1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Records Held From Various Offices

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk n/a

County Clerk 74

Sheriff n/a

Prosecuting Attorney n/a

Basement 75

6th floor storage 80

Closets 70

Files under the stairs 75

Attic n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 40

Circuit Clerk n/a

County Clerk 35

Sheriff n/a

Prosecuting Attorney n/a

Basement 80

6th floor storage 100

Closets 100

Files under stairs 100

Attic n/a

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic yes

Assessor

Circuit Clerk

County Clerk

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

Basement  no

6th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney  no

Basement no

6th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk yes spiders

County Clerk yes didn’t say

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage yes

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6th floor storage yes

Closets no

Files under stairs no

Attic yes

Assessor

Circuit Clerk

County Clerk

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

Basement no

6th floor storage no

Closets no

Files under stairs yes

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6th floor storage no

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

Guards at entrance to area  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Basement yes

6th floor storage yes

Closets yes

Files under stairs yes

Attic yes

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Basement no

6th floor storage no

Closets no

Files under stairs no

Attic no

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments: There was a guard at entrance of the building instead of the actual place of records.  The Alarm system that they have is a panic button system.

 

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

Location

Record Type

Volume

Condition

Assessors office

Oil and gas

25 lateral drawers 106cf

Clean

Assessors office

Communications

10 lateral drawers 25cf

Clean

Assessors office

Property Research

12 lateral drawers

Clean

Assessors office

Exonerations

21 lateral drawers 90cf

Clean

Assessors office

Transcripts

8 lateral drawers 4cf

Clean

Assessors office

Oil and gas deed and right

16 vertical drawers

Clean

Assessors office

Chay

4 vertical drawers

Clean

Assessors office

RR-Kard-Veyer

21 non standard boxes 43 cf

Clean

Assessors office

Maps

450

Clean

Assessors office

Land books

132 dockets

Dirt, Torn

Assessors office

SPO

13 dockets

Clean

Assessors office

Transcripts

45 N.S. box 27cf

Clean

Assessors office

Transfers

21 lateral drawers 9cf

Clean

Assessors office

Personal Property Appraisements

42 vertical drawers

48 document cans

Clean

6th floor

State Records, bank unpaid debt

17cf

Clean

6th floor

Mobile home

21 cf

Clean

6th floor

RR

8 box 14cf

Clean

Basement

Assessments

Non standard boxes 21cf

Clean

Basement

Dog Cards

Non standard boxes 18cf

Clean

Basement

Business Assessments

16 vertical drawers

Clean

Basement

Land Books

133 dockets

Clean, Torn

Basement

Personal Property

45 dockets

Torn

Under stairs

Personal Property

88 document cans 34cf

Clean/Torn

Under stairs

Personal Property Assessments

Lateral drawers 26cf

Clean

Under stairs

Farm and supplements

Non standard boxes 11cf

Clean

Circuit Clerk office

Open files

200 vertical drawers

Clean

Circuit Clerk office

Open files

43 lateral drawers

Clean

Circuit Clerk office

Domestic

90 dockets

Clean

Circuit Clerk office

Civil

225 dockets

Clean

Circuit Clerk office

Misc.

130 dockets

Clean/Torn

Circuit Clerk office

Criminal orders

100 dockets

Clean/Dirt

Circuit Clerk office

Magistrate

13 dockets

Clean

Circuit Clerk office

Fiduciary

26 dockets

Clean

Circuit Clerk office

Administrative orders

6 dockets

Clean

Attic

Misc.

400 boxes 1cf per box

Dirt

Attic

Misc.

425 document cans

Clean

Attic

Misc. Cases

350 wrapped in brown paper   72cft

Clean

Basement

Old law

80 dockets

Clean/Dirt

Basement

Criminal

189 dockets

Clean/Torn

Basement

Civil

200 dockets

Clean/Dirt

Basement

Closed Files

216 vertical drawer

Clean

Basement

Chancery

625 document cans

Clean

Basement

Misc.

