1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A County Clerk Storage Room	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 72 Circuit Clerk 77 County Clerk 76 Sheriff 71 Prosecuting Attorney 74	Assessor 2-71/ 3- 70 Circuit Clerk annex-74 County Clerk 75 Sheriff Prosecuting Attorney	All offices use Vault 75
Humidity (record as % relative humidity)	Assessor 41 Circuit Clerk 41 County Clerk 40 Sheriff 46 Prosecuting Attorney 43	Assessor 2- 41/ 3 -42 Circuit Clerk 46 County Clerk 48 Sheriff Prosecuting Attorney	Vault 51
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor 2 -yes/ 3 - no Circuit Clerk yes County Clerk no Sheriff Prosecuting Attorney	Vault no
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 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault yes
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney	Vault no
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault yes spiders
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3- no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault yes
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault 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 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault 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 2-yes/ 3-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney	Vault yes
Alarm system (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Secured doors/windows (record as yes/no) Secured doors and windows for each room	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor 2-yes/ 3-yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney	Vault yes
Panic Button (record as yes/no)	Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no
Key card access (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor 2-no/ 3-no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	Vault no

Comments:

Vault was two part rooms with records from all the offices in it. the vault smelled bad. the records were dirty. the maps look like vermin has been eating them. the center of the room consists of heaps of records.the records here were in poor condition. this area is not safe to store and preserve records.

vault room one has water pipes running along the ceiling over the records. the records were dirty. dockets were in piles on the floor.

the circuit clerk annex storage was beside courthouse. the records stored here were in good condition and in no apparent danger.

all offices need more storage space.

