1.1 The Physical Space Housing the Records

Active Records Area

County clerk upstairs

Sheriff offsite+ tax

Pros. Att. offsite

Inactive Records Area A

County clerk downstairs

Sheriff- R1 3rd flr of commission building

County clerk lower level

Inactive Records Area B

County clerk vault in probate office

Sheriff trailer offsite

County clerk voter registration room

1.1.A Temperature (in degrees Fahrenheit)

Assessor NA office

Circuit Clerk 73 office

County Clerk 72

Sheriff

Prosecuting Attorney

Assessor NA

Circuit Clerk

County Clerk 71

Sheriff 69

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor NA office

Circuit Clerk 33% office

County Clerk 41

Sheriff

Prosecuting Attorney

Assessor NA

Circuit Clerk

County Clerk 39

Sheriff 40

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor na

Circuit Clerk no

County Clerk yes

Sheriff yes+ yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff yes

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 yes

County Clerk no

Sheriff no+ no

Prosecuting Attorney yes

Assessor NA

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Mold inactive (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Moisture, Dampness (record as yes/no) and note where

Assessor yes

Circuit Clerk no

County Clerk NA

Sheriff no+ no

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no+ no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals past note kind

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no +no

Prosecuting Attorney no

Assessor no

Circuit Clerk

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+ no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects past note kind

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor NA

Circuit Clerk yes

County Clerk no

Sheriff no+ no

Prosecuting Attorney no

Assessor NA

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor not in office

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk

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 no

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor NA

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Locked or limited access to areas with records (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes+ yes

Prosecuting Attorney yes

Assessor NA

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes (fire, not burglar)

Sheriff

Prosecuting Attorney

Assessor yes

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor NA

Circuit Clerk NA

County Clerk yes

Sheriff yes+ yes

Prosecuting Attorney yes

Assessor NA

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Key card access (record as yes/no)

Assessor

Circuit Clerk

County Clerk no

Sheriff no+ no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

 

 

 

Comments: In Assessor's office, no one has control of heat.

Prosecuting Attorney and Sheriff's Tax offices did not complete West Virginia Courthouses Records Survey.

 

sheriff offsite trailor has no heat or electricity. two miles from court house.

 

the prosecutting attorney office is located two blocks south on corner of king and spring in county owned building on second floor this building has structural damage cracks and roof leaks and hvac problems. also stores records at st. johns magistrate court area storage. in one room of the king st. building were circuit clerk records on the floor with prosecutting attorney records covered with plastic to keep water and debris from falling onto records.

one room has 55 banker boxes, one room has 4 bankers and 46 cubic feet, an area with 8 legal size file drawers and 7 boxes, area with 16 banker 3 plastic and 4 cubic foot, office file room 70 legal file drawers.

room above old court room county clerk and fiduciary were primary users of space no heat access through court room and upstairs were shelving units 200 boxes 16 mss. boxes leter size, 42 personal property dockets 1931-60.

area on king st side above court ceiling level 3rd floor has financing and purchasing offices and 50 letter drawers and book cases with records 4 8. county clerk has 12 boxes 10 each 8x8 disk are back up electronic records content unknown. assessor had cageed area 10ft by 8ftwith maps and land books and 8ftx8ft pile of boxes on floor and about 10 banker boxes on floor in larger room.

 

circuit clerk office is located in the basement of judicial annex. assessor office and sheriff tax located in 1st floor of judicial annex.

assesors map room is on 2nd floor of annex.

 

county clerk office in court house on the lower level record rooms are lined with water lines and sewer pipes along the ceiling. clerks inactive stored with private Records Management solutions.

