1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Storage room

Circuit Clerk Vault

County Clerk Basement

Sheriff Annex Building

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 75

Circuit Clerk 74

County Clerk 74

Sheriff 79

Prosecuting Attorney 79

Assessor 75

Circuit Clerk 74

County Clerk 72

Sheriff 78

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 60

Circuit Clerk 37

County Clerk 37

Sheriff 36

Prosecuting Attorney 36

Assessor 60

Circuit Clerk 37

County Clerk 40

Sheriff 36

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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 yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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 no

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 yes mice

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 yes mice

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Insects – 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

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

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 yes

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor  yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

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

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

 

 

Comments :  Smelled like Cigarette smoke in Circuit Clerk office

 

 

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

Location

Record Type

Volume

Condition

Assessors  office                     

Homestead Exemptions

2 vertical drawers

Clean

Assessors  office                     

Transfer Slips

4 vertical drawers

Clean

Assessors  office                     

Deed Books

3 vertical drawers

Clean

Assessors  office                     

Assessments

1 vertical drawer

Clean

Assessors  office                     

Personal Property

1 vertical drawer

Clean

Assessors  office                     

Land Books

34 dockets

Clean

Assessors  office                     

Personal Property

12 dockets

Clean

Assessors  office                     

Real Estate

6 dockets

Clean

Assessors  office                     

Boats, Mobile Home, Vehicles

3 dockets

Clean

Assessors  office                     

IAS folds

2 dockets

Clean

Assessors  office                     

Supplements/Older changes in mapping/current appraisal changes/Mapping

Machine. 3ft 9inch linear 1ft 3inch wide tables containing 1ft linear metal containers

Clean

Assessors  office                     

Flat Maps

9 metal flat map drawers

Clean/Torn

Assessors Storage room

Land Books

12 dockets

Clean/Dirt

Assessors Storage room

Personal Property

 3 dockets

Clean

Assessors Storage room

Work Copy Maps

16 vertical drawers

Clean

Assessors Storage room

Assessments

8 vertical drawers

Clean

Assessors Storage room

Microfilm

10 vertical drawers

Negative smells like vinegar

Circuit Clerk office

Criminal

3 lateral drawers

Clean

Circuit Clerk office

Receipts

1 lateral drawer

Clean

Circuit Clerk office

Civil

1 lateral drawer

Clean

Circuit Clerk office

Criminal

7 banker boxes

Clean

Circuit Clerk office

Receipts and Reports

1 banker box

Clean

Circuit Clerk vault

Chancery

232 document cans

Clean/Torn/Dirt

Circuit Clerk vault

Law Orders

176 document cans

Clean/Torn/Dirt

Circuit Clerk vault

Law Orders

32 dockets

Clean/Dirt

Circuit Clerk vault

Criminal Orders

56 dockets

Clean/Dirt

Circuit Clerk vault

Chancery

35 dockets

Clean/Dirt

Circuit Clerk vault

Civil

9 dockets

Clean

Circuit Clerk vault

Execution

4 dockets

Clean

Circuit Clerk vault

Order books

16 dockets

Clean

Circuit Clerk vault

Report State Commission of Fortified Lands

5 dockets

Clean

Circuit Clerk vault

Chancery

8 vertical drawers

Clean

Circuit Clerk vault

Summary Proceedings

3 vertical drawers

Clean

Circuit Clerk vault

Civil

12 vertical drawers

Clean

Circuit Clerk vault

Law

8 vertical drawers

Clean

Circuit Clerk vault

Misc.

1 vertical drawer

Clean

Circuit Clerk vault

Felony

15 vertical drawers

Clean

Circuit Clerk vault

Chancery Index

6 metal drawer. Drawers 5inch wide and 3 inch high

Clean

Circuit Clerk vault

Ballots

1ft high and 7ft linear stack

Clean

Circuit Clerk vault

Phone Bill

2 lateral drawers

Clean

Circuit Clerk vault

Domestic

19 vertical drawers

Clean

Circuit Clerk vault

Juvenile

9 vertical drawers

Clean

Circuit Clerk vault

Adoptions

3 vertical drawers

Clean

Circuit Clerk vault

Civil Docket

5 dockets

Clean

Circuit Clerk vault

Civil

54 vertical drawers

Clean

Circuit Clerk vault

Criminal

2 vertical drawers

Clean

Circuit Clerk vault

Criminal

4 lateral drawers

Clean

Circuit Clerk vault

Domestic Books

7 dockets

Clean

County Clerk basement

Probate wills

25 document cans

Clean/Dirt/Torn

County Clerk basement

Settlement Fiduciary

40 document cans

Clean/Dirt/Torn

County Clerk basement

Bonds

1 document cans

Clean/Dirt/Torn

County Clerk basement

Appraisements Oaths

2  document cans

Clean/Dirt/Torn

County Clerk basement

Release Liens

 2 document cans

Clean/Dirt/Torn

County Clerk basement

Misc.

