1.1 The Physical Space Housing the Records	Active Records Area	Inactive Records Area A	Inactive Records Area B
1.1.A Temperature (in degrees Fahrenheit)	Assessor 81 office Circuit Clerk 75 office County Clerk 75 office Sheriff 74 office Prosecuting Attorney 74 office	Assessor Circuit Clerk 79 storage room County Clerk 75 storage room 1 Sheriff Prosecuting Attorney Basement 72	County Clerk 76 Storage Room 2 Bathroom 78 Evidence Room 74 New Storage Room 75
Humidity (record as relative humidity)	Assessor 48 Circuit Clerk 51office County Clerk 52 office Sheriff 52 office Prosecuting Attorney 45 office	Assessor Circuit Clerk 54 storage room County Clerk 51 storage room 1 Sheriff Prosecuting Attorney Basement 44	County Clerk Storage Room 2 52 Bathroom 52 Evidence Room 50 New Storage Room 48
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney no	Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney no	County Clerk Storage Room 2 yes Bathroom yes Evidence Room yes New Storage Room 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 no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room 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 no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Animals - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Dust or grime on records	Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney yes	County Clerk Storage Room 2 yes Bathroom no Evidence Room no New Storage Room no
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 no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no	County Clerk Storage Room 2 no Bathroom no Evidence Room no New Storage Room no
1.1.E Type of security systems in place
Guards at entrance to area (record as yes/no) No guards to entrance of any area active or inactive	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room
Locked or limited access to areas with records (record as yes/no) All rooms have locked and limited access to records	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney yes	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room
Alarm system (record as yes/no) No rooms have ay alarm systems	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney no	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room
Secured doors/windows (record as yes/no) All rooms have secured doors and windows	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room
Panic Button (record as yes/no) No rooms have panic button	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room
Key card access (record as yes/no) no rooms have key card access	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	County Clerk Storage Room 2 Bathroom Evidence Room New Storage Room

