1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Circuit Clerk Storage Rooms Across the Hall

County Clerk Basement

Sheriff Storage Room

Prosecuting Attorney Storage Room

Inactive Records Area B

Circuit Clerk Basement

Prosecuting Attorney Basement R1

Prosecuting Attorney Attic R2

1.1.A  Temperature (in degrees Fahrenheit)

Assessor  74

Circuit Clerk  72

County Clerk  75

Sheriff  72

Prosecuting Attorney  75

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff 71

Prosecuting Attorney  71

Assessor

Circuit Clerk n/a

County Clerk

Sheriff

Prosecuting Attorney R1 n/a, R2 n/a

Humidity (record as % relative humidity)

Assessor  34

Circuit Clerk  31

County Clerk  33

Sheriff  32

Prosecuting Attorney  33

Assessor

Circuit Clerk n/a

County Clerk n/a

Sheriff  34

Prosecuting Attorney  35

Assessor

Circuit Clerk n/a

County Clerk

Sheriff

Prosecuting Attorney R1 n/a, R2 n/a

1.1.B Windows  (record as yes/no)

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney n/a

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff  no

Prosecuting Attorney  n/a

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 n/a, R2 n/a

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor  no

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk  no

County Clerk no

Sheriff  yes

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 yes

Mold – inactive (record as yes/no)             

Assessor  no

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 yes

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

Assessor  yes

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk  no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 yes

Animals – alive  note kind                            

Assessor  no

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 no

Animals – past  note kind

Assessor  no

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 no

Insects – alive  note kind

Assessor  yes

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk yes spiders

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Insects – past note kind                                

Assessor  yes

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Dust or grime on records

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

County Clerk  yes

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 yes, R2 yes

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor  yes

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Sprinklers  (record as yes/no)

Assessor  no

Circuit Clerk  yes

County Clerk  no

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 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

County Clerk  no

Sheriff  no

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

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

Assessor  yes

Circuit Clerk  yes

County Clerk   yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Alarm system  (record as yes/no)

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

County Clerk  no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Secured doors/windows  (record as yes/no)

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

County Clerk  yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff  no

Prosecuting Attorney no

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Panic Button  (record as yes/no)

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

County Clerk  no

Sheriff  yes

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

Key card access  (record as yes/no)

Assessor  no

Circuit Clerk  no

County Clerk  no

County Clerk  no

Sheriff

Prosecuting Attorney  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney R1 no, R2 no

 

 

 

Comments

 

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

Location

Record Type

Volume

Condition

Assessors Active

Personal Property

18 dockets

Clean

Assessors Active

Land

102 dockets

Old

Assessors Active

Maps

460 maps

Clean

Assessors Active

Map Cards

14 lateral drawers

Clean

Assessors Active

Homestead Cards

7 lateral drawers

Clean

Assessors Active

Personal Property

6 lateral drawers

Clean

Assessors Active

Work Maps

3 lateral drawers

Clean

Assessors Active

Work Maps

5 letter drawers

Clean

Assessors Active

Work Maps

11 legal drawers

Clean

Assessors Active

Deeds on Microfiche

36 lateral drawers

Clean

Assessors Active

Deeds on Microfiche

25 letter drawers

Clean

Assessors Active

Deeds on Microfiche

8 legal drawers

Clean

Assessors Active

Neighborhood Maps

2 lateral drawers

Clean

Assessors Active

Appraisal Review Cards

4 lateral drawers

Clean

Assessors Active

Corporate Maps

5 lateral drawers

Clean

Circuit Clerk Main Office

Family Law Tapes

6 boxes 11x5x25

Clean

Circuit Clerk Main Office

Index Civil

4 dockets

Clean

Circuit Clerk Main Office

Index Defendant

2 dockets

Clean

Circuit Clerk Main Office

Index Chancery

6 dockets

Clean

Circuit Clerk Main Office

Index Law Order

4 dockets

Clean

Circuit Clerk Main Office

Index Juvenile

1 docket

Clean

Circuit Clerk Main Office

Index Adoptions

15 dockets

Clean

Circuit Clerk Main Office

Index Law

6 dockets

Clean

Circuit Clerk Main Office

Index Jury Commission

1 docket

Clean

Circuit Clerk Main Office

Law

264 document cans

Clean

Circuit Clerk Main Office

Chancery

502 document cans

Clean

Circuit Clerk Main Office

Research

166 letter drawers

Clean

Circuit Clerk Main Office

Domestic

37 dockets

Clean

Circuit Clerk Main Office

Civil

76 dockets

Clean

Circuit Clerk Main Office

Juvenile

29 dockets

Clean

Circuit Clerk Main Office

Criminal

48 dockets

Clean

Circuit Clerk Main Office

Adoption

6 dockets

Clean

Circuit Clerk Main Office

Misc.

