|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Basement Circuit
Clerk Basement Sheriff
Jail Cell |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor -73 Circuit Clerk -70 County Clerk-76 Sheriff- 78 Prosecuting Attorney -74 |
Assessor- 75 Circuit Clerk- 70 County clerk- 74 Sheriff -79 |
Circuit Clerk Jail- 75 Circuit Clerk outside garage- 75 Circuit Clerk Health Dept. 77 County clerk back room- 73 |
|
Humidity (record as % relative humidity) |
Assessor -44 Circuit Clerk -40 County Clerk -42.7 Sheriff- 51 Prosecuting Attorney- 46 |
Assessor basement- 45 Circuit Clerk
- 46 County clerk- 44 Sheriff- 56 |
Circuit Clerk Jail 47 Circuit Clerk
outside garage- 52 Circuit Clerk Health dept. 50 County clerk- 44 |
|
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 no County clerk- yes Sheriff yes |
Circuit Clerk Jail -yes Circuit Clerk Garage- no Circuit Clerk Health Dept.- yes County clerk- yes |
|
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 -yes County clerk- no Sheriff- yes |
Circuit Clerk Jail -yes Circuit Clerk Garage -yes Circuit Clerk Health Dept -no |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor- no Circuit Clerk- yes County clerk- no Sheriff -yes |
Circuit Clerk Jail -yes Circuit Clerk Garage- yes Circuit Clerk Health- no County clerk-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- no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage yes Circuit Clerk Health no County clerk -no |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes mice Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk- no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage yes cats Circuit Clerk Health no County clerk-no |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes mice Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk- no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage yes cats Circuit Clerk Health no County clerk-no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes Silverfish County clerk-no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage yes spiders Circuit Clerk Health no County clerk-no |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk yes silverfish County clerk- no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage yes spiders Circuit Clerk Health no County clerk- no |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County clerk no Sheriff yes |
Circuit Clerk Jail yes Circuit Clerk Garage yes Circuit Clerk Health no County clerk-no |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk yes Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk Health no County clerk-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 no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk Health no County clerk-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- no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk Health no County clerk-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 yes Sheriff yes |
Circuit Clerk Jail yes Circuit Clerk Garage yes Circuit Clerk Health yes County clerk-yes |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk health no County clerk-no |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County clerk yes Sheriff yes |
Circuit Clerk Jail yes Circuit Clerk Garage yes Circuit Clerk Health yes County clerk no |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk Health no County clerk-no |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County clerk no Sheriff no |
Circuit Clerk Jail no Circuit Clerk Garage no Circuit Clerk Health no County clerk-no |
Comments:
the circuit clerk stores records in a
garage behind the court house, an old health department building, beside the
court house, and the old jail. the records stored in the garage are neatly on
shelves in banker boxes. the garage has no climate control.
the county clerk had some records in
the hallway lying on a metal coat rack.
assessor office had three storage areas
we were not permitted to view. how ever the engineers were allowed into these
rooms. one room contains multiple double stacked vertical metal cabinets, and
other records. one area is basement storage. the last area that appears to be a
dimly lit room its location is somewhere in the courthouse.
all offices need more storage areas.
