1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 76.8 Circuit Clerk 80 County Clerk 72 Sheriff 76.8 Prosecuting Attorney 72	Assessor vault-shared with county clerk Circuit Clerk basement- 72 County Clerk vault room upstairs R1-77/ vault downstairs-NA Sheriff vault-74.8 Prosecuting Attorney	Assessor jail- 76 Circuit clerk jail- 76 County clerk jail- 76 Sheriff jail- 76 Prosecuting attorney-76
Humidity (record as % relative humidity)	Assessor 40 Circuit Clerk 34 County Clerk 34 Sheriff 44 Prosecuting Attorney 42	Assessor Circuit Clerk -42 County Clerk R1-45/ R2-NA Sheriff 40 Prosecuting Attorney	All-53
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk-R1-no/ R2-no County Clerk yes Sheriff no Prosecuting Attorney	yes
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 no County Clerk R1-no/ R2-no Sheriff no Prosecuting Attorney	no
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	no
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes	Assessor Circuit Clerk R1-no/ R2-no County Clerk no Sheriff no Prosecuting Attorney	no
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no-R1 R2 County Clerk no Sheriff no Prosecuting Attorney	no
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no-R1 R2 County Clerk no Sheriff no Prosecuting Attorney	no
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	no
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff yes various kinds Prosecuting Attorney	no
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	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 Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	no
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	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 Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	no
Locked or limited access to areas with records (record as yes/no)	Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk yes County Clerk yes-R1 R2 Sheriff yes Prosecuting Attorney	yes
Alarm system (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no- R2 R1 Sheriff no Prosecuting Attorney	no
Secured doors/windows (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk yes County Clerk yes- R1 R2 Sheriff yes Prosecuting Attorney	yes
Panic Button (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	no
Key card access (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no-R1 R2 Sheriff no Prosecuting Attorney	no

