|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Assessor
Basement R1 Circuit
Clerk Upstairs R1 County
Clerk Basement R1 |
Inactive
Records Area B |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 78 Circuit Clerk
76 County Clerk
75 Sheriff 76 Prosecuting Attorney
76 |
Assessor R1 73 Circuit Clerk R1 76 County Clerk R1 71.8 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Humidity (record as % relative humidity) |
Assessor 51 Circuit Clerk
54 County Clerk
54 Sheriff 53 Prosecuting Attorney
53 |
Assessor R1
42 Circuit Clerk R1 54 County Clerk R1 65 Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney
no |
Assessor R1 yes Circuit Clerk R1 yes County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor 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
no |
Assessor R1 yes Circuit Clerk R1 no County Clerk R1
no Sheriff 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
no |
Assessor R1 yes Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor 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
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Animals - past note kind |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk County Clerk R1 yes termites Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Insects - past note kind |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1
no Sheriff 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
no |
Assessor R1 yes Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
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
no County Clerk yes Sheriff no Prosecuting Attorney
yes |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk
no County Clerk no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
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
no Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk yes Sheriff yes Prosecuting Attorney
yes |
Assessor R1
yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Alarm system
(record as yes/no) |
Assessor no Circuit Clerk
no County Clerk yes Sheriff no Prosecuting Attorney
no |
Assessor R1 no Circuit Clerk R1 no County Clerk
R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney
yes |
Assessor R1
yes Circuit Clerk R1 yes County Clerk R1 yes Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor no Circuit Clerk
no County Clerk yes Sheriff no Prosecuting Attorney
no |
Assessor R1
no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor 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
no |
Assessor R1 no Circuit Clerk R1 no County Clerk R1 no Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors Office |
Real Estate Transfers |
6 lateral drawers |
Clean |
|
Assessors Office |
Assessor's Valuation Fund |
1 lateral drawer |
Clean |
|
Assessors Office |
County Levy |
1 lateral drawer |
Clean |
|
Assessors Office |
Personal Property |
6 legal drawers |
Clean |
|
Assessors Office |
Trailer Cards |
1 legal drawer |
Clean |
|
Assessors Office |
Impropers/Impropers Lists |
1 legal drawer |
Clean |
|
Assessors Office |
Homestead Exemption Cards |
2' (5"x7") |
Clean |
|
Assessors Office |
Misc. (Dog licenses/Homestead Exemptions/Oil and Gas
Records/Corps of Engineers Project Files/Maps) |
8 lateral drawers |
Clean |
|
Assessors Office |
DMV |
Shelves (18") |
Clean |
|
Assessors Office |
Maps |
4'x2' |
Clean |
|
Assessors Basement R1 |
Misc. (Deeds/Appraisals/ Personal Property/Land
Transfers, etc.) |
6ft linear, 12 legal drawers, 44 dockets, 16
non-standard boxes, 1cf |
Clean |
|
Assessors Basement R1 |
Land |
137 dockets |
Mildew/Red rot/Torn |
|
Assessors Basement R1 |
Personal Property |
4 dockets |
Clean |
|
Assessors Basement R1 |
Record Cards |
22 lateral drawers |
Clean |
|
Assessors Basement R1 |
Personal Property |
