1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Storage Room

Circuit Clerk Storage Room

County Clerk Storage Room

Sheriff Basement

 

Inactive Records Area B

County Clerk Storage Room 2

Other offices Stored in Attic

 

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 73

Circuit Clerk 72

County Clerk 69

Sheriff 73

Prosecuting Attorney 71

Assessor 73

Circuit Clerk 73

County Clerk 66

Sheriff 67

Prosecuting Attorney

County Clerk 68

Attic 66

Humidity (record as % relative humidity)

Assessor 52

Circuit Clerk 48

County Clerk 59

Sheriff 49

Prosecuting Attorney 48

Assessor 51

Circuit Clerk 48

County Clerk 45

Sheriff 41

Prosecuting Attorney

County Clerk 45

Attic 46

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 no

Sheriff yes

Prosecuting Attorney

County Clerk yes

Attic yes

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 no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

County Clerk yes

Attic yes

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 no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic No

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic 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 no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

County Clerk yes

Attic no

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic 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 no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic 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

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic 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 yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

County Clerk yes

Attic 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

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

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

County Clerk yes

Attic yes

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic yes

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

County Clerk no

Attic no

 

 

 

Comments: In Sheriffs office the secretary said they had a panic button; however, the only place it sounds off at is the room right next to them. She was worried about security; they have been attacked a couple of times. the panic button is no good if it does not alert anyone.

 

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

Location

Record Type

Volume

Condition

Assessors office

Land Books

42 dockets

Clean

Assessors office

Personal Property

44 dockets

Clean

Assessors office

Tax Cards

16 vertical drawers

Clean

Assessors office

Add Listing Books

5 dockets

Clean

Assessors office

Real Property Owners

6 dockets

Clean

Assessors office

Assessment Records

24 vertical drawers

Clean

Assessors office

Homestead Exemptions

1 vertical drawer

Clean

Assessors office

Supplements

 1 vertical drawer

Clean

Assessors office

Certificate of Values

1 vertical drawer

Clean

Assessors office

Bill Receipts

1 vertical drawer

Clean

Assessors office

Commercial Business Property Reform Tax Stocks

6 vertical files

Clean

Assessors office

Misc.

12 vertical drawers

No Access to drawer

Assessors office

Maps

5 rolled up maps

Torn

Assessors office

Flat Maps

10 flat maps

Clean

Circuit Clerk office

Juvenile/Abuse/Neglect

12 vertical drawers

Clean

Circuit Clerk office

Criminal

2 vertical drawers

Clean

Circuit Clerk office

Civil

3 vertical drawers

Clean

Circuit Clerk office

Pending Current Year

2 vertical drawers

Clean

Circuit Clerk storage room

Civil Docket

11 dockets

Clean

Circuit Clerk storage room

Criminal Docket

2 dockets

Clean

Circuit Clerk storage room

Juvenile Docket

1 docket

Clean

Circuit Clerk storage room

Guardianship

1 vertical drawers

Clean

Circuit Clerk storage room

Civil Order

22 vertical drawers

Clean

Circuit Clerk storage room

Misc. Order

16 vertical drawers

Clean

Circuit Clerk storage room

Circuit Clerk Records

13 vertical drawers

Clean

Circuit Clerk storage room

Juvenile Records

7 vertical drawers

Clean

Circuit Clerk storage room

Mental Hygiene

3 vertical drawers

Clean

Circuit Clerk storage room

Reviewers Records

3 vertical drawers

Clean

Circuit Clerk storage room

Circuit Clerk Bonds

1 vertical drawers

Clean

Circuit Clerk storage room

Chancery

20 dockets

Torn/Dirt

Circuit Clerk storage room

Common Law

12 dockets

Clean

Circuit Clerk storage room

Ballots

Wooden shelf 5 shelves 2ft 10inch wide and 1ft 12 inch high

Clean

Circuit Clerk storage room

Chancery

164 document cans

Clean

Circuit Clerk storage room

Sealed Divorce

11 document cans

Clean

Circuit Clerk storage room

Common Law

33 document cans

Clean

Circuit Clerk storage room

Board of Education

2 document cans

Clean

Circuit Clerk storage room

Old Motions

2 document cans

Clean

Circuit Clerk storage room

Criminal

4 document cans

Clean

Circuit Clerk storage room

Guardianship

4 document cans

Clean

Circuit Clerk storage room

Adoption

2 document cans

Clean

Circuit Clerk storage room

Indictments

1 document can

Clean

 

