1.1  The Physical Space Housing the Records

Active Records Area

Main offices

Inactive Records Area A

Assessor Basement

County Clerk Vault

Sheriff Jail

Inactive Records Area B

County Clerk Jail

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 79

Circuit Clerk 73

County Clerk 74

Sheriff 76

Prosecuting Attorney 77

Assessor 73

Circuit Clerk

County Clerk 79

Sheriff 78

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 78

Sheriff

Prosecuting Attorney

Humidity (record as  relative humidity)

Assessor 34

Circuit Clerk 40

County Clerk 37

Sheriff 33

Prosecuting Attorney 33

Assessor 39

Circuit Clerk

County Clerk 34

Sheriff 38

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 38

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney yes

Assessor no

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

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

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

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 no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes (bats/rats)

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

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

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

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 no

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor n/a

Circuit Clerk yes

County Clerk n/a

Sheriff yes

Prosecuting Attorney n/a

Assessor yes

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney yes

Assessor yes

Circuit Clerk

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff n/a

Prosecuting Attorney n/a

Assessor no

Circuit Clerk

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

 

 

Comments

Records survey not completed for Assessor or Prosecuting Attorney offices.


 

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

Location

Record Type

Volume

Condition

Assessor Office Main

Personal property records, homesteads, etc.

6 3-drawer lateral file

Clean

Assessor Office Main

Dog records, transfers, statements, etc.

3 4-drawer legal file cabinets

Clean

Assessor Office Main

Assessment sheets and supplies

6 3-drawer legal file cabinets

Clean

Assessor Office Main

Map cards

12 trays w/8 boxes (Remington Rand Lektriever)

Clean

Assessor Office Main

 

6 4-drawer legal file cabinet; 6 3-drawer legal file cabinet

Clean

Assessor Office Main

Land books, 1992-2002

40 volumes

Clean

Assessor Office Stairwell

1997 personal property records

4 drawer file cabinet

Clean

Circuit Clerk main office

3x5 Cassette tapes of family law

15 4-drawer letter file cabinet

Clean

Circuit Clerk main office

AD and misc. records

5 4-drawer file cabinet

Clean

Circuit Clerk main office

Active files, civil, criminal, juvenile, family, etc.

15 4-drawer file cabinet

Clean

Circuit Clerk main office

Court Report tapes and notes

80 cubic feet

Clean

Circuit Clerk main office

Old chancery, common law, licenses etc.

648 can files

Clean

Circuit Clerk main office

Order books, most old chancery, common law

66 large volumes

Clean

Circuit Clerk main office

Order books for civil and criminal

99 large volumes

Clean

Circuit Clerk main office

Order books for civil and criminal

128 small volumes

Clean

Circuit Clerk main office

Juvenile and abuse

65 volumes

Clean

Circuit Clerk main office

Docket books

16 small volumes

Clean

County Clerk main room

Deeds (156 reproduced)

78 small volumes

Clean

County Clerk main room

Deeds

253 large, 219 small volumes

Clean

County Clerk main room

Deeds of Trust (114 reproduced)

57 small volumes

Clean

County Clerk main room

Deeds of Trust

159 large, 399 small volumes

Clean

County Clerk main room

Releases

93 large, 89 small volumes

Clean

County Clerk main room

Fiduciary Orders

18 large volumes

Clean

County Clerk main room

Fiduciary Index

16 large volumes

Clean

County Clerk main room

Fiduciary Bonds

37 large, 11 small volumes

Clean

County Clerk main room

Military Service

22 large volumes

Clean

County Clerk main room

Marriage Index

9 large volumes

Clean

County Clerk main room

Births

6 large, 5 small volumes

Clean

County Clerk main room

Birth Index

6 large volumes

Clean

County Clerk main room

Deaths

6 large, 2 small volumes

Clean

County Clerk main room

Elections

4 large, 1 small volumes

Clean

County Clerk main room

Old records, orders, statements, licenses, certificates, etc.

715 can files

Clean

County Clerk vault

Land Books

296 large volumes

Clean

County Clerk vault

Wills, licenses, settlements, etc.