3 banker boxes |
Clean |
|
Assessors Basement R1 |
Transcripts |
7 vertical drawers |
Clean |
|
Assessors Basement R1 |
Transfers |
4 letter drawers |
Clean |
|
Circuit clerk main office |
Civil, income with held, appeals |
23- 1ft banker boxes |
Clean |
|
Circuit clerk main office |
Domestic |
8- letter drawer |
Clean |
|
Circuit clerk main office |
Civil |
79- letter drawer |
Clean |
|
Circuit clerk main office |
Civil |
9 dockets-metal shelf |
Clean |
|
Circuit clerk main office |
Domestic |
30 dockets-metal shelf |
clean |
|
Circuit Clerk Office- back
room |
Felony Cases |
11 letter drawers |
Clean |
|
Circuit Clerk Office- back
room |
Civil Cases |
189 letter drawers |
Clean |
|
Circuit Clerk Office- back
room |
Guardianship |
3 letter drawers |
Clean |
|
Circuit Clerk Office- back
room |
Juvenile Cases |
10 letter drawers |
Clean |
|
Circuit Clerk Office- back
room |
Chancery Order Books |
2 dockets-metal shelf |
Not bound/Red rot/Taped |
|
Circuit Clerk Office- back
room |
Mental Hygiene |
5 lateral drawers |
Clean |
|
Circuit Clerk Office- back
room |
Civil Cases |
23 banker boxes |
Clean |
|
Circuit Clerk Office- back
room |
Domestic Cases |
8 letter drawers |
Clean |
|
Circuit Clerk Office- back
room |
Civil Order |
16 dockets-metal shelf |
Clean |
|
Circuit Clerk Office- back
room |
Domestic Orders |
30 dockets-metal shelf |
Clean |
|
Circuit Clerk Office- back
room |
Micro film |
Approximately-30- 1ftx2ft cardboard boxes lying on
cabinets |
clean |
|
Circuit Clerk Office- back
room |
Records |
App. 18 large banker boxes |
Clean |
|
Circuit Clerk Office- back
room |
Divorce |
Stacks of paper records on metal tray |
Clean |
|
Circuit Clerk Office- back
room |
Records |
4- lateral drawers |
Clean |
|
Circuit Clerk Office- back
room |
Domestic |
43- vertical metal drawers |
Clean |
|
Circuit Clerk Office- back
room |
Divorce |
40- vertical metal drawers |
clean |
|
Circuit Clerk Upstairs R1 |
Chancery |
354 cans |
Clean |
|
Circuit Clerk Upstairs R1 |
Chancery Rule |
2
dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
State Case Index |
6 dockets-metal shelf |
Red rot/Torn spines |
|
Circuit Clerk Upstairs R1 |
Law Rule |
7 dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
Law Suits |
19 cans |
Clean |
|
Circuit Clerk Upstairs R1 |
Chancery Process and Rules |
2 dockets |
Clean |
|
Circuit Clerk Upstairs R1 |
Felony Cases |
61 letter drawers |
Clean |
|
Circuit clerk upstairs R1 |
Chancery order books |
62 dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
Index to Law Orders |
14 dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
Probation Order |
14 dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
Law |
80 dockets-metal shelf |
dust |
|
Circuit Clerk Upstairs R1 |
Records |
4-large banker boxes in stacks open on floor- brown
accordion files and loose records |
Clean |
|
Circuit Clerk Upstairs R1 |
Records |
12- large banker |
Clean |
|
Circuit Clerk Upstairs R1 |
Records |
2- brown accordion files lying on shelf with loose
records |
Clean |
|
Circuit Clerk Upstairs R1 |
Records |
2- non standard cardboard boxes |
Clean |
|
Circuit Clerk Upstairs R1 |
Civil, criminal |
144- vertical metal drawers- double stacked |
Clean |
|
Circuit Clerk Upstairs R1 |
records |
32- dockets-metal shelves |
Old, surface dirt |
|
Circuit Clerk Upstairs R1 |
records |
32 -dockets-metal shelves |
Clean |
|
Circuit Clerk Upstairs R1 |
records |
15- dockets-metal shelves |
Old, torn, damaged spine |
|
Circuit Clerk Upstairs R1 |
records |
42-dockets-metal shelves |
Old |
|
Circuit Clerk Upstairs R1 |
records |
2- dockets lying around |
Surface dirt |
|
Circuit Clerk Upstairs R1 |
records |
48- dockets-metal shelves |
Old, unreadable covers |
|