Comments

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

Location	Record Type	Volume	Condition
Assessors office	Map cards property appraisals	Machine containing map cards 70 inch wide machine	Clean
Assessors office	Map cards/ Personal Property	Another map card machine with Personal Property Machine 91 inches wide	Clean
Assessors office	Personal property/Affidavits/ Redemptions	16 vertical drawers	Clean
Assessors office	Personal Property taxes	Wooden cabinets4drawers	Clean
Assessors office	Personal Property 2002 Supplemental Ticket 2001 DMV books1999	18 wooden file cabinets	Clean
Assessors office	Real Estate Transfer	4ft 2inch high and 1ftand 8inch wide metal cabinet 2 of them	Clean
Assessors office	DMV folders for2 years	Wooden shelf 2ft 6inch wide 76 inch high	Clean
Assessors office	Land books	132 dockets	Clean/Dirt
Assessors office	Personal Property	31 dockets	Clean
Assessors office	DMV books	22 wooden shelves	Clean
Assessors office	Redemption to state homestead disability center appraisals	4 vertical drawers	Clean
Assessors office	Comm. Property	24 vertical drawers	Clean
Assessors office	Personal Property	4 vertical drawers	Clean
Assessors office	Maps	64inch wide and 3ft high	Clean
Assessors office	Map books	4 dockets	Clean
Assessors office	Regular Taxes 2002	7 books	Clean
Assessors office	Regular Taxes 2001	7 books	Clean
Assessors office	Real Estate Alpha book	1 docket	Clean
Assessors office	Taxes/affidavits/ Court orders	38 document cans	Clean
Assessors office	Blue tax folder books	7 books	Clean
Assessors office	2001Assessments (exonerations, dog tags, tax tickets)	56 vertical drawers	Clean
Assessor inactive-vault	Map cards	14d lateral files	Clean
Assessor inactive-vault	Assessments	9- non standard cardboard boxes	Clean
Assessor-jail	Assessment records	Approximately-270 dockets stacked on floor lining jail cell	Surface dirt
Assessor-jail	Assessment records	Approximately-60 dockets stacked everywhere	Surface dirt, some missing spines and torn edges
Assessor jail	Assessment records	10 non standard boxes	Clean
Assessor-jail	Land	20- dockets	Clean
Assessor-jail	Personal property	9-dockets	clean
Assessor-jail	Tax certified	2- non standard	Clean
Assessor-jail	Maps	1 non standard cardboard box	Clean
Assessor-jail	Records	6 non standard	Clean
Circuit Clerk office/vault	Civil Cases	10 vertical drawers	Clean
Circuit Clerk office/vault	Criminal	2 dockets	Clean
Circuit Clerk office/vault	Computer index legers	13 dockets	Clean
Circuit Clerk office/vault	Misc.	22 vertical drawers	Clean
Circuit Clerk office/vault	Guardianship	5 vertical drawer	Clean
Circuit Clerk office/vault	Mental Hygiene	3 vertical drawers	Clean
Circuit Clerk office/vault	Index civil cases	8 dockets	Clean
Circuit Clerk office/vault	Civil Actions	4 dockets	Clean
Circuit Clerk office/vault	Civil Appeals	3 vertical drawer	Clean
Circuit Clerk office/vault	Adoptions	1 vertical drawer	Clean
Circuit Clerk office/vault	Guardianship	1 docket	Clean
Circuit Clerk office/vault	Domestic Violence	7 vertical drawers	Clean
Circuit Clerk office/vault	Civil orders	11 dockets	Clean
Circuit Clerk office/vault	Criminal	16 vertical drawers	Clean
Circuit Clerk office/vault	Jury	1 docket	Clean
Circuit Clerk office	Civil	280 - vertical drawers	Clean
Circuit Clerk office	Domestic	76 vertical drawers	Clean
Circuit Clerk office	Criminal	32 vertical drawers	Clean
Circuit Clerk office	Juvenile	28 vertical drawers	Clean
Circuit Clerk office	Juvenile	72 document cans	Clean
Circuit Clerk office	Criminal and civil	696 document cans	Clean
Circuit Clerk office	Mental Hygiene	15 dockets	Clean
Circuit Clerk office	Reciprocal Dependency	9 dockets	Clean
Circuit Clerk office	Civil order books	234- dockets	Clean/Dirt/Torn
Circuit Clerk office	Order books	12 dockets	Clean
Circuit Clerk office	Domestic violence	4 dockets	Clean
Circuit Clerk office	Misc. dockets	10 dockets	Dirt/Torn
Circuit Clerk office	Criminal	2 dockets	Dirt
Circuit Clerk office	Order books	42 row shelves	Clean
Circuit Clerk office	Order books	28 row shelves	Clean
Basement-circuit	Civil files	212 vertical drawers	Clean
Basement-circuit	Criminal files	72 vertical drawers	Clean
Basement-circuit	Adoption	12 vertical drawers	Clean
Basement-circuit	Domestic	16 vertical drawers	Clean
Basement-circuit	Closed Domestic violence	1ft linear of non standard boxes	Clean
Basement- circuit	Criminal	? # of boxes on wooden shelves	Clean
Basement- circuit	Civil	Exhibits on wooden shelves	clean
Circuit clerk-jail	Criminal	Approximately- 42 dockets	Surface dirt
Circuit clerk-jail	Chancery	? # dockets	Old surface dirt missing spine torn edges
Circuit clerk-jail	Various records	Unable to get in cell to count large banker, dockets, non standard boxes	Surface dirt
