1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Upstairs

Circuit Clerk Vault

County Clerk Vault

Sheriff Storage Room

Inactive Records Area B

Circuit Clerk Upstairs Storage Room

County Clerk Storage Room

1.1.A  Temperature (in degrees Fahrenheit)

Assessor  81

Circuit Clerk 79

County Clerk  75

Sheriff  70

Prosecuting Attorney 74

Assessor

Circuit Clerk 76

County Clerk  N/A

Sheriff  60

Prosecuting Attorney  65

Assessor

Circuit Clerk 78

County Clerk N/A

Sheriff  60 back room

Sheriff  60 upstairs room

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor  30

Circuit Clerk  30

County Clerk  31

Sheriff  N/A

Prosecuting Attorney  50

Assessor N/A

Circuit Clerk  30

County Clerk N/A

Sheriff  N/A

Prosecuting Attorney  50

Assessor

Circuit Clerk 30

County Clerk  N/A

Sheriff  N/A back room

Sheriff N/A upstairs room

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor  no

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

Circuit Clerk yes

County Clerk  yes

Sheriff  yes back room

Sheriff yes upstairs room

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  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk  no

Sheriff  yes back room

Sheriff yes upstairs room

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk  no

County Clerk  no

Sheriff  yes

Prosecuting Attorney  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

Prosecuting Attorney

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

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  yes (roof leak)

Prosecuting Attorney  yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, mice

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, mice

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes

Assessor no

Circuit Clerk yes mice

County Clerk no

Sheriff  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Insects – alive  note kind

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor no

Circuit Clerk no

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Insects – past note kind                                

Assessor no

Circuit Clerk no

County Clerk  no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor no

Circuit Clerk yes ants

County Clerk no

Sheriff  no

Prosecuting Attorney  yes, water bugs

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

Dust or grime on records

Assessor  yes

Circuit Clerk no

County Clerk  yes

Sheriff  no

Prosecuting Attorney  yes

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff  no

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk no

Sheriff no back room

Sheriff no upstairs room

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  yes

Assessor  yes

Circuit Clerk yes

County Clerk yes

Sheriff  yes

Prosecuting Attorney  yes

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes back room

Sheriff yes upstairs room

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  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

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  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

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

Assessor  yes

Circuit Clerk  yes

County Clerk  yes

Sheriff  file cabinet only

Prosecuting Attorney  yes

Assessor  yes

Circuit Clerk yes

County Clerk no

Sheriff  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no back room

Sheriff yes upstairs room

Prosecuting Attorney

Alarm system  (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

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

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  no

Prosecuting Attorney  yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no back room

Sheriff no upstairs room

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  no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

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  no

Assessor

Circuit Clerk  no

County Clerk no

Sheriff no back room

Sheriff no upstairs room

Prosecuting Attorney

 

 

Comments:

 

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

Location

Record Type

Volume

Condition

Assessors – Main Office

Land

13 dockets

Clean

Assessors – Main Office

Personal Property

6 dockets

Clean

Assessors – Main Office

Real Estate Cards

Kardvyier 6 shelves 12x8x4 each

Clean

Assessors – Main Office

Assessments

30 vertical metal drawers

Clean

Assessors – Main Office

Assessments

43 banker boxes

Clean

Assessors – Main Office

Flat File Map

5 lateral drawers

Clean

Assessors – Main Office

Dog Tax

8 sm. banker boxes

Clean

Assessors – Main Office

Outdated Maps and Plats

30 drawers

Clean

Assessors – Upstairs

Personal Property

6 dockets

Clean

Assessors – Upstairs

Misc.

4 vertical drawers

Clean

Assessors – Upstairs

Misc.

12 large banker boxes

Clean

Assessors – Upstairs

Misc.

29 small banker boxes

Clean

Assessors – Upstairs

Misc.

5 nonstandard boxes

Clean

Circuit Clerk – Main Office

Domestic

9 vertical metal drawers

Clean

Circuit Clerk – Main Office

Domestic Violence

1 vertical metal drawer

Clean

Circuit Clerk – Main Office

Civil

3 vertical metal drawers

Clean

Circuit Clerk – Main Office

Land

156 document cans

Clean

Circuit Clerk – Vault

Chancery

178 document cans

Clean

Circuit Clerk – Vault

Indictments

18 document cans

Clean

Circuit Clerk – Vault

Law

144 document cans

Clean

Circuit Clerk – Vault

Misc.

