1

1.1 The Physical Space Housing the Records

Active Records Area

Main Offices

Sheriff Tax Office

Inactive Records Area A

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 73

Circuit Clerk 75

County Clerk 80

Sheriff 76

Prosecuting Attorney 81

Assessor

Circuit Clerk records room across hall-79

County Clerk vital statistics room- 75

Sheriff old jail 1^st floor 71

Prosecuting Attorney

Assessor, Circuit Clerk, Prosecuting attorney Jacobs building storage basement 2- 70

Circuit clerk- Meredith building 3^rd floor-NA

County Clerk Jacobs building storage basement 1 -74

Sheriff old jail 4^th floor-73

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 30

Circuit Clerk 33

County Clerk 33

Sheriff 32

Prosecuting Attorney 31

Assessor n/a

Circuit Clerk 31

County Clerk 35

Sheriff old jail 1^st floor 38

Prosecuting Attorney

Assessor, Circuit Clerk Jacobs Bldg. Storage- 38

Circuit clerk- NA

County Clerk Jacobs Bldg. Storage basement 1- 39

Sheriff old jail 4^th floor 39

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney yes

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

Mold - active (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff yes

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Mold - inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk yes walls

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Animals - alive note kind

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Animals - past note kind

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney yes, gnats

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk yes

County Clerk n/a

Sheriff yes

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk yes

County Clerk no

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

1.1.D Fire suppression and detection systems

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

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 n/a

Circuit Clerk yes

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff yes

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor n/a

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor n/a

Circuit Clerk no

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor n/a

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney no

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk yes

Sheriff no

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Key card access (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney

Comments

Not all surveys were completed and returned.

the sheriff tax office is on the first floor of the merrideth building annex.

the assessor office is on the fourth floor of the merrideth building annex. the main office is very neat, well organized, has plenty of work space, and has excellent lighting. The office has room to expand.

the county, circuit clerk, Assessor, and prosecuting attorney stores records in the jacobs building basement.

the sheriff law office has been remodeling for more than a year.

the sheriff law has storage in east fairmont.

the county clerk main records room has blistered paint from moisture and mold on the vent duct. The vital statistics vault room windows have fire shields that automatically lower in the event of a fire.

COunty clerk has access to storage in the jacobs building basement 1 from the planning office via a narrow, dimly lit stairway. area is very dirty with sewage and water pipes overhead and a strong sewage smell. access to basement 2 in the jacobs building is by keyed elevator. basement 2 is very dirty, damp, odorous, and cool. furnace is located in this basement. circuit clerks section partitioned by a chain link pad locked door.

The prosecutor's section of basement 2 in jacobs has records dumped behind the furnace which may be too close to furnace for safe storage. records are not secure, damp, and in a messy condition.

The sheriff's offsite storage is in the old jail. It is a four story stone "castle" with heavy iron bars on all windows; a secure entrance; a cool, damp feeling; and is very dirty, musty, and odorous. records stored on floors 1, 2 and 4. most cells were chained and pad locked making it impossible to inventory the records stored within. some records were stacked in a narrow walkway making passage dangerous. many lights burned out or broken.

