1.1 The Physical Space Housing the Records

Active Records Area

Main office

Inactive Records Area A

Circuit clerk-jail cell

Pros. Att. R4

Sheriff- jail cell

County clerk-jail cell

Assessor- jail house R1

Inactive Records Area B

Circuit clerk- jail house

Assessor- jail house R2

1.1.A Temperature (in degrees Fahrenheit)

Assessor 71

Circuit Clerk 77

County Clerk 75

Sheriff 75

Prosecuting Attorney 72

Assessor 66

Circuit Clerk68

County Clerk 65

Sheriff 67

Prosecuting Attorney 72

Assessor 67

Circuit Clerk 67

County Clerk 67

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 47

Circuit Clerk 31

County Clerk

Sheriff 40

Prosecuting Attorney32

Assessor 31

Circuit Clerk 40

County Clerk 36

Sheriff 32

Prosecuting Attorney 32

Assessor

Circuit Clerk 32

County Clerk 32

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 yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

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

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold inactive (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney 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

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 no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor yes

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

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 yes

Circuit Clerk yes

County Clerk yes

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 yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

 

 

 

Comments

 


 

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

Location

Record Type

Volume

Condition

County Clerk Main office

Marriage records

35 dockets

Clean

County Clerk Main office

Index to marriage

4 dockets

Clean

County Clerk Main office

Clerk record fees

4 dockets

Clean

County Clerk Main office

Fiduciary order

82 dockets

Clean

County Clerk Main office

General index to fiduciary

7 dockets

Clean

County Clerk Main office

Index to wills

2 dockets

Clean

County Clerk Main office

Appraisements and sales

49 dockets

Clean

County Clerk Main office

Will book

33 dockets

Clean

County Clerk Main office

Land

316 dockets

Torn, dirt, red rot

County Clerk Main office

Personal property

16 dockets

Clean

County Clerk Main office

Maps

7 dockets

Clean

County Clerk Main office

Deeds

540 dockets

Clean

County Clerk Main office

General order

25 dockets

Clean

County Clerk Main office

Homestead record

I docket

Clean

County Clerk Main office

Bond record

16 dockets

Clean

County Clerk Main office

Judgment liens

19 dockets

Clean

County Clerk Main office

Surveyors

3 dockets

Clean

County Clerk Main office

Assignments

1 docket

Clean

County Clerk Main office

Lis pendens

3 dockets

Clean

County Clerk Main office

Lunacy commission record

1 docket

Clean

County Clerk Main office

Federal tax lien

3 dockets

Clean

County Clerk Main office

Church trustees

1 docket

Clean

County Clerk Main office

Reports of sales under trust deeds

7 dockets

Clean

County Clerk Main office

POA

9 dockets

Clean

County Clerk Main office

Road record

1 docket

Clean

County Clerk Main office

Mechanic lien

5 dockets

Clean

County Clerk Main office

Agreements

2 dockets

Clean

County Clerk Main office

Non county death

4 dockets

Clean

County Clerk Main office

Name change

1 docket

Clean

County Clerk Main office

Federal tax lien

8 dockets

Clean

County Clerk Main office

Debtor index to financing statements

4 dockets

Clean

County Clerk Main office

Record of oath

3 dockets

Clean

County Clerk Main office

Levy estate

3 dockets

Clean

County Clerk Main office

Financial statements

6 dockets

Clean

County Clerk Main office

General index

37 dockets

Clean

County Clerk Main office

Grantee creditor plaintiff

6 dockets

Clean

County Clerk Main office

Grantee debtor defendant

6 dockets

Clean

County Clerk office Main

Birth death records

20 dockets

Clean

County Clerk office Main

State tax lien

1 docket

Clean

County Clerk office Main

Discharge record

11 dockets

Clean

County Clerk office Main

Soldier discharge

2 dockets

Clean

County Clerk office Main

Sheriffs receipts

2 dockets

Clean

County Clerk office Main

Tax receipts

28 dockets

Clean

County Clerk office Main