 

 

 

County Clerk office

Deed Books

 273 dockets

Dirt

County Clerk office

Release Books

54 dockets

Dirt

County Clerk office

Trust Deeds

152 dockets

Dirt

County Clerk office

Deeds of Trust

23 dockets

Dirt

County Clerk office

Appraisements

36 dockets

Dirt

County Clerk office

Judgment Liens

16 dockets

Clean

County Clerk office

Federal Tax

2 dockets

Clean

County Clerk office

Execution

2 dockets

Dirt

County Clerk office

Mechanic Liens

4 dockets

Clean

County Clerk office

Persona Property

7 dockets

Clean

County Clerk office

Land Book

9 dockets

Clean

County Clerk office

Record Fee

20 dockets

Clean

County Clerk office

Accounting Fiduciary

26 dockets

Clean

County Clerk office

Discharge

3 dockets

Clean

County Clerk office

Deeds

36 document cans

Clean

County Clerk office

Lands Redeemed

1 docket

Dirt/Torn/Mold

County Clerk office

Guardian Bond

1 docket

Dirt/Torn/Mold

County Clerk office

Substitute Trustees

1 docket

Dirt/Torn/Mold

County Clerk office

Church Trustees

1 docket

Dirt/Torn/Mold

County Clerk office

Birth

1 docket

Dirt/Torn/Mold

County Clerk office

Death

1docket

Dirt/Torn/Mold

County Clerk office

Abstract Judgment

1 docket

Dirt/Torn/Mold

County Clerk office

Financing Statements/Mechanic Lien license/Trust Bond

62 document cans

Clean

County Clerk office

Bonds/Insurance Deeds/Voters Applications

5ft metal cabinet

Clean

County Clerk office

Maps

5ft linear

Rolled/Torn

County Clerk office

Open Estate

4 vertical drawers

Clean

County Clerk office

Closed Estate

12 vertical drawers

Clean

County Clerk office

Will Transfer Sheet

 2 vertical drawers

Clean

County Clerk office

Complete Sales

2 vertical drawers

Clean

County Clerk office

WV Dept. of Highway, Contractors Proposals

1 vertical drawer

Clean

County Clerk office

Death Certificates

2 vertical drawers

Clean

County Clerk office

Indexing Files

1 vertical drawer

Clean

County Clerk office

Delinquent Land

1 vertical drawer

Clean

County Clerk office

Civil Service

2 vertical drawers

Clean

County Clerk storage room

Index of Marriage

11 dockets

Dirt

County Clerk storage room

Birth

4 dockets

Dirt

County Clerk storage room

Death

6 dockets

Dirt

County Clerk storage room

Will Book

27 dockets

Dirt

County Clerk storage room

Primary Election

4 dockets

Dirt

County Clerk storage room

General Election

3 dockets

Dirt

County Clerk storage room

Receipts

1 docket

Dirt

County Clerk storage room

Church Trustees

2 dockets

Dirt

County Clerk storage room

Report of Sales

2 dockets

Dirt

County Clerk storage room

Finance Statements

2 dockets

Dirt

County Clerk storage room

Official Oaths

2 dockets

Dirt

County Clerk storage room

Map Books

3 dockets

Dirt

County Clerk storage room

Clerks Records

6 dockets

Dirt

County Clerk storage room

Marriage License

23 document cans

Clean

County Clerk storage room

Administrative Bonds

3 dockets

Dirt

County Clerk storage room

Appraisements Sales Bill

11 dockets

Dirt

County Clerk storage room

Fiduciary Account

21 dockets

Dirt

County Clerk storage room

Wills

91 dockets

Dirt

County Clerk storage room

Executor Bond

2 dockets

Dirt

County Clerk storage room

Maps

2ft linear in non standard cardboard boxes

Torn

County Clerk storage room

Corrections Cards

1 metal drawer 5inchx5inch

Clean

County Clerk storage room

Cancellations

2 dockets

Dirt/Torn

County Clerk storage room

Delinquent Land

3 dockets

Dirt/Torn

County Clerk storage room

Surveyor

3dockets

Dirt/Torn

County Clerk storage room

Bonds

4 dockets

Dirt/Torn

County Clerk storage room

Marriage

5 dockets

Dirt

County Clerk Storage 2

Misc.

