1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Assessor Basement Circuit Clerk Building next door County Clerk Basement Sheriff Jail Cell Prosecuting Attorney Jail Cell	Inactive Records Area B County Clerk Basement of Building next door
1.1.A Temperature (in degrees Fahrenheit)	Assessor 73 Circuit Clerk 72 County Clerk 74 Sheriff 73 Prosecuting Attorney 76	Assessor 64 Circuit Clerk 63 County Clerk 65 Sheriff 70 Prosecuting Attorney	Assessor Circuit Clerk County Clerk 62 Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 49 Circuit Clerk 44 County Clerk 48 Sheriff 44 Prosecuting Attorney 45	Assessor 40t Circuit Clerk 42 County Clerk 42 Sheriff 46 Prosecuting Attorney	Assessor Circuit Clerk County Clerk 42 Sheriff Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor no Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk no 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 yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes 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 yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney
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 no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney
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 no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney
Insects - 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 no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor flies/ silverfish Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk flies Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff 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 no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no Sheriff 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 County Clerk no 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 no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk no 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 yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff 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	Assessor Circuit Clerk County Clerk no Sheriff 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 yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff 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	Assessor Circuit Clerk County Clerk no Sheriff 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	Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney

Comments: The basement actually has a mix of records but the majority belongs to the assessor. This room was in terrible condition with stacks of Banker Boxes containing records that were sitting in a puddle of water. There were also electrical wires overhead that were not covered. There was a lot of grime on the RECORDS; SILVERFISH COULD also be found there.

Circuit clerks outside storage building did not feel very insolated it was cold and on their drop ceiling was water stains.

The Prosecuting Attorney and the Sheriff's office are stored in an old jail cell. Many of the books there were kept in plastic, but it was still dusty and dirty.

Overall access to peoples records had to take a great deal of traveling around the courthouse. for instance every place mentioned had at least one of the Circuit Clerks records. It is very unorganized and it takes a key to get to many of theses places around the courthouse

In the Circuit Clerk Active records area, evidence from court cases that were CLOSED COULD be seen laying out in the open, such as a rifle.