18 dockets

Clean

Circuit Clerk Main Office

Mental Health

8 dockets

Clean

Circuit Clerk Main Office

Bond

13 dockets

Clean

Circuit Clerk Main Office

Guardian

2 dockets

Clean

Circuit Clerk Main Office

Admin. Order

4 dockets

Clean

Circuit Clerk Main Office

Magistrate

1 docket

Clean

Circuit Clerk Main Office

Land Sale

1 docket

Clean

Circuit Clerk Main Office

Receipts St Commission Delinquent Land

1 docket

Clean

Circuit Clerk Main Office

Law Order

36 dockets

Clean

Circuit Clerk Main Office

Company Order

44 dockets

Clean

Circuit Clerk Main Office

Chancery Rule

11 dockets

Clean

Circuit Clerk Main Office

Circuit

25 dockets

Clean

Circuit Clerk Main Office

Rec. & Cost

2 dockets

Clean

Circuit Clerk Main Office

Misc. Acknowledgments

5 dockets

Clean

Circuit Clerk Main Office

Mental Health

2 dockets

Clean

Circuit Clerk Main Office

Law Rule

5 dockets

Clean

Circuit Clerk Main Office

Lunacy

3 dockets

Clean

Circuit Clerk Main Office

Juvenile Records

5 dockets

Clean

Circuit Clerk – Inactive –Across Hall

Misc.

76 vertical metal drawers

Clean

Circuit Clerk – Basement Room 1

Cases

202 document cans

Surface Dirt/Mold/Musty Odor

Circuit Clerk – Basement Room 1

Misc.

15 letter vertical drawers

Surface Dirt/Mold/Musty Odor

Circuit Clerk – Basement Room 1

Misc.

3 legal vertical drawers

Surface Dirt/Mold/Musty Odor

Circuit Clerk – Basement Room 1

Misc.

70 dockets

Surface Dirt/Mold/Musty Odor

Circuit Clerk – Basement Room 1

Naturalization, Record, Order

11 document cans

Surface Dirt/Mold/Musty Odor

Circuit Clerk – Basement Room 2

Never Ended Cases

87 legal drawers

Surface Dirt

County Clerk – Basement - Inactive

Bonds

7 dockets

Surface Dirt

County Clerk – Basement Inactive

Deed

294 dockets

Surface Dirt

County Clerk – Basement Inactive

Index

30 dockets

Surface Dirt

County Clerk – Basement Inactive

Cert. Of Incorporation

5 dockets

Surface Dirt

County Clerk – Basement Inactive

Discharges

7 dockets

Surface Dirt

County Clerk – Basement Inactive

Release

45 dockets

Surface Dirt

County Clerk – Basement Inactive

Wills

26 dockets

Surface Dirt

County Clerk – Basement Inactive

Debt Financial

4 dockets

Surface Dirt

County Clerk – Basement Inactive

Misc.

14 dockets

Surface Dirt

County Clerk – Basement Inactive

Index

14 dockets

Surface Dirt

County Clerk – Basement Inactive

Deed of Trust

97 dockets

Surface Dirt

County Clerk – Basement Inactive

Assignment

3 dockets

Surface Dirt

County Clerk – Basement Inactive

Fiduciary

9 dockets

Surface Dirt

County Clerk – Main Vault Active

Deeds

780 document cans

Clean

County Clerk – Main Vault Active

Deeds

487 dockets

Clean

County Clerk – Main Vault Active

Deed of Trust

331 dockets

Clean

County Clerk – Main Vault Active

Index

14 dockets

Clean

County Clerk – Main Vault Active

Release

125 dockets

Clean

County Clerk – Main Vault Active

Power of Attorney

14 dockets

Clean

County Clerk – Main Vault Active

Index

4 dockets

Clean

County Clerk – Main Vault Active

Misc.

40 dockets

Old/Torn

County Clerk – Main Vault Active

Order

19 dockets

Clean

County Clerk – Main Vault Active

Wills

39 dockets

Clean

County Clerk – Main Vault Active

Deb. Financing Index

7 dockets

Clean

County Clerk – Main Vault Active

Rec. Fiduciary

14 dockets

Clean

County Clerk – Main Vault Active

Settlements with Fid.

