|
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 70 Circuit Clerk
72 County Clerk 75.0 Sheriff 68.9 Prosecuting Attorney 71 |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Basement 72 |
|
Humidity (record as % relative humidity) |
Assessor 51 Circuit Clerk 47 County Clerk 45 Sheriff 47 Prosecuting Attorney 46 |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement 47 |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement 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 Sheriff Prosecuting Attorney |
Basement no |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Dust or grime on records |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
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 Sheriff Prosecuting Attorney |
Basement yes |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement yes |
|
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 Sheriff Prosecuting Attorney |
Basement yes |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement yes |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement yes |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement yes |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Basement no |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Taxes |
23 dockets |
Clean |
|
Assessors office |
Personal Property |
15 dockets |
Clean |
|
Assessors office |
Land Books |
44 dockets |
Clean |
|
Assessors office |
Receipts |
2 banker boxes |
Clean |
|
Assessors office |
Checks |
72 vertical drawers |
Clean |
|
Assessors office |
Sheriffs |
22 dockets |
Clean |
|
Assessors office |
Misc. |
10 dockets |
Clean |
|
Assessors office |
Receipts |
35 dockets |
Clean |
|
Assessors office |
Final Distribution |
13 dockets |
Clean |
|
Assessors office |
Mortgages |
1 banker boxes |
Clean |
|
Assessors office |
Trail Balances |
14 dockets |
Clean |
|
Assessors office |
Districts |
12 vertical drawers |
Clean |
|
Assessors office |
Sheriffs Records of Fees |
4 dockets |
Clean |
|
Assessors office |
Accounts |
16 dockets |
Clean |
|
Assessors office |
Misc. Accounts |
10 binders |
Clean |
|
Circuit Clerk office |
Order Books |
13 dockets |
Clean |
|
Circuit Clerk office |
Misc. |
12 vertical drawers |
Clean |
|
Circuit Clerk office |
Order books |
128 dockets |
Clean |
|
Circuit Clerk office |
Civil Dockets |
34 dockets |
Clean |
|
Circuit Clerk office |
Law orders |
7 dockets |
Clean |
|
Circuit Clerk office |
Adoptions |
7 dockets |
Clean |
|
Circuit Clerk office |
Juvenile |
20 dockets |
Clean |
|
Circuit Clerk office |
Misc. |
1 dockets |
Clean |
|
Circuit Clerk office |
Criminal |
31 dockets |
Clean |
|
Circuit Clerk office |
Sealed |
4 vertical drawers |
Clean |
|
Circuit Clerk office |
Tapes |
4 vertical drawers |
Clean |
|
Basement |
Circuit clerk records |
21ftx4ft high non standard boxes |
Clean |
|
Circuit Clerk office |
Chancery Order Books |
18 dockets |
Red rot/Dirt |
|
Circuit Clerk office |
Order books |
62 dockets |
Dirt |
|
Circuit Clerk office |
Minute books |
4 dockets |
Red rot/Torn |
|
Circuit Clerk office |
Legal Cases |
17 banker boxes |
Clean |
|
Circuit Clerk office |
Juvenile Cases |
8 banker boxes |
Clean |
|
Circuit Clerk office |
Juvenile |
4 non standard boxes |
Clean |
|
Circuit Clerk office |
Old books |
3 cabinets 7 metal shelves 34inchx12inch |
Red rot/Water damage |
|
Circuit Clerk Basement |
Law orders |
20 dockets |
Torn |
|
Circuit Clerk Basement |
General index Criminal orders |
5 dockets |
Torn |
|
Circuit Clerk Basement |
Order books |
5 dockets |
Red rot/ Torn |
|
Circuit Clerk Basement |
Misc. |
444 storage boxes |
Clean |
|
Circuit Clerk Basement |
Misc. |
3 cabinets 7 shelves 34inchesx 12inches |
Clean |
|
Circuit Clerk Basement |
Cases |
12 non standard boxes |
Clean |
|
Circuit Clerk Basement |
Printouts |
3 banker boxes |
Clean |
|
Circuit Clerk Basement |
DIV |
124 vertical drawers |
Clean |
|
Circuit Clerk Basement |
DOC |
4 vertical drawer |
Clean |
|
Circuit Clerk Basement |
Old minutes books |
4 binders |
Water damage |
|
Circuit Clerk Basement |
Misc. |
4 vertical drawer |
Clean |
|
Circuit Clerk Basement |
Deposit |
4 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Criminal |
20 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Pistol Permits |
12 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Petition |
4 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Cases |
14 banker boxes |
Clean |
|
Circuit Clerk Basement |
Sealed |
5 banker boxes |
Clean |
|
Circuit Clerk Basement |
Stacked files |
12 ft high |
Clean |
|
Circuit Clerk Basement |
Inventory |
12 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Civil Appeals |
8 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Asbestos |
69 banker boxes 2 non standard boxes |
Clean |
|
County Clerk |
Trust Deeds |
232 documents cans |
Clean |
|
County Clerk |
Births |
34 document cans |
Clean |
|
County Clerk |
Deaths |
|
Clean |
|
County Clerk |
Oaths |
|
Clean |
|
County Clerk |
Fiduciary Bonds |
|
Clean |
|
County Clerk |
Appraisements |
|
Clean |
|
County Clerk |
Financing Statements |
|
Clean |
|
County Clerk |
Court Orders |
|
Clean |
|
County Clerk |
Distribution |
|
Clean |
|
County Clerk |
Orphan Road Orders |