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

Location	Record Type	Volume	Condition
Assessors office	Land Books	93 dockets	Clean
Assessors office	Misc.	3 large banker boxes	Clean
Assessors office	District books	263 small books	Clean
Assessors office	Land books	In 6ft high storage cabinets metal	Torn/ Red Rot/ Dirt
Assessors office	Personal Property and Mobile home files	In 6ft high storage cabinets metal	Torn/Dirt
Assessors office	Assessment forms	36 vertical drawers	Clean
Assessors office	Assessor map file	2 lateral drawers	Clean
Assessors office	Commercial	1 lateral drawer	Clean
Assessors office	Exemptions	1 lateral drawer	Clean
Assessors office	Various files	3ft 1 inch stack	Clean
Assessors office	Maps	10 drawers on flat map holder	Clean
Assessors office	Map books	5 dockets	Torn
Assessors office	Map cards	14 vertical drawers	Clean
Assessors office	Elderly Homestead	2 vertical drawers	Clean
Assessors office	Disability	5 vertical drawers	Clean
Assessors office	Flood Property	1 lateral drawer	Clean
Assessors office	DMV	3 lateral drawers	Clean
Assessors basement	Magistrate Records	19 banker boxes	Water damage/Torn/Mold
Assessors basement	General County	4 vertical drawers	Torn/Dirt
Assessors basement	General County	8 banker boxes	Water Damage/ Torn
Assessors basement	Unlabeled	48 document cans	Dirt/Grime/ Bundled/ Water Damage
Assessors basement	Personal property books	3 dockets	Dirt/Torn/Mold/Vermon
Assessors basement	Misc. (unable to read)	10 large banker boxes	Water Damage/Torn
Assessors basement	Misc. (unable to read)	22 small banker boxes	Water damage/Torn
Assessors basement	Criminal Records	2 vertical drawers	Torn/Dirt
Assessors basement	Civil Records	2 vertical drawers	Torn/Dirt
Assessors basement	Prosecuting Attorney Records	4 banker boxes	Water Damage
Assessors basement	3 Stack of volumes on floor	Each stack around 3ft. 2 inches	Mold/Torn/Dirt
Assessors basement	Land Books	7 dockets	Mold/Torn/Dirt
Assessors basement	Personal Property	6 dockets	Mold/Torn/Dirt
Assessors basement	Assessor Records	36 banker boxes	Water Damage/Torn
Circuit Clerk office	Law Orders	31 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Chancery orders	25 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Bond Books	10 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Index Circuit clerk Records	4 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Criminal Orders	19 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Civil Orders	101 dockets	Clean/Mold/Dirt/Torn
Circuit Clerk office	Administration	4 dockets	Clean
Circuit Clerk office	Juvenile	24 vertical drawers	Clean
Circuit Clerk office	Cassette Tapes	2 vertical drawers	Clean
Circuit Clerk office	Mental Hygiene	4 vertical drawers	Clean
Circuit Clerk office	Adoptions	8 vertical drawers	Clean
Circuit Clerk office	Paternity	4vertical drawers	Clean
Circuit Clerk office	Civil Records	172 vertical drawers	Clean
Circuit Clerk office	Criminal Records	20 vertical drawers	Clean
Circuit Clerk office	Domestic Relations	52 vertical drawers	Clean
Circuit Clerk office	Civil Dockets	40 dockets	Clean
Circuit Clerk office	Civil Cases files	4 banker boxes	Clean
Circuit Clerk office	Divorce	4 banker boxes	Clean
Circuit Clerk office	Paternity	1 banker box	Clean
Circuit Clerk office	Audits	1ft 3inch stack	Clean/Torn
Circuit Clerk office	Receipts	1ft 4inch stack	Clean
Circuit Clerk office	Ballots	2ft 5inch stack	Clean
Circuit Clerk outside storage	Vertical drawers were not labeled SEE Comments	56 vertical drawers	Clean
Circuit Clerk outside storage	Stack of books	3ft 2inch high	Clean
Circuit Clerk outside storage	Stack of books	3ft high	Clean
Circuit Clerk outside storage	Stack of books	2ft 1 inch high	Clean
Circuit Clerk outside storage	Stack of books	8 inch high	Clean
Circuit Clerk outside storage	Stack of non standard boxes	3ft high	Clean
Circuit Clerk outside storage	Stack of non standard boxes	2ft 1inch high	Clean
Circuit Clerk outside storage	Stack of non standard boxes	2ft 8inch high	Clean
Circuit Clerk outside storage	Criminal Records	7 banker boxes	Clean
Circuit Clerk outside storage	Juvenile records	6 banker boxes	Clean
Circuit Clerk outside storage	Plat book	1 dockets	Clean
Circuit Clerk outside storage	Maps	1 banker box	Clean
Circuit Clerk outside storage	Civil Records	17 banker boxes	Clean
Circuit Clerk outside storage	Elections	1 banker box	Clean
Circuit Clerk outside storage	Felonies	12 banker boxes	Clean
Circuit Clerk outside storage	Paternity	1 banker box	Clean
Circuit Clerk outside storage	10 stacks of non standard boxes	Varied at 1ft high	Clean
County Clerk office	Land Books	232 dockets	Clean/Dirt /Torn
County Clerk office	Town Lots	18 dockets	Clean
County Clerk office	Survey	2 dockets	Clean
County Clerk office	Entity books	2 dockets	Clean
County Clerk office	Road Record	2 dockets	Clean
County Clerk office	Delinquent Real Estate	12 dockets	Torn/Mold/Dirt