Comments: Bathroom not used anymore just for storage

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

Location	Record Type	Volume	Condition
Assessor office	Land books	31 dockets	Clean
Assessor office	Personal Property	6 dockets	Clean
Assessor office	Real Estate	40 dockets	Clean
Assessor office	Assessments	11 dockets	Clean
Assessor office	Maps	4ft linear	Clean
Assessor office	Real Property cards	6 lateral drawers	Clean
Assessor office	Correspondence	6 vertical drawers	Clean
Assessor office	Dog Funds	2 vertical drawers	Clean
Assessor office	Homestead	2 vertical drawers	Clean
Assessor office	Land	1 vertical drawer	Clean
Assessor office	Real Estate	2 vertical drawer	Clean
Assessor office	Payroll	1 vertical drawer	Clean
Assessor office	Receipts	1 vertical drawer	Clean
Circuit Clerk office	Finance Records	5 vertical drawers	Clean
Circuit Clerk office	Budget	3 vertical drawers	Clean
Circuit Clerk office	Billing	7 vertical drawers	Clean
Circuit Clerk office	Fine records	3 vertical drawers	Clean
Circuit Clerk office	Felony	36 vertical drawers	Clean
Circuit Clerk office	Old tax cases	7 vertical drawers	Clean
Circuit Clerk office	Adoption	4 vertical drawers	Clean
Circuit Clerk office	Mental Hygiene	9 vertical drawers	Clean
Circuit Clerk office	Juvenile	10 vertical drawers	Clean
Circuit Clerk office	Misc. cases	24 vertical drawers	Clean
Circuit Clerk office	Civil	28 vertical drawers	Clean
Circuit Clerk office	Domestic violence	4 vertical drawers	Clean
Circuit Clerk office	Audio tapes	3 vertical drawers	Clean
Circuit Clerk office	Felony cards	1 vertical drawer	Clean
Circuit Clerk office	Criminal	16 dockets	Clean
Circuit Clerk office	Divorce	16 dockets	Clean
Circuit Clerk office	Civil	47 dockets	Clean
Circuit Clerk office	Chancery	24 dockets	Clean
Circuit Clerk office	Civil	2 vertical drawers	Clean
Circuit Clerk office	Divorce	4 vertical drawers	Clean
Circuit Clerk office	Domestic Violence	4 vertical drawers	Clean
Circuit Clerk office	Misc.	2 vertical drawer	Clean
Circuit Clerk office	Family court tapes	4 vertical drawers	Clean
Circuit Clerk office	Civil	12 vertical drawers	Clean
Circuit Clerk office	Felony	4 vertical drawers	Clean
Circuit Clerk office	Misdemeanor	5 vertical drawers	Clean
Circuit Clerk office	Guardianship	1 vertical drawer	Clean
Circuit Clerk office	Pending divorces	1 vertical drawers	Clean
Circuit Clerk office	Adoption	6 vertical drawers	Clean
Circuit Clerk office	Juvenile Abuse and Neglect	3 vertical drawers	Clean
Circuit Clerk office	Divorces	24 vertical drawers	Clean
Circuit Clerk office	Domestic tapes	1 vertical drawer	Clean
Circuit Clerk office	Ended Civil	8 vertical drawers	Clean
Circuit Clerk office	Appeals	7 vertical drawers
Circuit Clerk office	Civil Appeals	16 vertical drawers	Clean
Circuit Clerk office	Misc.	30 banker boxes	Clean
Circuit Clerk office	Criminal/Civil evidence	1ft 8inch wide and 3ft 8inch high wooden drawers 22 of them	Clean
Circuit Clerk office	Chancery Records	24 document cans	Clean
Circuit Clerk office	Civil/Law/Child Support/Chancery	18 ft linear of non standard boxes	Clean
Circuit Clerk office	Law order	16 dockets	Clean
Circuit Clerk office	Execution	3 dockets	Clean
Circuit Clerk office	Delinquent lands	2 dockets	Clean
Circuit Clerk office	Trail	1 dockets	Clean
Circuit Clerk office	Witness Certification	1 docket	Clean
Circuit Clerk office	Judge	1 docket	Clean
Circuit Clerk office	Jury Commission	4 docket	Clean
Circuit Clerk office	Adoption	2 dockets	Clean
Circuit Clerk office	Criminal	11 dockets	Clean
Circuit Clerk office	Misc. Order	15 dockets	Clean
Circuit Clerk office	Record bonds	1 dockets	Clean
Circuit Clerk office	Order sale of land	1 docket	Clean
Circuit Clerk office	Financial Records	19 vertical drawers	Clean
Circuit Clerk office	Order books	14 dockets	Clean
Circuit Clerk office	Docket books	10 dockets	Clean
Circuit Clerk office	Criminal docket	16 dockets	Clean
Circuit Clerk office	Divorce	16 dockets	Clean
Circuit Clerk office	Civil order	55 dockets	Clean
Circuit Clerk office	Chancery	24 dockets	Clean
Circuit Clerk office	Felony	32 vertical drawers	Clean
Circuit Clerk office	Tax cases	7 vertical drawers	Clean
Circuit Clerk office	Adoption	4 vertical drawers	Clean
Circuit Clerk office	Mental Hygiene	4 vertical drawers	Clean
Circuit Clerk office	Juvenile	8 vertical drawers	Clean
Circuit Clerk office	Misc. cases	10 vertical drawers	Clean
Circuit Clerk office	Civil Cases	28 vertical drawers	Clean
Circuit Clerk office	Domestic Violence	4 vertical drawers	Clean
Circuit Clerk office	Audio tapes	3 vertical drawers	Clean