County clerk office	Deed books	559 dockets	Clean/Torn/Dirt
County clerk office	Release books	114 dockets	Clean
County clerk office	Fiduciary orders	46 dockets	Clean
County clerk office	Grantee index to deeds	33 dockets	Clean
County clerk office	Grantor to index trust deeds	26 dockets	Red rot
County clerk office	Road Records	2 dockets	Clean
County clerk office	Oil and Gas	6 dockets	Clean
County clerk office	Assignment	13 dockets	Clean
County clerk office	Public Service lien docket	1 docket	Clean
County clerk office	Defendant	12 docket	Clean
County clerk office	Trustees report sales	6 dockets	Clean
County clerk office	Service charge lien dockets	7 dockets	Clean
County clerk office	Trust Deeds	384 dockets	Clean
County clerk /vault-R2	Personal Property	16 dockets	Clean
County clerk -R2 vault	Order book fiduciary	12 dockets	Clean
County clerk vault-R2	List of Heirs records of Fiduciaries	14 dockets	Clean
County clerk office/vault-R2	Sale of Appraisements	193 dockets	Clean
County clerk office/vault-R2	Oaths of office	4 dockets	Clean
County clerk office/vault-R2	Minute book	21 dockets	Clean
County clerk office/vault-R2	Release deed and book	151 dockets	Clean
County clerk and Assessor vault-R1	Exonerations	6 wooden shelves 3ft each	Clean
County clerk and Assessor vault-R1	Settlements	56 wooden shelves 3ft each	Clean
County clerk and Assessor vault-R1	Contract bonds	6 wooden shelves 3ft each	Clean
County clerk and Assessor vault-R1	Highway records	6 wooden shelves 3fteach	Clean
County clerk and Assessor vault-R1	Marriage License/financing Statements/Bonds	88 document cans	Clean
County clerk and Assessor vault-R1	Maps	12d cabinets	Clean
County clerk and Assessor vault-R1	Wills	8d vertical metal	Clean
County clerk and Assessor vault-R1	Maps	5-hanging maps	Clean
County clerk and Assessor vault-R1	Receipts mail request	3- banker boxes	Clean
County clerk and Assessor vault-R1	Receipts	55- books	Clean
County clerk and Assessor vault-R1	Deed books	Micro film	clean
County clerk and Assessor vault-R1	Misc.	72-Document cans	clean
County clerk and Assessor vault-R1	Plat maps	18 metal drawers 4ft high and 1ft 8inches wide	Clean
County clerk and Assessor vault-R1	Delinquent Real Estate	10 dockets	Clean
County clerk and Assessor vault-R1	Birthrights and Birth certificates	12 vertical drawers	Clean
County clerk and Assessor vault-R1	Land books	60 dockets	Clean
County clerk and Assessor vault-R1	Personal Property	6 dockets	Clean
County clerk and Assessor vault-R1	Will books	75 dockets	Clean
County clerk and Assessor vault-R1	Debtor index financing statements	13 dockets	Clean
County clerk and Assessor vault-R1	Judgment line	52 dockets	Clean
County clerk and Assessor vault-R1	Release bond	180 dockets	Clean
County clerk and Assessor vault-R1	Appraisements	89 document cans	Clean/Torn
County clerk and Assessor vault-R1	Settlements	92 document cans	Clean/Torn
County clerk and Assessor vault-R1	Bonds	78 document cans	Clean/Torn
County clerk and Assessor vault-R1	Oaths	86 document cans	Clean/Torn
County clerk and Assessor vault-R1	Heirs	32 document cans	Clean/Torn
County clerk and Assessor vault-R1	Financing Statements	72 document cans	Clean/Torn
County clerk and assessor vault-R1	Tax Statements	23document cans	Clean
County- jail	Records	Approximately- 130 banker boxes	Clean
County-jail	Records	23- non standard boxes	Clean
County- jail	Records	Approximately- 40 dockets	clean
Sheriff office-main	Land books	5 dockets	Clean
Sheriff office-main	Personal Property tax books	6 dockets	Clean
Sheriff office-main	Delinquent tax	Stack of open files on shelf	Clean
Sheriff office	Misc.	21 dockets	Clean
Sheriff office	Land	20 dockets	Clean
Sheriff office	Personal property districts	9 dockets	Clean
Sheriff office	Daily collection tickets	3 metal cabinets- 3ft 7inches high X 1ft 8inch wide -1 cabinet 4ft high X 1ft 7inch	Clean
Sheriff office	Daily reports	7 metal shelves 4ft 1inch high X 1ft 7inch wide	Clean
Sheriff office	Committee Checks	12 metal drawers 2ft 5inch wide X 2ft high	Clean
Sheriff office	DMV	3 non standard	Clean
Sheriff office	Records	Manila folder in stacks on wooden shelves 74ftL	Clean
Sheriff office	Cases	20d vertical metal	clean
Sheriff office	Lean holders/ DMV/ Tax info	12 vertical drawers	Clean
Prosecuting attorney-	Investigation/Civil/Criminal	13 metal cabinets	Clean
Prosecuting Attorney office	Tapes and hearings	12 non standard boxes	Clean
Prosecuting Attorney office	Murder cases	4 banker boxes	Clean
Prosecuting Attorney office	Cases	32 vertical drawers	Clean
Prosecuting Attorney office	Criminal files	70 vertical drawers	Clean
Prosecuting Attorney	DNA	20 plastic binders	Clean
Prosecuting Attorney	Audit reports	? # banker	clean
Prosecuting attorney

