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 81

Circuit Clerk 79

County Clerk 77

Sheriff Tax 78

Prosecuting Attorney 79

Assessor map room basement 81

Circuit Clerk file rm. 2 81

County Clerk basement 74

Sheriff Tax basement 80

 

Assessor & Circuit storage basement 81

Circuit Clerk 1st flr storage 79

Humidity (record as relative humidity)

Assessor 36

Circuit Clerk 40

County Clerk 42

Sheriff 42

Prosecuting Attorney 35

Assessor map room basement 48

Circuit Clerk file rm. 2 35

County Clerk basement 39

Sheriff 40 dehumidifier

 

Assessor & Circuit basement 40

Circuit Clerk 1st flr storage 40

 

 

1.1.B Windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor map room basement yes

Circuit Clerk yes

County Clerk

Sheriff no

 

Assessor basement yes

Assessor storage room no

Circuit Clerk 1st flr storage no

Circuit Clerk basement no

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

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

Mold inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

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

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

Animals alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

Animals past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

Insects alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement yes

Circuit Clerk 1st flr storage no

 

Insects past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk on old ones

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

 

Assessor basement yes

Assessor storage room yes

Circuit Clerk basement yes

Circuit Clerk 1st flr storage yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

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

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage 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

Sheriff no

 

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage 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 no

Assessor yes

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

Assessor basement yes

Assessor storage room yes

Circuit Clerk basement yes

Circuit Clerk 1st flr storage 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

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk1st flr storage no

 

Secured doors/windows (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk locks only

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff none

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

Panic Button (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

Key card access (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Assessor basement no

Assessor storage room no

Circuit Clerk basement no

Circuit Clerk 1st flr storage no

 

 

Comments

In October 2002, the county clerk asked for $32,500 for lamination, repair, and replacement of covers for many of the records in his office. Estimate attached.

The Assessor stated that if there are any fire extinguishers, they aren't checked.

 

 

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

Location

Record Type

Volume

Condition

Assessors Map Room

Records

12 cubic feet

Clean

Assessors Map Room

Records

12 cubic feet

Clean

Assessors Real Estate Office

Land Records

15 cubic feet

Clean

Assessors Real Estate Office

Land Records

8 cubic feet

Clean

Assessors Real Estate Office

Correspondence

3 cubic feet

Clean

Assessors Real Estate Office

Land Books

ca. 340 volumes

Clean

Assessors Active Room

Homesteads

15 drawer double rows 5x7

Clean

Assessors Active Room

Personal Property Records current

12 cubic feet

Clean

Assessors Active Room

Dog Records

9 3x5 drawers

Clean

Assessors Active Room

Transfers/Personal Property

66 cubic feet

Clean

Assessors Active Room

Assessments

11 cubic feet

Clean

Assessors Active Room

Mylar Maps

large 9 drawer cabinet

Clean

Assessors Active Room

Records

16.5 cubic feet

Clean

Assessors Active Room

Real Estate and Personal Property Books

18 volumes

Clean

Assessors Active Room

Transfer Records

4 very large volumes

Clean

Assessors Basement Map Room

Map Cards

6 5x7 drawers

Clean

Assessors Basement Map Room

Hanging Plats

21

Clean

Assessors Basement Storage shared with Circuit Clerk

Land Books

150 volumes

Clean

Assessors Basement Storage shared with Circuit Clerk

Land Blotters (paperback) appear to be old field workbooks

ca. 2000

very poor

Assessors Basement Storage shared with Circuit Clerk

Real Estate and Personal Property forms

8 cubic feet

Clean

Assessors Basement Storage shared with Circuit Clerk

Appraisements

6 cubic feet

Clean

Circuit Clerk Active Room

Chancery, Common Law, Marriages, Deaths, Births, etc.

766 cans

very old, very dirty

Circuit Clerk Active Room

Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc. files

337.5 cubic feet

Clean

Circuit Clerk Active Room

Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc.

31 docket books

Clean

Circuit Clerk Active Room

Current Civil, Criminal, Domestic, Mental Hygiene, Juvenile, etc.

216 cubic feet

Clean

Circuit Clerk Active Room

Retired Old Cases

40 cubic feet

Clean

Circuit Clerk 1st Floor Storage

Chancery, Common Law, etc.

38 large volumes

Clean

Circuit Clerk 1st Floor Storage

Civil, Criminal, etc.

127 small volumes

Clean

Circuit Clerk 1st Floor Storage

Records

75 cubic feet

Clean

Circuit Clerk Basement Storage shared with Assessor

Chancery, Common Law, etc.

223 large volumes

Clean

Circuit Clerk Basement Storage shared with Assessor

Retired Cases

82 cubic feet

Clean

County Clerk Office

Wills & Index

20 large, 32 small volumes

Clean

County Clerk Office

Probate & Index

28 large volumes

Clean

County Clerk Office

Assessment/Bills

14 large, 50 small volumes

Clean

County Clerk Office

Settlement Record

19 large, 32 small volumes

Clean

County Clerk Office

Oil & Gas Lease w/ Index

17 large, 8 small volumes

Clean

County Clerk Office

Power of Attorney

6 large, 11 small volumes

4 very old, poor condition

County Clerk Office

Certificates of Incorporation

16 small volumes

Clean

County Clerk Office

Marriages & Index

47 large volumes

Clean

County Clerk Office

Deaths & Index

9 large volumes

Clean

County Clerk Office

Births & Index

12 large volumes

Clean

County Clerk Office

Deeds of Trust

137 large, 349 small volumes

good to fair

County Clerk Office

Deeds of Trust Index

27 small volumes

Clean

County Clerk Office

Deeds (1st 1780-1798)

230 large, 247 small volumes

good to fair

County Clerk Office

Deeds Index

52 large, 26 small volumes

large volumes worn

County Clerk Office

Fiduciary, Assignments, Sales, Trustees, etc.