Circuit Clerk office	Civil/Divorce/Domestic Violence/Misc.	6inch wide by 5inch high and 12 cabinets	Clean
Circuit Clerk storage room	Family Court Tapes	5 vertical drawers	Clean
Circuit Clerk storage room	Civil	4 vertical drawers	Clean
Circuit Clerk storage room	Felony	3 vertical drawers	Clean
Circuit Clerk storage room	Misdemeanor	2 vertical drawers	Clean
Circuit Clerk storage room	Guardianship	1 vertical drawer	Clean
Circuit Clerk storage room	Pending divorces	1 vertical drawer	Clean
Circuit Clerk storage room	Juvenile	3 vertical drawer	Clean
Circuit Clerk storage room	Abuse and neglect	1 vertical drawer	Clean
Circuit Clerk storage room	Domestic tapes	1 vertical drawer	Clean
Circuit Clerk storage room	Ended divorces	1 vertical drawer	Clean
Bathroom	Adoptions	2 dockets	Clean
Bathroom	Law order	5 dockets	Clean
Bathroom	Juvenile Records	13 dockets	Clean
Bathroom	Criminal	11 dockets	Clean
Bathroom	Misc. Order	15 dockets	Clean
Bathroom	Jury	8 dockets	Clean
Bathroom	Record bond	1 docket	Clean
Bathroom	Order sale of land	1 docket	Clean
Bathroom	Felony	1 vertical drawer	Clean
Bathroom	Misdemeanor	3 vertical drawer	Clean
Bathroom	Appeals	7 vertical drawers	Clean
Bathroom	End Criminal	8 vertical drawers	Clean
Bathroom	Divorce	13 vertical drawers	Clean
Bathroom	Ended Civil	15 vertical drawers	Clean
Bathroom	Juvenile	13 dockets	Clean
Bathroom	Adoption	2 dockets	Clean
Bathroom	Law order books	5 dockets	Clean
Bathroom	Criminal	11 dockets	Clean
Bathroom	Misc. Order	15 dockets	Clean
Bathroom	Jury	3 dockets	Clean
Bathroom	Record bonds	1 dockets	Clean
Bathroom	Order of land sale		Clean
Evidence Room	Adoption	6 vertical drawers	Clean
Evidence Room	Civil	9 vertical drawers	Clean
Evidence Room	Misc. some records some evidence	30 banker boxes	Clean
Evidence Room	Misc.	1ft 8inch wide and 3ft 8inch high wooden locked drawers 22 of them	Clean
New storage room	Chancery records	24 document cans	Clean
New storage room	Civil appeals	16 vertical drawers	Clean
New storage room	Civil/Law/child support	53 non standard card board boxes	Clean
New storage room	Law order books	11 dockets	Clean
New storage room	Execution books	3 dockets	Clean
New storage room	Delinquent land	2 dockets	Clean
New storage room	Trial docket	1 docket	Clean
New storage room	Witness certificates	1 docket	Clean
New storage room	Judge	1 docket	Clean
New storage room	Jury	1 docket	Clean
County Clerk office	Wills	19 vertical drawer	Clean
County Clerk office	Birth	7 vertical drawers	Clean
County Clerk office	Bonds	6 vertical drawer	Clean
County Clerk office	Liens	2 vertical drawers	Clean
County Clerk office	Sheriff receipt	4 vertical drawers	Clean
County Clerk office	Minster bonds	2 vertical drawers	Clean
County Clerk office	Marriage certificates	15 vertical drawers	Clean
County Clerk office	Ownership	1 vertical drawers	Clean
County Clerk office	Deeds	12 vertical drawers	Clean
County Clerk office	Notary	3 vertical drawers	Clean
County Clerk office	Republic bonds	3 vertical drawers	Clean
County Clerk office	Homestead exemptions	4 vertical drawers	Clean
County Clerk office	Will books	5 dockets	Clean
County Clerk office	Fiduciary	5 dockets	Clean
County Clerk office	Court Records	7 dockets	Clean
County Clerk office	Marriage Records	8 dockets	Clean
County Clerk office	Land Books	65 dockets	Clean
County Clerk office	Index and Record	4 dockets	Clean
County Clerk office	Plat books	1 docket	Clean
County Clerk office	Personal Property	1 docket	Clean
County Clerk office	Delinquent books	2 dockets	Dirt/Torn
County Clerk office	Maps	3ft 8inch by 5inch high and 4drawers	County Clerk storage room
County Clerk office	Bonds/Oaths/Redemptions/Judgments/Marriage License/Appraisals	1ft 7inch wide and 2inch high wooden drawers 30 of them	County Clerk storage room
County Clerk office	Finance Statements	8 vertical drawers	Clean
County Clerk office	DMV	1 vertical drawer	Clean
County Clerk office	Misc.	1 vertical drawer	Clean
County Clerk office	Reappraisals	9 vertical drawers	Clean
County Clerk office	Monthly reports	2 vertical drawers	Clean
County Clerk office	Candidate Expense	2 vertical drawers	Clean
County Clerk office	Ballots	2 vertical drawers	Clean
County Clerk office	Commission Record	1 vertical drawer	Clean
County Clerk office	Voter Registration	1 vertical drawer	Clean
County Clerk office	Absentee	2 vertical drawers	Clean
County Clerk office	Deeds	5 vertical drawers	Clean
County Clerk office	Insurance	2 vertical drawers	Clean
County Clerk office	Fiduciary	6 vertical drawers	Clean
County Clerk office	Plats	3 vertical drawers	Clean
County Clerk office	Invoices	1 vertical drawer	Clean
County Clerk office	Election records	4 vertical drawers	Clean