 2 document cans

Clean/Dirt/Torn

County Clerk basement

Births

 34 document cans

Clean/Dirt/Torn

County Clerk basement

Coal Severance

 2 document cans

Clean/Dirt/Torn

County Clerk basement

General County

 8 document cans

Clean/Dirt/Torn

County Clerk basement

Oil Gas Cancellation

1 document can

Clean/Dirt/Torn

County Clerk basement

Tax liens

 1 document cans

Clean/Dirt/Torn

County Clerk basement

Marriages

 3 document cans

Clean/Dirt/Torn

County Clerk basement

Deed

 3 document cans

Clean/Dirt/Torn

County Clerk basement

Salary

 2 document cans

Clean/Dirt/Torn

County Clerk basement

Elected officials

 2 document cans

Clean/Dirt/Torn

County Clerk basement

Settlements

 8 document cans

Clean/Dirt/Torn

County Clerk basement

Delinquent

 1 document can

Clean/Dirt/Torn

County Clerk basement

Judgments

 1 document can

Clean/Dirt/Torn

County Clerk basement

Records

 5 document cans

Clean/Dirt/Torn

County Clerk basement

Inventory of Fiduciary

 12 document cans

Clean/Dirt/Torn

County Clerk basement

Redemption and Auditor

 2 document cans

Clean/Dirt/Torn

County Clerk basement

Dog Tax

 1 document can

Clean/Dirt/Torn

County Clerk basement

Birth and Death

1 vertical drawer

Clean

County Clerk basement

Public Assistance

1 vertical drawer

Clean

County Clerk basement

Tax Deeds

1vertical drawer

Clean

County Clerk basement

Misc.

16 banker boxes, 23 nonstandard boxes

Clean

County Clerk basement

Blueprints

5ft 6inch high and 3ft 2inch wide

Surface dirt

County Clerk basement

Personal Property

 64 dockets

Clean/Dirt

County Clerk basement

Deeds

279 dockets

Clean/Dirt/Torn

County Clerk basement

Lunacy

3 dockets

Clean/Dirt

County Clerk basement

Discharge

15 dockets

Clean/Dirt

County Clerk basement

Birth Records

37 dockets

Clean/Dirt

County Clerk basement

Death records

20 dockets

Clean/Dirt

County Clerk basement

\Election Records

5 dockets

Clean/Dirt

County Clerk basement

Misc.