|
Clean |
|
County Clerk |
Assessor Evaluation |
|
Clean |
|
County Clerk |
Putnam County Employee |
|
Clean |
|
County Clerk |
Finance Settlements |
|
Clean |
|
County Clerk |
Putnam County Emergency |
|
Clean |
|
County Clerk |
Revenue Sharing |
|
Clean |
|
County Clerk |
Oil and gas |
69 dockets |
Clean/ Dirt |
|
County Clerk |
Order books |
74 dockets |
Clean/Dirt |
|
County Clerk |
Land books |
100 dockets |
Clean/ Dirt/ Torn |
|
County Clerk |
Trust deeds |
600 dockets |
Clean/ Dirt/ Torn |
|
County Clerk |
Release |
136 dockets |
Clean |
|
County Clerk |
Deed |
440 dockets |
Clean |
|
County Clerk |
Map books |
7 dockets |
Clean |
|
County Clerk |
Marriage |
46 dockets |
Clean |
|
County Clerk |
Birth |
13 dockets |
Clean |
|
County Clerk |
Misc. |
56 dockets |
Clean |
|
County Clerk |
Judgment Liens |
35 dockets |
Clean/ Torn |
|
County Clerk |
Appraisements |
57 dockets |
Clean |
|
County Clerk |
Will Record |
38 dockets |
Clean |
|
County Clerk |
Death |
15 dockets |
Clean |
|
County Clerk |
Discharge |
7 dockets |
Clean |
|
County Clerk |
Mental Hygiene |
10 dockets |
Clean |
|
County Clerk |
Road order |
6 dockets |
Clean |
|
County Clerk |
Surety |
2 dockets |
Clean |
|
County Clerk |
Right of way |
4 dockets |
Clean |
|
County Clerk |
Delinquent Land |
7 dockets |
Clean |
|
County Clerk |
Sheriff Settlements |
5 dockets |
Clean |
|
County Clerk |
Chattel Trust Deeds |
4 dockets |
Clean |
|
Sheriff office |
Felony, Robbery,
accidents |
32 vertical drawers |
Clean |
|
Sheriff office |
Personal Files |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Magistrate |
4 vertical drawers |
Clean |
|
Prosecuting Attorney office |
Grand Jury |
8 lateral drawers |
Clean |
|
Prosecuting Attorney office |
Domestic violence |
4 vertical drawers |
Clean |
|
Prosecuting Attorney Basement |
Misc. |
11 cabinets 7 shelves 3 boxes per shelf 2ft banker
boxes |
Clean |
|
Prosecuting Attorney Basement |
Misc. |
126 banker boxes 3 cabinets 4 shelves 30inchx20inch |
Clean |
|
Prosecuting Attorney Basement |
Misc. |
On Floor 55 banker boxes |
Clean |
Comments: P1,
P2, P3, P4, P5, P6,
P7
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
No |
No |
Yes |
No |
No |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
Answered yes |
Answered yes |
11 |
34 and 4 civilians |
49 |
|
Part time |
1 |
0 |
0 |
0 |
3 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
In house training |
In house |
In house |
N/A |
N/A |
|
Opportunities available |
Association Meetings |
Association Meetings |
Safety Meetings |
N/A |
N/A |
|
1.1.D.b Average
Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
25 % |
Didn't know |
8 hours |
8 hours |
8 hours |
|
Public use |
Didn't know |
Didn't know |
Didn't know |
Didn't know |
Didn't know |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
Didn't know |
Didn't know |
Didn't know |
Once or twice a month |
Occasionally |
|
Public use |
Didn't know |
Didn't know |
Didn't know |
Didn't know |
Once or twice a month |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
Unknown |
At least 240,000 pages |
At least 10,000 pages |
At least 9,000 pages |
At least 150,000 pages |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
No |
No |
No |
|
|
|
Placed in
storage |
Yes |
Yes |
Yes |
|
|
|
Microfilming |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
None |
None |
None |
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 |
None |
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 |
Unknown |
None |
None |
None |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
No |
|
|
|
|
Placed in
storage |
|
Yes |
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
|
External |
|
|
|
|
|
|
Volume of material digitized |
None |
None |
None |
None |
None |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments: County Clerk used to have a machine to microfilm however they said it went to waste but all the microfilm they did do (though they did not say what volume) was placed in storage, Nor did they tell where the microfilm was being stored.
|
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) |
|
|
|
|
|
|
Software used |
AS 400 System 36 EV |
State Software |
CSSI, ACS index system, WIN 98-2000 |
WIN, no "special software" |
Win Corel |
|
Name and address of the vendor used |
|
Win |
Lexington KY |
Ted Debiasa Huntington |
Butch Evans Software Group, Charleston |
|
System support used |
Software Systems |
Computer Software |
|
|
|
|
Name and address of the vendor used |
IBM |
|
|
|
|
|
Security in place for the storage system |
Yes |
Yes |
Password |
Passwords |
Passwords |
|
Security in place for the backup system |
Yes |
Yes tape |
Password |
|
Passwords |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
|
|
Also save everything to back up tapes every night |
Saved to floppies |
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 |
No |
No |
No |
No |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
No |
No |
No |
No |
|
Any records management guidelines used for
electronic records (record as yes/no) |
No |
Yes |
Yes |
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 |
Yes Chelyan Elementary warehouse Dunbar |
|
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