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

Location	Record Type	Volume	Condition
Assessors office	Personal Property	168 document cans	Clean
Assessors office	Personal Property	9 dockets	Clean
Assessors office	Blotter	15 dockets	Clean
Assessors office	District map books	3 dockets	Clean
Assessors office	Map cards	15- 1ft linearx3ftW- wooden shelf	Clean
Assessors office 2	Maps	5 drawers	Clean
Assessors office 2	Exemptions	8 vertical drawers	Clean
Assessors office 2	Misc.	8 vertical drawers	Clean
Assessor office 2	Maps	Rolls lying on vertical metal files	clean
Assessors office 3	Tax payers info	72 document cans	Clean
Assessors office 3	Reviews/ Real Estate	35 vertical drawers	Clean
Assessors office 3	Blueprints	3ft linear	Clean
Assessors office 3	Land Book	5 dockets	Clean
Assessors office 3	Personal Property	8 dockets	Clean
Assessors office 3	Misc.	9 dockets	Clean
Assessors office 3	DMV	3 dockets	Clean
Assessors office 3	Misc.	3 non standard boxes	Clean
Assessors office 3	Misc.	6ft stack of non standard boxes	Clean
Assessors office 3	Blotters	2ft and 2inch wide and 2ft high	Clean
Assessors office 3	Personal Property	9 vertical drawers	Clean
Assessors office 3	Business/Personal Property	9 vertical drawers	Clean
Circuit Clerk office	Civil	9 vertical drawers	Clean
Circuit Clerk office	Administrative	2 vertical drawers	Clean
Circuit Clerk office	Domestic Violence	4 lateral drawers	Clean
Circuit Clerk office	Bound Over	4 vertical drawers	Clean
Circuit Clerk office	Felony/Bound over	4 vertical drawers	Clean
Circuit Clerk office	General Index of Civil cases	1docket	Clean
Circuit Clerk office	Law Chancery	1 docket	Clean
Circuit Clerk office	Juvenile Cases	1 docket	Clean
Circuit Clerk office	Unlabeled files	580 document cans	Clean
Circuit Clerk office	Blue tag	4 vertical drawers	Clean
Circuit Clerk office	Civil	150 vertical drawers	Clean
Circuit Clerk office	Law	30 dockets	Clean
Circuit Clerk office	Chancery	30 dockets	Clean
Circuit Clerk office	Civil order	21 dockets	Clean
Circuit Clerk office	Adoption	3 dockets	Clean
Circuit Clerk office	Court	2 dockets	Clean
Circuit Clerk office	Misc.	Non standard boxes 2ft by 2ft	Clean
Circuit Clerk office	Misc.	8 dockets	Clean
Circuit Clerk office	Loose Civil Files	25 files	Clean
Circuit Clerk office	Loose files Civil	91 non standard boxes	Clean
Circuit Clerk office	Divorce	64 vertical drawers	Clean
Circuit Clerk office	Felony	8 vertical drawers	Clean
Circuit Clerk office	Domestic	12 dockets	Clean
Circuit Clerk office	Civil	20 dockets	Clean
Circuit Clerk office	Adoption	4 vertical drawers	Clean
Circuit Clerk office	Domestic	8 vertical drawer	Clean
Circuit Clerk office	Juvenile	8 vertical drawers	Clean
Circuit Clerk annex storage	Mental Hygiene	15 vertical drawers	Clean
Circuit Clerk annex storage	Criminal	30 vertical drawers	Clean
Circuit Clerk annex storage	Adoption	10 vertical drawers	Clean
Circuit Clerk annex storage	Misc. Civil	6 non standard boxes	Clean
Circuit Clerk annex storage	Juvenile	13 banker boxes	Clean
Circuit Clerk annex storage	Court Tapes	5 non standard boxes	Clean
Circuit Clerk annex storage	Juvenile	11 dockets	Clean
Circuit Clerk annex storage	Misc.	3 dockets	Clean
Circuit Clerk annex storage	Administrative	8 dockets	Clean
Circuit Clerk annex storage	Civil order	88 dockets	Clean
Circuit Clerk annex storage	Criminal	5 dockets	Clean
Circuit Clerk annex storage	Divorce	6 dockets	Clean
Circuit Clerk annex storage	Fee Records	12 dockets	Clean
Circuit Clerk annex storage	Invoice	8 books	Clean
Circuit Clerk annex storage	Mental Hygiene	4 dockets	Clean
Circuit Clerk annex storage	Misc.	5ft wide and 2ft high	Clean
Circuit Clerk annex storage	Maps	On floor 1ft 3inch linear	Clean
Circuit Clerk annex storage	Misc.	27 misc. non standard boxes 2ft by 2ft	Clean
Circuit Clerk annex storage	Loose files	5 loose files	Clean
County Clerk office	Marriage Records	56 dockets	Clean
County Clerk office	Death Records	16 dockets	Clean
County Clerk office	Birth	70 dockets	Clean
County Clerk office	Liens	320 dockets	Clean
County Clerk office	Trust Deeds	97 dockets	Dirt/Mold/Clean
County Clerk office	Court order	1 docket	Clean
County Clerk office	Pauper Record	1 docket	Clean
County Clerk office	Fiduciary	5 dockets	Clean
County Clerk office	Delinquent Sales	10 dockets	Clean
County Clerk office	Delinquent lands	6 dockets	Clean
County Clerk office	Personal Property	70 docket	Clean/dirt
County Clerk office	Land Book	7 dockets	Clean
County Clerk office	Lease	59 dockets	Clean
County Clerk office	Release Records	32 dockets	Water Damage/Red Rot/Dirt
County Clerk office	Execution	2 dockets	Clean
County Clerk office	Lis Pen dens	1 docket	Clean
County Clerk office	Assignments	3 dockets	Clean
County Clerk office	Change of Names	1 docket	Clean
County Clerk office	Tax lines	2 dockets	Clean
County Clerk office	Mechanic	1 docket	Clean
County Clerk office	Index Survey	1docket	Clean
County Clerk office	Discharge	13 dockets	Mold/Torn
County Clerk office	Trustees	4 dockets	Torn/Red Rot/Mold
County Clerk office	Misc.	4 dockets	Clean
County Clerk office	Judgment Liens	1 docket	Mold
County Clerk office	Deed Books	345 dockets	Clean/Dirt/Torn
County Clerk office	General Index	4 dockets	Mold
County Clerk office	Record books	1docket	Mold
County Clerk office	Will book	41 dockets	Torn/Red Rot/Vermin/Clean
County Clerk office	Estate Index	10 dockets	Clean
County Clerk office	Bond Book	40 dockets	Clean/Dirt
County Clerk office	Settlement Administrative	99 dockets	Torn/Mold/Dirt
County Clerk office	Land	112 dockets	Clean/Mold/Dirt/Torn
County Clerk office	Appraisements	16 dockets	Dirt/Mold/Torn/Clean
County Clerk office	Debtor Liens	12 dockets	Clean
County Clerk office	Order fiscal	31 dockets	Clean
County Clerk office	Report of sales	7 dockets	Clean
