1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Storage in Garage

Sheriff Storage in Attic

 

Inactive Records Area B

Basement Storage

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 72

Circuit Clerk 75

County Clerk 74

Sheriff 73

Prosecuting Attorney 72

Assessor 72

Circuit Clerk 72

County Clerk 72

Sheriff 75

Prosecuting Attorney 72

Assessor 71

Circuit Clerk 71

County Clerk 71

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 51

Circuit Clerk 51

County Clerk

Sheriff

Prosecuting Attorney 51

Assessor 55

Circuit Clerk 55

County Clerk 55

Sheriff 57

Prosecuting Attorney55

Assessor  51

Circuit Clerk  51

County Clerk  51

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

In garage there is fertilizer laying beside 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 no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  no

Prosecuting Attorney yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes vault

Prosecuting Attorney 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 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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney 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 no

Assessor yes mice

Circuit Clerk yes mice

County Clerk yes mice

Sheriff no

Prosecuting Attorney yes mice

Insects – 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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes spiders

Circuit Clerk yes spiders

County Clerk yes spiders

Sheriff yes spiders

Prosecuting Attorney yes spiders

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

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 no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

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 no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

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 yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

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 no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

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  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Panic Button  (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 no

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

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 no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

 

 

 

Comments: inactive area b is the old ambulance garage.  the county clerk, circuit clerk and the assessor say they are forced to store their inactive records here. All of the offices complained that they had no other place to store their inactive records. The different offices also were afraid that the inactive records being stored in the garage were slowly being destroyed due to the uncontrolled enviroment.  Water pipes hang over the inactive records. The basement room is a filthy unorganized mess.

 

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

Location

Record Type

Volume

Condition

Circuit Clerk Office

Mental Health

10 vertical drawer

Clean

Circuit Clerk Office

Divorce

64 vertical drawer

Clean

Circuit Clerk Office

Guardianship

22 vertical drawer

Clean

Circuit Clerk Office

Closed Juvenile

35 vertical drawer

Clean

Circuit Clerk Office

Domestic Violence

10 drawer

Clean

Circuit Clerk Office

Civil

172 document cans

Clean

Circuit Clerk Office

Juvenile

102 document cans

Clean

Circuit Clerk Office

Criminal

180 document cans

Clean

Circuit Clerk Office

Criminal

7 lateral drawer

Clean

Circuit Clerk Office

Civil

11 lateral drawer

Clean

Circuit Clerk Office

Misc.

5 dockets

Clean

Circuit Clerk Office

Posting

6 dockets

Clean

Circuit Clerk Office

Juvenile

16 dockets

Clean

Circuit Clerk Office

Criminal Orders

24 dockets

Torn/Surface Dirt

Circuit Clerk Office

Adoption

2 dockets

Clean

Circuit Clerk Office

Law

64 dockets

Torn/Surface Dirt

Circuit Clerk Office

Misc.

160 dockets

Surface Dirt

Circuit Clerk Office

Exemptions

2 large banker

Clean

 

Circuit Clerk Office

Unknown

3 large banker box

Clean

Circuit Clerk Office

Misc.

3 plastic containers 8 ft linear

Clean

Circuit Clerk Office

Misc.

24 Non standard card board box 12 ft linear

Clean

Circuit Clerk Garage

Land

5 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Fee Records

7 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Criminal Records

100 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Civil

100 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Criminal Orders

8 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Law Orders

28 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Juvenile

60 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Misc. Records

27 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Domestic Relations

22 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Civil Orders

12 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

 Chancery

46 dockets

Mold/Dirt/Torn

Circuit Clerk Garage

Mental Hygiene

4 dockets

Mold/Dirt/Torn

Circuit Clerk Attic

Misc.

18 dockets

Mold/Dirt/Torn

Circuit Clerk Attic

Transcripts

18 large banker box

Surface Dirt

Circuit Clerk Attic

Receipts

4 large banker box

Surface Dirt

Circuit Clerk Attic

Receipts

22 banker box

Surface Dirt

Circuit Clerk Attic

Transcript

22 banker

Surface Dirt

Circuit Clerk Attic

Transcripts

21 Non standard card board box

Surface Dirt

Circuit Clerk Attic

Jury

10 Nonstandard

Surface Dirt

Circuit Clerk Attic

Receipts

18 Non standard

Surface Dirt

Sheriff Office

DMV

6 vertical drawer

Clean

Sheriff Office

Ambulance

2 vertical drawer

Clean

Sheriff Office

Checks

12 vertical drawer

Clean

Sheriff Office

Deposits

4 vertical drawer

Clean

Sheriff Office

Concealed Weapon Forms

4 vertical drawer

Clean

Sheriff Office

Misc.

