker box	Clean
Circuit Clerk office	Audio Domestic Tapes	Metal cabinet 76inch high and 36inch wide	Clean
Circuit clerk office	Criminal files on microfilm	Unknown # of banker boxes	clean
Prosecuting Attorney office	Criminal	39 ft linear	Clean
Prosecuting Attorney office	Closed Cases	29 banker boxes	Clean
Prosecuting Attorney office	Open cases Files	60 ft linear	Clean
Prosecuting Attorney office	Open file folders	48 rows x3ft linear	Clean
Prosecuting Attorney office	Misc.	Non standard boxes 24 ft linear	Clean
Prosecuting Attorney office	Criminal/Juvenile	12 lateral drawers	Clean
Prosecuting Attorney office	Civil	24 rows shelves 3ft each	Clean
Prosecuting Attorney office	Criminal	45 rows shelves 3ft each	Clean
Prosecuting Attorney room1	Juvenile	56 rows shelves 3ft each 12 small banker boxes	Clean
Prosecuting Attorney room1	Adoptions	26 rows shelves 3ft each 15 banker boxes	Clean
Prosecuting Attorney room1	Felony	32 rows shelves 3ft each 23 banker boxes	Clean
Prosecuting Attorney room1	Misdemeanor	24 rows shelves 3ft each 32 banker boxes	Clean
Prosecuting Attorney room2	Misc.	6 rows shelves 3ft each Manuscript boxes	Clean

Comments:

the circuit clerk is located in the judicial annex on the second floor.There were two rooms we were not allowed to enter in the Circuit Clerk's office. They were called the Sealed room and the Evidence Room.

the judicial building has sprinklers in pros. att. office and circuit clerk office.

the main court house building does not provide sprinklers.

assessor storage in boiler room- people smoked in this room and dead roaches were on the floor. it was dirty.

assessor central filing room is full now.

assessor first floor personal property office has a window open to the public.

assessor map room is a public access room.

the assessor does backup for computer daily and weekly. dog copies are kept on hard copies for 6 years in vault and computer.

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

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

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	76	33	34		49
Part time	8	2	1		3
Volunteers	0	0	0		In summer only
1.7.B Records Training
Training received	In house	In house	None		In house
Opportunities available	None	None	None		None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	All day	Don't know	n/a		8 hours
Public use	None	None	n/a		Don't know
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Less than 1 hour	Don't know	n/a		Don't know
Public use	None	None			Rare

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying	12,000x5 was answer		None		NA
Volume of material copied
Disposition of originals
Discarded	Yes-destroyed
Placed in storage
Microfilming
Internal					none
Volume of material microfilmed
Disposition of originals
Discarded		Yes shredded	Yes voters registration
Placed in storage			Yes others
Master copy stored onsite or offsite		Offsite
User copies available (record as yes/no)
External					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
Volume of material digitized
Disposition of originals
Discarded
Placed in storage		Yes	yes
Master copy stored (onsite or offsite )		onsite	Offsite
Backup copies available (record as yes/no)			Yes
External					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:

All 1999 records scanned and stored in alabama.

circuit clerk quit scanning domestic cases because no authorization from the supreme court. circuit clerk stores records of Asbestos, Civil, court reporter notes at a warehouse dunbar facility. an archives service copied criminal files onto microfilm.

pros. att. office is located in the judicial annex. the pros. att. stores records at the warehouse in dunbar and at chelyan elementary.

assessor wants to image all realestate recoreds.

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)	AUDA cat		none		Dell
Software used	EZRI, Arcama, Capa, Assessment systems, NRA state tax		Promise		Windows, Corel (sp.)
Name and address of the vendor used			SYSCON North Port Alabama		Butch Evans, Software Group, Charleston, WV
System support used			Cornerstone		N/A
Name and address of the vendor used			SYSCON North Port Alabama		N/A
Security in place for the storage system	Password		Back ups made daily		passwords
Security in place for the backup system
	password		none		passwords

Recommendations:

To find out about Circuit Clerk Computer Systems call Butch Evans telephone (304) 343-6480

assessor does digital mapping and the hard copies are stored in the state tax department. uses state tax procedure rules when reformatting, creating or retiring electronic records.

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, land other 5 years	Yes	State auditors office schedule		No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	None		No
Any records management guidelines used for electronic records (record as yes/no)	Yes	No	none		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	Archive services in Charleston and another place in Dunbar	None		yes
Lists contain record group, series, span date, and quantity data (record as yes/no)	No		None		No
Transfer documentation for these records (record as yes/no)	No		No		NA

Comments

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