|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
offices |
Inactive
Records Area A Assessor
Basement County
Clerk Vault Sheriff
Jail |
Inactive
Records Area B County
Clerk Jail |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 79 Circuit Clerk 73 County Clerk 74 Sheriff 76 Prosecuting Attorney 77 |
Assessor 73 Circuit Clerk County Clerk 79 Sheriff 78 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 78 Sheriff Prosecuting Attorney |
|
Humidity (record as
relative humidity) |
Assessor 34 Circuit Clerk 40 County Clerk 37 Sheriff 33 Prosecuting Attorney 33 |
Assessor 39 Circuit Clerk County Clerk 34 Sheriff 38 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk 38 Sheriff Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney yes |
Assessor no Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes 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 no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no 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 |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes (bats/rats) Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff 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 no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk yes Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor n/a Circuit Clerk yes County Clerk n/a Sheriff yes Prosecuting Attorney n/a |
Assessor yes Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor yes Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney n/a |
Assessor no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff 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 no Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Comments
Records survey not completed
for Assessor or Prosecuting Attorney offices.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessor Office Main |
Personal property records, homesteads, etc. |
6 3-drawer lateral file |
Clean |
|
Assessor Office Main |
Dog records, transfers, statements, etc. |
3 4-drawer legal file cabinets |
Clean |
|
Assessor Office Main |
Assessment sheets and supplies |
6 3-drawer legal file cabinets |
Clean |
|
Assessor Office Main |
Map cards |
12 trays w/8 boxes (Remington Rand Lektriever) |
Clean |
|
Assessor Office Main |
|
6 4-drawer legal file cabinet; 6 3-drawer legal file
cabinet |
Clean |
|
Assessor Office Main |
Land books, 1992-2002 |
40 volumes |
Clean |
|
Assessor Office Stairwell |
1997 personal property records |
4 drawer file cabinet |
Clean |
|
Circuit Clerk main office |
3x5 Cassette tapes of family law |
15 4-drawer letter file cabinet |
Clean |
|
Circuit Clerk main office |
AD and misc. records |
5 4-drawer file cabinet |
Clean |
|
Circuit Clerk main office |
Active files, civil, criminal, juvenile, family,
etc. |
15 4-drawer file cabinet |
Clean |
|
Circuit Clerk main office |
Court Report tapes and notes |
80 cubic feet |
Clean |
|
Circuit Clerk main office |
Old chancery, common law, licenses etc. |
648 can files |
Clean |
|
Circuit Clerk main office |
Order books, most old chancery, common law |
66 large volumes |
Clean |
|
Circuit Clerk main office |
Order books for civil and criminal |
99 large volumes |
Clean |
|
Circuit Clerk main office |
Order books for civil and criminal |
128 small volumes |
Clean |
|
Circuit Clerk main office |
Juvenile and abuse |
65 volumes |
Clean |
|
Circuit Clerk main office |
Docket books |
16 small volumes |
Clean |
|
County Clerk main room |
Deeds (156 reproduced) |
78 small volumes |
Clean |
|
County Clerk main room |
Deeds |
253 large, 219 small volumes |
Clean |
|
County Clerk main room |
Deeds of Trust (114 reproduced) |
57 small volumes |
Clean |
|
County Clerk main room |
Deeds of Trust |
159 large, 399 small volumes |
Clean |
|
County Clerk main room |
Releases |
93 large, 89 small volumes |
Clean |
|
County Clerk main room |
Fiduciary Orders |
18 large volumes |
Clean |
|
County Clerk main room |
Fiduciary Index |
16 large volumes |
Clean |
|
County Clerk main room |
Fiduciary Bonds |
37 large, 11 small volumes |
Clean |
|
County Clerk main room |
Military Service |
22 large volumes |
Clean |
|
County Clerk main room |
Marriage Index |
9 large volumes |
Clean |
|
County Clerk main room |
Births |
6 large, 5 small volumes |
Clean |
|
County Clerk main room |
Birth Index |
6 large volumes |
Clean |
|
County Clerk main room |
Deaths |
6 large, 2 small volumes |
Clean |
|
County Clerk main room |
Elections |
4 large, 1 small volumes |
Clean |
|
County Clerk main room |
Old records, orders, statements, licenses,
certificates, etc. |
715 can files |
Clean |
|
County Clerk vault |
Land Books |
296 large volumes |
Clean |
|
County Clerk vault |
Wills, licenses, settlements, etc. |
176 can files |
Clean |
|
County Clerk vault |
Miscellaneous |
16 cubic feet |
Clean |
|
County Clerk Basement Storage #2 |
Deeds of Trust |
314 large volumes |
Clean |
|
County Clerk Basement Storage #2 |
Deeds |
56 large volumes |
Clean |
|
County Clerk Basement Storage #2 |
