|
1.1 The Physical Space Housing the Records |
Active
Records Area |
Inactive
Records Area A |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor
75.0 Circuit Clerk 71 County Clerk
70.9 (record room 1) Sheriff 72.5 Prosecuting Attorney 74.5 |
Assessor
77.7 (Land
Department-downstairs) Circuit Clerk County Clerk
78.6 Sheriff Prosecuting Attorney |
Assessor
67.0 F(basement) Circuit Clerk County Clerk
(Lower Vault- 66.0 ) (Upper Vault- 71.0 ) Sheriff Prosecuting Attorney |
|
Humidity (record as
relative humidity) |
Assessor 42 Circuit Clerk 43 County Clerk
38 Sheriff 45 Prosecuting Attorney45 |
Assessor 40 Circuit Clerk County Clerk
41 Sheriff Prosecuting Attorney |
Assessor 38 Circuit Clerk County Clerk
(Lower- 49) (Upper- 50) Sheriff Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk
yes Sheriff no Prosecuting Attorney yes |
Assessor no Circuit Clerk County Clerk - yes Sheriff Prosecuting Attorney - yes |
Assessor yes Circuit 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 - no Circuit Clerk County Clerk - no Sheriff Prosecuting Attorney - no |
Assessor Circuit Clerk 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 Prosecuting Attorney - no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor yes-rodents Circuit Clerk no County Clerk
yes Sheriff - yes rats Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk
yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk
yes(rats) Sheriff Prosecuting Attorney |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor yes- termites Circuit Clerk no County Clerk
yes(termites) Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk yes(termites) Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk
yes(termites) Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Dust or grime on records |
Assessor no Circuit Clerk yes County Clerk
no Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk County Clerk
yes Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk
yes 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 no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Sprinklers
(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 Prosecuting Attorney no |
Assessor Circuit Clerk 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 Prosecuting Attorney
no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
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 no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk no County Clerk
yes Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk
yes Sheriff yes Prosecuting Attorney no |
Assessor no Circuit Clerk County Clerk no Sheriff Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Panic Button
(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 Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Key card access
(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 Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments
The courthouse
in Welch, WV was by far the worst case of all counties i had visited. Upon entering the courthouse the first thing
to catch my attention was the staleness in the air. The air alone gave me an idea about the age
of every item this courthouse possesses.
I begin with space: In the active area of records the space is currently
adequate. Acceptable for the time being,
but as time goes by more Inactive records could possibly make their way to the
Active area creating more space issues that already exist there. As for the Inactive area I cannot say the
same. The "Dungeon" (Lower Vault), as it
was REFERRED to, is extremely limited with space. Twelve rolling shelves cover the entire room
except for a narrow walking space, yet it is crowded with non-standard boxes. Each of the twelve shelves contains damaged
records with Red rot or useless WHATNOTS taking up space. In the Records room the issue of space rises
again. Some books are forced to be
placed on top of the metal shelves just so they are kept in the area. The best condition of any record here is only
fair. There are no records to my
knowledge that were eligible for good remark.
Some are so pitiful they no longer have covers; they are simply covered
with paper backs. Dust is highly
abundant. In the upper area of the
vault on the upper row, there is no space whatsoever! I was unable to make my way around the level
for lack of walking area, so pictures were all i could provide. On the level below there is a wooden shelf
that should be replaced with a metal one due to the termites. I believe the courthouse could use many more
metal shelves or something else to substitute to prevent the termites from
doing damage. Another area i have to
discuss is the basement. Although the
Courthouse is on elevated ground and safe from a natural disaster such as the
flood a year ago, all the material appears to have been damaged by something
other than age or stored improperly. I
asked the lady that was assisting me on this day if the courthouse was affected
by the flood and she replied, "No".
However, the scene in this basement is HORRENDOUS. The wooden shelves in which the records are
stored on are in desperate need of replacement.
Also, the only light in the room came from the windows, there were no
lights to be turned on. The last area to
cover is a room on the third floor.
