1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Assessor Back Room R2-active records Basement	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 70 Circuit Clerk 71 County Clerk 70 Sheriff 70 Prosecuting Attorney	Assessor 70 Circuit Clerk 71 County Clerk 70 Sheriff 70 Prosecuting Attorney	Assessor-custodian room-NA Assessor- probation office- NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 40 Circuit Clerk 36 County Clerk 41 Sheriff 38 Prosecuting Attorney	Assessor 40 Circuit Clerk NA County Clerk 40 Sheriff 40 Prosecuting Attorney	Assessor CR- NA Assessor PO- NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney	Assessor no Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO- NA Circuit Clerk County 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	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO- no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR-no Assessor PO-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO- no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney	Assessor CR-yes Assessor PO- no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor CR- NA Assessor PO-NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR -no Assessor PO- no Circuit Clerk County 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	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR-no Assessor PO- no Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Locked or limited access to areas with records (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor CR-yes Assessor-PO-yes Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney	Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney	Assessor CR- no Assessor PO- NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney	Assessor CR-no Assessor PO- NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Panic Button (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR-no Assessor PO- NA Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Key card access (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor CR-no Assessor PO-no Circuit Clerk County Clerk Sheriff Prosecuting Attorney

Comments:

This courthouse was renovated in 1996, and it is well lit which provides good access to the records.

The Prosecuting Attorney does not maintain an office in the courthouse.

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

Location	Record Type	Volume	Condition
Assessors office - Main	Land and Personal Property (1990-2002)	24 books	Clean
Assessors office - Main	District information	2 4-drawer legal size cabinets	Clean
Assessors office - Main	Forms, supplements, farm statements, building permits, dog records, etc.	4 3-drawer legal size cabinets	Clean
Assessors office - Main	Land and Personal Property Books	4 8-ft. built-in cabinets	Clean
Assessors office - Main	Land and Personal Property Books, NADA, etc.	9-ft. shelves	Clean
Assessors office - Room 2	Review dockets & worksheets	4 4-drawer legal size cabinets	Clean
Assessors office - Room 2	Map Cards	1 18-drawer 5x8 cabinet	Clean
Assessors office - Room 2	6- to 9-year-old reviews	4 1.5cf banker boxes	Clean
Assessors office - Room 2	Maps	1 5-ft. shelf	Clean
Assessor probation office storage	Maps	Rolled up on floor 15ft linear approximately	clean
Circuit Clerk office - Main	Cases co-mingled by year	9 letter-size cabinets, 15 legal-size cabinets	Clean
Circuit Clerk office - Main	Old Chancery, Common Law, Current Orders	80 large books	Fair to poor condition
Circuit Clerk office - Main	Chancery, Common Law, Fiduciary, miscellaneous	34 large books	Clean
Circuit Clerk office - Main	Current Records, Criminal, Civil, Juvenile, Mental Hygiene, Domestic, etc.	58 small books	Clean
Circuit clerk main office	Misc. records	Open files approximately 18ft linear x 1ft H	Clean
Circuit clerk main office	Various records inactive	App. 30 + document cans	Clean
Circuit clerk main office	Old misc. records	Dockets stacked on top metal shelf 2ftH x 10ft L	Torn, surface dirt, poor condition
Circuit clerk main office	Various records	128 approximately- dockets	Some missing bindings, torn, surface dirt
Circuit clerk room 2	Various records	405-approximately- dockets	Clean
Circuit clerk room 2	Various records	Dockets-24 ft linear x 1ft high stacked on top of 3 metal shelves	Dust
Circuit clerk room 2	Various records	6d vertical metal	clean
Circuit clerk room 2	Supplies	4 cabinets	clean
County Clerk office - Main	Inventory	41 large books, 13 small books	Clean
County Clerk office - Main	Service Discharge	5 large books	Clean
County Clerk office - Main	Wills	8 large books, 7 small books	Clean
County Clerk office - Main	Surveyors	1 large book, 4 small books	Clean
County Clerk office - Main	Record Book	3 small books	Clean
County Clerk office - Main	Record of Fee	3 large books	Clean
County Clerk office - Main	State Road Contract	1 small book	Clean
County Clerk office - Main	Rights of Way	1 small book	Clean
County Clerk office - Main	Oil & Gas Lease	18 large books, 1 small book	Clean
County Clerk office - Main	Vital Statistics	11 large books, 1 small book	Clean
County Clerk office - Main	Land & Personal Property	80 large books, 36 printouts	Clean
County Clerk office - Main	Telephone & Power Right of Way	11 large books, 1 small book	Clean
County Clerk office - Main	Office Bond	1 large book	Clean
County Clerk office - Main	Miscellaneous Orders	55 large books	Old, fair to poor condition
County Clerk office - Main	Release	13 large books, 11 small books	Clean
County Clerk office - Main	Church Trustees	2 small books	Clean
County Clerk office - Main	Judgment Liens	5 large books, 3 small books	Clean
County Clerk office - Main	Indices	35 large books	Clean
County Clerk office - Main	Deeds	103 large books, 58 small books	Clean
County Clerk office - Main	Deeds of Trust	24 large books, 66 small books	Clean
County Clerk office - Main	Fiduciary	5 small books	Clean
County Clerk office - Main	Various Records & Forms	6 3-drawer legal size cabinets	Clean
County Clerk office - Main	Correspondence	3-drawer letter size cabinet	Clean
County Clerk office - Basement	Old Wills, Licenses, Statements, Certificates, etc.	312 can files	Clean
County Clerk office - Basement	Miscellaneous	8-drawer legal size cabinets	Clean
County Clerk office - Basement	Old cards	16-drawer 5x7 cabinet	Clean
County Clerk office - Basement	Old Land & Personal Property	80 large books	Clean
County Clerk office - Basement	Land & Personal Property	50 very large books w/paper backs	Poor condition
County Clerk office	Record Fees, Fiduciary, etc.	50 large books	Old & worn
County Clerk office	Payrolls & Financing Statements	33 -1cf boxes	Clean
County clerk basement	Personal property	72-app.-dockets	Surface dirt, old
County clerk basement	Personal property	Paper records with out covers in stacks app. 10ft high combined	Torn, surface dirt, browning
County clerk basement	land	16 dockets	Surface dirt
County clerk basement	Unknown	17-app. Manila envelopes stacked on the floor	clean
Sheriff's Tax office	Current Tax Records	2 4-drawer legal-size cabinets	Clean
Sheriff's Tax office	Land & Personal Property	95 large books	Clean
Sheriff's Tax office	Waiting audits	3 1.5cf boxes	Clean
Sheriff's Tax office	Receipts, Statements, Cancelled Checks	25 1cf boxes	Clean
Prosecuting Attorney office	Current case files	108 files	Clean

