1.1 The Physical Space Housing the Records	Active Records Area	Inactive Records Area A	Inactive Records Area B Garage- all offices except Prosecuting attorney
1.1.A Temperature (in degrees Fahrenheit)	Assessor 73 office Circuit Clerk 74.1 office County Clerk 72.7 office Sheriff 70.3 office Prosecuting Attorney 71.4 office	Assessor Circuit Clerk County Clerk Garage Sheriff old jail- 70 Prosecuting Attorney	Assessor 77 Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as relative humidity)	Assessor 54 office Circuit Clerk 60 office County Clerk 61 office Sheriff 45 office Prosecuting Attorney 61 office	Assessor Circuit Clerk County Clerk Sheriff 45 Prosecuting Attorney	Assessor 45 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 yes	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney	Assessor yes 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	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	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	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor yes Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where Garage-window broken	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor yes Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney	Assessor yes 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 yes Sheriff no Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
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 Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney	Assessor yes Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no 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	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments

The garage is used by the county clerk, circuit clerk, assessor, and sheriff. The garage is located across the street from the court house.

the building perimeter 37 feet x 8 feet x 7 inches tall. wooden shelving, broken window (with records stored adjacent to and showing weather damage from) concrete floor, lawn mowers and weed whackers stored in the same area( after gas tank filled, pervasive aroma of gasoline)

boxes, volumes stacked, access to many blocked, places where records have tumbled over and are in disarray

records include land books, tax receipts, voters registration, return request mail receipts, cancelled checks. regularly used by staff.

also contains holiday decorations, ballot boxes, video slot machines confiscated by state police, computers and other equipment.

The circuit clerk needs storage space. Circuit records are being piled on top of filing cabinets that line the room. Evidence is being laid on top of public records. Evidence is even stored on the floor in the circuit office.

The Sheriff office is in need of storage space. Non standard cardboard boxes are stacked everywhere in the office. Stacks of boxes reach the ceiling in the sheriff office. Christmas decorations are also being stored with the sheriff office records. sheriff cecil, president of sheriff has stated that a judicial annex was in need for security reasons. cecil said the cameras in the record room did not go into the overall security system. glass breaking monitors are needed in all the windows and some panic bars. sheriff cecil said that there are two court rooms. the smaller court room is county commisioner and family law. the large court room is reserved for circuit and it is not large enough.

