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 70-80 office

Circuit Clerk 78 vault main

County Clerk 75 office

Sheriff office- 80

Prosecuting Attorney 70 office

Assessor

Circuit Clerk

County Clerk( third floor storage room 1)-69

Sheriff ( over the basement vault)-80

Prosecuting Attorney 70

Assessor

Circuit Clerk

County Clerk third floor storage room 2-70

Sheriff basement vault-85

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor varies

Circuit Clerk 31

County Clerk 31 office

Sheriff office-35

Prosecuting Attorney office

Assessor

Circuit Clerk

County Clerk 35

Sheriff - 35

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk - 34

Sheriff -42

Prosecuting Attorney

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

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

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Mold inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney yes windows/ceiling

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney yes windows/ceiling

Assessor

Circuit Clerk

County Clerk no

Sheriff yes basement

Prosecuting Attorney

Animals alive note kind

Assessor yes mice

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Animals past note kind

Assessor yes mice

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney yes birds/bats

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Insects alive note kind

Assessor yes ants

Circuit Clerk no

County Clerk yes ladybugs

Sheriff yes ladybugs, flies

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes wasps

Sheriff yes ladybugs, flies

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes wasps

Sheriff no

Prosecuting Attorney

Insects past note kind

Assessor yes ants/termites

Circuit Clerk no

County Clerk

Sheriff yes ladybugs

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff yes ladybugs

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk no

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

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

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Alarm system (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Panic Button (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments: County Clerk's office put in a new roof in 2001.


 

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

Location

Record Type

Volume

Condition

Assessor office

Land and Personal Property

55 Large, 131 printouts

Clean

Assessor office

Maps by district

13 drawers letter size

Clean

Assessor office

Misc. papers and forms

5 drawers legal size

Clean

Assessor office

Personal property records

5 drawers legal size

Clean

Assessor office

Oil and gas records

5 drawers legal size

Clean

Assessor office

Map cards

5 5x8 drawers

Clean

Assessor office

Hanging Plats

100

Clean

Circuit Clerk office vault

Family Law recordings

7 -1 cu.ft. boxes of tapes

Clean

Circuit Clerk office vault

Court Reporter recording/notes

15- 1 cu.ft. boxes

Clean

Circuit clerk office vault

Court repot recording notes

5 letter drawers

Clean

Circuit clerk office vault

Chancery

29 Large dockets

Clean

Circuit clerk office vault

Common Law

24 Large, 2 Small dockets

Clean

Circuit clerk office vault

Civil

15 S dockets

Clean

Circuit clerk office vault

Domestic

7 S dockets

Clean

Circuit clerk office vault

Criminal

11 S dockets

Clean

Circuit clerk office vault

Juvenile

4 L, 3 S dockets

Clean

Circuit clerk office vault

Administrative

7 S dockets

Clean

Circuit clerk office vault

Miscellaneous

3 S dockets

Clean

Circuit clerk office vault

Guardian

1 S dockets

Clean

Circuit clerk office vault

Adoption

2 L, 3 S dockets

Clean

Circuit clerk office vault

Mental Hygiene

1 S dockets

Clean

Circuit clerk office vault

Delinquent Lands

6 L dockets

Clean

Circuit clerk office vault

Old chancery, law, juvenile, adoptions, etc.

355 document cans

Clean

Circuit clerk office vault

old and current case files domestic, criminal, civil, mental hygiene, guardian, adoption, administrative, jury, misc.

50 file cabinets

Clean

County Clerk main office

Appraisements, elections, tax release, liens, financial statements, will, probate

144 document cans

Clean

County Clerk main office

Commission

5 S dockets

Clean

County Clerk main office

Marriage

1 L, 1 S dockets

Clean

County Clerk main office

Election

2 L dockets

Clean

County Clerk main office

Probates

4 S dockets

Clean

County Clerk main office

Administrative papers

6 drawers (3'x18"x12" each) lateral files with approx. 27 cubic feet

Clean

County clerk main records room

Old wills, settlements, appraisements, fiduciary, et.