Comments:

The storage area in the back of the Probation Office is used for mapping and storing maps for assessors office.

the assessor records in the custodians room are stored with chemical cleaners and other janitorial supplies. water pipes lined the ceiling over records. old library research books are stored here also. they line the dirty floor 10 ft linear x 11ft h.

sheriff basement storage is a mess. cards board boxes containing records seems to have been tossed in a pile. some boxes have broken open and some boxes do not have lids.

sheriff tax office keeps there active records beside a coffe pot and microwave.

county clerk basement is very messy. records are in the floor.

circuit clerk keeps coffee pot beside records also.

The Prosecuting Attorney's records are housed in his personal office across from the courthouse. Files for 108 current cases are in this office. Files for the remaining 484 cases handled during his tenure are stored in his home workshop on Rt. 33.

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

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

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	4	1	3
Part time	1	0	0
Volunteers	0	0	0
1.7.B Records Training
Training received	Basic Assessment Training, annual in service training, other classes	None	in-house as needed	in-house
Opportunities available	Tax Dept. in Charleston, Association Meeting, Annual Assessor's Meeting	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	Don't know	Don't know	2 hours	Don't know
Public use	Don't know	Don't know	2 hours	Don't know
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Don't know	Don't know	None	Don't know
Public use	Don't know	Don't know	None	Don't know

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied		None	None
Disposition of originals
Discarded				No
Placed in storage				Yes
Microfilming
Internal
Volume of material microfilmed			None	None
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			None	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	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

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	QWS3270			AS-400
Name and address of the vendor used	Cole Layer Trumble			Software Systems
System support used	WVISC
Name and address of the vendor used	State Tax Dept., Charleston, WV
Security in place for the storage system	TMC of Fairmont, WV has been contracted for security and system maintenance
Security in place for the backup system	Backup is responsibility of State Tax Dept., Charleston, WV			Backup stored in safe
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	None	None	None
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	No	Yes	No
Any records management guidelines used for electronic records (record as yes/no)	Yes - State Tax Department Guidelines	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

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