County Clerk office	Supplement taxes	5 dockets	Clean
County Clerk office	Delinquent Commissioner Fortified lands	10 dockets	Torn/Mold/Dirt
County Clerk office	Tax books	10 dockets	Clean/Torn/mold/Dirt
County Clerk office	Trust Deeds	215 dockets	Clean/Mold/Dirt/Eaten
County Clerk office	Index Trust	16 dockets	Clean
County Clerk office	Deed Book	410 dockets	Clean/Mold/Dirt
County Clerk office	Order Book	42 dockets	Mold/Dirt/Torn/Clean
County Clerk office	Record Release	79 dockets	Clean. Mold/Dirt
County Clerk office	Church Trustees	1 docket	Clean
County Clerk office	Report of Sale under Trust Deed	6 dockets	Clean
County Clerk office	Marriage/Death/Birth	63 document cans	Clean/Dirt/torn
County Clerk office	Various Records	60 document cans	Clean/Dirt/Torn
County Clerk office	Misc.	29 vertical drawers	Clean
County Clerk office	Boxes of Microfilm	5 non standard boxes	Negative/Vinegar smell
County Clerk office	Maps	In 2inchx2inch holders 120 holes	Rolled torn
County Clerk office	Will copies	5 vertical drawers	Clean
County Clerk office	Plat books	4 dockets	Torn
County Clerk office	Misc.	18 lateral drawers	N/A
County Clerk office	Deed index	1and half inch 1 and half inch 36 metal drawers	Clean
County Clerk outside storage basement	Finance statements	4 vertical drawers	Clean
County Clerk outside storage basement	Marriage license	6 banker boxes	Clean
County Clerk outside storage basement	General County	12 banker boxes	Clean
County Clerk outside storage basement	Elections	1 banker box	Clean
County Clerk outside storage basement	Receipts	2 banker boxes	Clean
County Clerk outside storage basement	Fee books	3 dockets	Clean
County Clerk outside storage basement	Misc.	2=3ft 3inch stacks of non standard boxes	Clean
County Clerk outside storage basement	Finance orders	27 dockets	Clean
County Clerk outside storage basement	Checks	3 banker boxes	Clean
County Clerk outside storage basement	Misc.	2=2ft 5inch stacks of books	Clean
County Clerk outside storage basement	Land Records	12 banker boxes	Clean
County Clerk outside storage basement	Sheriff Records/Bank Statements/Payroll/Finance Statements/Marriage Lien/ Settlements/Bonds/ Receipt books/ Hunt and Fish/ Civil Service/Airplane/ Flood Victims	106 banker boxes SEE COMMENTS	Clean
County Clerk basement	General Land Books	30 dockets	Clean
County Clerk basement	Birth/Death/Land	96 document cans	Dirt
County Clerk basement	Misc.	wooden shelves 3ft. 3inch long space with non standard boxes on them	Dirt
County Clerk basement	Rolled up maps	Non standard boxes wooden shelf 4ft long	Torn/Dirt
County Clerk basement	Finance statements	Non standard boxes wooden shelf 4ft long	Dirt/Torn/clean
County Clerk basement	Reports	Non standard boxes wooden shelf 4ft long	Dirt/Torn/Clean
County Clerk basement	Unknown records on non standard boxes	5 8ft 2inch stacks on floor	Dirt/Torn/Clean
Sheriff office	Land Books	34 dockets	Clean
Sheriff office	Personal Property	5 dockets	Clean
Sheriff office	Tax Liens	12 dockets	Clean
Sheriff office	Misc.	12 vertical drawers	Clean
Prosecuting Attorneys office	Misc.	4 vertical drawers	Clean
Prosecuting Attorneys office	Felonies	4 lateral drawers	Clean
Jail Cell	Prisoner Records	7 banker boxes	Clean/Dirt/Torn
Jail Cell	Investigations	15 banker boxes	Clean/Dirt/Torn
Jail Cell	Inmate	6 banker boxes	Clean/Dirt/Torn
Jail Cell	Accident	7 banker boxes	Clean/Dirt/Torn
Jail Cell	Tax bonds	10 dockets	Clean/Dirt/Torn
Jail Cell	Sheriff books	19 dockets	Clean/Dirt/Torn
Jail Cell	Misc.	16 banker boxes	Clean/Dirt/Torn
Jail Cell	General County	9 banker boxes	Clean/Dirt/Torn
Jail Cell	Misc.	9 stacks non standard boxes	Clean/Dirt/Torn
Jail Cell	Prosecuting Attorney Records	46 banker boxes	Clean/Dirt/Torn
Jail Cell	Investigations	13 4inchx4inch metal drawers	Clean/Dirt/Torn
Jail Cell	Record Fee	3 dockets	Clean/Dirt/Torn
Jail Cell	Farm docket	4 dockets	Clean/Dirt/Torn
Jail Cell	Crop book	3 dockets	Clean/Dirt/Torn
Jail Cell	Lunacy	1 docket	Clean/Dirt/Torn
Jail Cell	Reimbursements	3 dockets	Clean/Dirt/Torn
Jail Cell	Conditional Sales	3 dockets	Clean/Dirt/Torn
Jail Cell	Sheriff	22 banker boxes	Clean/Dirt/Torn
Jail Cell	Accident	12 vertical drawers	Clean/Dirt/Torn
Jail Cell	Officer Log	5 vertical drawers	Clean/Dirt/Torn
Jail Cell	Criminal	5 vertical drawers	Clean/Dirt/Torn
Jail Cell	Jail Record Book	6 dockets	Clean/Dirt/Torn
Jail Cell	Criminal	6 banker boxes	Clean/Dirt/Torn
Jail Cell	Personal Property books	13 dockets	Clean/Dirt/Torn
Jail Cell	Land Books	21 dockets	Clean/Dirt/Torn
Jail Cell	Assessor Records	8 6ft stacks of banker boxes marked Assessor	Clean/Dirt/Torn
Jail Cell	Deed Books	245 dockets	Clean
Jail Cell	Trust Deeds	93 dockets	Clean
Jail Cell	Microfilm	18 non standard drawers of microfilm	Positive Vinegar smell
Jail Cell	Misc.	23ft long stacks of various records	Clean/Dirt/Torn
Jail Cell	Finance statements	8 stacks	Clean/Dirt/Torn