County Clerk office	Misc.	5 non standard boxes	Clean
County Clerk office	Misc.	60 document cans	Clean
County Clerk storage room	Deed books	195 dockets	Clean
County Clerk storage room	Release books	48 dockets	Clean
County Clerk storage room	Trust deeds	144 dockets	Clean
County Clerk storage room	Appraisements	30 dockets	Clean
County Clerk storage room	Personal Property	5 dockets	Clean
County Clerk storage room	General index deeds	15 dockets	Dirt/Torn
County Clerk storage room	Land books	17 dockets	Clean
County Clerk storage room	Real estate	32 dockets	Clean
County Clerk storage room	Debtor Index Trust deeds	7 dockets	Dirt/torn
County Clerk storage room	Misc. records	6 dockets	Clean
County Clerk storage room	Election Books	5 dockets	Clean
County Clerk storage room	Judgment lines	5 dockets	Clean
County Clerk storage room	Settlement books	12 dockets	Clean
County Clerk storage room	Assignment books	8 dockets	Clean
County Clerk storage room	Levy estimate	2 dockets	Clean
County Clerk storage room	Map books	3 dockets	Dirt
County Clerk storage space2	Deeds	290 dockets	Clean/Dirt/Torn
County Clerk storage space2	Release deeds	48 dockets	Clean
County Clerk storage space2	Appraisements	30 dockets	Clean
County Clerk storage space2	Personal property	5 dockets	Clean
County Clerk storage space2	General index	5 dockets	Dirt
County Clerk storage space2	General index deed	10 dockets	Clean
County Clerk storage space2	Land	17 dockets	Clean
County Clerk storage space2	Real estate	32 dockets	Clean
County Clerk storage space2	Misc. Records	6 dockets	Clean
County Clerk storage space2	Misc. Liens	2 dockets	Clean
County Clerk storage space2	Fiduciary	110 dockets	Clean/Dirt/torn
County Clerk storage space2	Voter Registration	36 dockets	Clean
County Clerk storage space2	County Records	12 dockets	Clean
County Clerk storage space2	Election records	5 dockets	Clean
County Clerk storage space2	Judgment lines	5 dockets	Clean
County Clerk storage space2	Settlements	12 dockets	Clean
County Clerk storage space2	Assignments	8 dockets	Clean
County Clerk storage space2	Levy Estimate	2 dockets	Clean
County Clerk storage space2	Map books	3 dockets	Clean
County Clerk storage space2	Marital bond	7 dockets	Clean
County Clerk storage space2	Mechanic lien	4 dockets	Clean
County Clerk storage space2	Wills	102 dockets	Clean
County Clerk storage space2	Releases	29 dockets	Clean
County Clerk storage space2	Trust Deeds	128 dockets	Clean
County Clerk storage space2	Marriage license	11 vertical drawers	Clean
County Clerk storage space2	Voter Registration	5 vertical drawers	Clean
County Clerk storage space2	Misc.	36 ft linear non standard card board boxes	Clean
Prosecuting Attorney office	Open files	28 vertical drawer	Clean
Prosecuting Attorney office	Closed files	20 vertical drawers	Clean
Prosecuting Attorney Basement	Civil and Criminal	93 square feet of non standard boxes	Clean
Prosecuting Attorney Basement	Civil and Criminal	40 banker boxes	Clean
Prosecuting Attorney Basement	Misc.	8 vertical drawers	Clean

Comments: Sheriff says his records were kept in Circuit Clerk and other rooms.

P1, P2, P3, P4, P5

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

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	4	3	3	3	2
Part time	0	1	1	0	2
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	None	None	None	None	None
Opportunities available	None	None	None	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	Didn't know	Didn't know	Didn't know	Didn't know	Didn't know
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	Didn't know	Didn't know
Public use	Didn't know	Didn't know	Didn't know	Didn't know	Didn't know

Comments

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Comments

1.9 Electronic Records	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Software used	Microsoft Word	Circuit Court Management Systems	CSSI	N/A	Corel Wordperfect
Name and address of the vendor used			Casto and Harris	N/A
System support used		CDS(computer data system)		N/A
Name and address of the vendor used				N/A
Security in place for the storage system				N/A	Password
Security in place for the backup system				N/A	Password
Procedural rules used for creation, storage, reformatting, and retirement of electronic records				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 1977 retention schedule	No	No	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	Yes	No	No
Any records management guidelines used for electronic records (record as yes/no)	No	No	No	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

Comments

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