Non standard boxes 201cft

Clean

Basement

Tapes

20 tapes 62cft

Clean

Sheriff

Tax

Lateral 62 drawers 224cft

Clean

Sheriff Closet

Accounts Receivable

55 dockets

Dirt

Sheriff Closet

Land and Personal Property

14 dockets

Clean

Sheriff Closet

Waiting Audit

20 no standard boxes 20cft

Clean

Sheriff Closet

Safe

Copies of settlements

Clean

County Clerk office

Release

306 dockets

Clean/Dirt/Torn

County Clerk office

Deeds

1472 dockets

Clean/Dirt/Torn

County Clerk office

Deed of trust

1238 dockets

Clean/Dirt/Torn

County Clerk office

Marriage

48 document cans

Clean/Torn

County Clerk office

Birth

96 document cans

Clean/Torn

County Clerk office

Death

1136 document cans

Clean/Torn

County Clerk office

Microfilm

220 rolls

Good

County Clerk office

Birth, death, Marriages

117 vertical drawers

Clean

County Clerk office

Judgment

40 dockets

Clean

County Clerk office

Mechanic Liens

17 dockets

Clean

County Clerk office

Trust Lien

26 dockets

Clean

County Clerk office

Assignments

21 dockets

Clean

County Clerk office

Discharge

72 dockets

Clean

County Clerk office

Lis Pendens

5 dockets

Clean

County Clerk office

Wills

152 dockets

Clean

County Clerk office

Misc. Orders

33 dockets

Clean

County Clerk office

Articles of Incorporation

59 dockets

Clean

County Clerk office

Report of Sales

15 dockets

Clean

County Clerk office

Execution

5 dockets

Clean

County Clerk office

Church Trustees

6 dockets

Clean

County Clerk office

Financing

42 dockets

Clean

County Clerk office

Oath

13 dockets

Clean

County Clerk office

Guardian Bond

22 dockets

Clean

County Clerk office

ACL bond

34 dockets

Clean

County Clerk office

Land books

227 dockets

Clean/Dirt

County Clerk office

Marriage Index

2 dockets

Clean

County Clerk office

Marriage

105 dockets

Clean

County Clerk office

Death index

4 dockets

Clean

County Clerk office

Death

51 dockets

Clean

County Clerk office

Birth index

7 dockets

Clean

County Clerk office

Birth

54 dockets

Clean

County Clerk office

Fiduciary order

102 dockets

Clean

County Clerk office

Inventory

417 dockets

Clean

County Clerk office

Appraisements and Settlements

88 dockets

Clean/Dirt/Torn

County Clerk office

Index of Fiduciary records

6 dockets

Clean

County Clerk office

List of Fiduciary

142 dockets

Clean/Dirt

Comments:  P1, P2, P3, P4  All offices need more storage space.

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

no

 

Comments: all offices need a disaster contingency plan in place.  COunty COMMISSIONERs may have procedures in place for removal of threatened records. 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

34

12

16

9

18

Part time

1

2

1

5

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

Workshops and in house

Workshops and in house

Once a year state training

3 times a year state training

Opportunities available

None

Associations Meetings

Association Meetings

Association Meetings

Association Meetings

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

All day

3 hours

2 hours

4 hours

6 hours

Public use

All day

4 hours

4 hours

4 hours

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

4 hours

4 hours

0

0

0

Public use

4 hours

4 hours

0

0

0

 

Comments: Sheriff only has partime staff in the summer.  all offices need on-going records management training PROGRAM FOR personnel.

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

Since July 2002

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

Yes

 

 

Master copy stored    onsite or offsite

 

 

Onsite

 

 

User copies available (record as yes/no)

 

 

Yes

 

 

External

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

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

 

 

Since July 2002

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

Yes

 

 

Master copy stored    (onsite or offsite )

 

 

Onsite

 

 

Backup copies available (record as yes/no)

 

 

Yes

 

 

External

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments: Scanning and Microfilming done Simultaneously. Microfilm send by ACS. The records that are used is “all that are present for filing:” Birth/Death/Marriage/Wills/Probate/Deed/Releases.  Documents destroyed per retention schedule.  all real estate books are kept – assessor, county clerk, and sheriff.  Personal property and assessments kept for five years. 

 

 

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)

On computer backups to server

Dockets of Civil and Criminal and other items

Everything since July 2002

AS 400> Tax collection records: DMV

All files from 1991 to current

Software used

 

Software Systems

ACS

AS 400-Software Systems

Word/Prosecutors Dialogue

Name and address of the vendor used

 

Morgantown WV

Cincinnati Ohio

Morgantown WV

County Co. Tom Fishbangle

System support used

TMC Technologies

Software systems

ACS

Software Systems

 

Name and address of the vendor used

 

 

 

Morgantown WV

 

Security in place for the storage system

 

Stored in office

Hard Drive in office

In computer room

 

Security in place for the backup system

Stored off premises and also  on state server

Backed by county

Backup in Syracuse

 

Done by county

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

1977 retention schedule

Yes

Yes

Yes

No

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

Yes

Yes

Yes

Yes

No

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

Yes

No

No

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

No

Yes WVU

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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