Comments: Circuit Clerk said they kept Criminal, Divorce, and civil cases in the vertical drawers, however they were not labeld. aLL OFFICES NEED MORE STORAGE ROOM(S).

P1, P2, P3, P4, P5, P6, P7, P8

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	9	6	6	6	3
Part time	0	2	1 for election	0	0
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	In house training	None	A class once a week	None	None
Opportunities available	In house training	None	Weekly classes	None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	8 hours	8 hours	8 hours	8 hours
Public use	8 hours	8 hours	8 hours	No public access	No public access
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	1 to 2 hour	Didn't know	Didn't know	A few hours a week	Not often
Public use	Didn't know	Didn't know	Didn't know said not very often	No access	No access

Comments: ALL OFFICES NEED ON-GOING RECORDS management TRAINING PROGRAM FOR PERSONNEL.

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming
External
Volume of material microfilmed	Didn't know		Didn't know
Disposition of originals
Discarded
Placed in storage	Yes		Yes
Master copy stored (onsite or offsite )	Onsite		Onsite
User copies available (record as yes/no)	Yes		yes

Comments: County Clerk's microfilm WAS Negative and had a vingear smell to them.

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)	They said software was used but did not know what kind		Election information
Software used	Unknown	Supreme Court System	CSSI	A.S. 400	Word
Name and address of the vendor used	Didn't know	N/A	Didn't know	Philips Computer Service	Microsoft
Security in place for the storage system	Password	N/A	Password	Password	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	None	None	They have a retention schedule but does not know the name	None	None
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	None	None	None	None	None
Any records management guidelines used for electronic records (record as yes/no)	Yes	No	No	Yes	no

Comments: Most offices commented that they did not destroy ANYTHING, because they did not know what to destroy and keep. Also County Clerk commented that they have a retention schedule but they rarely destroy a document. Most of their records have already been copied to microfilm

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

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