|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Upstairs Circuit
Clerk Vault County
Clerk Vault Sheriff
Storage Room |
Inactive
Records Area B Circuit
Clerk Upstairs Storage Room County
Clerk Storage Room |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 81 Circuit Clerk 79 County Clerk
75 Sheriff 70 Prosecuting Attorney 74 |
Assessor Circuit Clerk 76 County Clerk
N/A Sheriff 60 Prosecuting Attorney
65 |
Assessor Circuit Clerk 78 County Clerk N/A Sheriff 60
back room Sheriff 60
upstairs room Prosecuting Attorney |
|
Humidity (record as % relative humidity) |
Assessor 30 Circuit Clerk
30 County Clerk
31 Sheriff N/A Prosecuting Attorney
50 |
Assessor N/A Circuit Clerk
30 County Clerk N/A Sheriff N/A Prosecuting Attorney
50 |
Assessor Circuit Clerk 30 County Clerk
N/A Sheriff N/A
back room Sheriff N/A upstairs room Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor no Circuit Clerk yes County Clerk
yes Sheriff yes Prosecuting Attorney
yes |
Assessor yes Circuit Clerk
yes County Clerk yes Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk yes County Clerk
yes Sheriff yes
back room Sheriff yes upstairs room 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 yes Prosecuting Attorney
yes |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk
no Sheriff yes
back room Sheriff yes upstairs room Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk
no County Clerk
no Sheriff yes Prosecuting Attorney
yes |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk no Sheriff yes back room Sheriff yes upstairs room Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk
no Sheriff yes
(roof leak) Prosecuting Attorney
yes |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk no Sheriff yes back room Sheriff yes upstairs room Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
yes, mice |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
yes, mice |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
yes |
Assessor no Circuit Clerk yes mice County Clerk no Sheriff no Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
yes, water bugs |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
yes, water bugs |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
yes, water bugs |
Assessor no Circuit Clerk yes ants County Clerk no Sheriff no Prosecuting Attorney
yes, water bugs |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Dust or grime on records |
Assessor yes Circuit Clerk no County Clerk
yes Sheriff no Prosecuting Attorney
yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk no Sheriff no back room Sheriff no upstairs room 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
yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk no Sheriff yes back room Sheriff yes upstairs room Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room 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
no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff file
cabinet only Prosecuting Attorney
yes |
Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney
yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff no back room Sheriff yes upstairs room Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk
yes Sheriff yes Prosecuting Attorney
yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney
yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
no County Clerk no Sheriff no back room Sheriff no upstairs room Prosecuting Attorney |
Comments:
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors - Main Office |
Land |
13 dockets |
Clean |
|
Assessors - Main Office |
Personal Property |
6 dockets |
Clean |
|
Assessors - Main Office |
Real Estate Cards |
Kardvyier 6 shelves 12x8x4 each |
Clean |
|
Assessors - Main Office |
Assessments |
30 vertical metal drawers |
Clean |
|
Assessors - Main Office |
Assessments |
43 banker boxes |
Clean |
|
Assessors - Main Office |
Flat File Map |
5 lateral drawers |
Clean |
|
Assessors - Main Office |
Dog Tax |
8 sm. banker boxes |
Clean |
|
Assessors - Main Office |
Outdated Maps and Plats |
30 drawers |
Clean |
|
Assessors - Upstairs |
Personal Property |
6 dockets |
Clean |
|
Assessors - Upstairs |
Misc. |
4 vertical drawers |
Clean |
|
Assessors - Upstairs |
Misc. |
12 large banker boxes |
Clean |
|
Assessors - Upstairs |
Misc. |
29 small banker boxes |
Clean |
|
Assessors - Upstairs |
Misc. |
5 nonstandard boxes |
Clean |
|
Circuit Clerk - Main Office |
Domestic |
9 vertical metal drawers |
Clean |
|
Circuit Clerk - Main Office |
Domestic Violence |
1 vertical metal drawer |
Clean |
|
Circuit Clerk - Main Office |
Civil |
3 vertical metal drawers |
Clean |
|
Circuit Clerk - Main Office |
Land |