There are several bankers boxes throughout the entire room stacked to
the ceiling, very disorganized. There is
one area of the room which indicates the roof has been leaking and records area
stored directly beneath.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
County Clerk
Record Room 1 |
Birth Records Index to Marriages Present Death and Out of County Financial Statements City Book Discharge
Files Grants Oaths and
Bonds Welfare
Reports State
Accounts Former
Employees Records Payroll Correspondence Reports |
33 - dockets 114- dockets 6- dockets 8- dockets 1- city book 7-document cans 32d vertical metal |
Damaged Edges Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean |
|
Record Room2 |
Death Book Trustee and
Deed Judgment Liens Execution Federal Tax
Liens Report of Assignment Release Trust Deed Index to Deed and Judge Meetings Record of Incorporation Power Attorney Index Church
Trustees Index to
Assumed or Fictitious Firms Surveyor Land Map Delinquent Record of
Office Bonds Road Order General
Election Fiduciary
Record Will Record Probate Discharges |
23-dockets 478 -dockets 47- dockets 2 - dockets 3- dockets 9- dockets 7- dockets 51 -dockets 119- dockets 381-dockets 1 - dockets 14 dockets 10 dockets 1 docket 4 dockets 4 dockets 1 dockets 1 dockets 85 docket 36 dockets 50 delinquent 6 dockets 5 dockets 6 dockets 98 dockets 39 docket 32 probate 19 docket |
Many extremely poor Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean |
|
Lower Vault |
Misc. |
Number of dockets unknown |
Poor, with Red rot present as well as dust. |
|
Upper Vault (upper level) |
Voters
Registration Marriage Maps Death Record Original
Births Ballots |
Cabinet (6ft. tall) Document cans Document cans Document cans Document cans Document cans |
Clean Clean Clean Clean Clean Clean |
|
Upper Vault (upper level) |
County
Commission Meetings Bonds, Funds,
Marriage Records, Financing Statements, Judgment Liens Returned
Documents Security
Statements Bingo License Court Order Fictitious
and Assumed Names Bankruptcy tax Release Execution Road Order Mechanics
Liens and Non-Probated Wills Adoption Affidavits
(sp.) Tax Deeds Redemption
Records Delinquents
and Probates |
17 document cans wooden cabinet (4 ft. x 3ft.) Floor Cabinet( 2 ft. tall, 17" wide) Wooden cabinets Wooden shelves |
Fair Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean |
|
Assessor Office |
Adkin,
Anawalt, Gary Davy, Big Creek |
54d vertical metal Cabinets (18x52) |
Clean |
|
Assessor (Downstairs) |
Land Books Change Cards Homestead Worksheets Nomps Reproved Card Change Card Combined
Accounts Assessment Redemptions Court Order
Returns Transfer Budget
Reports Oil and Gas (1)
Map.
|
28 dockets 8 banker boxes 60d vertical metal Map (20x16) |
Fair Map- Damaged Edges Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean Clean |
|
Assessor (Basement) |
See pictures |
See pictures |
Ridiculous, See Pictures |
|
Circuit Clerk office |
Law orders |
92 dockets |
Clean |
|
Circuit Clerk office |
Bond books |
18 dockets |
Clean |
|
Circuit Clerk office |
Fee Records |
24 dockets |
Clean |
|
Circuit Clerk office |
Chancery |
46 dockets |
Clean |
|
Circuit Clerk office |
Pistol License |
1 dockets |
Clean |
|
Circuit Clerk office |
Execution Dockets |
12 dockets |
Clean |
|
Circuit Clerk office |
Civil Memorandum |
4 dockets |
Clean |
|
Circuit Clerk office |
Petit Jury |
9 dockets |
Clean |
|
Circuit Clerk office |
Civil |
144 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
58 banker boxes |
Clean |
|
Circuit Clerk office |
Criminal and Civil and Chancery |
Wooden shelf loose files on shelf 5ft 2inch high and
30ft wide |
Clean |
|
Circuit Clerk office |
Appointed Attorney Records |
Non standard boxes on wooden shelf mentioned above
15ft linear |
Clean |
|
Circuit Clerk office |
Misc. |
2 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil and Criminal Active files |
88 vertical drawers |
Clean |
|
Circuit Clerk office |
Misc. |
90 document cans |
Clean |
|
Circuit Clerk office |
Process books |
7 dockets |
Clean |
|
Circuit Clerk office |
Executions |
18 dockets |
Clean |
|
Circuit Clerk office |
Civil Dockets |
26 dockets |
Clean |
|
Circuit Clerk office |
Trial dockets |
14 dockets |
Clean |
|
Circuit Clerk office |
Civil Fee Record Trial |
52 dockets |
Clean |
|
Circuit Clerk office |
Civil order |
82 dockets |
Clean |
|
Circuit Clerk office |
Fees and collection |
10 dockets |
Clean |
|
Circuit Clerk office |
Criminal cases |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Civil |
200 vertical drawers |
Clean |
|
Circuit Clerk office |
Trail Lost |
23 dockets |
Clean |
|
Circuit Clerk office |
Civil/Criminal |
48 banker boxes |
Clean |
|
Circuit Clerk office |
Civil and Criminal (no labels) |
965 document cans |
Clean |
|
Circuit Clerk office |
Petition Records |
18 dockets |
Clean |
|
Circuit Clerk office |
Delinquent Land Certificates |