Release |
21 large volumes |
Clean |
|
County Clerk Basement Storage #2 |
Appointments |
23 large volumes |
Clean |
|
County Clerk Basement Storage #2 |
Land Books |
55 large books |
Clean |
|
County Clerk Basement Storage furnace room |
Deed books |
100 volumes |
Clean |
|
County Clerk Basement Storage furnace room |
Land books |
200+ volumes |
Very old and in poor condition |
|
Sheriff's Tax office main |
|
4 4-drawer legal file cabinets; 1 4-drawer letter
file cabinet |
Clean |
|
Sheriff's tax office main |
Tax receipts |
1 5x8 14-drawer file cabinet |
Clean |
|
Sheriff's tax office main |
Backups and valuables |
Safe |
Clean |
|
Sheriff's tax office:storage room #1 |
Receipts, statements |
111 cubic feet |
Clean |
|
Sheriff's tax office:jail cell |
Bank statements and canceled checks |
10 boxes (1.5 cubic feet each) |
Clean |
|
Prosecuting Attorney's office-main |
Active felony and mental hygiene |
3 3-foot lateral file cabinet |
Clean |
|
Prosecuting Attorney's office-main |
Magistrate |
7 3-foot lateral file cabinet |
Clean |
|
Prosecuting Attorney's office-main |
Closed files |
7 4-drawer legal file cabinets |
Clean |
|
Prosecuting Attorney's office-main |
Active files |
3 4-drawer legal file cabinets |
Clean |
|
Prosecuting Attorney's office-main |
Correspondence |
3 2-drawer letter file cabinets |
Clean |
|
Prosecuting Attorney's office-main |
Miscellaneous |
1 4-drawer legal file cabinet |
Clean |
|
Prosecuting Attorney's office-main |
Retired files |
15 cubic feet |
Clean |
|
Prosecuting Attorney Basement |
Misc. |
Approx 50 banker boxes |
Torn/Dirt |
Comments
Records in storage in the
Basement furnace room are in boxes co-mingled with other offices. Circuit Clerk's Main office is very neat and
orderly. Kompakt Movable Filer containing
files including all old files. Has
nothing in storage. Also has room for
12-15 years of future files. Filer has 8
rows of shelves approximately 12' long.
With exception of two ends, each row is double sided to hold files. County Clerk's deeds and will books to year
1994 have been microfilmed and stored in PA Iron Mountain. Some of the large books have been reproduced
to small books. Two large books reduced
to fit one small book. Prosecuting
Attorney's office also has storage in Basement Furnace Room. Circuit Clerk did
not mention any inactive records storage areas.
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 |
N/A |
Not provided |
No |
N/A |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
N/A |
12 |
11 |
6 |
N/A |
|
Part time |
N/A |
2 |
0 |
0 |
N/A |
|
Volunteers |
N/A |
0 |
0 |
0 |
N/A |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
N/A |
On the job training |
None |
None |
N/A |
|
Opportunities available |
N/A |
Clerk meetings |
None |
None |
N/A |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
N/A |
6 hours |
7.5 hours |
N/A |
N/A |
|
Public use |
N/A |
2 hours |
7.5 hours |
N/A |
N/A |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
N/A |
6 hours |
N/A |
N/A |
N/A |
|
Public use |
N/A |
0 hours |
N/A |
N/A |
N/A |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
N/A |
None |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Microfilming |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
N/A |
None |
None |
N/A |
N/A |
|
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 |
N/A |
None |
None |
N/A |
N/A |
|
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 |
None |
None |
N/A |
N/A |
|
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 |
N/A |
None |
None |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments
Circuit clerk has note under
other for photocopies: "copied originals to order book". Sheriff has note that computer work backed up
daily.
Circuit Clerk states that
electronic record groups and series created and maintained in electronic format
are Civil, Juvenile, Domestic, Mental
Hygiene, Adoption, Criminal, Financial Records.
|
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 |
N/A |
N/A |
N/A |
|
Software used |
N/A |
Microsoft Windows NT |
N/A |
Software Systems on Taxes |
N/A |
|
Name and address of the vendor used |
N/A |
Computer Data System |
N/A |
Morgantown, WV |
N/A |
|
System support used |
N/A |
N/A |
N/A |
Software Systems |
N/A |
|
Name and address of the vendor used |
N/A |
N/A |
N/A |
Morgantown, WV |
N/A |
|
Security in place for the storage system |
N/A |
N/A |
N/A |
Safe in office |
N/A |
|
Security in place for the backup system |
N/A |
N/A |
N/A |
Safe |
N/A |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
N/A |
N/A |
N/A |
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 |
N/A |
No |
N/A |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
N/A |
N/A |
N/A |
No |
N/A |
|
Any records management guidelines used for
electronic records (record as yes/no) |
N/A |
N/A |
N/A |
No |
N/A |
|
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 |
N/A |
No |
N/A |
|
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