1.2, 1.4, and 1.5 Quantity of Records Held and
Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Assessments |
6 vertical drawers |
Clean |
|
Assessors office |
Personal Property |
9 vertical drawers |
Clean |
|
Assessors office |
Dog Cards |
2 vertical drawers |
Clean |
|
Assessors office |
Registration Cards |
3 vertical drawers |
Clean |
|
Assessors office |
Transfers |
1 vertical drawer |
Clean |
|
Assessors office |
Map Cards |
5 vertical drawers |
Clean |
|
Assessors office |
Accounting |
1 verticals drawer |
Clean |
|
Assessors office |
Exonerations |
2 vertical drawers |
Clean |
|
Assessors office |
Deeds |
3 vertical drawers |
Clean |
|
Assessors office |
Gas |
5 vertical drawers |
Clean |
|
Assessors office |
Fiduciary |
7 vertical drawers |
Clean |
|
Assessors office |
Maps |
4 ft linear |
Clean |
|
Assessors office |
Land Books |
40 dockets |
Clean |
|
Assessors office |
Personal Property |
7 in high and 1ft 5 inch wide metal drawers 7 of
them |
Clean |
|
Assessors office |
Map Cards |
9 vertical drawers |
Clean |
|
Assessors office |
Assessments |
6 vertical drawers |
Clean |
|
Assessors office |
Transfers |
2 vertical drawers |
Clean |
|
Assessors office |
Deeds |
4 vertical drawers |
Clean |
|
Assessors office |
Personal Property |
4 vertical drawers |
Clean |
|
Assessors office |
Dog Cards |
6 vertical drawers |
Clean |
|
Assessors office |
Oil /Gas |
5 vertical drawers |
Clean |
|
Assessors office |
Exonerations |
4 vertical drawers |
Clean |
|
Assessors office |
Real Property |
5 vertical drawers |
Clean |
|
Assessors office |
Misc. |
13 non standard boxes |
Clean |
|
Assessors office |
Maps |
Rolled up laying on shelf 5ft linear |
clean |
|
Assessors basement |
Personal Property books |
5 dockets |
Clean/Torn |
|
Circuit Clerk office |
Adoptions |
3 vertical drawers |
Clean |
|
Circuit Clerk office |
Criminal |
6 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
5 vertical drawers |
Clean |
|
Circuit Clerk office |
Mental Health |
10 vertical drawers |
Clean |
|
Circuit Clerk office |
Juvenile Cases |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. Cases |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Domestic Violence |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Juvenile |
10 banker boxes |
Clean |
|
Circuit Clerk office |
Tapes |
1ft 3inch box of tapes |
Clean |
|
Circuit Clerk office |
Criminal Cases |
6 banker boxes |
Clean |
|
Circuit Clerk office |
Civil Cases |
6 vertical drawers |
Clean |
|
Circuit Clerk office |
Grand Jury |
5 banker boxes |
Clean |
|
Circuit Clerk office |
Civil Docket |
15 dockets |
Clean |
|
Circuit Clerk office |
Mental Health |
24 dockets |
Clean |
|
Circuit Clerk office |
Adoption |
6 dockets |
Clean |
|
Circuit Clerk office |
Juvenile |
19 dockets |
Clean |
|
Circuit Clerk office |
Fee Record |
7 dockets |
Clean |
|
Circuit Clerk office |
Domestic Cases |
52 vertical drawers |
Clean |
|
Circuit Clerk office |
Criminal Cases |
12 vertical drawers |
Clean |
|
Circuit Clerk office |
Law Orders |
192 documents cans |
Torn/Clean |
|
Circuit Clerk office |
Chancery |
48 dockets |
Clean |
|
Circuit Clerk office |
Civil Orders |
52 dockets |
Clean |
|
Circuit Clerk office |
Law Order |
47 dockets |
Clean |
|
Circuit Clerk office |
Fee Books |
2 dockets |
Clean |
|
Circuit Clerk office |
Administrative |
7 dockets |
Clean |
|
Circuit Clerk office |
Misc. Orders |
5 dockets |
Clean |
|
Circuit Clerk office |
Domestic Order Book |
26 dockets |
Clean |
|
Circuit Clerk office |
Misc. |
1 docket |
Clean |
|
Circuit Clerk office |
Record Bond |
3 dockets |
Clean |
|
Circuit Clerk office |
Receiver Bond |
4 dockets |
Clean |
|
Circuit Clerk office |
Delinquent |
11 dockets |
Clean |
|
Circuit Clerk office |
Domestic Violence |
1 docket |
Clean |
|
Circuit Clerk office |
School Fund Orders |
5 dockets |
Clean |
|
Circuit Clerk office |
Criminal Orders |
40 dockets |
Clean |
|
Circuit Clerk office |
Bond Books |
1 docket |
Clean |
|
Circuit Clerk office |
Administrative |
15 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. |
20 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil Cases |
25 vertical drawers |
Clean |
|
Circuit Clerk office |
Chancery Records |
248 document cans |
Bundled torn |