3 dockets

Torn spines

County Clerk basement

Bankruptcy

7 dockets

Clean/Torn

County Clerk basement

Delinquent Fortified Lands

2 dockets

Clean/Dirt

County Clerk basement

Report of State

1 docket

Dirt/Torn

County Clerk basement

Bond Books

21 dockets

Clean/Dirt

County Clerk basement

Partial books

8 dockets

Clean/Dirt

County Clerk basement

Land Sale

9 dockets

Clean/Dirt

County Clerk basement

Delinquent Lands

21 dockets

Clean/Dirt

County Clerk basement

Release Liens

71 dockets

Clean/Dirt

County Clerk basement

Surveyor Roads

39 dockets

Clean/Dirt

County Clerk basement

Land Books

145 dockets

Clean/Dirt/Torn

County Clerk office

Settlements Fiduciaries

90 dockets

Clean/Dirt

County Clerk office

Probate Wills

26 dockets

Clean/Dirt

County Clerk office

Fee Books

34 dockets

Clean/Dirt

County Clerk office

Coal Severance

1 docket

Clean/Dirt

County Clerk office

911 funds

1 docket

Clean/Dirt

County Clerk office

Dog Tags

1 docket

Clean/Dirt

County Clerk office

Grants

1 docket

Clean/Dirt

County Clerk office

Federal Prison

1 docket

Clean/Dirt

County Clerk office

Management

1 docket

Clean/Dirt

County Clerk office

Home Detention

1 docket

Clean/Dirt

County Clerk office

Plat Index

1 docket

Clean/Dirt

County Clerk office

Grant Index

21 docket

Dirt/Torn

County Clerk office

Trust Deeds

208 dockets

Clean/Dirt/Torn

County Clerk office

Lease

50 dockets

Clean/Dirt/Torn

County Clerk office

Redemptions

3 document cans

Clean/Dirt

County Clerk office

Court Orders

3docuentn cans

Clean/Dirt

County Clerk office

Candidate Financial Statements

5 document cans

Clean/Dirt/Torn

County Clerk office

Deed

6 document cans

Clean/Dirt

County Clerk office

Probate

2 document cans

Clean/Dirt

County Clerk office

Fiduciaries

3 document cans

Clean/Dirt

County Clerk office

Will Book Transfers

4 document cans

Clean/Dirt

County Clerk office

Deed

5 document cans

Clean/Dirt

County Clerk office

Settlements

12 document cans

Dirt

County Clerk office

Back Taxes

1 documents can

Clean/Dirt

County Clerk office

Roads

1 document can

Clean/Dirt

County Clerk office

Maps

1 document can

Clean/Dirt

County Clerk office

Misc. Records

8 banker boxes

Clean/Dirt

County Clerk office

Supervisors Papers

3 banker boxes

Clean/Dirt

County Clerk office

General County Fund

Loose files 3ft wide and 4inch high

Clean

County Clerk office

Timesheets

1 vertical drawer

Clean

County Clerk office

Community Building

1 vertical drawer

Clean

County Clerk office

Sewage Project

1 vertical drawer

Clean

County Clerk office

Attorney General

1 vertical drawer

Clean

County Clerk office

State Road

1 vertical drawer

Clean

County Clerk office

State Tax Commission

1 vertical drawer

Clean

County Clerk office

Originals

1 vertical drawer

Clean

County Clerk office

Petitions

1 vertical drawer

Clean

County Clerk office

Indentures

1 vertical drawer

Clean

County Clerk office

Payroll

1 vertical drawer

Clean

County Clerk office

Lost of voters

1 vertical drawer

Clean

County Clerk office

Jail Reports

1 vertical drawer

Clean

County Clerk office

Microfilm Copies

1 vertical drawer

Clean

County Clerk office

Supply Catalogs

1 vertical drawer

Clean

County Clerk office

State Road Projects

1 vertical drawer

Clean

Sheriff office

Edits

1 banker box

Clean

Sheriff office

Tax Receipts

2 banker boxes

Clean

Sheriff office

Final Deposit

1 docket

Clean

Sheriff office

Purchase List Book

1 docket

Clean

Sheriff office

Tax Edits

1 banker box

Clean

Sheriff office

Mail Edit

1 banker box

Clean

Sheriff office

Land Book

17 dockets

Clean

Sheriff office

Personal Property

6 dockets

Clean

Sheriff office

Daily Post

3 dockets

Clean

Sheriff office

Daily Activity

1docket

Clean

Sheriff office

Unpaid Delinquent Tax List

2 dockets

Clean

Sheriff office

Sheriff Sale List

2 dockets

Clean

Sheriff office

Cancelled Checks

1 banker boxes

Clean

Sheriff office

Financial Statement

2 banker boxes

Clean

Sheriff Annex

Law Enforcement

4 lateral drawers

Clean

Sheriff Annex

Case Files

8 vertical drawers

Clean

Sheriff Annex

Sheriff Settlements/Land Deposits

5 banker boxes

Clean

Prosecuting Attorney office

Open Cases

2 vertical drawers

Clean

Prosecuting Attorney office

Closed Cases

2 vertical drawers

Clean

Prosecuting Attorney office

Criminal

4 vertical drawers

Clean

Prosecuting Attorney office

Civil/Mental Health

1 vertical drawer

Clean

Prosecuting Attorney office

County

1 vertical drawer

Clean

Prosecuting Attorney office

Juvenile

3 vertical drawers

Clean

Prosecuting Attorney office

OUI

1 vertical drawer

Clean

Prosecuting Attorney office

Deeds of Trust

2 lateral drawers

Clean

 

 

 

 

 

Comments: Most of Prosecuting Attorney’s records were in Circuit clerks office.  All offices need more records storage space.

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

 

 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

No

No

No

No

No

 

Comments: All offices need a disaster contingency plan in place.

 

 

 

 

 

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

5

3

4

17

4

Part time

2

1

2

8

0

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

None

None

In house training

None

None

Opportunities available

None

None

None

None

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

2 hours

8 hours

Didn’t know

8 hours

8 hours

Public use

8 hours

No Access

Didn’t know

Didn’t know

No Access

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

˝ hour

8 hours

Rare

Didn’t know

Didn’t know

Public use

8 hours

No Access

Rare

Didn’t know

No Access

 

 

 

 

 

 

 

Comments: Prosecuting Attorney said that the Circuit clerk had backup copies of many of their files.  All offices need on-going records management training program for personnel.

 

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

External

 

 

Outside group did everything up to 2002.

 

 

Volume of material microfilmed

 

 

Didn’t know

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

Yes

 

 

    Placed in storage

 

 

No

 

 

Master copy stored    (onsite or offsite )

 

 

Offsite

 

 

User copies available (record as yes/no)

 

 

No

 

 

 

Comments: County Clerks Microfilming Firm was Casto & HAnis Inc. Spencer WV

 

 

 

 

 

 

 

 

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)

CAMA,CAPPA,Supplemental Assessement

For Dockets only

N/A

Taxes (Real Estate and Personal) DMV

N/A

Software used

State, Software Systems

CCMS

N/A

IBM 3486 Control Program

N/A

Name and address of the vendor used

Software Systems Morgantown WV

Software computer group out of Charleston

N/A

Software Systems Inc. 23 South Univeristy Ave. Morgantown WV LOVA 26508

N/A

System support used

TMC Software Systems

 

N/A

Same as above

N/A

Name and address of the vendor used

TMC Fairmont, WV

 

N/A

Complete system backup (safe-office)

N/A

Security in place for the storage system

With State Tax Department

No Security whatsoever

N/A

 

N/A

Security in place for the backup system

With the State Tax department

 

N/A

 

N/A

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

None provided

 

 

 

 

 

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

1977 retention schedule

1977 retention schedule

1977 retention schedule

No

No

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

no

Yes

No major records have been destroyed

No

No

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

Yes

no

No

No

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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