Surveyors report

2 dockets

Clean

County Clerk office Main

Unpaid taxes

22 dockets

Clean

County Clerk office Main

Sales

7 dockets

Clean

County Clerk office Main

Appointments

15 dockets

Clean

County Clerk office Main

Court papers

2 dockets

Clean

County Clerk office Main

Commission settlements

12 dockets

Clean

County Clerk office Main

General county charts

6 dockets

Clean

County Clerk office Main

General county claims

31 dockets

Clean

County Clerk office Main

Justice fine fund

1 docket

Clean

County Clerk office Main

General relief

2 dockets

Clean

County Clerk office Main

Appraisements sales bills

37 dockets

Clean

County Clerk office Main

Monthly statement

24 dockets

Clean

County Clerk office Main

Monthly repairs

12 dockets

Clean

County Clerk office Main

Maps

Hanging 2ft 5in linear

Torn

County Clerk office Main

UCC

70 document cans

Clean

County Clerk office Main

General county

30 document cans

Clean

County Clerk office Main

Pay roll

7 document cans

Clean

County Clerk office Main

Social security

3 document cans

Clean

County Clerk office Main

Conditional sales

1 document cans

Clean

County Clerk office Main

Dog fund

8 document cans

Clean

County Clerk office Main

Misc. papers

3 document cans

Clean

County Clerk office Main

Sheriff receipts

9 document cans

Clean

County Clerk office Main

Plats petition

2 document cans

Clean

County Clerk office Main

Deposited statements

6 document cans

Clean

County Clerk office Main

Receipts

10 document cans

Clean

County Clerk office Main

Sheriff settlements

4 document cans

Clean

County Clerk office Main

Delinquent

4 document cans

Clean

County Clerk office Main

Petitions

2 document cans

Clean

County Clerk office Main

Birth and death

76 document cans

Clean

County Clerk office Main

Bonds

8 document cans

Clean

County Clerk office Main

Oath of office

2 document cans

Clean

County Clerk office Main

Adoption

4 document cans

Clean

County Clerk office Main

OPA enrollment

6 document cans

Clean

County Clerk office Main

Sheriff receipts

5 document cans

Clean

County Clerk office Main

County court papers

11 document cans

Clean

County Clerk office Main

Misc.

9 document cans

Clean

County Clerk office Main

Wills

27 document cans

Clean

County Clerk office Main

Release of judgment

16 document cans

Clean

County Clerk office Main

Reports

11 document cans

Clean

County Clerk office Main

Waivers

1 document cans

Clean

County Clerk office Main

Ministerial certificates

2 document cans

Clean

County Clerk office Main

Birth certificates

document cans

Clean

County Clerk office Main

Death certificates

17 document cans

Clean

County Clerk office Main

Oath of office

2 document cans

Clean

County Clerk office Main

Deed of trust

12 document cans

Clean

County Clerk office Main

Summons

1 document cans

Clean

County Clerk office Main

Redemptions

8 document cans

Clean

County Clerk office Main

Acting administrator

2 document cans

Clean

County Clerk office Main

Guardian

3 document cans

Clean

County Clerk office Main

Trust deeds

174 dockets

Clean

County Clerk office Main

Delinquent tax liens

5 dockets

Mold dirt torn

County Clerk office Main

Delinquent real estate

9 dockets

Surface dirt

County Clerk office Main

Voter registration

48 dockets

Clean

County Clerk office Main

Election records

3 dockets

Clean

County Clerk office Main

Grantor

2 dockets

Clean

County Clerk office Main

Transfers

4 dockets

Clean

County Clerk office Main

General election

2 dockets

Clean

County Clerk office Main

Release deeds

73 dockets

Clean

County Clerk office Main

Report of state commission delinquent lands

31 dockets

Clean

County Clerk office Main

Misc. records

9 dockets

Clean

County Clerk Jail Cell

Deed

180 dockets

Surface dirt

County Clerk Jail Cell

Blue prints

5ft height

Surface dirt

County Clerk Jail Cell

Maps

Non standard cardboard box 5ftL

Surface dirt

County Clerk Jail Cell

Misc. records

54 banker boxes

Surface dirt

County Clerk Jail Room

Dockets

5ft4in x 5ft6in x 33in pile of dockets on the floor

Horrible condition

County Clerk Jail Room

Dockets

3ft x 3ft3inx 2ft2in pile of dockets on the floor

Horrible condition

Circuit Clerk main office

 

