1.1 The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Storage Rooms

Inactive Records Area B

1.1.A Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor 68

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold - active (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold - inactive (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Moisture, Dampness (record as yes/no) and note where

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals - alive note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals - past note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects - alive note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects - past note kind

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

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 n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor no

Circuit Clerk not for records

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments: The County Clerk's, Sheriff's Tax and Prosecuting Attorney's offices did not complete the survey.

 

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

Location

Record Type

Volume

Condition

Assessors office - Main

Map Cards

Kard-Vever with 8 shelves with 6 boxes 5x8

Clean

Assessors office - Main

Land Books

105 large books, 162 small books, 44 computer printouts

Clean

Assessors office - Main

Maps

2 9-drawer cabinets

Clean

Assessors office - Main

File Cabinets

12 2-drawer letter size, 2 4-drawer letter size, 3 4-drawer legal size

Clean

Assessors office - Main

Transfer Cards

20 drawers

Clean

Assessors office - Main

Property Records

5 3x3x18 lateral cabinets

Clean

Assessors office - Appraiser's Room

File Cabinets

6 5-drawer letter size, 2 2-drawer legal size

Clean

Assessors office - Appraiser's Room

Maps & Plats

9 drawers

Clean

Assessors office - Storage Room 1

Miscellaneous Records

4 5-drawer letter size cabinets

Clean

Assessors office - Dungeon

Various Forms

4 metal cabinets

Clean

Assessors office - Dungeon

File Cabinets

1 4-drawer legal size, 3 4-drawer letter size

Clean

Assessors office - Dungeon

Maps

1 cabinet

Clean

Assessors office - Dungeon

Personal Property Records, Cards, Dog Books

52 1.5cf boxes

Clean

Circuit Clerk office - Main

Current & Retired Cases

6 Kardex Vertical Filers, 7 shelves each (approximately 1000 files)

Clean

Circuit Clerk office - Main

Old Files

100 files

Clean

Circuit Clerk office - Main

Confidential Records

5 drawers letter size, locked

Clean

Circuit Clerk office - Main

Court Cassette Tapes

3 1cf boxes, 4 envelope boxes, 69 double-sided trays

Clean

Circuit Clerk office - Main

Order Books

92 small books

Clean

Circuit Clerk office - Main

Old Orders, etc.

33 large books

Clean

Circuit Clerk office - Storage in Appraiser's Office

Retired Files

10 4-drawer legal size, 1 4-drawer letter size cabinets

Clean

Circuit Clerk office - Storage in Appraiser's Office

Books

26 large, 23 small

Clean

Circuit Clerk office - Storage in Appraiser's Office

Retired Case Files

30 1cf boxes

Clean

Circuit Clerk office - Storage in County Commission Room

Retired Files

2 4-drawer letter size, 2 4-drawer legal size cabinets

Clean

Circuit Clerk office - Storage in County Commission Room

Retired Cases

43 1.5cf boxes

Clean

Circuit Clerk office - Storage in WVU Extension Office

Very Old Records

428 can files

Clean

Circuit Clerk office - Storage in WVU Extension Office

Retired Cases

4 4-drawer letter size

Clean

Circuit Clerk office - Storage in WVU Extension Office

Old Chancery, Common Law, etc.

115 large books

Clean

Circuit Clerk office - Storage in WVU Extension Office

Retired Cases

4 1cf boxes

Clean

County Clerk office - Main

Deeds

415 large books, 179 small books, 7 reduced books

Clean

County Clerk office - Main

Deeds of Trust

157 small books

Clean

County Clerk office - Main

Births (begin 1869)

9 large books

Clean

County Clerk office - Main

Births Index

4 large books

Clean

County Clerk office - Main

Deaths

4 large books

Clean

County Clerk office - Main

Deaths Index

3 large books

Clean

County Clerk office - Main

Marriages

5 large books

Clean

County Clerk office - Main

Marriage Index

2 large books

Clean

County Clerk office - Main

Wills

25 large books, 26 small books

Clean

County Clerk office - Main

Wills Index

4 large books

Clean

County Clerk office - Main

Discharges

19 large books, 2 small books

Clean

County Clerk office - Main

Index

1 large book

Clean

County Clerk office - Main

Fiduciary

66 large books, 52 small books

Clean

County Clerk office - Main

Land & Personal Property

55 printouts

Clean

County Clerk office - Main

Indices Deeds, Deeds of Trust, Release

39 large books, 10 small books

Clean

County Clerk office - Main

Oaths, Trustees, Power of Attorney

22 large books, 18 small books

Clean

County Clerk office - Downstairs Active and Storage

Marriage

25 large books

Clean

County Clerk office - Downstairs Active and Storage

Contract Bonds

16 large books, 13 small books

Clean

County Clerk office - Downstairs Active and Storage

Lunacy

13 large books

Clean

County Clerk office - Downstairs Active and Storage

Law Order

39 large books

Clean

County Clerk office - Downstairs Active and Storage

Deed

24 large books

Clean

County Clerk office - Downstairs Active and Storage

Release

59 large books, 22 small books

Clean

County Clerk office - Downstairs Active and Storage

Deeds of Trust

177 large books, 21 small books

Clean

County Clerk office - Downstairs Active and Storage

Land Books

240 large books

(some old, poor condition)