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

Location	Record Type	Volume	Condition
Circuit Clerk Office Main	Juvenile	6 large, 60 small volumes	Clean
Circuit Clerk Office Main	Law Orders (old)	22 large, 96 small volumes	Clean
Circuit Clerk Office Main	Miscellaneous	23 small volumes	Clean
Circuit Clerk Office Main	Civil Orders	104 small volumes	Clean
Circuit Clerk Office Main	Administrative	20 small volumes	Clean
Circuit Clerk Office Main	Divorce	36 small volumes	Clean
Circuit Clerk Office Main	Miscellaneous Bonds	9 small volumes	Clean
Circuit Clerk Office Main	Magistrate	6 small volumes	Clean
Circuit Clerk Office Main	Mental Hygiene	22 small volumes	Clean
Circuit Clerk Office Main	Adoption	7 large, 8 small volumes	Clean
Circuit Clerk across Hall	Chancery Orders	93 large volumes	Clean
Circuit Clerk across Hall	Civil Orders	11 large volumes	Clean
Circuit Clerk across Hall	Law Order	14 large volumes	Clean
Circuit Clerk across Hall	Delinquent lands	7 large volumes	Clean
Circuit Clerk across Hall	Sales/Forfeiture lands	3 large volumes	Clean
Circuit Clerk across Hall	Execution	3 large volumes	Clean
Circuit Clerk across Hall	Receivers	1 large, 2 small volumes	Clean
Circuit Clerk across Hall	Miscellaneous	10 large volumes	Clean
Circuit Clerk across Hall	Rules	40 large volumes	Clean
Circuit Clerk across Hall	Bonds	8 large volumes	Clean
Circuit Clerk 3^rd Floor Storage	Felony Files	885 linear feet	Clean
County Clerk Office Main	Deeds	698 large, 568 small volumes	Clean
County Clerk Office Main	Police & Fiscal	56 large, 4 small volumes	Clean
County Clerk Office Main	Order Books	18 large, 10 small volumes	Clean
County Clerk Office Main	Official Oaths	3 large, 4 small volumes	Clean
County Clerk Office Main	Road Order	1 large volume	Clean
County Clerk Office Main	Deeds of Trust	419 large, 328 small volumes	Clean
County Clerk Office Main	Bonds	39 large volumes	Clean
County Clerk Office Main	Inventories/Estates	205 large, 179 small volumes	Clean
County Clerk Office Main	Inheritance Tax Release	7 large, 14 small volumes	Clean
County Clerk Office Main	Church Trustees	2 large volumes	Clean
County Clerk Office Main	Miscellaneous	19 large, 22 small volumes	Clean
County Clerk Office Main	Fed Tax Lien	2 large, 1 small volumes	Clean
County Clerk Office Main	State Tax Lien	2 large, 10 small volumes	Clean
County Clerk Office Main	Liens Index	22 large, 13 small volumes	Clean
County Clerk Office Main	Mechanic's Lien	9 large volumes	Clean
County Clerk Office Main	Land Books	235 large volumes, 72 printouts	Clean
County Clerk Office Main	Personal Property	32 printouts	Clean
County Clerk Office Main	Delinquent List	100 volumes	45 volumes very old
County Clerk Office Main	Index	19 large volumes	Clean
County Clerk Office Main	Fiduciary	28 large volumes	Clean
County Clerk Office Main	Releases	138 large, 75 small volumes	Clean
County Clerk Office Main	Service Discharges	54 large, 5 small volumes	Clean
County Clerk Office Main	Cert/Incorporation/Power Attorney	27 large, 27 small volumes	Clean
County Clerk Office Main	Wills	44 large, 64 small volumes	Clean
County Clerk Office Main	Miscellaneous Records	38 Can files	Clean
County Clerk Office Main	Legal Redemptions	2, 5-drawer file cabinets	Clean
County Clerk Office Main	Births (1955-1997), Deaths (1975-1997)	10 Boxes; 1.5 cu. Ft. Births	Clean
County Clerk Office Main	Wills	44 large, 64 small volumes	Clean
County Clerk Office Vital Statistics Room vault	Marriages	85 large, 93 small volumes	Clean
County Clerk Office Vital Statistics Room vault	Index	10 large volumes	Clean
County Clerk Office Vital Statistics Room vault	Births	24 large, 16 small volumes	Clean
County Clerk Office Vital Statistics Room vault	Deaths	19 large, 22 small volumes	Clean
County Clerk Office Vital Statistics Room vault	Index	2 large volumes	Clean
County Clerk Election Records Room	Precinct Books	75 volumes	Clean
County Clerk Election Records Room	Election Materials	1 5-drawer legal; 5 4-drawer legal file cabinet	Clean
County Clerk Election Records Room	Correspondence	1 4-drawer letter file cabinet	Clean
County Clerk Election Records Room	Inactive voters and change cards	Large rotary file w/40 5x8" boxes	Clean
County Clerk Vault #1	records	51- cardboard vertical (can) files	Clean
County Clerk Vault #1	records	136- metal vertical (can) files	Clean