81 small banker boxes, 4ft linear non standard boxes on floor, 4ft linear non standard boxes on wooden shelf

Dirt/Torn

Attic

District Books

7 books

Dirt/Torn/Vermin Eaten

Attic

Certificates of Transfer

19 books

Dirt/Torn/Mold

Attic

Tax Receipts Books

31 dockets

Red rot/Mold/Dirt /Torn

Attic

Sheriff Records

25 dockets

Red Rot/mold/Dirt/Torn

Attic

Misc.

5 vertical drawers

Dirt/Torn

Attic

Stacks of Various Books

8inch, 7inch, 1ft 3inch, 1ft 6inch, 2ft 8 inch high

On floor Dirt/Torn/Mold

Attic

Various Records and Books

3ft 10 inch long and 1ft 8inch high

Torn/Dirt/Mold

Attic

Misc. Records

7ft 8inch linear non-standard boxes on wooden shelf

Torn/Dirt

Attic

Various Records

3ft 10inch stack bundled

Torn/Dirt/Mold

Attic

Crop Lien

3 dockets

Dirt/Torn/Mold

Attic

Delinquent lands

1 docket

Dirt/Torn/Mold

Attic

General County Fund

1 docket

Dirt/Torn/Mold

Attic

Witness Book

1 docket

Dirt/Torn/Mold

Attic

Justice Docket

3 dockets

Dirt/Torn/Mold

Attic

Reimbursements

3 dockets

Dirt/Torn/Mold

Attic

Mill Book

2 dockets

Dirt/Torn/Mold

Attic

Jury

1 docket

Dirt/Torn/Mold

Attic

Chancery

4 dockets

Dirt/Torn/Mold

Attic

Grantor of Index

4 dockets

Dirt/Torn/Mold

Attic

Stack of Volumes

10inch high on floor

Dirt/Torn/Mold

Attic

Stack of Nonstandard Boxes

2ft 8 inch high and 6ft 2inch long

Dirt/Torn/Mold

Attic

Acts Books

On Wooden Shelf 6 shelves that are 3ft 10inch long

Dirt/Torn/Mold

Attic

Misc. Books

On Wooden Shelf 2 shelves that are 3ft 10inch long

Dirt/Torn/Mold

Attic

Land Books

65 dockets

Dirt/Torn/Mold

Attic

Books with no covers

26 dockets

Dirt/Torn/Mold

Attic

Misc. Books

13 on floor

Dirt/Torn/Mold

Attic

Tax Collection

9 dockets

Dirt/Torn/Mold

Attic

Fiscal

4 dockets

Dirt/Torn/Mold

Attic

County Orders

1 docket

Dirt/Torn/Mold

Attic

Sheriff Settlements

1 docket

Dirt/Torn/Mold

Attic

General County Fund

1 docket

Dirt/Torn/Mold

Attic

Common Law Order

1 docket

Dirt/Torn/Mold

Attic

New Jail Construction Fund

1 docket

Dirt/Torn/Mold

Attic

Chancery

4 dockets

Dirt/Torn/Mold

Attic

Deed

1docket

Dirt/Torn/Mold

Attic

Real Estate

2 dockets

Dirt/Torn/Mold

Attic

Petitions & Records

1 docket

Dirt/Torn/Mold

Attic

Bond

27 dockets

Dirt/Torn/Mold

Attic

Loose Files

4 inch stack

Dirt/Torn/Mold

Attic

Witness

3 dockets

Dirt/Torn/Mold

Attic

Fines

1 docket

Dirt/Torn/Mold

Attic

Cash Records

3 dockets

Dirt/Torn/Mold

Attic

Received Records

1 docket

Dirt/Torn/Mold

Attic

Prosecuting Attorney Records of Charges

2 dockets

Dirt/Torn/Mold

Attic

Law Executions

3 dockets

Dirt/Torn/Mold

Sheriff office

Personal Property

8 dockets

Clean

Sheriff office

Land Books

7 dockets

Clean

Sheriff office

Sheriff Settlements

1 docket

Clean

Sheriff office

Misc.

