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 Circuit Clerk 78 office County Clerk main office-76 Sheriff tax- 72 Prosecuting Attorney	Assessor Circuit Clerk Attic- 77 County Clerk library-76 Sheriff annex-75 Prosecuting Attorney annex-75	Assessor Circuit Clerk Dirt Basement-65 Circuit Clerk Annex-75 County Clerk Sheriff Prosecuting Attorney 5^th floor-
Humidity (record as relative humidity)	Assessor Circuit Clerk 32 office County Clerk-34 Sheriff- 38 Prosecuting Attorney	Assessor Circuit Clerk Attic-34 County Clerk-34 Sheriff-34 Prosecuting Attorney-34	Assessor Circuit Clerk Dirt Basement-48 Circuit Clerk Annex-34 County Clerk Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk NA County Clerk-no Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk Dirt Basement-no Circuit Clerk Annex NA County Clerk Sheriff Prosecuting Attorney
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex-no County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff-no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement -no Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff-no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk no Sheriff-yes Prosecuting Attorney yes	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex yes County Clerk Sheriff Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor Circuit Clerk yes County Clerk Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk no County Clerk NA Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
Guards at entrance to area (record as yes/no)	Assessor Circuit Clerk yes County Clerk no Sheriff Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement- no Circuit Clerk Annex-no County Clerk Sheriff Prosecuting Attorney
Locked or limited access to areas with records (record as yes/no)	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk Dirt Basement yes Circuit Clerk Annex yes County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor Circuit Clerk yes County Clerk yes Sheriff-yes Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex yes County Clerk Sheriff Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor Circuit Clerk NA County Clerk NA Sheriff NA Prosecuting Attorney	Assessor Circuit Clerk NA County Clerk yes Sheriff NA Prosecuting Attorney NA	Assessor Circuit Clerk Dirt Basement No Circuit Clerk Annex NA County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement no Circuit Clerk Annex no County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk Dirt Basement no- Circuit Clerk Annex-no County Clerk Sheriff Prosecuting Attorney

Comments: It is necessary to go through security to gain access to the courthouse.

circuit clerk main offices manages over 4000 records. they had purchased a kompackt movable filer but the integrity of their fourth floor office could not handle the weight.

circuit attic (the penthouse) balcony room over the 5^th floor stores inactive records.

circuit dirt basement is a crawl space approximatley 4ft high between the floor of the courthouse and the ground. some record boxes are on the ground and some are covered with plastic. cases are still being retrieved from some of these boxes. also three bicycles marked as evidence were in this space.

circuit stores inactive records in courthouse basement annex.

county clerk stores records in ohio library basement. it is very nice-climate controlled, secured by locked door. access is only gained by a letter from the county clerk office. other items belonging to the library are stored here. three cabinets 18 drawers each of microfiche are stored here. they appear to be deeds, land, and deed of trust, but not for sure.the library was asked for a copy of their inventory but one could not be found. the staff in the county clerk office was asked and they didn't know anything about it.

sheriff tax stores inactive records in the court house annex basement along with circuit clerk and pa.

assessor stores records in the court house annex.

No surveys received from Assessor, prosecuting attorney, or Sheriff's offices.