County Clerk Vault #1	records	19- small cardboard file boxes	Clean
County Clerk Vault #2	Financial, orders, police/bonds, estates, oaths, etc.	209 metal can files	Clean
County Clerk Vault #2	Fiduciary Orders	9 small volumes	Clean
County Clerk Vault #2	Heir ship Affidavits	7 small volumes	Clean
County Clerk Vault #2	Policy & fiscal orders	14 large, 5 small volumes	Clean
County Clerk Vault #2	Bonds	11 small volumes	Clean
County Clerk Basement 1 Jacobs Building	Old record books	450+ stacked on wooden shelving, some no more than 1" off of ground	Dirty
County Clerk Basement 1 Jacobs Building	Marriage, fiduciaries, settlements, appraisals, etc.	150 boxes stacked on wooden shelving, some no more than 1" off of ground	Dirty, crumbled from weight above
County Clerk Basement 2 Jacobs Building	Assessor's records	On shelving	Dirty, damp, and torn
Prosecuting Attorney	Felonies and magistrate current cases	60-drawer legal file cabinet	Clean
Prosecuting Attorney	Correspondence	12-drawer letter file cabinet	Clean
Prosecuting Attorney	PA "Legal Stuff"	15 drawers (lateral cabinet)	Clean
Prosecuting Attorney	Retired cases	Lek Triever Filer containing =200 linear feet	Clean
Prosecuting Attorney Basement 2 Jacobs Building	Juvenile records, other various	Many boxes	Boxes open, dirty, damp, scattered about
Sheriff's Office Law Enforcement	Case Files	9 4-drawer letter; 3 5-drawer letter; 24 "small" drawers; 1 3-drawer letter	Clean
Sheriff's Tax Office Vault	Miscellaneous checks	30 5x8 drawers	Clean
Sheriff's Tax Office Vault	Paid tax tickets	70 18"x28"x6.5" drawers	Clean
Sheriff's Tax Office Room #2	Land (10 years)	30 volumes	Clean
Sheriff's Tax Office Room #2	Personal Property (10 years)	30 volumes	Clean
Sheriff Old Jail 1^st floor	Old ballots to be destroyed	Trash bags in cells and aisles	Dirty
Sheriff old jail 2^nd floor	Unknown records	4 1cuft boxes	Dirty
Sheriff old jail 2^nd floor	Unknown records	5 1.5 cuft boxes	Dirty
Sheriff old jail 2^nd floor	Maps	Loosely boxed or laid on bunks	Dirty
Sheriff old jail 2^nd floor	Wills	27 1 cuft boxes in walkway	Dirty
Sheriff old jail 2^nd floor	Misc files	60 1.5 cuft boxes in walkway	Dirty
Sheriff old jail 4^th floor	Unknown records	54 1.5 cuft boxes in locked cells	Dirty
Sheriff old jail 4^th floor	Unknown records	10 legal file drawers locked in cells	Dirty
County Clerk Vault #1	records	19 small cardboard file boxes	Clean
County Clerk Vault #1	records	19 small cardboard file boxes	Clean
Assessor Active Room 1	Records	10 small lateral file drawers	Clean
Assessor Active Room 1	Personal property	64 vertical metal legal drawers	Clean
Assessor Active Room 1	General records	12 vertical metal legal drawers	Clean
Assessor Active Room 1	Commercial records	18 vertical metal legal drawers	Clean
Assessor Active Room 1	Supplemental records	8 vertical metal legal drawers	Clean
Assessor Active Room 1	Real estate appraisals	8 vertical metal legal drawers	Clean
Assessor Active Room 1	Oil and gas records	4 vertical metal legal drawers	Clean
Assessor Active Room 1	Plot files	8 vertical metal legal drawers	Clean
Assessor Active Room 1	Deeds	8 vertical metal legal drawers	Clean
Assessor Active Room 1	Misc. filings	4 vertical metal legal drawers	Clean
Assessor Active Room 1	Homestead and death records	8 letter file drawers	Clean
Assessor Active Room 1	Unknown records	3 letter file drawers	Clean
Assessor Active Room 1	Farm records	6 letter file drawers	Clean
Assessor Active Room 1	Commercial records	12 letter file drawers	Clean
Assessor Active Room 1	RR Kard Keeper	10 shelves	Clean
Assessor Active Room 1	Large Kard Keeper	10 shelves	Clean
Assessor Active Room 1	Lex Triver	14 shelves	Clean
Assessor Active Room 1		12 drawers card files	Clean
Assessor Active Room 1	Previous transfers	12 drawers card files	Clean
Assessor Active Room 1	Land books 1998-2002	30 books	Clean
Assessor Active Room 1	Land books 1999-2002	40 books	Clean
Assessor Active Room 1	Personal property records	40 books	Clean
Assessor Active Room 1	DMV records	23 books	Clean
Assessor Active Room 1	Plots and maps	Hanging files (400)	Clean
Assessor Active Room 1	Maps	12 drawers	Clean
Assessor Storage 2d floor	Land books 1912-1987	304 large books	Clean
Assessor Storage 2d floor	Land books 1988-1998	60 books	Clean
Assessor storage 3d floor	Business files	18 large boxes	Clean
Assessor storage 3d floor	Appraisals	40 small boxes	Clean