 


 

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

Location

Record Type

Volume

Condition

Assessor office Main

Exonerations

2 lateral drawers (clerk has file of same)

Clean

Assessor office Main

Natural Resources

4 lateral drawers

Clean

Assessor office Main

Current Assessments

8 lateral drawers

Clean

Assessor office Main

DMV Books

4 legal size drawers

Clean

Assessor office Main

Personal Property by Taxpayer

Revolving 18-shelf unit 7'4" across

Clean

Assessor office Main

DMV books

Revolving 18-shelf unit 7'4" across

Clean

Assessor office Main

Pending Changes, Mobile Homes

5 lateral 30" drawers

Clean

Assessor office Main

 

5 lateral 40" drawers

Clean

Assessor office Main

Farm Property

11 legal size drawers

Clean

Assessor office Main

Farms

1 lateral drawer

Clean

Assessor office Main

Dog Cards

5 legal size drawers

Clean

Assessor office Main

Dog Books

3 lateral drawers

Clean

Assessor office Main

Commercial

5 28" lateral drawers, 10 40" lateral drawers, 5 legal size drawers

Clean

Assessor office Third floor storage

Deeds

16 legal size drawers

Clean

Assessor office Third floor storage

Current Changes

1 lateral file

Clean

Assessor office Third floor storage

Sales

8 legal size and 4 letter size drawers

Clean

Assessor office Third floor storage

Hanging Maps

Five feet

Clean

Assessor office Third floor storage

Current Tax Cards

8 lateral drawers, 1 letter size cabinet

Clean

Assessor office Third floor storage

Land Books (1994-2002)

52 books

Clean

Assessor office Third floor storage

Map Cards

18 drawers

Clean

Assessor office Third floor storage

Microfiche Cabinets

18 drawers of cards with attached film of deeds and land records

Clean

Assessor office Third floor storage

Maps

25 drawers

Clean

Assessor office Third floor storage

Land Files

20 legal size drawers

Clean

Assessor office Third floor storage

Change Cards

10 file drawers

Clean

Assessor office Third floor storage

Review Documents

12 32" lateral drawers, 20 letter size drawers, 4 legal size drawers, 3 boxes

Clean

Assessor office storage in Sheriff's Tax office

Maps & Land Books

10 ft. cage area

Clean

Assessor office storage in Sheriff's Tax office

Boxes

8 ft. x 8 ft. stack

Clean

Assessor office storage in Sheriff's Tax office

Bankers Boxes

10

Clean

Circuit Clerk office Main

Criminal, Civil, Domestic, Juvenile, etc. Case Files

760 linear feet

Clean

Circuit Clerk office Main

Adoption Cases

10 legal size files

Clean

Circuit Clerk office Main

Criminal Cases

20 drawers (22x15) of cassette tapes

Clean

Circuit Clerk office Main

Juvenile Cases

28 drawers of cassette tapes

Clean

Circuit Clerk office Main

Grand Jury Cases

6 drawers of cassette tapes

Clean

Circuit Clerk office Main

Criminal, Misdemeanor, Civil Records

13 (9x6) boxes of microfiche

Clean

Circuit Clerk office Main

Criminal Order

67 half ledgers, 3 ledgers

Clean

Circuit Clerk office Main

Juvenile Dockets

2 half ledgers, 1 ledger

Clean

Circuit Clerk office Main

Juvenile Cases

1 ledger

Clean

Circuit Clerk office Main

Juvenile Order

10 ledgers, 56 half ledgers

Clean

Circuit Clerk office Main

Civil Docket

35 ledgers, 11 half ledgers

Clean

Circuit Clerk office Main

Civil Order

13 ledgers, 5 half ledgers

Clean

Circuit Clerk office Main

Mental Hygiene

half ledgers

Clean

Circuit Clerk office Main

Mental Hygiene Docket

2 ledgers, 1 half ledger, 1 index

Clean

Circuit Clerk office Main

Bond

2 ledgers, 4 half ledgers

Clean

Circuit Clerk office Main

Domestic Order

71 half ledgers

Clean

Circuit Clerk office Main

Comm. Forfeited Lands

5 ledgers

Clean

Circuit Clerk office Main

Chancery (1831 forward)

46 ledgers

Clean

Circuit Clerk office Main

Direct/Indirect Index

4 ledgers

Clean

Circuit Clerk office Main

Miscellaneous

3 ledgers

Clean

Circuit Clerk office Main

Executive Docket

1 ledger, 5 half ledgers

Clean

Circuit Clerk office Main

Receiver Account

2 ledgers, 1 large fee record book, one foot misc. books and folders

Clean

Circuit Clerk office Main

Hearing Dockets (various)