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

Location	Record Type	Volume	Condition
Assessor office		Lextriever Kardex Series 80	Clean
Assessor office		1 5-drawer letter size cabinet	Clean
Assessor office		7 4-drawer legal size cabinets	Clean
Assessor office	Transfer cards	18 5x8 drawers	Clean
Assessor office	Land & Personal Property	40 books	Clean
Circuit Clerk office - Main		8 3-drawer legal size cabinets	Clean
Circuit Clerk office - Main		2 4-drawer legal size cabinets	Clean
Circuit Clerk office - Main		5 5-drawer legal size cabinets	Clean
Circuit Clerk office - Main	Current Order	10 small books	Clean
Circuit Clerk office - Room 1	Order	58 large books, 260 small books and dockets	Clean
Circuit Clerk office - Room 1	Cases	260 1 cu.ft. boxes	Clean
Circuit Clerk office - Room 2	Cases	400+ - 1 cu.ft. boxes	Clean
Circuit Clerk office - Room 2	Orders	103 small books	Clean
Circuit Clerk office - Annex	Retired Juvenile, Civil, Criminal, Mental Hygiene, etc.	275 -1 cu.ft. boxes	Clean
Circuit Clerk office - Penthouse	Retired Cases, Chancery, Common Law, Civil, Criminal, and court reporter tapes and notes	400+ - 1 cu.ft. boxes	Clean
Circuit Clerk office - Dirt Basement		200+ 1 cu.ft. boxes	Surface dirt
County Clerk office - Main	Deeds of Trust	781 large books, 384 small books	Clean
County Clerk office - Main	Index	10 large books, 16 small books	Clean
County Clerk office - Main	Deeds	164 photocopy	Clean
County Clerk office - Main	Deeds	351 large books, 222 small books	Clean
County Clerk office - Main	Settlements	204 large books, 148 small books	Clean
County Clerk office - Main	Land Books	24 large books, 42 printouts	Clean
County Clerk office - Main	Order Books	70 large books, 40 small books	Clean
County Clerk office - Main	Appraisement	118 large books, 105 small books	Clean
County Clerk office - Main	Wills	57 large books, 49 small books	Clean
County Clerk office - Main	Releases	154 large books, 88 small books	Clean
County Clerk office - Main	Fiduciary	47 large books	Clean
County Clerk office - Main	Index Liens	10 large books	Clean
County Clerk office - Main	Inheritance Tax Release	17 large books, 13 small books	Clean
County Clerk office - Main	Federal Liens	8 large books, 4 small books	Clean
County Clerk office - Main	Assignments	7 large books, 6 small books	Clean
County Clerk office - Main	Judgment Executions	19 large books, 42 small books	Clean
County Clerk office - Main	Trustees	2 large books	Clean
County Clerk office - Main	Marriages	169 large books, 39 small books	Clean
County Clerk office - Main	Deaths	10 large books, 201 small books	Clean
County Clerk office - Main	Births	7 large books, 295 small books	Clean
County Clerk office - Main	Indices	85 large books	Clean
County Clerk office - Main	Plat Books	5 large books	Clean
County Clerk office - Main	Hanging Plats	34 large books	Clean
County Clerk office - Main	Fiduciary Settlements, Wills, Vital Certificates, Licenses, etc.	726 can files	Clean
County Clerk office - Ohio County Library Basement	Old Land Books, Deeds, Deeds of Trust, Appraisals, Orders, Releases	1200+ files	Clean
County Clerk office - Ohio County Library Basement	Old Wills, Settlements, Licenses, Certificates, Commission Records, etc.	610 can files	Clean
County Clerk office - Ohio County Library Basement	Microfiche	64 drawers (3 cabinets, 18 drawers each)	Clean
Sheriff's Tax office - Main	Land and Personal Property	106 books	Clean
Sheriff's Tax office - Main	Appraisals, Personal Tax, Transfer	8-drawer lateral cabinets	Clean
Sheriff's Tax office - Main	Appraisals, personal tax, transfer	12-drawer legal size cabinets	Clean
Sheriff's Tax office - Main	Appraisals, personal tax, transfer	16-drawer legal	Clean
Sheriff tax office- main	Appraisals, personal tax, transfer	4d letter size	clean
Sheriff's Tax office - Main	Paid Tax Receipts	16 banker boxes	Clean
Sheriff's Tax office - basement	Cancelled Checks, Receipts, Audits	100+ - 1.5 cu.ft. boxes	Clean
Prosecuting Attorney office - Main	Felony, Misdemeanor files	7 5-drawer legal size cabinets	Clean
Prosecuting Attorney office - Main	Long, Active and Retired Cases	1 5-drawer lateral 3' long cabinet	Clean
Prosecuting Attorney office - Storage Fifth Floor	Retired Cases	80+ -1 cu.ft. boxes	Clean
Prosecuting Attorney office - Storage Fifth Floor		24-drawer legal size cabinets	Clean
Prosecuting Attorney office - Storage Annex	Retired Cases	25 - 1 cu.ft. boxes	Clean

Comments: The majority of the fifth floor of the Prosecuting Attorney's office is filled with old law books. Offices could use more storage.

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12

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

Comments: All offices need disaster plans in place.

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time		8
Part time		0
Volunteers		1
1.7.B Records Training
Training received		Minimal
Opportunities available		Association Meetings
1.1.D.b Average Daily Retrievals of Current Records
Staff use		Full day
Public use		2+
1.7.D.b Average Daily Retrievals of Stored Records
Staff use
Public use

Comments: The all offices need on-going records management training program established.

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied		None
Disposition of originals
Discarded
Placed in storage
Microfilming
Internal
Volume of material microfilmed
Disposition of originals
Discarded		No
Placed in storage		Yes
Master copy stored onsite or offsite		Onsite
User copies available (record as yes/no)
External
Volume of material microfilmed		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		None
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		None
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments:

85-year-old volunteer did microfilming for Circuit Clerk's office. once records are microfilmed, they are sent to storage wherever it is available. There is a lack of storage space and a lack of space for additional employees in the Circuit Clerk's office.

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)		None
Software used
Name and address of the vendor used
System support used
Name and address of the vendor used
Security in place for the storage system
Security in place for the backup system
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
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)		Yes
Any records management guidelines used for electronic records (record as yes/no)		No

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
Lists contain record group, series, span date, and quantity data (record as yes/no)
Transfer documentation for these records (record as yes/no)

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