Circuit Clerk Upstairs R1 |
records |
16- dockets-metal shelves |
Pieces of covers have
fallen off |
|
County Clerk Office |
Misc. |
24 cans |
Clean |
|
County Clerk Office |
Appraisement |
74 dockets-metal shelf |
Clean |
|
County Clerk Office |
Fiduciary Settlement |
62 dockets-metal shelf |
Clean |
|
County Clerk Office |
Fiduciary Bond |
32 dockets-metal shelf |
Clean |
|
County Clerk Office |
Sup-Mental Fiduciary |
22 dockets-metal shelf |
Clean |
|
County Clerk Office |
Index of Fiduciary |
5 dockets-metal shelf |
Clean |
|
County Clerk Office |
Sheriff Sale |
8 dockets-metal shelf |
Clean |
|
County Clerk Office |
Surveyors Entry |
3 dockets-metal shelf |
Clean |
|
County Clerk Office |
Misc. |
4 vertical drawers |
Clean |
|
County Clerk Basement R1 |
Misc. (Deed/Release/Will) |
60 dockets-metal shelf |
Dirt (stacked on floor) |
|
County Clerk Basement R1 |
Misc. (Deed/Release/Will) |
84 dockets-metal shelf |
Dirt (wooden shelves) |
|
County Clerk Basement R1 |
Misc. |
18 lateral drawers |
Clean |
|
County Clerk Basement R1 |
Grantors |
24 dockets-metal shelf |
Clean |
|
County Clerk Basement R1 |
Grantors Index |
7 dockets-metal shelf |
Clean |
|
County Clerk Basement R1 |
Division of Highway Reports |
1 non-standard box |
Clean |
|
County Clerk Basement R1 |
Index of Conditional Sales |
14 dockets |
Clean |
|
County Clerk Basement R1 |
Tax Files |
6 banker boxes |
Clean |
|
County Clerk Basement R1 |
Will |
7 dockets |
Clean |
|
County Clerk Basement R1 |
Appraisements |
6 dockets |
Clean |
|
County Clerk Basement R1 |
Release |
49 dockets |
Red rot/Torn bindings |
|
County Clerk Basement R1 |
Commissioners Records |
63 dockets |
Clean |
|
County Clerk Basement R1 |
Index to Commissioners Records |
38 dockets |
Torn bindings |
|
County Clerk Basement R1 |
Non-taxable Property |
1 docket |
Clean |
|
County Clerk Basement R1 |
Appointment Records |
1can |
Clean |
|
County Clerk Basement R1 |
Trust Deed |
65 dockets |
Clean |
|
County Clerk Basement R1 |
Amendments Record |
1docket |
Clean |
|
County Clerk Basement R1 |
Misc. |
15 cans |
Clean |
|
County Clerk Basement R1 |
Land |
24 dockets |
Clean |
|
County Clerk Basement R1 |
Land Sales and Tax Papers |
9 banker boxes |
Clean |
|
County Clerk Basement R1 |
Cancelled Checks |
8 small banker boxes |
Clean |
|
County Clerk Basement R1 |
Misc. |
18 banker boxes |
Clean |
|
County Clerk Basement R1 |
Delinquent Real Estate |
11 dockets |
Clean |
|
County Clerk Basement R1 |
Liens |
4 dockets |
Clean |
|
County Clerk Basement R1 |
Official |
8 dockets |
Clean |
|
County Clerk Basement R1 |
Receipts of Forfeited Lands |
12 dockets |
Clean |
|
County Clerk Basement R1 |
Misc. |
40"x40" locked cabinet |
Clean |
|
Sheriff Office |
Bank Receipts |
6 banker boxes |
Clean |
|
Sheriff Office |
Receipts |
12 vertical drawers |
Clean |
|
Sheriff Office |
Files |
12 vertical drawers |
Clean |
|
Sheriff Office |
Misc. |
8 letter drawers |
Clean |
|
Prosecuting Attorney Office |
Files |
40 legal drawers |
Clean |
|
Prosecuting Attorney Office |
Criminal Files |
10 legal drawers |
Clean |
|
Prosecuting Attorney Office |
Jury Instructions |
1 letter drawer |
Clean |
|
Prosecuting Attorney Office |
Habeas Corpus |
4 letter drawers |
Clean |
|
Prosecuting Attorney Office |
Criminal Files |
3 letter drawers |
Clean |
|
Prosecuting Attorney Office |
Files |
2 letter drawers |
Clean |
|
Prosecuting Attorney Office |
Dead Criminal Files |
4 letter drawers |
Clean |
Comments: P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11
|
1.6 Disaster
Plan |
Assessor |
Circuit Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
None |
|
None |
None, Recovery by vault files and computer |
None |
Comments
all offices have
no space left.