156 document cans |
Clean |
|
Circuit Clerk - Vault |
Chancery |
178 document cans |
Clean |
|
Circuit Clerk - Vault |
Indictments |
18 document cans |
Clean |
|
Circuit Clerk - Vault |
Law |
144 document cans |
Clean |
|
Circuit Clerk - Vault |
Misc. |
90 dockets, 10 nonstandard boxes |
Clean |
|
Circuit Clerk - Main Office |
Law/Criminal |
34 dockets |
Clean |
|
Circuit Clerk - Main Office |
Chancery |
21 dockets |
Clean |
|
Circuit Clerk - Main Office |
Civil |
26 dockets |
Clean |
|
Circuit Clerk - Main Office |
Domestic Relations |
7 dockets |
Clean |
|
Circuit Clerk - Main Office |
Administrative Orders |
4 dockets |
Clean |
|
Circuit Clerk - Main Office |
Mental Health |
2 dockets |
Clean |
|
Circuit Clerk - Main Office |
Juvenile |
6 dockets |
Clean |
|
Circuit Clerk - Main Office |
Adoption |
7 dockets |
Clean |
|
Circuit Clerk - Main Office |
Foreign Divorce |
1 docket |
Clean |
|
Circuit Clerk - Main Office |
Criminal |
8 vertical legal drawers |
Clean |
|
Circuit Clerk - Main Office |
Criminal |
8 vertical letter drawers |
Clean |
|
Circuit Clerk - Upstairs |
Criminal |
8 vertical drawers |
Clean |
|
Circuit Clerk - Upstairs |
Juvenile |
10 banker boxes |
Clean |
|
Circuit Clerk - Upstairs |
Chancery |
35 vertical drawers |
Clean |
|
Circuit Clerk - Upstairs |
Civil |
10 banker boxes |
Clean |
|
Circuit Clerk - Upstairs |
Misc. |
5 nonstandard boxes |
Clean |
|
County Clerk - Main Office |
Inventory - See Paper |
62 microfilm reels |
Clean |
|
County Clerk - Main Office |
Misc. |
482 document cans |
Clean |
|
County Clerk - Main Office |
Deeds |
161 dockets |
Clean |
|
County Clerk - Main Office |
Deeds of Trust |
174 dockets |
Clean |
|
County Clerk - Main Office |
Oil & Gas |
19 dockets |
Clean |
|
County Clerk - Main Office |
Misc. |
47 dockets |
Clean |
|
County Clerk - Main Office |
Right of Way |
13 dockets |
Clean |
|
County Clerk - Main Office |
Marriage |
20 dockets |
Clean |
|
County Clerk - Main Office |
Deaths |
5 dockets |
Clean |
|
County Clerk - Main Office |
Births |
7 dockets |
Clean |
|
County Clerk - Main Office |
Releases |
35 dockets |
Clean |
|
County Clerk - Main Office |
Birth Index |
3 dockets |
Clean |
|
County Clerk - Main Office |
Discharges |
9 dockets |
Clean |
|
County Clerk - Main Office |
Fiduciary |
8 dockets |
Clean |
|
County Clerk - Main Office |
Appraisements |
26 dockets |
Clean |
|
County Clerk - Main Office |
Indexes |
40 dockets |
Clean |
|
County Clerk - Main Office |
Land |
150 dockets |
Clean |
|
County Clerk - Main Office |
Personal Property |
114 dockets |
Clean |
|
County Clerk - Main Office |
Order |
39 dockets |
Clean |
|
County Clerk - Main Office |
Wills |
16 dockets |
Clean |
|
County Clerk - Main Office |
Vacation Order |
13 dockets |
Clean |
|
County Clerk - Main Office |
Final Reports |
33 dockets |
Clean |
|
County Clerk - Main Office |
Election |
2 dockets |
Clean |
|
County Clerk - Main Office |
Bonds |
21 dockets |
Clean |
|
County Clerk - Main Office |
Oath |
35 dockets |
Clean |
|
County Clerk - Main Office |
Mech. Liens |
5 dockets |
Clean |
|
County Clerk - Main Office |
Fed. Tax Liens |
3 dockets |
Clean |
|
County Clerk - Main Office |
Assignment |
9 dockets |
Clean |
|
County Clerk - Main Office |
Judgment |
7 dockets |
Clean |
|
County Clerk - Main Office |
Restitution |
13 dockets |
Clean |
|
County Clerk - Main Office |
Misc. |
55 vertical metal drawers |
Clean |
|
County Clerk - Main Office |
Plat/Maps |
360 |
Clean |
|
County Clerk - Vault |
Trust Deeds |
35 dockets |
Dirt/Torn |
|
County Clerk - Vault |
Deed |
45 dockets |
Dirt/Torn |
|
County Clerk - Vault |
Land Books |
60 dockets |
Dirt/Torn |
|
County Clerk - Vault |
Personal Property |
50 dockets |
Dirt/Torn |
|
County Clerk - Vault |
Misc. |
45 dockets |
Dirt/Torn |
|
County Clerk - Vault |
Misc. |
7 nonstandard boxes |
Dirt/Torn |
|
County Clerk - Vault |
WV Hillbilly |
4 dockets |
Dirt/Torn |
|
County Clerk - Vault |
|
|
|
|
Prosecuting Attorney - Main Office |
Petitions |
3 vertical metal legal drawers |
Clean |
|
Prosecuting Attorney - Main Office |
Juvenile |
1 vertical metal legal drawer |
Clean |
|
Prosecuting Attorney - Main Office |
Abuse |
1 vertical metal legal drawer |
Clean |
|
Prosecuting Attorney - Main Office |
Adoption |
1 vertical metal legal drawer |
Clean |
|
Prosecuting Attorney - Main Office |
Mental Health |
1 vertical metal legal drawer |
Clean |
|
Prosecuting Attorney - Main Office |
Grand |
1 vertical metal legal drawer |
Clean |
|
Prosecuting Attorney - Main Office |
Family Court Cases |
3 banker boxes |
Clean |
|
Prosecuting Attorney - Main Office |
Court Report Tapes |
3 banker boxes |
Clean |
|
