1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Basement

County Clerk Basement

Sheriff Basement

Prosecuting Attorney Attic

Inactive Records Area B

Assessor 3rd floor computer room

Circuit Clerk Office 2

Prosecuting Attorney Attic Room 2

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 71

Circuit Clerk  75

County Clerk 73

Sheriff 73

Prosecuting Attorney 83

Assessor basement - 69

Circuit Clerk basement-69

County Clerk 73

Sheriff 69

Prosecuting Attorney 80

Assessor computer-74

Circuit Clerk 72/ asbestos room- 82

County Clerk senior center- 75

Sheriff

Prosecuting Attorney 83

Asbestos 73

Senior Center 73

Humidity (record as % relative humidity)

Assessor 56

Circuit Clerk  64

County Clerk 33

Sheriff 37

Prosecuting Attorney 36

Assessor 52

Circuit Clerk  53

County Clerk 39

Sheriff 39

Prosecuting Attorney 36

Assessor 48

Circuit Clerk 49/ asbestos- 34

County Clerk 35

Sheriff

Prosecuting Attorney 36

Asbestos 52

Senior Center 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 no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes/ asbestos- NA

County Clerk NA

Sheriff

Prosecuting Attorney no

Asbestos  no

Senior Center 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 yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos  no

Senior Center no

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes mice

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor  no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes mice

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 no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk  no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no          

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes wasp lady bugs

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney yes

Asbestos no

Senior Center yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor yes

Circuit Clerk  no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no/ asbestos-NA

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center 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 no

Assessor no

Circuit Clerk no/ asbestos- NA

County Clerk NA

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center 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 no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Locked or limited access to areas with records (record as yes/no) Yes all offices have locked or limited access

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 yes

Circuit Clerk yes/ asbestos- yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Asbestos yes

Senior Center yes

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes/ asbestos- no

County ClerkNA

Sheriff

Prosecuting Attorney no

Asbestos yes

Senior Center no

Secured doors/windows  (record as yes/no)

Assessor  yes

Circuit Clerk  yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk no/ asbestos- yes

County Clerk yes

Sheriff

Prosecuting Attorney  no

Asbestos no

Senior Center  no

Panic Button  (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 no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos

Senior Center no

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/ asbestos- no

County Clerk  no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes to elevator

 

 

Comments:

 

 

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

Location

Record Type

Volume

Condition

County Clerk Office

Misc.

462 document cans

Clean

County Clerk Office

Fiduciary

Kardex 98=14 rows wide 17 box each. (each box 12.5x14.5x10)

Clean

County Clerk Office

Microfiche (Bonds, Wills, Releases, Misc.)

27- 1x9x16, 73 1x9x24

100 drawers corp. estates

Clean

County Clerk Office

Microfilm

4 lateral drawers 20Lx22Wx28H

Clean

County Clerk Office

Deeds

1244 dockets

Clean

County Clerk Office

Land books

266 dockets

Clean

County Clerk Office

Surveyor Records

8 dockets

Clean

County Clerk Office

Index Survey

12 dockets

Clean

County Clerk Office

Corner

3 dockets

Clean

County Clerk Office

Misc.

3 dockets

Clean

County Clerk Office

Supplement

5 dockets

Clean

County Clerk Office

Bonds

13 dockets

Clean

County Clerk Office

Assignments

90 dockets

Clean

County Clerk Office

Wills

93 dockets

Clean

County Clerk Office

Fiduciary

42 dockets

Clean

County Clerk Office

Release

326 dockets

Clean

County Clerk Office

Order books

30 dockets

Clean

County Clerk Office

Corporation

51 dockets

Clean

County Clerk Office

Vital

51 dockets

Clean

County Clerk Office

Delinquent Sales

40 dockets

Clean

County Clerk Office

Power of Attorney

16 dockets

Clean

County Clerk Office

Lis Pendens

2 dockets

Clean

County Clerk Office

Mechanic Liens

17 dockets

Clean

County Clerk Office

Estates

236 dockets

Clean

County Clerk Office

Judgment

22dockets

Clean

County Clerk Office

Index trust deeds

34dockets

Clean

County Clerk Office

Index Deeds

80 dockets

Clean

County Clerk Office

Deed of trust

1147 dockets

Clean

County Clerk basement

Deeds

675 document cans

Dirt

County Clerk basement

Release

 4 large banker box

Dirt

County Clerk basement

Surveyor

5 vertical drawers

Dirt

County Clerk basement

Dog records

10 vertical drawers

Dirt

County Clerk basement

Old dockets

1375dockets

Dirt

County Clerk basement

Vitals

6 boxes 53cft

Dirt

County Clerk basement

Vitals

10 large banker boxes  26cft

Dirt

County Clerk basement

Misc.

9 boxes 10cft

Dirt

County Clerk basement

Rolls of Microfilm

175 rolls

12 legal drawers

Dirt

Senior Center-county

Misc.