County Clerk office - Downstairs Active and Storage

Time Sheets & Payrolls

20 1cf boxes, 10 1.5cf boxes

Clean

County Clerk office - Downstairs Active and Storage

Receipts, Statements, Tax Liens, etc.

34 1.5cf boxes

Clean

County Clerk office - Downstairs Active and Storage

Loose Forms & Records

4 2-door metal cabinets 3'x6.5'x18"

Clean

County Clerk office - Downstairs Active and Storage

Plats

2 cabinets

Clean

County Clerk office - Downstairs Active and Storage

Maps

2 hanging map cabinets with 307 maps

Clean

County Clerk office - Downstairs Active and Storage

Road Construction Blueprints Books

16 hanging books

Clean

Sheriff's Tax office - Main

File Cabinets

4 4-drawer legal size, 7 5-drawer legal size, 2 5-drawer card size

Clean

Sheriff's Tax office - Main

Lateral Cabinets

2 4-drawer

Clean

Sheriff's Tax office - Main

Land & Personal Property (1998-2002)

25 books

Clean

Sheriff's Tax office - Storage

Recently Purged Records

2 1cf boxes

Clean

Prosecuting Attorney office - Vault

Active Cases & 3 Years Retired Cases

15 legal size file cabinets

Clean

WVU Extension Building

Land & Personal Property

18 books

Clean

WVU Extension Building

Invoices, Receipts, Reports

42 1.5cf boxes

Clean

WVU Extension Building

Boxes

60+ 1cf

Clean

WVU Extension Building

File Cabinets

3 4-drawer legal size cabinets

Clean

 

Comments: It was impossible to determine which items in the WVU Extension Building belonged to which office. The County is currently renting approximately 12,228 square feet of space for records storage. The surveyor was not informed of this storage space during the visit.

 

 

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, P30, P31, P32, P33, P34, P35, P36, P37, P38

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

N/A

N/A

N/A

 

Comments

 

 

 

 

 

 

 

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

12

5

N/A

N/A

N/A

Part time

1

0

N/A

N/A

N/A

Volunteers

0

0

N/A

N/A

N/A

1.7.B Records Training

 

 

N/A

N/A

N/A

Training received

Basic assessment training, special Tax Department training daily in-house

Manuals, memos, word of mouth

N/A

N/A

N/A

Opportunities available

Association Meetings, Tax Department training school

Circuit Clerk Annual Training, special training as offered by the Supreme Court

N/A

N/A

N/A

1.1.D.b Average Daily Retrievals of Current Records

 

 

N/A

N/A

N/A

Staff use

7 hours

All

N/A

N/A

N/A

Public use

7 hours

All

N/A

N/A

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

N/A

N/A

N/A

Staff use

7 hours

All

N/A

N/A

N/A

Public use

7 hours

All

N/A

N/A

N/A

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

None

 

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

None

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

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

N/A

None

N/A

N/A

N/A

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)

Wvisc.state.wv.us

Supreme Court system

N/A

N/A

N/A

Software used

Microsoft Word, Excel, AutoCAD

CCMS/Software Computer Group

N/A

N/A

N/A

Name and address of the vendor used

N/A

N/A

N/A

N/A

N/A

System support used

N/A

N/A

N/A

N/A

N/A

Name and address of the vendor used

N/A

N/A

N/A

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

N/A

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

Yes (records retention schedule as adapted by the Supreme Court)

N/A

N/A

N/A

Documentation processes to show what records have been destroyed in the past five years (record as yes/no)

No

Yes

N/A

N/A

N/A

Any records management guidelines used for electronic records (record as yes/no)

Yes

N/A

N/A

N/A

N/A

 

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)

Yes

No

N/A

N/A

N/A

Lists contain record group, series, span date, and quantity data (record as yes/no)

N/A

N/A

N/A

N/A

N/A

Transfer documentation for these records (record as yes/no)

N/A

N/A

N/A

N/A

N/A

 

Comments

 

 

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