|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Basement |
Inactive
Records Area B Upstairs
attic with records from all offices |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 80 Circuit Clerk 73.6 County Clerk
73.8 Sheriff 73.2 Prosecuting Attorney 72 |
Assessor 74 Circuit Clerk records room 77 County Clerk 74 Sheriff Prosecuting Attorney 74 |
Assessor 73 Circuit Clerk 73 County Clerk 73 Sheriff 73 Prosecuting Attorney 73 |
|
Humidity (record as % relative humidity) |
Assessor 40 Circuit Clerk 53 County Clerk 48 Sheriff 40 Prosecuting Attorney 55 |
Assessor 46 Circuit Clerk 53 County Clerk 46 Sheriff Prosecuting Attorney 46 |
Assessor 46 Circuit Clerk 46 County Clerk 46 Sheriff 46 Prosecuting Attorney 46 |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney no |
Assessor Circuit 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 no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Yes |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk no County Clerk yes Sheriff Prosecuting Attorney no |
Yes |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Yes |
|
Animals - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Yes, bats |
|
Animals - past
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
No |
|
Insects - alive
note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes bugs |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney yes bugs |
No |
|
Insects - past note kind |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
Yes roaches, various beetles and flies. |
|
Dust or grime on records |
Assessor no Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney no |
Yes |
|
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 no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney no |
No |
|
Sprinklers
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney no |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney
no |
No |
|
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 Prosecuting Attorney no |
No |
|
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 yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney yes |
Yes |
|
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 Prosecuting Attorney no |
No |
|
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 Prosecuting Attorney yes |
Yes |
|
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 Prosecuting Attorney no |
No |
|
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 Prosecuting Attorney no |
No |
Comments:
Although the County Clerk acknowledged the attic is a poor storage area, there
is no choice but to use it. Requests for
funding for a better space have not been filled. The bell tower shape of the attic attracts
bats. No staff can be spared to organize
it; boxes are unlabeled and unsorted as to office.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors office |
Real Estate |
46 dockets |
Clean/ Red rot/ Mold |
|
Assessors office |
Folded Maps |
30 rolled up maps |
Clean/ Torn |
|
Assessors office |
Map Cards |
5 metal drawers
cabinet 2ft 6inches |
Clean |
|
Assessors office |
Reappraisals/ Map
Cards |
12 metal drawers 1ft
2inches |
Clean |
|
Assessors basement |
Real Estate |
93 dockets |
Clean/Dirt /Mold/Red
rot/ Water Damage/ Torn |
|
Assessors basement |
Land Books |
82 dockets |
Clean/Dirt /Mold/Red
rot/ Water Damage/Torn |
|
Assessors basement |
Report State
Commission |
7 dockets |
Dirt/ Torn |
|
Assessors basement |
Delinquent |
7 dockets |
Dirt /Torn |
|
Assessors basement |
Reimbursements |
1 docket |
Clean/Dirt |
|
Assessors basement |
Right of Way |
1 docket |
Clean/ Dirt |
|
Assessors basement |
Personal Property |
18 dockets |
Dirt/ Clean/ Torn |
|
Assessors basement |
Misc. |
8 vertical drawers |
Clean |
|
Assessors basement |
Delinquent Tax |
1 nonstandard box |
Clean |
|
Circuit Clerk office |
Juvenile Order |
5 vertical drawer |
Clean |
|
Circuit Clerk office |
Tapes |
1 non standard box |
Clean |
|
|
Juvenile/Adoptions/Divorces/
Civil Cases/Criminal Cases |
Machine that contains
files of each. |
Clean |
|
Circuit Clerk
Basement |
Deed Books |
145 dockets |
Dirt/Clean/Torn |
|
Circuit Clerk Basement |
Trust Deed |
138 dockets |
Dirt/Clean/Torn |
|
Circuit Clerk Basement |
Oil Lease |
26 dockets |
Dirt/Clean/Torn |
|
Circuit Clerk Basement |
Coal Lease |
5 dockets |
Dirt |
|
Circuit Clerk Basement |
Election Book |
2 dockets |
Dirt |
|
Circuit Clerk Basement |
Official Bonds |
2 dockets |
Dirt |
|
Circuit Clerk Basement |
Judgment Liens |