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

Location	Record Type	Volume	Condition
County Clerk room	Election	4 dockets	Clean
County Clerk room	Financial Statements	1 docket	Clean
County Clerk room	Instruments Recorded and Received	7 dockets	Clean
County Clerk room	Corporations	6 dockets	Clean
County Clerk room	Reimbursement Agreements	4 dockets	Clean
County Clerk room	Assignment	18 dockets	Clean
County Clerk room	Discharge	11 dockets	Clean
County Clerk room	Land Books	6 dockets	Clean
County Clerk room	Leases	49 dockets	Clean
County Clerk room	Delayed Index	1 dockets	Clean
County Clerk room	Index Births	3 dockets	Clean
County Clerk room	Marriage License	30 dockets	Clean
County Clerk room	Conveyors Land	1 dockets	Clean
County Clerk room	Release Lien	8 vertical drawers	Clean
County Clerk room	Minutes	3 vertical drawers	Clean
County Clerk room	Financial	3 vertical drawers	Clean
County Clerk room	Deaths	2 dockets	Clean
County Clerk room	Index Deaths	1 docket	Clean
County Clerk room	Birth	3 dockets	Clean
County Clerk room	Contracts	15 dockets	Clean
County Clerk room	Index of Death	1 docket	Clean
County Clerk room	Birth Regular	3 dockets	Clean
County Clerk room	Index Deeds Lease	64 dockets	Clean
County Clerk room	Right of Ways	30 dockets	Clean
County Clerk room	Road Records	3 dockets	Clean
County Clerk room	Deeds	251 dockets	Clean
County Clerk room	Commissioner Records Destroyed Title	3 dockets	Clean
County Clerk room	Tax Sale	1 vertical drawer	Clean
County Clerk room	VCC Financial	1 vertical drawer	Clean
County Clerk room	Trust Deeds	177 dockets	Clean
County Clerk room	General Index of Trust Deeds	12 dockets	Clean
County Clerk room	Judgment Liens	9 dockets	Clean
County Clerk room	Release	45 dockets	Clean
County Clerk room	Tax Lien	5 dockets	Clean
County Clerk room	Report Trustee	1 docket	Clean
County Clerk room	Church Trustee	1 docket	Clean
County Clerk room	Mechanics Lien	2 dockets	Clean
County Clerk room	Federal Tax Lien	2 dockets	Clean
County Clerk room	Reports of Sales Under Trust Deeds	2 dockets	Clean
County Clerk room	Power of Attorney	5 dockets	Clean
County Clerk room	Lis Pendens	1 docket	Clean
County Clerk room	Record Fees	6 dockets	Clean
County Clerk room	Delinquent Land Sales	6 dockets	Clean
County Clerk room	Sheriff Sales	4 dockets	Clean
County Clerk room	Debtor Index of Financing Statements	3 dockets	Clean
County Clerk room	Redemption Lands	2 dockets	Clean
County Clerk room	Appraisement Sale Bills	30 dockets	Clean
County Clerk room	Wills	21 dockets	Clean
County Clerk room	Record of Fiduciaries	1 docket	Clean
County Clerk room	Supplement Federal Records	1 dockets	Clean
County Clerk room	Index of Estate Will Settlements	6 dockets	Clean
County Clerk room	Estate Book	2 dockets	Clean
County Clerk room	Map Book	6 dockets	Clean
County Clerk room	Delinquent Tax Sale	1 vertical drawer	Clean
County Clerk room	Report on State Committee Delinquent Fortified Lands	3 dockets	Clean
County Clerk record room	School Fund	1 docket	Clean
County Clerk record room	Redemptions State Audits	1 docket	Clean
County Clerk record room	Administrative Bonds	6 dockets	Clean
County Clerk record room	Executions Bonds	2 dockets	Clean
County Clerk record room	Guardian Bonds	4 dockets	Clean
County Clerk record room	Reappraisals	4 dockets	Clean
County Clerk record room	Inventory Book	21 dockets	Clean
County Clerk record room	Officials Bonds	1docket	Clean
County Clerk record room	Lis Pendens	1 docket	Clean
County Clerk record room	Surveyors Records	2 dockets	Clean
County Clerk record room	Name Changes	1 docket	Clean
County Clerk record room	Commissioner Minutes	2 dockets	Clean
County Clerk record room	Financial general	14 vertical drawers letter	Clean
County Clerk record room	Order Book	4 dockets	Clean
County Clerk record room	Marriage License	3 dockets	Clean
County Clerk record room	Minutes	2 dockets	Clean
County Clerk record room	Duplicate Wills	8 vertical drawers	Clean
County Clerk record room	State Auditor Book	2 dockets	Clean
County Clerk record room	Index Deaths	1 docket	Clean