56 large, 36 small volumes

Clean

County Clerk Office

Financing Statements

35 large volumes

Clean

County Clerk Office

Index Financing Statements

8 large volumes

Clean

County Clerk Office

Land Books (1st 1783-1803)

152 large, 84 printout volumes

Clean

County Clerk Office

Hanging Plats

218

Clean

County Clerk Office

Fiduciary, Vital Certificates, Financing Statements, etc.

192 cans

Clean

County Clerk Office

Records

126 cubic feet

Clean

County Clerk Basement Storage

Old Judgment Liens, Order Books, General Records

75 large volumes

Clean

County Clerk Basement Storage

Old Vital Records, Statements, Judgments, etc.

336 cans

Clean

County Clerk Basement Storage

Election Records

10 cubic feet

Clean

County Clerk Basement Storage

State Road Maps

17 hanging

Clean

County Clerk Basement Storage

Plats

1 23"x38"x37" box

Clean

Prosecuting Attorney's Office

Felony Case Files

150 in office; 50 active

Clean

Prosecuting Attorney's Office

Magistrates Court Cases

1500 per year

Clean

Old Jail

Felony Files

187.5 cubic feet

Clean

Sheriff's Tax Office

Tax Receipts

60 cubic feet

Clean

Sheriff's Tax Office

DMV, Misc. Forms

30 cubic feet

Clean

Sheriff's Tax Office

Personnel Files

6 cubic feet

Clean

Sheriff's Tax Office

Correspondence

6 cubic feet

Clean

Sheriff's Tax Office

Guardianships

8 cubic feet

Clean

Sheriff's Tax Office

Personal Property (2 years)

4 volumes printouts

Clean

Sheriff's Tax Office

Land Books (2 years)

8 volumes printouts

Clean

Sheriff's Tax Office

Land Books

2 large volumes

Clean

Sheriff's Tax Office

Safe

backup and valuables

Clean

Sheriff's Basement Storage

Land Books

200 + volumes

Clean

Sheriff's Basement Storage

Receipts, Deposit Slips, Payroll, etc.

45 cubic feet

Clean

Sheriff's Basement Storage

Cancelled Checks

24 check file boxes

Clean

Sheriff's Basement Storage

Records

15.5 cubic feet

Clean

 

Comments

County Clerk also has files on microfilm, but has no idea of the volume or where it is located.

Prosecuting Attorney keeps felony cases for three years then purges those he considers important and disposes of the remainder. Magistrate files are kept one year and disposed.

 

Every office stores some records in the basement.

 

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

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A Number of Employees

 

 

 

 

 

Full time

15

6

6

7

6

Part time

1

0

0

0

0

Volunteers

0

0

2

0

0

1.7.B Records Training

 

 

 

 

 

Training received

See notes

clerk's meetings

association/ state meetings

workshops (state)

N/A

Opportunities available

State Tax Dept.; WV Association of Counties

WV Association of Counties

association meetings

state auditors office

N/A

1.1.D.b Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

4 hours

2.5 hours

2.5 hours

daily

N/A

Public use

4 hours

2.3 hours

2.5 hours

daily

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

half day

0

0

N/A

Public use

8 hours

half day

0

0

N/A

 

Comments

Assessors staff has to pass the Boise Assessment Test; [staff have had] state assessment class, training for CAD, classes at Assessor meetings.

 

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

N/A

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: Assessor said that their old microfilm is stored in a safe, and they believe the microfilm is of old transfer books. There is a viewer, but it is not used. Circuit Clerk has LDS microfiche. County Clerk said that LDS microfilming was done 20 years ago, and the master copy is stored at the engineering firm who did the microfilming. The vendor used was et200 out of lewisburg, 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)

all record state tax dept.

docketing cases

payroll accounting

voting

county tax information records

N/A

Software used

don't know

CCMS

CSSI

CSSI

N/A

Name and address of the vendor used

N/A

N/A

CSSI

CSSI - Parkersburg

N/A

System support used

Greenbrier Communications

Current Court Management system, Charleston

CSSI

hardware - NCR

N/A

Name and address of the vendor used

Lewisburg, WV

N/A

CSSI

NCR Lewisburg

N/A

Security in place for the storage system

password protected, server mapping backup on server

password protected, locked at night

hard drive/server in assessors office

password, etc. locked at night

N/A

Security in place for the backup system

None

bank

hard drive/server in assessors office

backup in vault

N/A

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

None

N/A

None

None

N/A

 

 

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

Yes

Yes

Yes

N/A

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

No

No

N/A

Yes

dispose of Personal Property after five years; keep real estate as required

N/A

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

just state recommends

N/A

No

Daily backup

N/A

 

 

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

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

 

Comments

Circuit Clerk gave very old civil matters to the Historical Society.

 

 

 

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