11 dockets

Clean

County Clerk – Main Vault Active

Fid. Order

27 dockets

Clean

County Clerk – Main Vault Active

Misc.

10 dockets

Clean

County Clerk – Main Vault Active

Index

2 dockets

Clean

County Clerk – Main Vault Active

Record of Inventory

42 dockets

Clean

County Clerk – Main Vault Active

Federal Lien

7 dockets

Clean

County Clerk – Main Vault Active

Marriage Rec.

49 dockets

Clean

County Clerk – Main Vault Active

Births

19 dockets

Clean

County Clerk – Main Vault Active

Deaths

20 dockets

Clean

County Clerk – Main Vault Active

Lis Pendens

1 docket

Clean

County Clerk – Main Vault Active

Assignments

27 dockets

Clean

County Clerk – Main Vault Active

Land

1821 – current

Clean

County Clerk – Main Vault Active

Personal Property

64 dockets

Clean

County Clerk – Main Vault Active

Plats to Deeds

4 metal cabinets with 400 plats each

Clean

County Clerk – Main Vault Active

Land Print Out

14 dockets

Clean

Sheriff – Law Office

Misc.

28 legal drawers

Clean

Sheriff – Law Office

Misc.

8 letter drawers

Clean

Sheriff – Tax Office

Misc.

8 lateral drawers

Clean

Sheriff – Tax Office

Misc.

3 lateral drawers

Clean

Sheriff – Tax Office

Misc.

4 lateral drawers

Clean

Prosecuting Attorney – Storage #1

Closed Cases

112 1cf box

 

Prosecuting Attorney R2

Closed Cases

196 1cf boxes

Open Rafter/Poor Lighting

Prosecuting Attorney R1

Closed Cases

10 legal drawers

Surface Dirt

Prosecuting Attorney R1

Closed Cases

40 drawers

Surface Dirt

Prosecuting Attorney – Main Office

Open Files

44 legal drawers

Clean

Prosecuting Attorney – Main Office

Criminal

5 lateral drawers

Clean

Prosecuting Attorney – Main Office

Juvenile

4 lateral drawers

Clean

 

Comments:  P1, P2, P3, P4, P5, P6

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

None

None

None

None

None

 

Comments

 

 

 

 

 

 

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

7

3

2

3

8

Part time

0

0

1

1

1

Volunteers

0

0

0

1

0

1.7.B Records Training

 

 

 

 

 

Training received

As required by State

None

In house

In house

0

Opportunities available

Provided by State

None

Association

Association

0

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

4 hours

5 hours

8 hours

1 hour

0

Public use

4 hours

1 hour

8 hours

1 hour

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

2 hours

0

0

0

Public use

0

1 hour

0

0

0

 

Comments

 

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

None

None

 

None

None

Volume of material copied

 

 

Every Deed

 

 

Disposition of originals

 

 

Original returned to Owner

 

 

     Discarded

 

 

No

 

 

     Placed in storage

 

 

Basement

 

 

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

 

 

 

 

 

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

None

None

None

None

None

Internal

 

 

 

 

 

Volume of material digitized

 

 

 

 

 

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

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments

 

No microfilming in last five years, however, all deeds on reels – lds – copies stored in back office, but it CANNOT be used because there is no reader.

 

 

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)

Real Estate and Personal Property

Docket, Financial, Record of every case (docket) filed since 1991

All liens for past 34 years

All Tax Records, Personal Property and Real Estate

All Form Letters, Guidelines

Software used

State Tax Dept

Software Systems

In House

Software System

Windows 98

Name and address of the vendor used

 

Morgantown, WV

 

Morgantown, WV

 

System support used

State Tax Dept

Software Systems

 

Software Systems

 

Name and address of the vendor used

 

Morgantown, WV

 

Morgantown, WV

 

Security in place for the storage system

In Office

In Office

Does back up on tape

Passwords, In Office

In Office

Security in place for the backup system

Performed by State: Maps every 2 weeks stored in vault in County Clerk’s office

Backed up by Sheriff’s Tax Office

In office

In Safe

In Office, onsite

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

State Regulations

None

Not provided

Not provided

None

 

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

No

No

No, Keep Everything

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)

Controlled by State Tax Dept.

Yes, Back up

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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