1.1  The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

Jail

1.1.A  Temperature (in degrees Fahrenheit)

Assessor office  70

Circuit Clerk  69

County Clerk main vault  64

Sheriff office  72

Prosecuting Attorney n/a

Assessor basement  71

Circuit Clerk  69

County Clerk basement vault  71

Sheriff under courthouse  71

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff 75

Prosecuting Attorney

Humidity (record as  relative humidity)

Assessor  39

Circuit Clerk  42

County Clerk  55

Sheriff  44

Prosecuting Attorney n/a

Assessor  49

Circuit Clerk  46

County Clerk  49

Sheriff  49

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff 50

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor  yes

Circuit Clerk  n/a

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk  n/a

County Clerk  yes

Sheriff   no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor  no

Circuit Clerk  n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk  n/a

County Clerk n/a

Sheriff  might be

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor  no

Circuit Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk n/a

County Clerk n/a

Sheriff  some

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

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

Assessor  no

Circuit Clerk 

County Clerk  no

Sheriff  at times, yes

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk n/a

County Clerk n/a

Sheriff  sometimes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Animals – alive  note kind                            

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Animals – past  note kind

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Insects – alive  note kind

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  some wander in

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  some wander in

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Insects – past note kind                                

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff   some wander in

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  some wander in

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Dust or grime on records

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  yes

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk n/a

County Clerk n/a

Sheriff  yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor  yes

Circuit Clerk n/a

County Clerk  see comments

Sheriff  yes

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  yes n/a

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff n/a

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

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  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk n/a

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

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

Assessor  no

Circuit Clerk n/a

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk n/a

County Clerk  no

Sheriff  yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor  yes

Circuit Clerk n/a

County Clerk  n/a

Sheriff  no

Prosecuting Attorney n/a

Assessor  yes

Circuit Clerk n/a

County Clerk n/a

Sheriff  yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff yes

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney n/a

Assessor  no

Circuit Clerk n/a

County Clerk  no

Sheriff  no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff no

Prosecuting Attorney

 

 

Comments

The County Clerk's office has smoke and heat detectors

This survey was not conducted for the Circuit Clerk's or Prosecuting Attorney's offices.

