1.1  The Physical Space Housing the Records

Active Records Area

Main Offices

Circuit Clerk Main Vault

Inactive Records Area A

Circuit Clerk 2nd floor Vault

Sheriff’s Law Enforcement

Inactive Records Area B

Circuit Clerk Jail

Sheriff Jail

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 77

Circuit Clerk 68

County Clerk 72

Sheriff 75

Prosecuting Attorney n/a

Assessor

Circuit Clerk 75

County Clerk varies

Sheriff 73

Prosecuting Attorney

Assessor

Circuit Clerk n/a

County Clerk

Sheriff n/a

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 38

Circuit Clerk n/a

County Clerk 43

Sheriff 40

Prosecuting Attorney n/a

Assessor

Circuit Clerk 45

County Clerk n/a

Sheriff 50

Prosecuting Attorney

Assessor

Circuit Clerk n/a

County Clerk

Sheriff n/a

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk n/a

County Clerk

Sheriff  n/a

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 n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff n/a

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes mice

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk n/a

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk n/a

County Clerk yes

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

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 n/a

Assessor

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

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 n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

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

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk

Sheriff yes

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor yes

Circuit Clerk n/a

County Clerk n/a

Sheriff yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor n/a

Circuit Clerk n/a

County Clerk n/a

Sheriff no

Prosecuting Attorney n/a

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff no

Prosecuting Attorney

 

 

 

Comments:  The Prosecuting Attorney was unavailable.

 


 