4 dockets |
Dirt |
|
Circuit Clerk Basement |
Birth/Death |
1 docket |
Dirt |
|
Circuit Clerk Basement |
Sheriff Tax |
5 dockets |
Dirt/Torn |
|
Circuit Clerk Basement |
Misc. |
32 vertical drawers |
Clean |
|
Circuit Clerk Basement |
Vacation Orders |
4 dockets |
Mold Dirt |
|
Circuit Clerk Basement |
Order Book |
1 docket |
Water Damage |
|
Circuit Clerk Basement |
Election |
1 docket |
Red rot |
|
County Clerk office |
Deed Books |
383 dockets |
Clean/dirt/Torn |
|
County Clerk office |
Will Books |
53 dockets |
Clean/Dirt/Torn |
|
County Clerk office |
Oil & Gas |
82 dockets |
Clean/Dirt/Torn |
|
County Clerk office |
Release Books |
91 dockets |
Clean/Dirt/Torn |
|
County Clerk office |
Marriage Books |
330 dockets |
Clean/Dirt/Torn |
|
County Clerk office |
Judgment Book |
16 dockets |
Clean |
|
County Clerk office |
Military Service |
19 dockets |
Clean |
|
County Clerk office |
Misc. |
81 dockets |
Clean |
|
County Clerk office |
Birth Books |
4 dockets |
Clean/Torn |
|
County Clerk office |
Death Index |
5 dockets |
Clean |
|
County Clerk office |
State Settlement |
53 dockets |
Clean/Torn |
|
County Clerk office |
Appraisements |
86 dockets |
Clean/Dirt |
|
County Clerk office |
Incorporations |
12 dockets |
Clean |
|
County Clerk office |
Federal Tax Lien |
3 dockets |
Clean |
|
County Clerk office |
Assignment Books |
6 dockets |
Clean |
|
County Clerk office |
Mechanic Liens |
4 dockets |
Clean |
|
County Clerk office |
Executions |
2 dockets |
Clean/Dirt |
|
County Clerk office |
Estate Records |
6 dockets |
Clean/Dirt |
|
County Clerk office |
County Commission |
4 large banker boxes |
Clean |
|
County Clerk office |
Death Certificates |
100 document cans |
Dirty/Bundled/Torn |
|
Sheriff office |
Real Estate |
12 dockets |
Clean |
|
Sheriff office |
Delinquent |
4 dockets |
Clean |
|
Sheriff office |
Land Sales |
2 dockets |
Clean |
|
Sheriff office |
Personal Property |
13 dockets |
Clean |
|
Prosecuting Attorney
office |
Civil Cases |
2 banker boxes |
Clean |
|
Prosecuting Attorney
office |
Criminal Cases |
6 banker boxes, 8
vertical drawers |
Clean |
|
Prosecuting Attorney
office |
Juvenile Cases |
12 vertical drawers,
3 banker boxes |
Clean |
|
Upstairs Attic
Storage Space |
Various Records Many
not labeled |
In banker boxes on
wooden shelves. Shelves 6ft high; for the whole room a linear feet of 108 |
Animals/Dirt/Active
and Inactive mold/ Torn |
Comments:
Circuit Clerk had a machine that held the various records in it and a person
can open and shut a row by the push of a button. Prosecuting Attorney stores records in his
private office in New Martinsville, WV.
County Clerk inactive storage is stored in the attic. attic was too big of a mess to count.
|
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 |
7 |
5 |
10 |
4 |
3 |
|
Part time |
3 |
1 |
5 |
1 during the summer |
1 |
|
Volunteers |
0 |
0 |
0 |
0 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
workshops |
clerk training |
regular study through the state |
workshops |
System that the staff has created |
|
Opportunities available |
workshops |
None |
|
|
In house training |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
Didn't know |
6 hours |
Full day |
3 hours |
Didn't know |
|
Public use |
6 hours |
Didn't know |
4 to 5 hours |
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 |
6 hours |
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 |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
None |
None |
None |
None |
None |
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
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 |
None |
None |
None |
None |
|
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 |
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: The
Assessor said that their maps were scanned by a company in Charleston called
Mapping jbm owned by John Both
|
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 |
N/A |
N/A |
N/A |
|
Software used |
CSSI |
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 |
|
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 |
Password |
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 |
1977 Schedule |
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 |
N/A |
N/A |
N/A |
N/A |
|
|
|
|
|
|
|
Comments: The
county clerk, Circuit Clerk, Assessor, and the Sheriff's office keep all their
records.
|
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 |
|
|
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