525 dockets

Clean

Senior Center-county

Discharge

33 dockets

Clean

Senior Center-county

Misc.

400 document cans

Clean

Senior Center-county

Misc.

150 boxes 1cft each

Clean

Senior Center-county

Plats/ Maps

900

Clean

Asbestos-circuit

Exhibits

3 boxes 1cft each

Clean

Asbestos-circuit

Asbestos and divorce

46 inches x11inchesx12 - 2 sections with 6 shelf each

Clean

Asbestos-circuit

Asbestos and divorce

Movable files 36inchx11inchx12inch=22 sections each has 6 shelves

Clean

Circuit Clerk office 2-across hall room 107

Exhibits

34inchLx11inchWx14inchH  and 57 shelves

Clean

Circuit Clerk office 2

Exhibits

44inL x 11inW x 12inchH -  7 shelves each

Clean

Circuit Clerk office 2

Case Exhibits

38 boxes 1cft each

Clean

Circuit Clerk office 2

Tapes and Court Recordings

42inLx4inWx22inH=18 drawers and 9 rows

Clean

Circuit Clerk office 2

Mental Health, Guardianship, Adoptions

12 vertical drawers legal

Clean

Circuit Clerk office 2

Mental health

8 dockets

Clean

Circuit Clerk office 2

Case files

34inLx11inWx12inH=14 shelves

Clean

Circuit Clerk office 2

Case files

46inLx10inWx14inH-126shelves

Clean

Circuit clerk office 2

Mental health

8 dockets

Clean

Circuit clerk office 2

Mental health, guardianship, adoption

12d vertical letter size

clean

Basement Circuit Clerk-vault

Old ledger books

352 dockets

Dirt

Basement Circuit Clerk- vault

Case files

15 linear files

Dirt

Basement Circuit Clerk- criminal case room

Criminal cases

16 lateral drawers

Dirt

Basement Circuit Clerk- criminal case room

Criminal cases

46inLx10Wx12H=42 shelves

Dirt

Basement Circuit Clerk- criminal case room

Criminal cases

9 boxes 1.5cft each

Dirt

Senior Center-circuit

Misc.

152 dockets

Clean

Senior Center-circuit

Misc.