Comments: all offices need more storage space. Assessor's storage is on rented rooms across the street on 2^nd and 3^rd floors.

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	N/A	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	N/A	No number given	12	31	9
Part time	N/A	N/A	2	0	N/A
Volunteers	N/A	N/A	N/A	0	N/A
1.7.B Records Training
Training received	N/A	None	Conference & in-house	NA	None
Opportunities available	N/A	None	Association meetings	On job	Prosecuting Meetings/Key personnel
1.1.D.b Average Daily Retrievals of Current Records
Staff use	N/A	N/A	8 hours	N/A	6 hours
Public use	N/A	N/A	8 hours	N/A	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	N/A	N/A	hour	N/A	N/A
Public use	N/A	N/A	hour	N/A	N/A

Comments: 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	N/A	None		NA	None
Disposition of originals
Discarded			No
Placed in storage			Yes
Microfilming
Internal
Volume of material microfilmed	N/A	None	All (pre 2001)	None	None
Disposition of originals
Discarded			No
Placed in storage			Yes
Master copy stored onsite or offsite			Offsite
User copies available (record as yes/no)			Yes
External
Volume of material microfilmed	N/A	N/A	None	N/A	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	N/A	N/A	All (since 2001)	None	None
Disposition of originals
Discarded		No	No
Placed in storage		Yes	Yes
Master copy stored (onsite or offsite )		Onsite/offsite	Offsite
Backup copies available (record as yes/no)		Yes
External
Volume of material digitized	N/A	N/A	None	N/A	None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments:

In County CLERK'S OFFICE, everything is backed up daily since 1980. 505 large deed books have been reproduced (photocopied) into 287 smaller books for use by the public.

Assessor keeps land books permanently; personal property records only 10 years; and all others per established retention schedule. Assessor uses no microfilm or imaging; only electronic.

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)	N/A	N/A	Indexing	N/A	Access to Circuit Court and Magistrate Court
Software used	N/A	NA	ACS	Some	AS400
Name and address of the vendor used	N/A	NA	Dallax, TX	NA	N/A
System support used	N/A	NA	ACS	NA	N/A
Name and address of the vendor used	N/A	NA		NA	N/A
Security in place for the storage system	N/A	NA	ACS Backup		N/A
Security in place for the backup system	N/A	NA		NA	Daily
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	N/A	NA	Contract w/ACS	NA	N/A

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	N/A	N/A	Yes	N/A	Yes
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	N/A	N/A	Yes	N/A	No
Any records management guidelines used for electronic records (record as yes/no)	N/A	N/A	Yes	N/A	N/A

Comments

Sheriff's office is in the process of setting up records retention procedures now.

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)	N/A	No	No	No	No
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

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