176 can files

Clean

County Clerk vault

Miscellaneous

16 cubic feet

Clean

County Clerk Basement Storage #2

Deeds of Trust

314 large volumes

Clean

County Clerk Basement Storage #2

Deeds

56 large volumes

Clean

County Clerk Basement Storage #2

Release

21 large volumes

Clean

County Clerk Basement Storage #2

Appointments

23 large volumes

Clean

County Clerk Basement Storage #2

Land Books

55 large books

Clean

County Clerk Basement Storage furnace room

Deed books

100 volumes

Clean

County Clerk Basement Storage furnace room

Land books

200+ volumes

Very old and in poor condition

Sheriff’s Tax office main

 

4 4-drawer legal file cabinets; 1 4-drawer letter file cabinet

Clean

Sheriff’s tax office main

Tax receipts

1 5x8 14-drawer file cabinet

Clean

Sheriff’s tax office main

Backups and valuables

Safe

Clean

Sheriff’s tax office—storage room #1

Receipts, statements

111 cubic feet

Clean

Sheriff’s tax office—jail cell

Bank statements and canceled checks

10 boxes (1.5 cubic feet each)

Clean

Prosecuting Attorney’s office-main

Active felony and mental hygiene

3 3-foot lateral file cabinet

Clean

Prosecuting Attorney’s office-main

Magistrate

7 3-foot lateral file cabinet

Clean

Prosecuting Attorney’s office-main

Closed files

7 4-drawer legal file cabinets

Clean

Prosecuting Attorney’s office-main

Active files

3 4-drawer legal file cabinets

Clean

Prosecuting Attorney’s office-main

Correspondence

3 2-drawer letter file cabinets

Clean

Prosecuting Attorney’s office-main

Miscellaneous

1 4-drawer legal file cabinet

Clean

Prosecuting Attorney’s office-main

Retired files

15 cubic feet

Clean

Prosecuting Attorney Basement

Misc.

Approx 50 banker boxes

Torn/Dirt

 

 

Comments

Records in storage in the Basement furnace room are in boxes co-mingled with other offices.  Circuit Clerk’s Main office is very neat and orderly.  Kompakt Movable Filer containing files including all old files.  Has nothing in storage.  Also has room for 12-15 years of future files.  Filer has 8 rows of shelves approximately 12’ long.  With exception of two ends, each row is double sided to hold files.  County Clerk’s deeds and will books to year 1994 have been microfilmed and stored in PA Iron Mountain.  Some of the large books have been reproduced to small books.  Two large books reduced to fit one small book.  Prosecuting Attorney’s office also has storage in Basement Furnace Room. Circuit Clerk did not mention any inactive records storage areas.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20


 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

N/A

N/A

Not provided

No

N/A

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

N/A

12

11

6

N/A

Part time

N/A

2

0

0

N/A

Volunteers

N/A

0

0

0

N/A

1.7.B Records Training

 

 

 

 

 

Training received

N/A

On the job training

None

None

N/A

Opportunities available

N/A

Clerk meetings

None

None

N/A

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

N/A

6 hours

7.5 hours

N/A

N/A

Public use

N/A

2 hours

7.5 hours

N/A

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

N/A

6 hours

N/A

N/A

N/A

Public use

N/A

0 hours

N/A

N/A

N/A

 

Comments

 

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

N/A

None

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

 

 

     Placed in storage

 

 

 

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

N/A

None

None

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

None

None

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

None

None

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

None

None

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

Circuit clerk has note under other for photocopies: “copied originals to order book”.  Sheriff has note that computer work backed up daily.

 

Circuit Clerk states that electronic record groups and series created and maintained in electronic format are Civil, Juvenile, Domestic, Mental Hygiene, Adoption, Criminal, Financial Records.

 

 

 

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

N/A

N/A

Software used

N/A

Microsoft Windows NT

N/A

Software Systems on Taxes

N/A

Name and address of the vendor used

N/A

Computer Data System

N/A

Morgantown, WV

N/A

System support used

N/A

N/A

N/A

Software Systems

N/A

Name and address of the vendor used

N/A

N/A

N/A

Morgantown, WV

N/A

Security in place for the storage system

N/A

N/A

N/A

Safe in office

N/A

Security in place for the backup system

N/A

N/A

N/A

Safe

N/A

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

No

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

No

N/A

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

N/A

N/A

N/A

No

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)

N/A

No

N/A

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

 

 

 

Marshall Index Page