Machine each row contains 5 metal containers 1ft x 1ft containing file folders

 

clean

Circuit Clerk main office

Civil

5 rows

clean

Circuit Clerk main office

Juvenile

1 rows

clean

Circuit Clerk main office

Felony

5 rows

clean

Circuit Clerk main office

Domestic

7 rows

clean

Circuit Clerk main office

Mental hygiene

1 row

clean

Circuit Clerk main office

Law order

187 document cans

clean

Circuit Clerk main office

Chancery

279 doc cans

clean

Circuit Clerk main office

Executions

24 doc cans

clean

Circuit Clerk main office

Custody guidelines

1 doc can

clean

Circuit Clerk main office

Petitions

3 doc cans

clean

Circuit Clerk main office

Release orders

1 doc cans

clean

Circuit Clerk main office

Juvenile order

25 doc cans

clean

Circuit Clerk main office

Criminal orders

6 doc cans

clean

Circuit Clerk main office

County court

10 doc cans

clean

Circuit Clerk main office

Cards

Lateral metal 5d

clean

Circuit Clerk main office

Mental health

1d lateral

clean

Circuit Clerk main office

Juvenile and adoption

1d lateral

clean

Circuit Clerk main office

Misc.

1d lateral

clean

Circuit Clerk main office

Pistol permits and attachments

1d vertical

clean

Circuit Clerk main office

Bail and civil

1d vertical

clean

Circuit Clerk main office

Jury orders

2d vertical

clean

Circuit Clerk main office

Orders

2d vertical

clean

Circuit Clerk main office

Grand jury tapes

1d vertical

clean

Circuit Clerk main office

Warrants and summons

1d vertical

clean

Circuit Clerk main office

Divorce

1d vertical

clean

Circuit Clerk main office

County court

111 dockets

clean

Circuit Clerk main office

End chancery

231 dockets

clean

Circuit Clerk main office

Promisous

48 dockets

clean

Circuit Clerk main office

Chancery orders

34 dockets

clean

Circuit Clerk main office

Process

2 dockets

clean

Circuit Clerk main office

Record of fees

1 docket

clean

Circuit Clerk main office

Law execution

9 dockets

clean

Circuit Clerk main office

Transcript

4 dockets

clean

Circuit Clerk main office

Record of commission bonds

4 dockets

clean

Circuit Clerk main office

Witness record

4 dockets

clean

Circuit Clerk main office

Jury commission

2 dockets

clean

Circuit Clerk main office

Mental hygiene

4 dockets

clean

Circuit Clerk main office

Domestic orders

5 dockets

clean

Circuit Clerk main office

Criminal orders

3 dockets

clean

Circuit Clerk main office

Civil orders

51 dockets

clean

Circuit Clerk jail cell

Misc. records

Non standard cardboard box 140ft linear

Dirt, mold

Circuit Clerk jail house room

Criminal

28 dockets

Dirt, mold, mildew, torn and missing bindings, red rot

Circuit Clerk jail house room

Misc.

17 dockets

Dirt, mildew, mold, torn, and missing bindings, red rot

Circuit Clerk jail house room

Lunacy

2 dockets

Dirt, mildew, mold, torn and missing bindings, red rot

Prosecuting attorney main office

Open cases

8d vertical metal

Clean

Prosecuting attorney main office

Closed cases

Non standard cardboard boxes 4ft linear

Clean

Prosecuting attorney

2000-2002 closed cases

Non standard cardboard boxes the entire room

clean

 

 

 

clean

Assessor main office

Assessments

16d vertical metal

clean

Assessor main office

Property cards

7d lateral

clean

Assessor main office

Land

16 dockets

clean

Assessor main office

Personal Property

4 dockets

clean

Assessor main office

Maps

6 dockets

clean

Assessor main office

Address

6 dockets

clean

Assessor R1

Personal property

158 dockets

Mold, torn, red rot

Assessor R1

Land

196 dockets

Mold, torn, red rot

Assessor R1

Bond records

4 dockets

Mold, torn, red rot

Assessor R1

Reimbursements

4 dockets

Mold, torn, red rot

Assessor R1

Sheriff

12 dockets

Mold, torn, red rot

Assessor R1

Surety

3 dockets

Mold, torn, red rot

Assessor R1

Crop liens

1 dockets

Mold, torn, red rot

Assessor R1

Misc. records

1 docket

Mold, torn, red rot

Assessor R1

Supervisor record

1 docket

Mold, torn, red rot

Assessor R1

Fee records

4 dockets

Mold, torn, red rot

Assessor R2

Computer post

3 large banker

Mold, torn, red rot

Assessor R2

Paid tickets

5 large banker

Mold, torn, red rot

Assessor R2

Misc.