8 ledgers

Clean

Circuit Clerk office Main

General Index Civil P&D

4 ledgers

Clean

Circuit Clerk office Main

Index to Chancery

2 ledgers

Clean

Circuit Clerk office Main

Special Commissioners Bond

1 ledger

Clean

Circuit Clerk office Main

Guardianship

3 half ledgers

Clean

Circuit Clerk office Main

General Index to Criminal

1 ledger

Clean

Circuit Clerk office Main

Mental Hygiene

4 ledgers

Clean

Circuit Clerk office Main

Executive Docket and Adm. Order

1 ledger

Clean

Circuit Clerk office Main

Order Books

27 books

Clean

Circuit Clerk office Main

Chancery-related Orders, Dockets

68 ledgers

Clean

Circuit Clerk office Main

Juvenile

7 ledgers

Clean

Circuit Clerk office Main

Adoption

5 ledgers, 5 half ledgers, 1 index

Clean

Circuit Clerk office Main

Administrator Order

6 half ledgers

Clean

Circuit Clerk office Main

Misc. Proceedings

1 half ledger

Clean

Circuit Clerk office Main

Foreign Support

1 half ledger

Clean

Circuit Clerk office Main

Order

1 half ledger

Clean

Circuit Clerk office Main

School Fund

2 ledgers

Clean

Circuit Clerk office Main

Record of Fees

13 ledgers

Clean

Circuit Clerk office Main

Jury Commissioner

8 ledgers

Clean

Circuit Clerk office Main

Index to Chancery & Law

3 ledgers

Clean

Circuit Clerk office Main

Process

1 ledger

Clean

Circuit Clerk office Main

Law

2 ledgers

Clean

Circuit Clerk office Main

Reciprocal Docket

3 ledgers, 1 half ledger, 1 index

Clean

Circuit Clerk office Main

Adoption & Juvenile

Lateral file (18x38)

Clean

Circuit Clerk office Main

Mental & Foreign Support

10 drawers, 3 boxes

Clean

County Clerk office Main

Deeds, Releases, Misdemeanors, Deaths, Marriages, Writs

462 can files

Clean

County Clerk office Main

Deeds

608 small books

Clean

County Clerk office Main

Deeds of Trust

774 small books

Clean

County Clerk office Main

Releases

199 small books

Clean

County Clerk office Main

Marriages

9 large books, 4 small books

Clean

County Clerk office Main

Mechanics Liens

14 small books

Clean

County Clerk office Main

Executors Bonds

10 large books, 13 small books

Clean

County Clerk office Main

Appraisements

25 large books, 192 small books

Clean

County Clerk office Main

Settlement of Accounts

31 large books, 168 small books

Clean

County Clerk office Main

Judgment Liens

6 large books

Clean

County Clerk office Main

Church Trustees

2 large books

Clean

County Clerk office Main

Sales under Deeds of Trust

2 large books

Clean

County Clerk office Main

Plats

2 large books

Clean

County Clerk office Main

Executors Liens

2 large books

Clean

County Clerk office Main

Miscellaneous (old)