6 banker boxes

Clean

Sheriff office

DMV Reports

1 banker box

Clean

Sheriff office

Address Changes

12 vertical drawers

Clean

Sheriff office

Offender List

6 vertical drawers

Clean

Sheriff office

Accident Charges

3 vertical drawers

Clean

Sheriff office

Building Permits

2 vertical drawers

Clean

Sheriff Basement

Land Books

13 dockets

Dirt

Sheriff Basement

Personal Property

19 dockets

Dirt

Sheriff Basement

Misc.

8 banker boxes

Dirt

Sheriff Basement

Misc.

3ft 8inch high nonstandard boxes, 4ft wide and 3ft 7inch high non standard boxes

Dirt

Assessors basement

Maps/Tax Assessments/Tax boxes/Real Estate/Dog Books

6 Wooden Shelves  2ft 9inch wide and 1ft 2inch high

Dirt

Assessors basement

Books

 6 wooden shelves 3ft 11inch wide and 1ft 8inch high

Dirt

Assessors basement

Dog Books/ Dog Tags

Non Standard boxes on wooden shelf. 3ft 8 inch wide by 1ft 12 inch high

Dirt

Assessors basement

Personal Property

49 dockets

Dirt

Assessors basement

Land Books

64 dockets

Dirt/Torn/Mold

Assessors basement

Map Book

1 docket

Torn

Assessors basement

Dog Books

9 non standard boxes

Clean

Prosecuting Attorney office

Unknown

10 vertical drawers

Clean

Prosecuting Attorney office

Juvenile closed

6 vertical drawers

Clean

Prosecuting Attorney office

Adults

4 vertical drawers

Clean

Prosecuting Attorney office

Closed Adults

5 vertical drawers

Clean

Prosecuting Attorney office

Pending

1 vertical drawer

Clean

Prosecuting Attorney office

Blank Forms

1 vertical drawer

Clean

 

 

 

 

 

Comments: Attic was pretty bad as far as condition of the records. Many were dusty hard to tell what most of them were. there was no specific order to the room. The records were extremely dirty and had torn spines and pages.  There Were also lots of spider webs in the attic although no spiders were seen.  aLL OFFICES NEED MORE STORAGE SPACE.  DENIED ACCESS TO ROOM 3 OF THE CIRCUIT CLERKS OFFICE. 

P1

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

no

no

no

no

no

 

Comments: ALL OFFICES NEED DISASTER PLAN IN PLACE.

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

8

5

4

9

4

Part time

1

1

0

2

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

none

none

none

N/A

none

Opportunities available

none

none

none

N/A

none

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

N/A

 

Staff use

8 hours

8 hours

8 hours

N/A

8 hours

Public use

7 hours

didn’t know

1 hour

6 hours

no access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

N/A

 

Staff use

rare

8 hours

4 hours

N/A

4 hours

Public use

rare

didn’t know

8 hours

N/A

no access

 

Comments: The sheriff when filling out his survey did not put the rest. However i did find out that there is no access to the records for the public.  aLL OFFICES NEED ON-GOING RECORDS management TRAINING PROGRAM FOR PERSONNEL.

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

External

 

 

 

 

 

Volume of material microfilmed

none

none

didn’t know

 

none

Disposition of originals

 

 

 

 

 

    Discarded

 

 

no

 

 

    Placed in storage

 

 

yes

 

 

Master copy stored    (onsite or offsite )

 

 

onsite

 

 

User copies available (record as yes/no)

 

 

yes

 

 

 

Comments: Prosecutors office answered that “a lot” of records have been photocopied over past five years.  Assessor’s office answered that “not a lot” of records have been photocopied. 
 

 

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)

none

none

none

taxes collected, tax information, receipts and disbursements

none

Software used

none

none

none

IBM Excel

none

Name and address of the vendor used

none

none

none

Software systems  Morgantown WV

none

System support used

none

none

none

Software system

none

Name and address of the vendor used

none

none

none

Safe

none

Security in place for the storage system

none

none

none

Safe

none

Security in place for the backup system

none

none

none

 

none

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

none

none

none

 

none

 

Comments: aSSESSOR MAY HAVE MISUNDERSTOOD QUESTION CONCERNING ELECTRONIC RECORDS.

 

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

N/A

N/A

N/A

Yes, gave us a copy of their retention schedule

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

 

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

no

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

no

no

no

no

no

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

no

no

no

no

no

 

Comments

 

 

 

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