|
Circuit Clerk office |
Civil |
45 banker boxes |
Clean |
|
Circuit Clerk office |
Civil/Criminal |
23 non standard boxes |
Clean |
|
Circuit Clerk office |
Civil/Criminal |
10 banker boxes |
Clean |
|
Circuit Clerk office |
Civil/Criminal |
23 loose files |
Clean |
|
Circuit Clerk office |
Domestic Violence |
1 banker box |
Clean |
|
Circuit Clerk office |
Guardianship |
2 banker boxes |
Clean |
|
Circuit Clerk basement |
Criminal |
12 vertical drawers |
Clean |
|
Circuit Clerk basement |
Domestic |
66 vertical drawers |
Clean |
|
Circuit Clerk basement |
Law Actions |
292 document cans |
Clean/Torn |
|
Circuit Clerk basement |
Adoptions |
3 vertical drawers |
Clean |
|
Circuit Clerk basement |
Criminal |
6 vertical drawers |
Clean |
|
Circuit Clerk basement |
Civil |
2 vertical drawers |
Clean |
|
Circuit Clerk basement |
Juvenile |
10 medium banker boxes |
Clean |
|
Circuit Clerk basement |
Misc. |
1ft long 3inch wide metal box |
Clean |
|
Circuit Clerk basement |
Grand Jury |
5 banker boxes |
Clean |
|
Circuit Clerk basement |
Civil |
15 dockets |
Clean |
|
Circuit Clerk basement |
Mental Health |
24 dockets |
Clean |
|
Circuit Clerk basement |
Adoption |
6 dockets |
Clean |
|
Circuit Clerk basement |
Juvenile |
19 dockets |
Clean |
|
Circuit Clerk basement |
Fee Record |
7 dockets |
Clean |
|
Circuit Clerk basement |
Mental Health |
10 vertical drawers |
Clean |
|
Circuit Clerk basement |
Misc. |
1 vertical drawer |
Clean |
|
Circuit Clerk basement |
Juvenile |
1 vertical drawer |
Clean |
|
Circuit Clerk Jail Cell |
Mental Health books |
91 dockets |
Clean/Dirt |
|
Circuit Clerk Jail Cell |
Misc. |
166 loose files |
Clean/Torn |
|
Circuit Clerk Jail Cell |
Criminal Files |
10 banker boxes |
Clean |
|
Circuit Clerk Jail Cell |
Misc. |
14 non standard boxes |
Clean |
|
Circuit Clerk Jail Cell |
Civil |
12 banker boxes |
Clean |
|
Circuit Clerk Jail Cell |
Mental Health |
166 banker boxes |
Clean |
|
Circuit Clerk Jail Cell |
Various Books |
4ft stack on ground |
Clean |
|
Circuit Clerk Jail Cell |
Misc. Books |
2 dockets |
Clean |
|
Circuit Clerk Jail Cell |
Misc. |
12 non standard boxes |
Clean |
|
Circuit Clerk Garage |
Civil |
136 banker boxes |
Clean |
|
Circuit Clerk Garage |
Criminal |
31 banker boxes |
Clean |
|
Circuit Clerk Garage |
Law Actions |
20 banker boxes |
Clean |
|
Circuit Clerk Mental Health Dept. |
Civil |
84 banker boxes |
Clean |
|
County Clerk beside office |
Land Books |
177 dockets |
Clean/Dirt/Torn |
|
County Clerk beside office |
Trust Deeds |
320 dockets |
Clean/Dirt /Torn |
|
County Clerk beside office |
Judgment Liens |
30 dockets |
Clean |
|
County Clerk beside office |
Fortified Delinquent Lands |
8 dockets |
Clean |
|
County Clerk beside office |
Judgment and Misc. |
3 dockets |
Clean |
|
County Clerk office beside |
Mechanic |
8 dockets |
Clean |
|
County Clerk beside office |
Land Records |
40 dockets |
Clean |
|
County Clerk beside office |
Inventory Books |
144 dockets |
Clean/Torn/Dirt |
|
County Clerk beside office |
Fiduciary |
73 dockets |
Clean/Dirt |
|
County Clerk beside office |
Fiduciary bonds |
9 dockets |
Clean |
|
County Clerk beside office |
Will Books |
40 dockets |
Clean |
|
County Clerk beside office |
Fiduciary Matters |
5 dockets |
Clean |
|
County Clerk beside office |
Release Liens |
78 dockets |
Clean |
|
County Clerk beside office |
General Index to Release |
8 dockets |
Clean |
|
County Clerk beside office |
Records Delinquent Lands |
16 dockets |
Clean |
|
County Clerk beside office |
Receipts |
1 vertical drawer |
Clean |
|
County Clerk beside office |
Sheriffs Settlement Records |
1 vertical drawer |
Clean |
|
County Clerk beside office |
Financial Statements Index |
1 vertical drawer |
Clean |
|
County Clerk beside office |
Dog Fund |
2 vertical drawers |
Clean |
|
County Clerk beside office |
General School Fund |
1 vertical drawer |
Clean |
|
County Clerk beside office |
Maps |
20 rolls on shelf |
Torn |
|
County Clerk back room |
Deed Books |
512 dockets |
Dirt/Torn/Clean |
|
County Clerk back room |
Gas/ Oil Deed Books |
45 dockets |
Clean |
|
County Clerk back room |
Land Books |
16 dockets |
Clean |
|
County Clerk back room |
Election Records |
2 dockets |
Clean |
|
County Clerk back room |