42 large books

Clean

County Clerk office Main

State Tax Liens

2 large books, 27 small books

Clean

County Clerk office Main

Mental Hygiene

3 small books

Clean

County Clerk office Main

Wills

40 small books

Clean

County Clerk office Main

Competency Hearings

1 small books

Clean

County Clerk office Main

Minutes Book

1 small book

Clean

County Clerk office Main

Debtor Financing

5 small books

Clean

County Clerk office Main

General Deed Index

43 large books

Clean

County Clerk office Main

Defendant Liens

8 small books

Clean

County Clerk office Main

Index Wills

39 large books, 4 small books

Clean

County Clerk office Main

Land Books

34 printouts

Clean

County Clerk office Main

Personal Property

50 printouts

Clean

County Clerk office Main

Births & Deaths

3 large books

Clean

County Clerk office Main

Births

20 small books

Clean

County Clerk office Main

Deaths

9 small books

Clean

County Clerk office Main

Corporate

1 large book, 38 small books

Clean

County Clerk office Main

Federal Tax Releases

5 small books

Clean

County Clerk office Main

Miscellaneous Index

7 small books

Clean

County Clerk office Downstairs

County Historic Records

Large metal locked cabinet

Clean

County Clerk office Downstairs

Deeds

246 large books, 56 small books

Clean

County Clerk office Downstairs

Deeds of Trust

178 large books, 364 small books

Clean

County Clerk office Downstairs

Various Index

16 large books

Clean

County Clerk office Downstairs

Marriages

1 large book

Clean

County Clerk office Downstairs

Miscellaneous

3 large books

Clean

County Clerk office Downstairs

Index Plats

1 large book

Clean

County Clerk office Downstairs

Land Books

194 large books

Clean

County Clerk office Downstairs

Personal Property

28 large books

Clean

County Clerk office Downstairs

Historic Records

28 large books

Clean

County Clerk office Downstairs

Discharge Records

14 large books, 6 small books

Clean

County Clerk office Downstairs

Settlements

75 large books, 106 small books

Clean

County Clerk office Downstairs

Releases

63 large books, 96 small books

Clean

County Clerk office Downstairs

Fiduciary

31 large books

Clean

County Clerk office Downstairs

Executors Bond

2 large books

Clean

County Clerk office Downstairs

Survey Records

2 large books

Clean

County Clerk office Downstairs

Unrecorded Deeds

4 small books

Clean

County Clerk office Downstairs

Recorded Deeds

2 small books

Clean

County Clerk office Downstairs

Order Book

3 large books

Clean

County Clerk office Downstairs

Miscellaneous

10 large books

Clean

County Clerk office Downstairs

Frederic Co. Land Grants

3 large books

Clean

County Clerk office Downstairs

Minutes

17 large books

Clean

County Clerk office Downstairs

Corporate Records

18 small books

Clean

County Clerk office Downstairs

Index Delinquent Land

2 large books

Clean

County Clerk office Downstairs

Sheriff's Settlement

1 small book

Clean

County Clerk office Downstairs

Miscellaneous Records

23 boxes

Clean

County Clerk office Downstairs

Plats

9 cabinets

Clean

County Clerk office Vault

Record of Fiduciary

3 large books

Clean

County Clerk office Vault

Election Records

2 large books

Clean

County Clerk office Vault

General Index Records

10 large books

Clean

County Clerk office Vault

Order Books

2 small books

Clean

County Clerk office Vault

Minute Books

41 small books

Clean

County Clerk office Vault

Marriage

62 large books, 5 small books

Clean

County Clerk office Vault

Land Books

60 large books

Clean

County Clerk office Vault

Personal Property

3 large books

Clean

County Clerk office Vault

Executors Bon

16 small books

Clean

County Clerk office Vault

Miscellaneous Records

14 small books

Clean

County Clerk office Vault

Old Miscellaneous Books

5 large books

Clean

County Clerk office Vault

Correspondence

4 legal size drawers

Clean

County Clerk office Vault

County Commission

12 legal size, 12 letter size drawers

Clean

County Clerk office Vault

Probated Wills

32 legal size drawers

Clean

County Clerk office Vault

Fiduciary Settlements

40 legal size drawers

Clean

County Clerk office Vault

Administrative Bonds

8 legal size drawers

Clean

County Clerk office Vault

Financial Audit

12 legal size, 9 letter size drawers

Clean

County Clerk office Vault

Inactive Voters

20 letter size drawers

Clean

County Clerk office Vault

Fiduciary Records

28 legal size drawers

Clean

County Clerk office Vault

Deeds, Appraisements, Deeds of Trust, Judgments, State Tax Liens, etc.

540 can files

Clean

County Clerk office Vault

Miscellaneous Records

23 1.5 cu.ft. boxes

Clean

Sheriff's Tax office Main

 

46 legal size drawers

Clean

Sheriff's Tax office Main

 

11 letter size drawers

Clean

Sheriff's Tax office Main

 

35 shelf bins

Clean

Sheriff's Tax office Main

 

8 cu.ft. of boxes

Clean

Sheriff's Tax office Main

 

12 lateral file drawers

Clean

Sheriff's Tax office Main

Land and Personal Property

90 books

Clean

Sheriff's Tax office Main

Past and Current Tax Year Records

 

Clean

Sheriff's Tax office Main

Fire Board & Ambulance Authority Records

200 bankers boxes in wire caged area

Clean

Sheriff's Tax office Main

Sheriff's Tax Records

Stack of boxes & books 2'x25'x4'