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

Location

Record Type

Volume

Condition

Assessors Office

Map Cards

32 boxes 5x8 cards in rotary file

Clean

Assessors Office

Homestead Exemptions

2 drawers

Clean

Assessors Office

Map Change Cards

double-type file cabinet of 5x7 cards

Clean

Circuit Clerk's Office

Criminal Orders

23 volumes

Clean

Circuit Clerk's Office

Civil Orders

35 volumes

Clean

Circuit Clerk's Office

Juvenile Orders

12 volumes

Clean

Circuit Clerk's Office

Domestic Orders

18 volumes

Clean

Circuit Clerk's Office

Bonds

3 volumes

Clean

Circuit Clerk's Office

Administrative Orders

3 volumes

Clean

Circuit Clerk's Office

General Receiver

5 volumes

Clean

Circuit Clerk's Office

Guardian/Conserver Order

1 volume

Clean

Circuit Clerk's Office

Criminal Docket

6 volumes

Clean

Circuit Clerk's Office

Civil Docket

16 volumes

Clean

Circuit Clerk's Office

Domestic Docket

3 volumes

Clean

Circuit Clerk's Office

Miscellaneous Docket

3 volumes

Clean

Circuit Clerk's Office

Juvenile Docket

3 volumes

Clean

Circuit Clerk's Office

Guardian/Conserver Docket

1 volume

Clean

Circuit Clerk's Office

Index Books for old records

2 volumes

Clean

Circuit Clerk's Office

Old Records

321 cans

Clean

Circuit Clerk's Office

Juvenile Files

8 cubic feet

Clean

Circuit Clerk's Office

Civil Files

8 cubic feet

Clean

Circuit Clerk's Office

Criminal Files

16 cubic feet

Clean

Circuit Clerk's Office

Domestic Files

24 cubic feet

Clean

Circuit Clerk's Office

Miscellaneous, Domestic Violence, General Revenue

2 cubic feet

Clean

Circuit Clerk's Office

Bound Over

2 cubic feet

Clean

Circuit Clerk's Office

Elections and Passports

2 cubic feet

Clean

Circuit Clerk's Office

Mental Health and Guardian/Conserver

2 cubic feet

Clean

Circuit Clerk's Office

Adoption

2 cubic feet

Clean

Circuit Clerk's Office

Fee Sheets

4 cubic feet

Clean

Circuit Clerk's Office

Grand Jury Information

2 cubic feet

Clean

Circuit Clerk's Office

Civil, Criminal, Domestic Cases

152 cubic feet

Clean

Circuit Clerk's Basement Storage

Civil, Juvenile (sealed), Domestic, Criminal Cases

152 cubic feet

Clean

Circuit Clerk's Basement Storage

Civil Orders

18 volumes

Clean

Circuit Clerk's Basement Storage

Juvenile Orders

10 volumes

Clean

Circuit Clerk's Basement Storage

Miscellaneous Orders

10 volumes

Clean

Circuit Clerk's Basement Storage

Domestic Orders

5 volumes

Clean

Circuit Clerk's Basement Storage

Administrative orders

1 volume

Clean

Circuit Clerk's Basement Storage

Bonds

2 volumes

Clean

Circuit Clerk's Basement Storage

Chancery Orders

20 volumes

Clean

Circuit Clerk's Basement Storage

Criminal/Civil Dockets

5 volumes

Clean

Circuit Clerk's Basement Storage

Adoption

1 volume

Clean

Circuit Clerk's Basement Storage

Circuit Clerk's Cash Book

3 volumes

Clean

Circuit Clerk's Basement Storage

Common Law Orders

15 volumes

Clean

Circuit Clerk's Basement Storage

General Receiver Books

3 volumes

Clean

Circuit Clerk's Basement Storage

Recorded Court Proceedings

10-12 large boxes

Clean

Basement Shared Storage

Juvenile and Miscellaneous Cases

64 cubic feet

Clean

County Clerk Main Vault

Deeds

418 volumes

Clean

County Clerk Main Vault

Index Books

15 volumes

Clean

County Clerk Main Vault

Deeds of Trust

322 volumes

Clean

County Clerk Main Vault

Index

4 volumes

Clean

County Clerk Main Vault

Births

7 large volumes

Clean

County Clerk Main Vault

Deaths

3 large, 1 small volumes

Clean

County Clerk Main Vault

Marriages

13 large, 1 small volume

Clean

County Clerk Main Vault

General Records

16 volumes

Clean

County Clerk Main Vault

Fiduciary Settlement

34 volumes

Clean

County Clerk Main Vault

Assignments

21 volumes

Clean

County Clerk Main Vault

Bonds

6 volumes

Clean

County Clerk Main Vault

Church Trustees

2 volumes

Clean

County Clerk Main Vault

Record of Oaths

3 volumes

Clean

County Clerk Main Vault

Wills

49 volumes

Clean

County Clerk Main Vault

Map Books

9 volumes

Clean

County Clerk Main Vault

Release

76 volumes

Clean

County Clerk Main Vault

Record of Survey

5 volumes

Clean

County Clerk Main Vault

Police/Fiscal Records

11 volumes

Clean

County Clerk Main Vault

Probate

19 volumes

Clean

County Clerk Main Vault

Administrator Fiduciary

14 volumes

Clean

County Clerk Main Vault

Appraisement

16 volumes

Clean

County Clerk Main Vault

State/Federal Tax Liens

13 volumes

Clean

County Clerk Main Vault

Lis Pendens

2 volumes

Clean

County Clerk Main Vault

Bond Encumbrance

1 volume

Clean

County Clerk Main Vault

Judgment Lien Doc.

7 volumes

Clean

County Clerk Main Vault

Mechanics Lien

3 volumes

Clean

County Clerk Main Vault

Sale Under Deed of Trust

4 volumes

Clean

County Clerk Main Vault

Service Discharges

7 volumes

Clean

County Clerk Main Vault

Appraisement and Sale Bills

42 volumes

Clean

County Clerk Main Vault

Precinct Books

29 volumes

Clean

County Clerk Main Vault

Land Books

too many to count, stored everywhere

many very old, in poor condition

County Clerk Main Vault

Wills, Marriage Licenses, Birth Certificates, Commission Minutes

272 document cans

Clean

Sheriff's Office (Taxes)

Current office work

8 cubic feet

Clean

Old Jail

Tax Receipts

53 cubic feet

Clean

 

Comments

 

Assessor stated that they followed the Retention Schedule for disposing of outdated records and that that most of his current information was on computers and filed according to the WV Tax Department.  Assessor maintains one file cabinet drawer that contains the permanent records.  The personal property and land books are stored in the vault in the basement of the courthouse.  (These books are co-mingled with those of the County Clerk and the Sheriff land books. It was impossible to get a count on them.)  Books containing current records (print outs) of personal and real estate property were on the desk in staff offices. 

 

The Prosecuting Attorney in Hampshire County is part-time.  The office is located in Mr. Steve Moreland’s private office.  He indicated that the only records in this office were current cases.  Ended cases are stored in the second floor of the Magistrate Court.  Access to these files was not provided.

 

This County is in need of more storage space for records.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

none

N/A

none provided

none

N/A

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

8

N/A

4

10

N/A

Part time

1

N/A

none

9

N/A

Volunteers

none

N/A

none

none

N/A

1.7.B Records Training

 

 

 

 

 

Training received

state sponsored

N/A

N/A

none

N/A

Opportunities available

limited

N/A

Association meeting

N/A

N/A

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

don't know

N/A

1 hour/week

don't know

N/A

Public use

don't know

N/A

1 hour/week

don't know

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

don't know

N/A

1 hour/week

don't know

N/A

Public use

don't know

N/A

1 hour/week

don't know

N/A

 


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments

Some Sheriff's records are shredded.

 

 

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 tax records

N/A

no answers given

Criminal Investigations, Criminal Process

N/A

Software used

Oracle

N/A

N/A

CRIS RMS

N/A

Name and address of the vendor used

Cule Layer Trumbull

N/A

N/A

MEGG Associates, Inc.

N/A

System support used

 

N/A

N/A

DOS & WIN PRO 2000

N/A

Name and address of the vendor used

TMC

N/A

N/A

 

N/A

Security in place for the storage system

at state

N/A

N/A

locked building

N/A

Security in place for the backup system

at state

N/A

N/A

locked building

N/A

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

none

N/A

N/A

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

N/A

not provided

N/A

N/A

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

no

N/A

no

N/A

N/A

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

yes

N/A

no

N/A

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)

none

N/A

none

none

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

 

 

 

Hampshire Index Page