Lunacy Records |
2 dockets |
Clean |
|
County Clerk back room |
Road orders |
5 dockets |
Clean |
|
County Clerk back room |
Surveyors Records |
3 dockets |
Clean |
|
County Clerk back room |
General Order Books |
24 dockets |
Clean |
|
County Clerk back room |
Maps |
Map hanger 3ft high and 4ft 9inch wide |
In plastic clean |
|
County Clerk back room |
Surveyor Company |
3 dockets |
Clean |
|
County Clerk back room |
Certificate of Corporation |
6 dockets |
Dirt |
|
County Clerk back room |
Name Change |
1 docket |
Dirt/Torn/Clean |
|
County Clerk back room |
Report of Sales Under Trust Deeds |
4 dockets |
Clean |
|
County Clerk back room |
Assignments |
6 dockets |
Clean |
|
County Clerk back room |
Debtor Financing |
7 dockets |
Mold Dirt |
|
County Clerk back room |
Misc. |
4 dockets |
Red rot |
|
County Clerk back room |
Debtor Financing Statements |
13 (3ring binders) |
|
|
County Clerk back room |
Birth Records |
38 dockets |
Clean/Mold/Dirt |
|
County Clerk back room |
Power of Attorney |
13 dockets |
Clean |
|
County Clerk back room |
Marriage |
45 dockets |
Clean |
|
County Clerk back room |
Various Vital statistic files including Marriage
License/Death Certificates/Birth Records/ and Various Bonds and Wills with a few financial
statements |
504 document cans |
Bundled/ Dirt/ Torn/Clean |
|
Sheriff office |
Active Monthly Records |
16 vertical drawers |
Clean |
|
Sheriff office |
Misc. |
4 banker boxes |
Clean |
|
Sheriff Jail Cell |
Exonerations/Real Estate |
30 banker boxes |
Clean |
|
Sheriff Jail Cell |
Personal Property |
30 dockets |
Clean |
|
Prosecuting Attorney |
Civil Cases |
4 vertical drawers |
Clean |
|
Prosecuting Attorney |
Civil cases |
3 banker boxes |
Clean |
|
Prosecuting Attorney |
Criminal Cases |
2 vertical drawers |
Clean |
|
Prosecuting Attorney |
Criminal Cases |
2 banker boxes |
Clean |
|
Prosecuting Attorney |
Juvenile |
1 vertical drawer |
Clean |
|
Prosecuting Attorney |
Juvenile |
5 banker box |
Clean |
|
Prosecuting Attorney |
Misc. |
1 vertical drawer |
Clean |
|
Prosecuting Attorney |
Misc. |
1 non standard box |
Clean |
Comments: P1, P2, P3, P4, P5, P6, P7 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.
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
7 |
4 |
7 |
Wrote Yes |
3 |
|
Part time |
2 |
0 |
1 |
Wrote Yes |
1 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
No |
On the job |
No |
No |
On the job |
|
Opportunities available |
No |
Annual Clerks Association meetings |
No |
Wrote Yes |
No |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
8 hours |
Varies |
8 hours |
4 hours |
8 hours |
|
Public use |
8 hours |
No access |
8 hours |
1 hours |
No access |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
8 hours |
Varies |
8 hours |
1 hour |
5 hours |
|
Public use |
7 hours |
No access |
8 hours |
1 hour |
No access |
|
|
|
|
|
|
|
Comments: Sheriff and Circuit Clerk filled out their own surveys. All offices need on-going records management training for personnel.
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
Didn't know |
None |
A lot but didn't know |
Didn't know |
Didn't know |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
Yes |
n/a |
Yes |
Yes |
Yes |
Comments
|
1.9 Electronic Records |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Software used |
None |
Software Systems |
None |
Easy form Excel |
None |
|
Name and address of the vendor used |
None |
None |
None |
Ed Shiflett Grat Street Elkins WV 26241 |
None |
|
System support used |
None |
None |
None |
Yes |
None |
|
Name and address of the vendor used |
None |
None |
None |
Same |
None |
|
Security in place for the storage system |
None |
None |
None |
Password |
None |
|
Security in place for the backup system |
None |
None |
None |
Password |
None |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
None |
None |
None |
none |
None |
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 |
Yes |
1977 Retention Schedule |
Yes |
No |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
No |
No |
No |
|
Any records management guidelines used for
electronic records (record as yes/no) |
No |
Yes, Supreme Court |
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 |
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