County Clerk record room	Registered Voters	1docket	Clean
County Clerk record room	Debtor Index to Finances	1 docket	Clean
County Clerk record room	Guardian Bonds	1 docket	Clean
County Clerk record room	Official Bonds	1 dockets	Clean
County Clerk record room	Certificate of Oath	1 docket	Clean
County Clerk record room	Settlements	1 docket	Clean
County Clerk record room	Land	123 dockets bound	Few torn bindings 1911-1924 laminated
County Clerk record room	Commissioners record	16 dockets	Clean
County Clerk record room	Commissioner record bound	27 print outs	Clean
County Clerk record room	Delinquent land sales	4 bound	Some red rot
County Clerk record room	Receipts delinquent land	4 bound	Red rot
County Clerk record room	Personal property tax	32 volumes print outs	clean
Sheriff office	Accidents	4 vertical drawers	Clean
Sheriff office	Financial Audits	8 vertical drawers	Clean
Sheriff office	Concealed Weapons Permits	8 vertical drawers	Clean
Sheriff office	Land Books	10 dockets	Clean
Sheriff office	Time Sheets	7 dockets	Clean
Sheriff office	Home Confinements	1 banker box and 2 vertical drawers	Clean
Sheriff office	Warrants and Open Cases	5 vertical drawers	Clean
Sheriff office	Vehicle Mandates	1 vertical drawers	Clean
Sheriff old jail	Home confinement	1 box	Clean
Sheriff old jail	Warrants and open cases	5 legal	Clean
Sheriff old jail	Vehicle maintenance log	1 legal	clean
Garage	unknown	37x28 1/2 8ft 7inch perimeter	Surface dirt
Garage	Land	Dockets in stacks	Surface dirt
Garage	Tax receipts	Non standard boxes	Surface dirt
Garage	Voters registration	boxes	Surface dirt
Garage	Return registered mail receipts	Non standard boxes	Surface dirt
Garage	Postings	Non standard boxes	Surface dirt
Circuit Clerk	Civil Cases	118 vertical drawers	Clean
Circuit Clerk	Civil	14 banker boxes	Clean
Circuit Clerk	Criminal Docket	3 dockets	Clean
Circuit Clerk	Criminal Order	17 dockets	Clean
Circuit Clerk	Civil Order	41 dockets	Clean
Circuit Clerk	Court Report Notes	39 banker boxes	Clean
Circuit Clerk	Criminal Cases	60 vertical drawers	Clean
Circuit Clerk	Criminal Cases	19 banker boxes	Clean
Circuit Clerk	Civil Appeals	3 vertical drawers	Clean
Circuit Clerk	Waiving Mortification	1 vertical drawer	Clean
Circuit Clerk	Divorce	8 banker boxes	Clean
Circuit Clerk	Mental Hygiene	7 banker boxes	Clean
Circuit Clerk	Receipts	1 banker box	Clean
Circuit Clerk	Election	1banker box	Clean
Circuit Clerk	Guardianship	3 vertical drawer	Clean
Circuit Clerk	Delinquent Land	1 vertical drawer	Clean
Circuit Clerk	Divorce	67 vertical drawers	Clean
Circuit Clerk	Misdemeanors	10 vertical drawers	Clean
Circuit Clerk	Misc. Order Book	11 dockets	Clean
Circuit Clerk	Plaintiff Index	3 dockets	Clean
Circuit Clerk	Defendant Index	3 dockets	Clean
Circuit Clerk	Law Order	12 dockets	Mold/Red Rot/Torn/Dirt
Circuit Clerk	Adoptions	1 vertical drawer	Clean
Circuit Clerk	Suggestion Execution	2vertical drawers	Clean
Circuit Clerk	Reciprocal	5 vertical drawers	Clean
Circuit Clerk	Divorce	63 vertical drawers	Clean
Circuit Clerk	Adoptions	5 lateral drawers	Clean
Circuit Clerk	Misdemeanor	10 vertical drawers	Clean
Circuit Clerk	Family land Master	4 vertical drawers	Clean
Circuit Clerk	AR Deputy Commissioners	2 dockets	Clean
Circuit Clerk	Juvenile	20 dockets	Red rot/Clean
Circuit Clerk	Adoptions Order	5 dockets	Clean
Circuit Clerk	Felony	53 document cans	Clean
Circuit Clerk	Chancery	68 document cans	Clean
Circuit Clerk	Chancery order	11 dockets	Mold/Dirt/Torn
Circuit Clerk	Law Master tapes	3 banker boxes	Clean
Circuit Clerk	Old Home Confinement Files	2 banker boxes	Torn
Circuit Clerk	Annual Report Deputy Commissioner Delinquent Fortified Lands	2 dockets	Clean
Circuit Clerk	Civil	13 boxes	Clean
Circuit Clerk	Law files	56 document cans	Clean
Circuit Clerk	Law files	4 legal drawers	Clean
Circuit Clerk	Files	5 letter drawers	Clean
Circuit Clerk	Civil docket book/sheets	13 dockets	Clean
Circuit Clerk	Civil case files	56 dockets	Clean
Circuit Clerk	Domestic relations	2 dockets	Clean
Circuit Clerk	Criminal order	5 dockets	Clean
Circuit Clerk	Juror notes	6 boxes	Clean