County Clerk office	Record of corporation	15 dockets	Mold dirt
County Clerk inactive	Church trustees	1 docket	Torn/Mold/Dirt
County Clerk inactive	Classification	11 dockets	Clean
County Clerk inactive	Maps	ON map hanger 22inch by 40 inch high	In plastic
County Clerk inactive	Delinquent Property Papers	2 non standard boxes 1ft x 1ft	Clean
County Clerk inactive	Marriages	10 banker boxes	Clean
County Clerk inactive	Plat books	7 dockets	Clean
County Clerk inactive	Deed books	276 dockets	Dirt/Torn/Mold/Clean
County Clerk inactive	Death Records	90 document cans	Clean/Torn
County Clerk inactive	Financing Statements	18 document cans	Clean/Torn
County Clerk inactive	Birth Certificates	87 document cans	Clean/Torn
County Clerk inactive	Marriage records	102 document cans	Clean/Torn
County Clerk inactive	Flood Maps	5 document cans	Clean/Torn
County Clerk inactive	Tax Liens	27document cans	Clean/Torn
County Clerk inactive	Mechanic Liens	24 document cans	Clean/Torn
County Clerk inactive	Abandonment	4 document cans	Clean/Torn
County Clerk inactive	Depository	6 document cans	Clean/Torn
County Clerk inactive	Redemption list	8 document cans	Clean/Torn
County Clerk inactive	Delinquent land	32 document cans	Clean/Torn
County Clerk inactive	Bonds	11 documents cans	Clean/Torn
County Clerk inactive	Fiscal and Probate	22 document cans	Clean/Torn
Sheriff office	Receipts	1 banker box	Clean
Sheriff office	Exonerations	1 banker box	Clean
Sheriff office	Tax Tickets	2 banker boxes	Clean
Sheriff office	Investment Committees	1 vertical drawer	Clean
Sheriff office	Sales Listing	1 vertical drawer	Clean
Sheriff office	DMV	1 vertical drawer	Clean
Sheriff office	License Reports	2 vertical drawer	Clean
Sheriff office	Real Estates	1 vertical drawer	Clean
Sheriff office	Sheriff General Records	1 vertical drawer	Clean
Prosecuting Attorney office	Juvenile	4 vertical drawers	Clean
Prosecuting Attorney office	Open Felony	11 vertical drawers	Clean
Prosecuting Attorney office	Closed Felony	6 vertical drawers	Clean
Prosecuting Attorney office	Misdemeanors Open	7 vertical drawers	Clean
Prosecuting Attorney office	Closed Misdemeanors	4 vertical drawers	Clean
Prosecuting Attorney office	Prosecuting Attorney	3 vertical drawers	Clean
Prosecuting Attorney office	Investigation	1 vertical drawer	Clean
Prosecuting Attorney office	County Commission	3 vertical drawers	Clean
Prosecuting Attorney office	HHR	1 vertical drawer	Clean
Prosecuting Attorney office	Misc.	32 vertical drawers	Clean
Vault- all offices	Unlabeled	400 document cans	Dirt/Torn
Vault- all offices	Criminal docket	33 dockets	Dirt/Torn
Vault- all offices	Assessor Records	51 banker boxes	Dirt/Clean
Vault- all offices	Misc.	12 spineless dockets	Dirt/Clean
Vault- all offices	Maps/Revenue/Plans/Appraisals	5 banker boxes	Dirt/Clean
Vault- all offices	Misc.	15 1ftx1ft non standard boxes	Dirt/Clean
Vault- all offices	Line judgment	10 dockets	Dirt/Clean
Vault- all offices	Release Reservation Title	8 dockets	Dirt/Clean
Vault- all offices	Trust Deeds	4 dockets	Dirt/Clean
Vault- all offices	Reimbursements	4 dockets	Dirt/Clean
Vault- all offices	Conditional Sales Index	3 dockets	Dirt/Clean
Vault- all offices	Transfer	4 dockets	Dirt/Clean
Vault- all offices	Supplemental order	4 dockets	Dirt/Clean
Vault- all offices	Land Books	96 dockets	Dirt/Clean/Torn
Vault- all offices	Personal Property	2 dockets	Dirt/Clean
Vault- all offices	Court Order	19 dockets	Dirt/Clean
Vault- all offices	Mechanic Liens	3 dockets	Dirt/Clean
Vault- all offices	Homestead	2dockets	Dirt/Clean
Vault- all offices	Misc. Dockets	185 dockets	Torn/Dirt/Missing spines
Vault- all offices	Dog Tags	6 non standard boxes	Dirt/Clean
Vault- all offices	Assessment Forms	2 non standard boxes	Dirt/Clean
Vault- all offices	Assessor records	12 banker boxes	Dirt/Clean
Vault- all offices	Maps	3ft 2inch high by 3ft 10inch wide	Vermin/Mold/Water damage
Vault- all offices	Tax office	11 non standard boxes	Dirt/Clean
Vault- all offices	Tax books	2ft stack of books	Dirt/Clean
Vault- all offices	Sheriff books	1ft 2inch stack off floor	Dirt/Clean
Vault- all offices	Sheriff books	5 dockets	Dirt/Clean
Vault- all offices	Circuit Clerk Records	5 non standard boxes	Dirt/Clean
Vault- all offices	Liens	3 dockets	Dirt/Clean
Vault- all offices	Taxes	Non standard boxes	Dirt/Clean
Vault- all offices	Misc.		Dirt/Clean
Vault- all offices	Maps		Dirt/Clean
Vault- all offices	Stack of volumes	3ft 5inch high	Dirt/Clean
Vault- all offices	Stack of Pt. Pleasant Registrar	3ft 3inch high	Dirt/Clean
Vault- all offices	Misc.	75 banker boxes	Dirt/Clean
Vault- all offices	Maps	7 non standard boxes uncovered	Dirt/Clean
Vault- all offices	County Records	2ft 8inch stack books on floor	Dirt/Clean
Vault- all offices	Stacks of books on floor	2ft 7 inch stack	Dirt/Clean
Vault- all offices	Stacks of books on floor	5ft stack	Dirt/Clean
Vault- all offices	Stacks of books on floor	4ft 10inch stack	Dirt/Clean
Vault- all offices	Microfilm	9 cabinets 1ft wide drawers and 6inch high	Negative/Vinegar smell
Vault- all offices	Trust Deeds/conditional/General Count fund/Deposit books	72 document cans	Dirt/Torn
Vault- all offices	Deed books	91 dockets	Dirt/Torn/Clean
Vault- all offices	Trust deeds	55 dockets	Dirt/Torn
Vault- all offices	Release	25 dockets	Dirt/Torn
Vault- all offices	Justice Criminal	23 dockets	Dirt/Torn
Vault- all offices	Justice Civil	43 dockets	Dirt/Torn
Vault- all offices	Marriage	5 lateral drawers	Dirt/Torn
Vault- all offices	Stack of Records	6ft 2inch high	Dirt/Torn
Vault- all offices	Docket books	5ft 4inch high	Dirt/Torn
Vault- all offices	Personal Property	15 dockets	Dirt/Torn
Vault- all offices	Order books	23 dockets	Dirt/Torn
Vault- all offices	Misc.	Non standard boxes 1ftx1ft 49 of them	Dirt/Torn
Vault- all offices	Misc.	18 banker boxes	Dirt/Torn