324 document cans

Clean

County clerk main records room

Personnel, election, birth certificates, wills, etc.

16- 1 cu.ft. boxes

Clean

County clerk main records room

State Highway Maps

3 -1.5 cu.ft. boxes

Clean

County clerk main records room

Land (1972-1994 reduced)

7 S dockets

Clean

County clerk main records room

Land (others)

84 L, 50 printouts

Clean

County clerk main records room

Personal Property

9 printouts

Clean

County clerk main records room

Deeds

253 S dockets

Clean

County clerk main records room

Deeds (Index)

16 L dockets

Clean

County clerk main records room

Deeds of Trust

28 L, 95 S dockets

Clean

County clerk main records room

Deeds of Trust (Index)

2 L dockets

Clean

County clerk main records room

Release

6 L, 21 S dockets

Clean

County clerk main records room

Lease (1-56 L reduced)

28 S dockets

Clean

County clerk main records room

Lease (others)

35 L, 90 S dockets

Clean

County clerk main records room

Delinquent Lands

13 L dockets

Clean

County clerk main records room

Commissioners

14 L dockets

Clean

County clerk main records room

Service Discharge

7 L dockets

Clean

County clerk main records room

Oil & Gas Leases & Index

16 L dockets

Clean

County clerk main records room

General Index

8 L dockets

Clean

County clerk main records room

Fiduciary Records

7 L, 12 S dockets

Clean

County clerk main records room

Appraisements

9 L, 22 S dockets

Clean

County clerk main records room

Power of Attorney

3 L, 10 S dockets

Clean

County clerk main records room

Trustees

2 L, 2 S dockets

Clean

County clerk main records room

Delinquent Land Sales

1 S dockets

Clean

County clerk main records room

Redemptions

3 S dockets

Clean

County clerk main records room

Estates

3 L dockets

Clean

County clerk main records room

Lis Pendens

2 L dockets

Clean

County clerk main records room

Various liens

5 L dockets

Clean

County clerk main records room

Judgment Docket

5 L, 7 S dockets

Clean

County clerk main records room

Wills & Index

9 L, 26 S dockets

Clean

County clerk main records room

Births & Index

16 L dockets

Clean

County clerk main records room

Deaths & Index

8 L, 5 S dockets

Clean

County clerk main records room

Marriages & Index

25 L dockets

Clean

County clerk main records room

Plats & Maps

4 (very large)

Clean

County clerk main records room

Probate & Index

18 L, 1s dockets

Clean

County clerk office (3rd floor storage room 1)

Deeds of Trust

21 L dockets

Clean

County clerk office (3rd floor storage room 1)

Release

20 L dockets

Clean

County clerk office (3rd floor storage room 1)

Fiduciary

20 L dockets

Clean

County clerk office (3rd floor storage room 1)

Miscellaneous

26 L dockets

Clean

County clerk office (3rd floor storage room 1)

Commissioners

14 L dockets

Clean

County clerk office (3rd floor storage room 1)

Delinquent Land

13 (very large)

Clean

County clerk office (3rd floor storage room 1)

Old law

Dockets- large sum

Clean

County Clerk office (3rd floor storage room 2)

Deeds

148 L dockets

Clean

County Clerk office (3rd floor storage room 2)

Leases

56 L dockets

Clean

County Clerk office (3rd floor storage room 2)

Miscellaneous

13 L dockets

Clean

County Clerk office (3rd floor storage room 2)

Land

13 L (very large) dockets

Clean

County Clerk office (3rd floor storage room 2)

Checks, voter records, tax deeds, financial, etc.

53- 1 cu.ft. boxes

Clean

Sheriff office

Land & Personal Property

8 drawers, legal size

Clean

Sheriff office over vault

Cancelled checks, settlements, exonerations, etc.