5ft4in x 5ft6in x 33inh pile of dockets

Mold, torn, red rot

Assessor R2

Misc.

3ft x 3ft3in x 2fth pile of dockets

Mold, torn, red rot

Sheriff office

Tax liens

6 dockets

clean

Sheriff office

Delinquent land

2 dockets

clean

Sheriff office

Personal property

3 dockets

clean

Sheriff office

Committee accounts

3d vertical

clean

Sheriff office

Correspondence tax

2d vertical

clean

Sheriff office

Liens

2d vertical

clean

Sheriff office

Misc.

3d vertical

clean

Sheriff office

Bank recon

1d vertical

clean

Sheriff office

Statements

1d vertical

clean

Sheriff office

Tax

8d vertical

clean

Sheriff office

DMV

2d vertical

clean

Sheriff office

Fiduciaries

2d vertical

clean

Sheriff office

Checks

1 banker box

clean

Sheriff office

Exonerations

1 banker

clean

Sheriff office

Receipts

1 banker

clean

Sheriff jail cell

Sheriff records

199 banker boxes

Surface dirt

Sheriff jail cell

Sheriff records

11 large banker boxes

Surface dirt

Sheriff jail cell

Sheriff records

8 small banker boxes

Surface dirt

Sheriff jail cell

Audio tapes

2ft linear

Surface dirt

Sheriff jail cell

Misc.

14 linear dockets

Surface dirt

 

 

Comments: in the county clerk jail room the first pile of dockets stated above has an open water pipe pertruding through the middle of the pile. the dockets are covered in mold and they are falling apart. The janitor told us that the dockets had been stored in the attic were they started to decay. view pictures.

The second floor of the jail contained the circuit clerks records. Ten jail cells being 7 ft in depth and 2- 24ft linear rows of bars was the measurements used in calculating the linear feet. I multiplied each 7ft depth by 2 because two sides of each cell were used to store records.

 

prosecutting attorney destroyed all records before 2000. on the 4th floor a room stores all cases between 2000-2002 in banker boxes. the prosecutting attorney said he needs more space and employees.

 

P1, P2, P3


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

no

No

No

no

no

 

Comments county clerk marked not provided

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

5

3

 

3

3

Part time

0

1

 

1

1

Volunteers

0

0

 

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

None

 

None

None

Opportunities available

None

None

 

None

None

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

8 hours

8 hours

8hrs

8 hours

Public use

 

 

8 hours

 

 

 

Comments County clerk wrote yes for numbers of employees


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

no

 

 

no

no

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

Stored

 

 

 

Discarded

 

No

 

 

 

Placed in storage

 

Yes

yes

 

 

Master copy stored onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

Yes

 

 

 

Backup copies available (record as yes/no)

 

yes

 

 

 

 

Comments The circuit clerk said that all of the law dockets are on microfilm. The circuit clerk office stores the original and a copy is kept at the cultural center in Charleston, WV.

 

 

 

 

 

 

 

 

 

 

 

 

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)

Same as state tax dept.

 

 

 

Braxton 1

Software used

 

Software

 

Software

 

Name and address of the vendor used

 

Morgantown, WV

 

Morgantown, WV

 

System support used

 

Same

 

 

 

Name and address of the vendor used

 

Same

 

 

Password

Security in place for the storage system

 

Passwords

 

Password

 

Security in place for the backup system

 

Passwords

 

 

 

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

 

1977 records schedule

 

 

 

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)

 

 

 

 

 

 

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

no

no

no

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

 

yes

 

 

 

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

 

 

 

 

 

 

Comments

 

 

 

 

 

Braxton Index Page