8 dockets |
Clean |
|
Circuit Clerk office |
Reciprocal Dependency |
2 dockets |
Clean |
|
Circuit Clerk office |
Bond book |
4 dockets |
Clean |
|
Circuit Clerk office |
Process book |
4 dockets |
Clean |
|
Circuit Clerk office |
Administrative orders |
10 dockets |
Clean |
|
Circuit Clerk office |
Family order |
4 dockets |
Clean |
|
Circuit Clerk office |
Law order |
55 dockets |
Clean |
|
Circuit Clerk office |
Divorce/Domestic Relations/Mental Hygiene |
40 ft linear wooden shelf with small banker boxes on
them. And 15ft linear space with non standard boxes |
SEE COMMENTS |
|
Circuit Clerk office |
Plaintiff index |
8 dockets |
Clean/Dirt |
|
Circuit Clerk office |
Defendant |
8 dockets |
Clean/Dirt |
|
Circuit Clerk office |
Civil Action |
1 docket |
Clean/Dirt |
|
Circuit Clerk office |
Civil/Criminal/Juvenile |
60 vertical drawers |
Clean |
|
Sheriff office SEE COMMENTS |
Investigations/Reports/Accidents |
3 vertical cabinets |
Clean |
|
Prosecuting Attorney office |
Criminal Files |
12 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Abuse |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Closed cases |
12 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Juvenile |
20 banker boxes |
Clean |
|
Prosecuting Attorney office |
Magistrate Court |
16 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Juvenile |
4 vertical drawers |
Clean |
Comments: in the
Circuit clerks office, a room could partly be seen because it was on a balcony
like floor. the door to it was locked
and i could not go in because it contained mental health records. However i
could read some of the labels of the boxes and wrote down what i could see.
then i estimated a close amount of linear space.
In the sheriffs office i could only
see the records i have listed above. one of the deputies suspected me of doing
something else and did not let me see the records that was in the actual office
of the Sheriff. they assured me the records were fine and there were nothing
but vertical drawers in the office. They thought i was something like an under
cover reporter and took my I.D. so i did the best i could. Employees were
smoking in the building, which could be dangerous with paper records
nearby. The building is separate from
the courthouse.
Prosecuting Attorney was the same way
they distrusted me showed the records I have mentioned in the office however
they did not allow me to enter the other storage room. he said it was clean and records were in some
vertical cabinets and banker boxes. Prosecuting attorney in judicial
annex.
Circuit Clerk also said that they
had some old Hatfield McCoy records but now they do not know where they are at
now.
Assessors office basement
storage had records scattered all over the floor. Records were filthy. This area is in horrible condition (see
pictures].
All offices need more storage
space; offices get no money from county to manage records, according to
employees.
P1, P2,
P3, P4, P5, P6, P7,
P8, P9
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
No |
Yes |
No |
no |
Comments: all
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
12 |
7 |
8 |
14 |
8 |
|
Part time |
0 |
0 |
0 |
0 |
2 |
|
Volunteers |
0 |
0 |
2 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
Basic Assessment Training |
None |
In-House on the job |
None |
None |
|
Opportunities available |
Association Meetings (once a yr.) |
None |
Association Meetings Twice yearly |
None |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
8 hrs. |
8 hours |
8 hrs. |
Didn't say |
Didn't say |
|
Public use |
Access |
Didn't know |
Access |
Didn't say |
Didn't say |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
day |
Didn't know |
Seldom |
Didn't say |
Didn't say |
|
Public use |
Access |
Didn't know |
Access |
Didn't say |
Didn't say |
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 |
Do not copy to store |
|
Back up voter registration |
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
Yes (tapes) |
|
|
|
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) |
TMC Technologies |
|
CSI |
|
N/A |
|
Software used |
Windows |
CSSI |
Excel, Word |
NIBR Crisnet |
|
|
Name and address of the vendor used |
Carl McNeil, Fairmont |
|
Parkersburg |
|
N/A |
|
System support used |
WVIC |
|
CSI |
|
N/A |
|
Name and address of the vendor used |
|
|
|
|
N/A |
|
Security in place for the storage system |
Passwords |
|
Passwords |
Passwords |
N/A |
|
Security in place for the backup system |
Passwords |
|
Passwords |
|
N/A |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
Backup done every night |
|
N/A |
Comments:
Prosecuting attorney- note book paper was used instead of
survey it says all the documents that are destroyed copies are kept in storage/
also photocopy
Circuit clerk- note book paper also- no retention
schedule
Sheriff - note book- no retention schedule and they do
destroy documents.