county clerk
basement storage area is also a break room. records here are stored with food.
smoke breaks are also taken in this room. an ash tray is on the table with
records. water pipes line the ceiling over records. large stackes of dockets
are on the floor. books and cardboard boxes are stacked on top of each other.
some records are spilling out of there boxes and onto the floor. they need more
space.
circuit clerk
records in all three rooms are in double stacked vertical metal files. the
records are kept neatly unlike the county clerk. the cirucit clerk is in need
of storage.
assessor active
records space is neat and clean but they are out of room. in basement storage
area records are stored with food. water pipes line the ceiling over records.
rolls of maps are lying on a map plat container. dockets are in the floor.
assessor needs more space.
sheriff and
pros. att. need more space.
officials have
resorted to sorting out records that they feel imperitive to keep and have
stacked these records on cabinets on top each other because 'they have no where
else to go but up'.
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number
of Employees |
|
|
|
|
|
|
Full time |
16 |
|
10 |
8 |
5 |
|
Part time |
0 |
|
0 |
0 |
3 |
|
Volunteers |
0 |
|
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
In house |
|
On the job |
Annual |
In house |
|
Opportunities available |
Association Meetings, State offered Class |
|
None |
Tax Seminar |
None |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
8 hours |
|
4 hours |
4 hours |
8 hours |
|
Public use |
8 hours |
|
4 hours |
0 |
0 |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
8 hours |
|
1 hour |
4 hours |
0 |
|
Public use |
8 hours |
|
0 |
0 |
0 |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
None |
|
None |
|
None |
|
Volume of material copied |
|
|
|
1262 a month |
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
No |
|
|
Placed in
storage |
|
|
|
Yes |
|
|
Microfilming |
None |
|
None |
None |
None |
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
|
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 |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
|
Imaging/Digitizing |
None |
|
|
None |
None |
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
|
|
1 year complete, plan to go 10 years back |
|
|
|
Disposition of originals |
|
|
Sent back to original owner |
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
|
External |
|
|
|
|
|
|
Volume of material digitized |
|
|
|
|
|
|
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) |
Back up Drives, Indexing |
|
Indexing |
|
Detention List, Index |
|
Software used |
|
|
CSSI |
Lotus, Excel, Word |
Time Matters, Data Entry Cycle |
|
Name and address of the vendor used |
|
|
|
|
|
|
System support used |
|
|
|
|
|
|
Name and address of the vendor used |
|
|
|
|
|
|
Security in place for the storage system |
|
|
|
Passwords |
|
|
Security in place for the backup system |
|
|
|
|
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
Not Provided |
|
|
Discards Nothing |
|
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 |
1977 Records Schedule |
None |
1977 Records Schedule |
None |
None |
|
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 |
No |
No |
Yes |
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) |
None |
None |
None |
None |
None |
|
Lists contain record group, series, span date, and
quantity data (record as yes/no) |
None |
None |
None |
None |
None |
|
Transfer documentation for these records (record
as yes/no) |
None |
None |
None |
None |
None |
Comments