30+ 1 cu.ft. boxes

Clean

Sheriff office

Land

7 printouts books

Clean

Sheriff office

Personal Property

6 printouts books

Clean

Sheriff office basement old vault

Old records

200 dockets

Surface dirt

Sheriff office basement old vault

Misc.

100+ old boxes

Mostly ruined, surface dirt

Prosecuting Attorney office

Adult Criminal/Misdemeanor

35 drawers, legal size

 

Prosecuting Attorney office

Juvenile cases

405 drawers, legal size

 

 

Comments:

Circuit Clerk's office has some fiche 7-8 years old, stored offsite in bank vault.

1960-1984 First Civil Action #1 .

4-5x7 drawers of micro fishe and a working viewer are used in the office to search for records. all records from 1845 to current are stored in main vault. office is computerized. the clerk would like to put more on microfilm. sheriff office is very small and has no room for record storage.

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


 

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

4

2

3

5

 

Full time

4

2

3

5

 

Part time

0

0

0

0

 

Volunteers

0

0

0

0

 

1.7.B Records Training

 

 

 

 

 

Training received

In-house

In-house ongoing

 

None

 

Opportunities available

Limited

 

Association Meeting

Association Meeting

Association Meeting, Key Personnel Meeting

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Varies

 

5 hours

Varies

 

Public use

Varies

 

Constant

None

 

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

 

 

2 hours/month

Varies

 

Public use

 

 

5 hours/month

None

 

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying

 

 

 

 

 

Volume of material copied

 

 

 

None

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

No

 

No

Placed in storage

 

 

Yes

 

Yes

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

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

 

Some

None

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

Yes

 

 

 

Placed in storage

 

yes

 

 

 

Master copy stored (onsite or offsite )

 

onsite

 

 

 

User copies available (record as yes/no)

 

Yes (microfilmed)

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

 

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

 

 

Disposition of originals

 

 

 

 

 

Discarded

 

 

 

 

 

Placed in storage

 

 

 

 

 

Master copy stored (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments:

County Clerk used to do own filming in late 1970s early 1980s in a corner of the main records room was 4 boxes of microfilm that were being shipped for offsite storage to hultman. edwin hultman, 140 bradford avenue, pittsburg pennsylvania15206 had microfilmed the following books 1-16 will books, 1-19 marriages, 1-5 deaths, military charges, leases 1-138, 1-148 deeds. ACS, po box 4889, syracuse, ny 13221 recently returned 20 rolls containing lease books 1-56 and service discharge books5-6. the clerk said she still had to keep a copy of the large books hultman reduced because a lot of the handwriting, plats, and signatures illegible.

 

the sheriff office has no room for records STORAGE. records are stacked over the vault in boxes and stored in the old basement vault. the basement vault storage area smells very badly like a musty odor and it is very hot, poorly lit, and very dirty. over 100 boxes of records are ruined.

 

 

 

 

 

 

 

 

 

 

 

 

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)

CAPPA & CAMA Systems

 

 

 

 

Software used

Lotus

CCMS

 

IBM

 

Name and address of the vendor used

Premier Computer Services 1212 Van Voorhis Rd. Morgantown, WV 26505

 

 

Software Systems, 23 South University Ave., Morgantown, WV 26508

 

System support used

Yes

 

 

Software Systems

 

Name and address of the vendor used

TMC Technologies Inc., 2110 Pleasant Valley Rd., Fairmont, WV 26554

 

 

Software Systems, 23 South University Ave., Morgantown, WV 26508

 

Security in place for the storage system

 

Vault with lock

 

Locked office

 

Security in place for the backup system

 

 

 

Stored at West Union Bank

 

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

 

 

 

 

 

 

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

 

 

 

Yes

No

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

 

Yes

No

No

No

Any records management guidelines used for electronic records (record as yes/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

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

 

 

 

 

 

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

 

 

 

 

 

 

Comments

 

 

 

 

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