Circuit Clerk	Bastard	1 letter	Clean
Circuit Clerk	Criminal Files	4 banker boxes/5 loose files	Clean
Circuit Clerk	Administrative orders	3d vertical metal	Clean
Circuit Clerk	Administrative orders	Dockets	clean
Magistrate office	Civil	13 banker boxes	Torn
Magistrate office	Misc.	36 5ft stacks of files	Clean
Magistrate office	Civil	5ft stack	Clean
Magistrate office	Civil	3 vertical drawers	Clean
Magistrate office	Misdemeanor	5 vertical drawers/1 cubit box	Clean
Magistrate office	Felony	1 vertical drawer	Clean
Magistrate office	DUI	1 vertical drawer	Clean
Magistrate office	Civil/Criminal Closed Cases Cards	21 vertical drawers 3x5	Clean
Magistrate office	Commission Cores	14 vertical drawers	Clean
Magistrate office	Misc.	18 vertical drawers	Clean
Magistrate office	Receipts	1 vertical drawer	Clean
Magistrate office	Permits	4 vertical drawers	Clean
Magistrate office	Family Law Master	7 RC cartons/5 banker boxes/4 vertical drawers	Clean
Magistrate office	Misc.	11 vertical drawers	Clean
Assessor office	Real Property Transfer List	4 vertical drawer	Clean, surface dirt
Assessor office	Personal Property	7 banker boxes	Clean
Assessor office	Maps	40inch hanging file maps covered in plastic	Clean
Assessor office	Capitation Books	4 vertical drawers	Clean
	Real property cards	4 vertical drawer	Water damage, torn, surface dirt
Assessor office	Personal Property	26 dockets	Clean, some torn
Assessor office	Map Cards	2 metal drawers 12inch each	Clean
Assessor office	Land Books	110 dockets	Torn/Mold/Dirt/Clean
Assessor office	Homestead Exemptions	1 lateral file	Clean
Assessor office	Correspondence	2 vertical drawers	Clean
Assessor office	Dog Cards	Drawer metal 18inch x 9in	Clean
Assessor office	Attorneys Oath	3 vertical drawers	Clean
Prosecuting Attorney office	Criminal	5 vertical drawer/ 5 CD Rom disk	Water damage/Dirt
Prosecuting Attorney office	Juvenile	Vertical files	Clean
Prosecuting Attorney office	Civil	Photographs	Clean
Prosecuting Attorney office	Civil	VHS video tapes	Clean
Prosecuting Attorney office	Civil	Floppy disc	Clean
Prosecuting Attorney office	Civil	CD ROM	Clean
Prosecuting Attorney office	Criminal cases	35d vertical metal	Clean
Prosecuting Attorney office	Criminal	Boxes on floor	Water damage, surface dirt
Prosecuting Attorney office	Juvenile	Boxes on floor	Surface dirt

Comments

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

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	8				answered yes
Part time	1				no
Volunteers	0				no
1.7.B Records Training
Training received	assessment course
Opportunities available	workshops	training with the Supreme Court
1.1.D.b Average Daily Retrievals of Current Records
Staff use	frequent	5 hours
Public use	frequent	5 hours
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	didn't know	1 hour
Public use	didn't know	1 hour

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied
Disposition of originals
Discarded
Placed in storage
Microfilming
Internal
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
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
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
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)					Word Excel and Windows XP
Software used					Network
Name and address of the vendor used					Office max Circuit City
System support used					Windows XP
Name and address of the vendor used					Office Max
Security in place for the storage system					Electronic Locks
Security in place for the backup system
Procedural rules used for creation, storage, reformatting, and retirement of electronic records					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	1977 records schedule	1977 records schedule
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)		yes
Any records management guidelines used for electronic records (record as 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)					yes
Lists contain record group, series, span date, and quantity data (record as yes/no)
Transfer documentation for these records (record as yes/no)

Comments

Lincoln Index Page