Prosecuting Attorney - Upstairs |
Civil |
5 banker boxes |
Surface Dirt/ Mold |
|
Prosecuting Attorney -
Upstairs |
Law |
14 vertical metal legal drawers |
Surface Dirt |
|
Prosecuting Attorney -
Upstairs |
Petitions |
3 banker boxes |
Surface Dirt |
|
Prosecuting Attorney -
Upstairs |
Juvenile |
4 banker boxes |
Surface Dirt |
|
Prosecuting Attorney -
Upstairs |
Metal Hygiene |
2 banker boxes |
Surface Dirt |
|
Prosecuting Attorney -
Upstairs |
Adoption |
1 banker box |
Surface Dirt |
|
Prosecuting Attorney -
Upstairs |
Chancery |
24 vertical metal legal drawers |
Surface Dirt |
|
Sheriff - Tax |
Misc. |
18 vertical letter drawers |
Clean |
|
Sheriff - Tax |
Misc. |
8 legal vertical drawers |
Clean |
|
Sheriff - Tax |
Misc. |
37 banker boxes |
Clean |
Comments: P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
None |
None |
Yes, plans for relocation of records from flooding areas and water pipes |
None |
None |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number of
Employees |
|
|
|
|
|
|
Full time |
4 |
3 |
4 |
3 |
1 |
|
Part time |
1 |
0 |
1 |
0 |
1 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
Staff knows and meets Code |
In house, 3-6 months; workshops annually |
On the job; association |
In service, annually |
In house, one hour |
|
Opportunities available |
Association and State Meetings |
Association Meeting |
Association Meeting |
Association Meeting |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
8 hours |
2 hours |
7 hours |
8 hours |
1 hour |
|
Public use |
8 hours |
1 hour |
7 hours |
0 |
0 |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
hour |
hour |
7 hours |
0 |
hour |
|
Public use |
0 |
hour |
7 hours |
0 |
0 |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
N/A |
No longer done |
None |
None |
None |
|
Volume of material copied |
|
|
|
|
|
|
Disposition of originals |
Computer Data storage held in Capitol in Charleston,
WV |
|
|
|
|
|
Discarded |
|
No |
No |
|
|
|
Placed in
storage |
|
Yes |
yes |
|
|
|
Microfilming |
|
None |
|
None |
None |
|
Internal |
|
|
None |
|
|
|
Volume of material microfilmed |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
Yes |
|
|
|
|
|
Master copy stored onsite or offsite |
Onsite |
|
|
|
|
|
User copies available (record as yes/no) |
Yes |
|
|
|
|
|
External |
|
|
Casto & Harris, P.O. Box 189, Spencer, WV 25276 |
|
|
|
Volume of material microfilmed |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
No |
|
|
|
Placed in
storage |
Yes, file cabinet |
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
Offsite, state |
|
Onsite |
|
|
|
User copies available (record as yes/no) |
Yes |
|
|
|
|
|
Imaging/Digitizing |
|
None |
|
None |
None |
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
No |
|
|
|
Placed in
storage |
Yes, County Clerk's office |
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
Onsite |
|
Onsite |
|
|
|
Backup copies available (record as yes/no) |
Yes |
|
|
|
|
|
External |
None |
|
|
|
|
|
Volume of material digitized |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
No |
|
|
|
Placed in
storage |
|
|
Yes |
|
|
|
Master copy stored (onsite or offsite ) |
|
|
Onsite |
|
|
|
Backup copies available (record as yes/no) |
|
|
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) |
N/A |
N/A |
Voter Registration, Minutes |
Tax Collection Systems Only |
None |
|
Software used |
Microsoft |
Case Works, Microsoft Office, Jury Master |
Data Design |
Software Systems, Inc. |
N/A |
|
Name and address of the vendor used |
|
Data Design |
N/A |
Morgantown, WV |
N/A |
|
System support used |
ISC |
Data Design; Windows XP |
N/A |
Software Systems, Inc. |
N/A |
|
Name and address of the vendor used |
Charleston, WV |
106 Peachtree Drive, Richmond, KY 40475 |
Data Design |
20 University Avenue, Morgantown, WV |
N/A |
|
Security in place for the storage system |
N/A |
Password Protected on Screen Saver; Password
Protected on Program; Office locked |
Password; back up; stored in office |
Tapes locked in safe |
N/A |
|
Security in place for the backup system |
N/A |
Vendor does monthly system back up; disk locked in
desk and office |
In Office |
Tapes locked in safe |
N/A |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
N/A |
Not provided |
Not provided |
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 |
Yes |
No |
No |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
No |
Yes |
No |
No |
No |
|
Any records management guidelines used for
electronic records (record as yes/no) |
Yes (state) |
No |
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 |
Yes, some old cases at WVU |
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