Comments: P1, P2, P3, P4

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

Comments

circuit clerk inactive microfilm- negitive white letters black background-vinegar smell.

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	Answered yes on survey	7	6	Answered yes on survey	5
Part time	n/a	0	3	n/a	0
Volunteers	n/a	0	0	n/a	0
1.7.B Records Training
Training received	None	On the job	Annual in-service training by auditor	None	None
Opportunities available	As provided by state	None	WVACO, County clerk training	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	Didn't know	8 hours	6 hours	All day	8 hours
Public use	Didn't know	Didn't know	4 hours	Didn't know	Didn't know
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Didn't know	Didn't know	hour	All day	Didn't know
Public use	Didn't know	Didn't know	hour	Didn't know	Didn't know

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming
Internal
Volume of material microfilmed	unknown	unknown	limited	NA	none
Disposition of originals
Discarded	no	no	no
Placed in storage	yes	yes	yes
Master copy stored onsite or offsite		NA	onsite
User copies available (record as yes/no)			As needed but no reader on site
External
Volume of material microfilmed	NA	unknown	Didn't know	NA	none
Disposition of originals
Discarded		no	no
Placed in storage		yes	Yes
Master copy stored (onsite or offsite )		yes	Onsite
User copies available (record as yes/no)		NA	Yes
Imaging/Digitizing
Internal
Volume of material digitized	none	Only 3 years copied- unknown	limited	NA	none
Disposition of originals
Discarded		no	no
Placed in storage		Yes	Yes
Master copy stored (onsite or offsite )		Onsite	Onsite
Backup copies available (record as yes/no)		yes	yes
External
Volume of material digitized	none	none	limited	NA	none
Disposition of originals
Discarded
Placed in storage			no
Master copy stored (onsite or offsite )			yes
Backup copies available (record as yes/no)			yes

Comments

Photocopying
Volume of material copied	unknown	unknown	unknown	unknown	NA
Disposition of originals
Discarded			no
Placed in storage			yes

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	Deed books	n/a	n/a
Software used	State mainframe	n/a	CSSI	n/a	n/a
Name and address of the vendor used	State tax department	n/a	Parkersburg, WV	n/a	n/a
System support used		n/a	CSSI	n/a	n/a
Name and address of the vendor used	State tax department	n/a	Parkersburg, WV	n/a	n/a
Security in place for the storage system	n/a	n/a	n/a	n/a	n/a
Security in place for the backup system	n/a	Back up copies	n/a	n/a	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

the prosecuting attorney claims that he destroys all of his 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	No	No	No	No	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)	Yes	No	No	No	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 county clerk says that the mormans in utah have some of their old deeds.

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