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

30 legal size drawers

Clean

Assessor office – Main

CAMA

20 legal size drawers

Clean

Assessor office – Main

Dog Records

5 legal size drawers

Clean

Assessor office – Main

Miscellaneous Records

5 legal size drawers

Clean

Assessor office – Main

Change of Class

1 legal size drawer

Clean

Assessor office – Main

Mobile Home Records

1 legal size drawer

Clean

Assessor office – Main

Building Permits

1 legal size drawer

Clean

Assessor office – Main

Homesteads/Exonerations

1 legal size drawer

Clean

Assessor office – Main

2004 Transfers

1 legal size drawer

Clean

Assessor office – Main

Change & Building Permits

4 5x7 card files

Clean

Assessor office – Main

Homestead Cards

4 5x7 card files

Clean

Assessor office – Main

Real Estate Card Files

22 5x7 boxes

Clean

Assessor office – Main

Transfers

Long 3-drawer rotating cabinet

Clean

Assessor office – Main

Maps

Single map rack

Clean

Assessor office –  Main

2003 Appraisals

4 legal size drawers

Clean

Assessor office – Main

Personal Property, Real Estate, DMV books

Shelves & racks

Clean

Circuit Clerk office – Main Vault

Civil Orders

27  (8x14) books

Clean

Circuit Clerk office – Main Vault

Administrative Orders

3 (8x14) books

Clean

Circuit Clerk office – Main Vault

Criminal Orders

21 (8x14) books

Clean

Circuit Clerk office – Main Vault

Domestic Orders

13 (8x14) books

Clean

Circuit Clerk office – Main Vault

Juvenile

14 (8x14) books

Clean

Circuit Clerk office – Main Vault

Magistrate Orders

3 (8x14) books

Clean

Circuit Clerk office – Main Vault

Mental Hygiene

3 (8x14) books

Clean

Circuit Clerk office – Main Vault

Guardian/Conserver

2 (8x14) books

Clean

Circuit Clerk office – Main Vault

General Dockets

No count; stopped in 1992

Clean

Circuit Clerk office – Main Vault

A-Z filing of old records in can files

12 3x5 drawers

Clean

Circuit Clerk office – Main Vault

Early Records of Morgan County

Banker's boxes

Clean

Circuit Clerk office – Second Floor Vault

Civil

6 4-drawer, 10 5-drawer legal size cabinets

Clean

Circuit Clerk office – Second Floor Vault

Domestic

5 4-drawer, 5 5-drawer legal size cabinets

Clean

Circuit Clerk office – Second Floor Vault

Criminal

4 4-drawer, 2 5-drawer legal size cabinets

Clean

Circuit Clerk office – Second Floor Vault

Appeals

1 4-drawer, 15-drawer legal size cabinets

Clean

Circuit Clerk office – Second Floor Vault

Juvenile

1 4-drawer, 2 5-drawer legal size cabinets

Clean

Circuit Clerk office – Second Floor Vault

Criminal Transcripts

1 4-drawer, 1 5-drawer cabinets

Clean

Circuit Clerk office – Second Floor Vault

Guardianship

2 Banker's boxes

Clean

Circuit Clerk office – Second Floor Vault

Mental Hygiene

2 Banker's boxes

Clean

Circuit Clerk office – Second Floor Vault

Individual Cases

Numerous boxes

Clean

Circuit Clerk office – Second Floor Vault

Evidence from Criminal Cases

Scattered

Clean

Circuit Clerk office – Cell in Old Jail

Old Court Records

Banker's boxes

Clean

County Clerk office – Main

Deeds

77 large books, 124 small books

Clean

County Clerk office – Main

Deeds Index

16 15.5x18.5 books

Clean

County Clerk office – Main

Deeds & Deeds Index (current)

Computer printout

Clean

County Clerk office – Main

Deeds of Trust Index

5 15.5x18.5 books

Clean

County Clerk office – Main

Mechanics Lien

1 large book, 2 small books

Clean

County Clerk office – Main

Federal Tax Lien

1 large book, 1 small book

Clean

County Clerk office – Main

Assignments

2 large books, 9 small books

Clean

County Clerk office – Main

Judgment Lien

14 small books

Clean

County Clerk office – Main

Fiduciary Orders

15 large books

Older books are very worn

County Clerk office – Main

Rpt. Sales under Deeds of Trust

3 small books

Clean

County Clerk office – Main

Admins. Execution

13 small books

Clean

County Clerk office – Main

Joint Stock Book

4 large books, 4 small books

Clean

County Clerk office – Main

Execution Bonds

5 large books, 2 small books

Clean

County Clerk office – Main

Church Trustees

1 large book, 1 small book

Clean

County Clerk office – Main

Wills

8 large books, 13 small books

Clean

County Clerk office – Main

Will Index

1 large book

Clean

County Clerk office – Main

Voter Precinct Books

21 large books

Clean

County Clerk office – Main

Land & Personal Property Books

Current on computer printout, older scattered

Older – 1800s, early 1900s – in very poor condition

County Clerk office – Main

Financing Statements

2 large books

Clean

County Clerk office – Main

Release Book

52 small books

Clean

County Clerk office – Main

Map Book

7 large books

Clean

County Clerk office – Main

Oath of Office

2 large books

Clean

County Clerk office – Main

Regulations & Ordinances

1 small book

Clean

County Clerk office – Main

Commission Record

21 large books, 1 small book

Clean

County Clerk office – Main

Indexes

Computer printout

Clean

County Clerk office – Main

Daily Fee Sheet

Computer printout

Clean

County Clerk office – Main

Births, Deaths, Marriages

Computer printout

Clean

County Clerk office – Main

Financial Statements

Computer printout

Clean

County Clerk office – Main

Estate & Guardian

Computer printout

Clean

County Clerk office – Main

Judgment Liens, Birth, Death, Marriage Certificates, Fiduciary, Appraisals, etc.

216 can files

Clean

County Clerk office – Room 2

Deeds of Trust

36 large books, 165 small books

Clean

County Clerk office – Room 2

Births

6 large books

Clean

County Clerk office – Room 2

Deaths

6 large books

Clean

County Clerk office – Room 2

Marriages

11 large books

Clean

County Clerk office – Room 2

Release Books

16 large books

Clean

County Clerk office – Room 2

Lien Records

1 large book

Clean

County Clerk office – Room 2

Notary Records

2 large books

Clean

County Clerk office – Room 2

Bonds

3 large books

Clean

County Clerk office – Room 2

Inventory/Settlements of Estates

15 large books

Clean

County Clerk office – Room 2

Corners Records

1 large book

Clean

County Clerk office – Room 2

Record of Administrators Executions Bonds

8 large books

Poor condition

County Clerk office – Room 2

Various Records

108 can files

Clean

County Clerk office – Room 2

Administrative forms, etc.