Clean

Sheriff's Tax office Main

Bankers boxes & 1 cu.ft. boxes

380

Clean

Sheriff's Tax office 3rd floor of commission building

Tax records

Dockets and boxes piled

4ft high by two feet wide 25 ft

Sheriff commission 3rd

Tax records

380 boxes banker and ft size

Clean

 

Sheriff office law

Administrative and personal files

14 legal

Clean

 

Sheriff law

Administrative and personal

2 letter

Clean

 

Sheriff law

Old arrest records

13 drawers

Clean

Sheriff law

DAD

15 file drawers

Clean

Sheriff law

CADS and reports

16 file drawer

clean

Sheriff law

Warrents

3 lateral drawers

clean

Prosecuting Attorney office Main

Retrieved Circuit Court Records

44 plastic boxes greater than or equivalent to banker

Mold, surface dirt

Prosecuting Attorney office Main

Juvenile

25 bankers, 10 cubic (plastic covering)

Mold surface dirt

Prosecuting Attorney office Main

Magistrate Records

41 boxes

 

Prosecuting Attorney office Main

Boxes

8 plastic, 86 bankers, 53 1 cu.ft.

Mold surface dirt

Prosecuting Attorney office Main

File Drawers

78 legal size drawers

Mold surface dirt

County clerk voter reg.

Voter registration

147 dockets

Clean

County clerk voter reg.

Births and death

30 document cans

Clean

County clerk voter reg.

Marriage applications

84 document cans

Clean

County clerk voter reg.

Mss.

27 letter size

Clean

County clerk voter reg.

Bonds and guardians

Boxes

clean

 

Comments :

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26, P27, P28, P29, P30, P31, P32, P33, P34, P35, P36


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

Yes (recovery of records backup in Morgantown & Salt Lake City)

 

no

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

14

11

14 + 1 clerk

40+

11

Part time

4

3

9

 

2

Volunteers

0

0

 

 

0

1.7.B Records Training

 

 

 

 

 

Training received

None

Depends upon person

At least one association seminar, some at community college

 

internal

Opportunities available

Association Meetings

Association Meetings

Meetings, library, college

 

 

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Constantly

2 hours

3 hours

 

constant

Public use

Constantly

Don't know

2 hours

 

rare

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

2 hours to next day

 

3 hours

 

1-2 hours daily

Public use

2 hours to next day

 

2 hours

 

 

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

None

None

None

 

none

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

none

Volume of material microfilmed

None (not lately) old microfiche for real estate

None have microfiche from past filming

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

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

Yes

Yes Deeds, Deeds of Trust, Leases

 

none

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

Paper record goes in file

Returned to attorney or owner

 

 

Master copy stored (onsite or offsite )

 

Onsite

Onsite & offsite (in Morgantown, WV)

 

 

Backup copies available (record as yes/no)

 

Yes

Yes

 

 

External

 

 

 

 

 

Volume of material digitized

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

 

 

 

 

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)

All records to Charleston, WV

All Circuit Clerk papers are scanned

None

 

 

Software used

CISC

Software of Morgantown

Software of Morgantown

 

As400

Name and address of the vendor used

 

 

 

 

 

System support used

 

Software

 

 

 

Name and address of the vendor used

 

 

 

 

 

Security in place for the storage system

 

AS400 Backup

Safe

 

 

Security in place for the backup system

Back up on own server in office and in Charleston, WV

Stored in vault in Sheriff's office

Kept in Morgantown

 

Internal kept onsite

Procedural rules used for creation, storage, reformatting, and retirement of electronic records

 

No

None

 

none

 

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

No

No

 

none

Documentation processes to show what records have been destroyed in the past five years (record as yes/no)

No

No

No

 

none

Any records management guidelines used for electronic records (record as yes/no)

 

Yes

Yes back up each day

 

none

 

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 (Berkeley County Historical Society, Records Management Solution, Martinsburg, WV)

No

 

none

Lists contain record group, series, span date, and quantity data (record as yes/no)

No

Yes (hard copy, electronic & handwritten copy)

 

 

 

Transfer documentation for these records (record as yes/no)

No

Yes (under judge order under county commissioner direction)

 

 

 

 

Comments:

 

 

 

 

 

 

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