288 document cans

Clean

Senior Center-circuit

Cases

34inLx12inWx16inH=22 shelves

Clean

Senior Center-circuit

Cases

79 cases

Clean

Senior Center-circuit

Cases

342document cabs

Clean

Senior Center-circuit

Case

68 vertical drawer

Clean

Senior Center-circuit

Cases

8 boxes 1.5cf

Clean

Circuit Clerk main office

Order books

Kardex 2 machines

Clean

Circuit Clerk main office

Chancery

71 dockets

Clean

Circuit Clerk main office

Law

126dockets

Clean

Circuit Clerk main office

Criminal/ Civil

63 dockets

Clean

Circuit Clerk main office

Misc. Dockets

4 dockets

Clean

Circuit Clerk main office

Administrative orders

4 dockets

Clean

Circuit Clerk main office

Bonds

14 dockets

Clean

Circuit Clerk main office

Civil order

111 dockets

Clean

Circuit Clerk main office

Divorce

15dockets

Clean

Circuit Clerk main office

Domestic

29 dockets

Clean

Circuit Clerk main office

Current Files

34inLx12inWx12inH=21 shelves

Clean

Circuit Clerk main office

Current files

88 vertical drawers

Clean

Circuit Clerk main office

Current files

13 lateral drawers

Clean

Circuit Clerk main office

Family Court

Kardex machine

Clean

Assessors Room basement

Property Records

40 vertical drawers

Clean

Assessors Room basement

Personal Property

60 dockets

Clean

Assessors Room computer room

Map cards

29=8inLx6inWx24inH

Clean

Assessors office

Land and Personal Property books

316 dockets

Clean

Assessors office

Sperry/Remington Lectriver

6 files per level 14 levels

Clean

Assessors office

Microfilm Deed books

54- deed book 1 to current

Clean

Assessors office

Dog Receipt Tax

9 drawers 3x5

Clean

Assessors office

Will and transfers

16 drawers 3x5

Clean

Assessors office

Maps

20 drawers 4x4

Clean

Assessors office

Current lands Personal Property

15 drawers 4x4

Clean

Assessors office

Plats

5 vertical drawers

Clean

Assessors office

Homestead

6 vertical drawers

Clean

Assessors office

Deed book transfers

1039 dockets

Clean

Assessors office

Assessments

14 legal drawers

Clean

Assessors office

Land

4 dockets

Clean

Assessors office

Assessment Returns

Kardex Lectriever machine 14  shelves, drawers 15x7x15

Clean

Assessors office

Assessments

7 lateral drawers

Clean

Assessors office

Business returns

8 legal drawers

Clean

Assessors office

Exonerations

4 legal drawers

Clean

Assessors office

Supplement and Military

6 legal drawers

Clean

Senior Center-assessor

Mapping, returns, farm reports, exonerations, correspondence, building permits

226 boxes=1.5cft

Clean

Sheriff office

Daily office and past

25 lateral drawers

Clean

Sheriff office

Home confinement

3 vertical drawers

Clean

Sheriff office

Bankruptcy

4vertical drawer

Clean

Sheriff office

County accounts

9 vertical drawers

Clean

Sheriff office

Deposits

2 vertical drawers

Clean

Sheriff office

Condemnations

2 vertical drawers

Clean

Sheriff office

Monthly cash/ loan payment, transfer letter, order reports

10 fire proof boxes unknown sizes

Clean

Sheriff office

Bank Statements, Receipts, checks, purchase order

6 vertical drawers

Clean

Sheriff office

Tax book, Exonerations, State Tax Commissions

3 cabinets no size given

Clean

Sheriff office

Latest Audit information

4 vertical drawers

Clean

Sheriff office

Last audit, old opportunities, check book, receipts, vouchers, daily reports

25 drawers 25inLx8inWx32inH

Clean

Senior Center

Land books and Personal Property

80 boxes 1.5cf

Clean

Senior Center

Land books and Personal Property

30 boxes 2.5cf

Clean

Prosecuting Attorney Office

Closed Files

30 legal drawers

Clean

Prosecuting Attorney Office

Current Files

4 legal drawers

Clean

Prosecuting Attorney Office

Closed and Open cases for the past year

20 lateral drawers

Clean

Prosecuting Attorney Office

Juvenile, Abuse, and Neglect

8 lateral drawers

Clean

Prosecuting Attorney Office

DUI Cases

4 1cf boxes

Clean

Prosecuting Attorney  attic R1

Files

10 lateral drawers -   40x11x16 each

Very dirty

Prosecuting Attorney  attic R1

Files

125 1cf of boxes

Very dirty

Prosecuting Attorney  attic R1

Files

50 -1.5cf of boxes

Very dirty

Prosecuting Attorney attic R2

Felonies and Juvenile Cases

65cf of boxes

Very dirty

Prosecuting Attorney  attic R2

Closed Cases

200 -1cf of boxes

Very dirty

 

Comments: P1, P2, P3, P4, P5, P6, P7, P8

 

coutny clerk takes up 625cf with record storage in senior center.

 

the circuit clerk basement storage vault room is musty. a heat duct is directly over head. the room has fair light and a smoke detector.

the basement storage area criminal case room has water pipes over the records, fair light, and smoke detector.

 

assessor records at the senior center are kept their for seven years and shred assessment returns that expire.

 the basement storage area floods when water runs under the door. water pipes are over head officals are worried about electrical problems.

3rd floor storage area is the nerve system for computer operations.

 

pros. att. attic storage was very dirty, hot and dim in both rooms.

 the main office is to small to keep active records. when storage filled cases are packed in 1 cu ft boxes they are moved to the attic. when the attic is full they are moved to the senior center on the forth floor.

 

sheriff basement contained land and personal property books for 3years. water pipes in this area have broken open twice and destroyed records. daily office, post, and tax records are stored here. anything older that can be moved from the main office to make room is stored here also.

 

all offices store records in a building across high street from court house (used to be a montgomeryward store). access by elevator key only. each wall lined with wire linked cages giving each official their own space. most cages are locked with a chain and pad lock. some have shelves some just stack records. most cages are disorderly. there was a light musty oder but no signs of water. this is the last place the records are put.

 

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

Comments

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

31

6

20

10

12

Part time

2

2

3

0

1

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

In house and sometimes go to Charleston for IAAIO computer training

None

In house/ Clerks training

In house, auditor meetings

In house

Opportunities available

Only above

None

Association Meetings

Auditor meetings

Limited

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

0

1 hour

3 hours

6 hours

0

Public use

0

1 hour

5 hours

2 hours

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Once or twice a week

1 ½ hour

3 times weekly

3 hours a month

0

Public use

Once or twice a week

1 ½ hour

0

3 hours a month

0

 

Comments

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

 

 

Didn’t know

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

Yes

 

 

Master copy stored    onsite or offsite

 

 

Offsite

 

 

User copies available (record as yes/no)

 

 

yes

 

 

 

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)

Map cards, Assessment forms

 

All in house indexing

State  Auditors Program

N/A

Software used

State System

Software System

Unknown

Software Systems

N/A

Name and address of the vendor used

 

John Veltri

 

Morgantown WV

N/A

System support used

State System

Software System

SBC-Scott Carr

 

N/A

Name and address of the vendor used

 

John Veltri

Morgantown

 

N/A

Security in place for the storage system

Locked computer room

 

Tied in with SBC

Locked room

N/A

Security in place for the backup system

 

 

Tied in with SBC

Backup in safe

N/A

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

 

 

 

Software system has one

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

Yes

Yes

Yes

Yes

Yes

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

No

No

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

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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