1 vertical drawer

Clean

Sheriff Office

Settlements

2 vertical drawer

Clean

Sheriff Office

Retirements

1 vertical drawer

Clean

Sheriff Office

Bonds

1 vertical drawer

Clean

Sheriff Office

Copies

2 vertical drawer

Clean

Sheriff Office

Liens

4 lateral drawer

Clean

Sheriff Office

DMV

1 lateral drawer

Clean

Sheriff Office

Forms

1 lateral drawer

Clean

Sheriff Office

Signature Stamps

1 lateral drawer

Clean

Sheriff Office

Deposits Stamps

1 lateral drawer

Clean

Sheriff Office

Settlements

1 lateral drawer

Clean

Sheriff Office

Checking

1 lateral drawer

Clean

Sheriff Office

RCWL

1 lateral drawer

Clean

Sheriff Office

Distributions

1 lateral drawer

Clean

Sheriff Office

Record of Receipts

1 lateral drawer

Clean

Sheriff Office

Deposits and Bankruptcy

4 lateral drawer

Clean

Sheriff Office

Land Sale

14 dockets

Clean

Sheriff Office

Delinquent

3 dockets

Clean

Sheriff Office

Misc.

21 dockets

Clean

Sheriff Office

Personal Property

25 dockets

Clean

Sheriff Office

Land

17 dockets

Clean

Sheriff Office

Record of Receipts

1 docket

Clean

Sheriff Basement Inactive

Real Estate

68 dockets

Surface dirt

Sheriff Basement Inactive

Personal Property

20 dockets

Surface dirt

Sheriff Basement Inactive

Posting and Distributions

7 dockets

Surface dirt

Sheriff Basement Inactive

Land

50 dockets

Surface dirt

Sheriff Basement Inactive

Sheriff Accident and Transfers

12 vertical drawer

Surface dirt

Sheriff Basement Inactive

Taxes 

42 banker boxes

18 small banker

Surface dirt

Sheriff Basement Inactive

Taxes and misc.

3O Non standard 10ft linear

Surface dirt

Prosecuting Attorney Office

Criminal

5 vertical drawer

Clean

Prosecuting Attorney Office

Juvenile

2 vertical drawer

Clean

Prosecuting Attorney Office

Abuse and Neglect

1 vertical drawer

Clean

Prosecuting Attorney Office

Domestic

8 vertical drawer

Clean

Prosecuting Attorney Office

Guardianship

1 vertical drawer

Clean

Prosecuting Attorney Office

Civil

8 vertical drawer

Clean

Prosecuting Attorney Office

 