Comments

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26, P27, P28, P29

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

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	Yes	Yes	Yes	Yes	Yes
Part time	No	Yes	No	No	Yes
Volunteers	No	No	No	No	No
1.7.B Records Training
Training received	In house	None	Classes, in house training	In house and tax meetings twice a year	Once a year training, in house trainings
Opportunities available	None	None	Annual meetings	None	Association Meetings
1.1.D.b Average Daily Retrievals of Current Records
Staff use	2 hours	Didn't know	2 hours	Didn't know	hour
Public use	2 hours	Didn't know	2 hours	Didn't know	hour
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Rare	Didn't know	Didn't know	Didn't know	Rare
Public use	Rare	Didn't know	Didn't know	Didn't know	Rare

Comments

sheriff needs more storage. some records are being stored in the memorial building.

sheriff tax is located in the judicial annex.

the circuit clerk, county clerk and sheriff store records in memorial building.

a large area of the jail contained county and circuit clerk records. several cells contained large banker boxes in stacks on the floor and cell beds. dockets were stacked on cell beds also. a cell block contained piles of records that covered the floor and you could not even step inside it was a mess. the records were not able to be counted properly in these cells.

all active offices were very clean and neat. all officals use upstairs old jail for records storge. the hallways of this jail are lined with dockets from various offices that strectch from the floor to the ceiling. they are in need of space. approximately 13,639 dockets line the hall ways in stacks.

county clerk has no enviromental control over vault storage area 1. county clerk basement records are stored with evidence. some records are stored at the memorial building.

the assessor uses a coffee pot beside records. assessor jail storage was a mess.

we had limtied access to jail cell space for all offices. no one had keys to record storage areas

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	unknown	unknown	unknown	unknown	unknown
Disposition of originals
Discarded				Yes	Yes
Placed in storage	Yes		Yes	Yes	Yes
Microfilming
Internal	none	none	none	none	none
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	yes	none	none	none	none
Volume of material digitized	Maps
Disposition of originals
Discarded	Yes
Placed in storage	Yes
Master copy stored (onsite or offsite )	Onsite
Backup copies available (record as yes/no)	yes
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)	Land administration			Taxes
Software used	WV NET state tax dept.		CCMS	Compatible	Windows
Name and address of the vendor used			State	Unisys system
System support used	WV Net		No	IBM Com
Name and address of the vendor used	Software systems		No	Unisys
Security in place for the storage system	Passwords		Passwords	Password
Security in place for the backup system			Passwords	Password
Procedural rules used for creation, storage, reformatting, and retirement of electronic records

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

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:

sheriff have some records OFFSITE in a MEMORIAL building however the address and name of building was not supplied

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