File cabinets

Clean

Sheriff's Tax office – Main

Land & Personal Property

10 computer printouts

Clean

Sheriff's Tax office – Main

Cards of Current Tax Records

6 drawers 5x7

Clean

Sheriff's Tax office – Main

Deeds of Trust Books (copies)

12 books

Clean

Sheriff's Tax office – Main

Active Work

4 legal size drawers

Clean

Sheriff's Tax office – Main

Work to be Audited

8 banker's boxes

Clean

Sheriff's Tax office – Basement

Paid Tax Receipts

137 banker's boxes

Clean

Sheriff's Tax office – Basement

Miscellaneous Papers

90 banker's boxes

Clean

Sheriff's Tax office – Basement

Land Books

10 books

Clean

Sheriff's Tax office – Third Floor Old Jail

Land Books

10 books

Clean

Sheriff's Tax office – Third Floor Old Jail

Settlement, Cancelled Checks

8 banker's boxes

Clean

Sheriff’s Law Enforcement

Active Cases, Inactive Cases, Warrants, Identification Cards, Tickets

3 4-drawer legal size cabinets

Clean

 

Comments:  COunty CLerk microfilm not counted.  There is a need for storage for this county.

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

 

No

Not provided

No

No

N/A

 

Comments

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

6

Yes

5

5

N/A

Part time

1

Yes

1

1

N/A

Volunteers

0

No

0

0

N/A

1.7.B Records Training

 

 

 

 

 

Training received

None

None

Varies as needed

None

N/A

Opportunities available

None

None

None

None

N/A

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

Don't know

4 hours

None

Don't know

N/A

Public use

Don't know

None

None

Don't know

N/A

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

Don't know

1 hour

None

Don't know

N/A

Public use

Don't know

None

None

Don't know

N/A

 

Comments

 

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

None

N/A

None other than filming original copies

None

N/A

Disposition of originals

 

 

 

 

 

     Discarded

 

 

No

 

 

     Placed in storage

 

 

Some – most are sent back to banks or owner

 

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

None

N/A

N/A

None

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

None

N/A

N/A

None

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

Tax map mylars

 

Yes

 

 

Master copy stored    (onsite or offsite )

Offsite

 

 

 

 

User copies available (record as yes/no)

Yes

 

 

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

None

None

N/A

None

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

Onsite

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

External

 

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

None

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

Onsite

 

 

Backup copies available (record as yes/no)

 

 

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)

Backup tapes

N/A

N/A

N/A

N/A

Software used

Microsoft NT

AS400

Complete System Support Inc. (CSSI)

N/A

N/A

Name and address of the vendor used

TMC, Fairmont, WV

Software Systems, Rt. 5 Box 120K26, Morgantown, WV 26505

CSSI, P.O.Box 597 Parkersburg, WV 26102

N/A

N/A

System support used

TMC

N/A

CSSI

N/A

N/A

Name and address of the vendor used

TMC, Fairmont, WV

N/A

CSSI, P.O.Box 597 Parkersburg, WV 26102

N/A

N/A

Security in place for the storage system

None

Password Entry

Vault

N/A

N/A

Security in place for the backup system

First backup tape for new system at home

Sheriff Tax Office

Vault

N/A

N/A

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

Not provided

N/A

Per statute

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

No

Transfer of records to West Virginia University

Yes

Yes

N/A

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

No

Yes

No

No

N/A

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

No

No

No

No

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

Yes

Yes

No

N/A

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

N/A

Yes

Yes

N/A

N/A

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

N/A

No

No

N/A

N/A

 

Comments

 

 

 

Morgan Index Page