dockets, files

Mold/Dirt/Torn

County Clerk Office

Trust Deeds

284 dockets

Clean

County Clerk Office

Liens

172 dockets

Clean

County Clerk Office

Release Deeds

60 dockets

Clean

County Clerk Office

Church Trustees

5 dockets

Clean

County Clerk Office

Records

24 dockets

Clean

County Clerk Office

Fiduciary

80 dockets

Clean

County Clerk Office

Deeds

180 dockets

Clean

County Clerk Office

General Deeds

24 dockets

Clean

County Clerk Office

Wills

38 dockets

Clean

County Clerk Office

County Court Business

20 dockets

Clean

County Clerk Office

Real Estate

64 dockets

Clean

County Clerk Office

Land

120 dockets

Clean

County Clerk Office

Map Book

10 dockets

Clean

County Clerk Office

Delinquent Real Estate

14 dockets

Clean

County Clerk Office

Bonds

6 dockets

Clean

County Clerk Office

Acknowledge Writings

3 dockets

Clean

County Clerk Office

Marriage

104 dockets

Clean

County Clerk Office

Birth

32 dockets

Clean

County Clerk Office

Debtor

7 dockets

Clean

County Clerk Office

Birth

76 document cans

Clean

County Clerk Office

Fiduciary

35 document cans

Clean

County Clerk Office

Death

49 document cans

Clean

County Clerk Office

Payroll

25 document cans

Clean

County Clerk Office

Vender

62 document cans

Clean

County Clerk Office

Levy Funds

9 document cans

Clean

County Clerk Office

Estates

3 lateral drawer

Clean

County Clerk Office

Birth Certificates

4 lateral drawers

Clean

County Clerk Office

Estates Closed

16 banker boxes

Clean

County Clerk Office

Committee Files

16 banker boxes

Clean

County Clerk Office

Maps

Covered hanging up  3ft linear

Clean

County Clerk Attic Inactive

Fiduciary

 45 small banker boxes

Surface Dirt

County Clerk Attic Inactive

Unknown

 24 large banker boxes

Surface Dirt

County Clerk Attic Inactive

Fiduciary

21 Nonstandard 13ftL

Surface Dirt

County Clerk Attic Inactive

Unknown

28 banker boxes

Surface Dirt

County Clerk Attic Inactive

Misc.

60 dockets

Surface Dirt

County Clerk Garage Inactive

Deeds

300 dockets

Surface Dirt

County Clerk Garage Inactive

Land

117 dockets

Surface Dirt

County Clerk Garage Inactive

Lunacy

5 dockets

Surface Dirt

County Clerk Garage Inactive

Unknown

10 dockets

Surface Dirt

County Clerk Garage Inactive

General Ballots

4 large banker boxes

Surface Dirt

County Clerk Garage Inactive

Misc.

Non standard 10ft linear

Surface Dirt

Assessor Office

Land

20 dockets

Clean

Assessor Office

Personal Property

8 dockets

Clean

Assessor Office

Real Estate

7 dockets

Clean

Assessor Office

Maps

hanging up 4ft linear

Clean

Assessor Office

Map cards

 2 vertical drawers

Clean

Assessor Office

Dog Fund

1 vertical drawer

Clean

Assessor Office

Payroll

1 vertical drawer

Clean

Assessor Office

Returns

1 vertical drawer

Clean

Assessor Office

Homestead Exemptions

2 vertical drawer

Clean

Assessor Office

Real Estate

1 vertical drawer

Clean

Assessor Office

Misc.

2 vertical drawer

Clean

Assessor Office

Exonerations

1 vertical drawer

Clean

Assessor Garage Inactive

Old files

9 banker boxes

Surface dirt

Assessor Garage Inactive

Tax maps

3 non standard 5ftl

Surface dirt

 

Comments:  The old ambulance garage is across the street from the courthouse.  The County Clerk, Circuit Clerk, Prosecuting Attorney and Assessor store inactive records in this garage.  The garage smells like mildew, and fertilizer is stored in the garage with the records.

 

 P1, P2, P3, P4, P5, P6, P7, P8

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

none

none

none

Yes when it floods, the records are covered with tarps!

None

 

 

 

 

 

 

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

13

4

4

6

n/a

Part time

2

0

1

1

n/a

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

minimal

yes

Yes

none

None

Opportunities available

On job

On job

On job

none

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

1 hour

All day

All day

Don’t know

All day

Public use

1 hour

Less hour

Unknown

2 hours

Don’t know

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

5 minutes

All day

Unknown

Rare

Don’t know

Public use

 

none

unknown

rare

Don’t know

 

Comments

The assessor does not have enough office space for the employees.

The circuit clerk needs more space.

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

n/a

n/a new machine

n/a

49,986 new machine

n/a

Disposition of originals

n/a

n/a

n/a

n/a

n/a

     Discarded

n/a

n/a

n/a

no

n/a

     Placed in storage

For five years

n/a

n/a

yes

n/a

Microfilming

none

none

None

None

none

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    onsite or offsite

 

 

 

 

 

User copies available (record as yes/no)

 

 

 

 

 

External

none

none

None

None

none

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

some

none

None

None

none

Volume of material digitized

unknown

 

 

 

 

Disposition of originals

No originals

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

none

None

None

None

none

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

 

 

 

 

 

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)

n/a

n/a

n/a

Tax

n/a

Software used

 

 

 

AS 400

 

Name and address of the vendor used

 

 

 

Morgantown,WV

 

System support used

 

 

 

Same

 

Name and address of the vendor used

 

 

 

Same

 

Security in place for the storage system

 

 

 

Authorized password for each person

 

Security in place for the backup system

 

 

 

password

 

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

 

 

 

Copy software onto disc and store disc in vault

 

 

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

none

1977 records schedule

1977 records schedule

none

None

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

no

yes

no

No

no

Any records management guidelines used for electronic records (record as 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)

none

none

none

none

none

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)

 

 

 

 

 

 

 

 

 

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