90 dockets, 10 nonstandard boxes

Clean

Circuit Clerk – Main Office

Law/Criminal

34 dockets

Clean

Circuit Clerk – Main Office

Chancery

21 dockets

Clean

Circuit Clerk – Main Office

Civil

26 dockets

Clean

Circuit Clerk – Main Office

Domestic Relations

7 dockets

Clean

Circuit Clerk – Main Office

Administrative Orders

4 dockets

Clean

Circuit Clerk – Main Office

Mental Health

2 dockets

Clean

Circuit Clerk – Main Office

Juvenile

6 dockets

Clean

Circuit Clerk – Main Office

Adoption

7 dockets

Clean

Circuit Clerk – Main Office

Foreign Divorce

1 docket

Clean

Circuit Clerk – Main Office

Criminal

8 vertical legal drawers

Clean

Circuit Clerk – Main Office

Criminal

8 vertical letter drawers

Clean

Circuit Clerk – Upstairs

Criminal

8 vertical drawers

Clean

Circuit Clerk – Upstairs

Juvenile

10 banker boxes

Clean

Circuit Clerk – Upstairs

Chancery

35 vertical drawers

Clean

Circuit Clerk – Upstairs

Civil

10 banker boxes

Clean

Circuit Clerk – Upstairs

Misc.

5 nonstandard boxes

Clean

County Clerk – Main Office

Inventory – See Paper

62 microfilm reels

Clean

County Clerk – Main Office

Misc.

482 document cans

Clean

County Clerk – Main Office

Deeds

161 dockets

Clean

County Clerk – Main Office

Deeds of Trust

174 dockets

Clean

County Clerk – Main Office

Oil & Gas

19 dockets

Clean

County Clerk – Main Office

Misc.

47 dockets

Clean

County Clerk – Main Office

Right of Way

13 dockets

Clean

County Clerk – Main Office

Marriage

20 dockets

Clean

County Clerk – Main Office

Deaths

5 dockets

Clean

County Clerk – Main Office

Births

7 dockets

Clean

County Clerk – Main Office

Releases

35 dockets

Clean

County Clerk – Main Office

Birth Index

3 dockets

Clean

County Clerk – Main Office

Discharges

9 dockets

Clean

County Clerk – Main Office

Fiduciary

8 dockets

Clean

County Clerk – Main Office

Appraisements

26 dockets

Clean

County Clerk – Main Office

Indexes

40 dockets

Clean

County Clerk – Main Office

Land

150 dockets

Clean

County Clerk – Main Office

Personal Property

114 dockets

Clean

County Clerk – Main Office

Order

39 dockets

Clean

County Clerk – Main Office

Wills

16 dockets

Clean

County Clerk – Main Office

Vacation Order

13 dockets

Clean

County Clerk – Main Office

Final Reports

33 dockets

Clean

County Clerk – Main Office

Election

2 dockets

Clean

County Clerk – Main Office

Bonds

21 dockets

Clean

County Clerk – Main Office

Oath

35 dockets

Clean

County Clerk – Main Office

Mech. Liens

5 dockets

Clean

County Clerk – Main Office

Fed. Tax Liens

3 dockets

Clean

County Clerk – Main Office

Assignment

9 dockets

Clean

County Clerk – Main Office

Judgment

7 dockets

Clean

County Clerk – Main Office

Restitution

13 dockets

Clean

County Clerk – Main Office

Misc.

55 vertical metal drawers

Clean

County Clerk – Main Office

Plat/Maps

360

Clean

County Clerk – Vault

Trust Deeds

35 dockets

Dirt/Torn

County Clerk – Vault

Deed

45 dockets

Dirt/Torn

County Clerk – Vault

Land Books

60 dockets

Dirt/Torn

County Clerk – Vault

Personal Property

50 dockets

Dirt/Torn

County Clerk – Vault

Misc.

45 dockets

Dirt/Torn

County Clerk – Vault

Misc.

7 nonstandard boxes

Dirt/Torn

County Clerk – Vault

WV Hillbilly

4 dockets

Dirt/Torn

County Clerk – Vault

 

 

 

Prosecuting Attorney – Main Office

Petitions

3 vertical metal legal drawers

Clean

Prosecuting Attorney – Main Office

Juvenile

1 vertical metal legal drawer

Clean

Prosecuting Attorney – Main Office

Abuse

1 vertical metal legal drawer

Clean

Prosecuting Attorney – Main Office

Adoption

1 vertical metal legal drawer

Clean

Prosecuting Attorney – Main Office

Mental Health

1 vertical metal legal drawer

Clean

Prosecuting Attorney – Main Office

Grand

1 vertical metal legal drawer

Clean

Prosecuting Attorney – Main Office

Family Court Cases

3 banker boxes

Clean

Prosecuting Attorney – Main Office

Court Report Tapes

3 banker boxes

Clean

Prosecuting Attorney – Upstairs

Civil

5 banker boxes

Surface Dirt/ Mold

Prosecuting Attorney – Upstairs

Law

14 vertical metal legal drawers

Surface Dirt

Prosecuting Attorney – Upstairs

Petitions

3 banker boxes

Surface Dirt

Prosecuting Attorney – Upstairs

Juvenile

4 banker boxes

Surface Dirt

Prosecuting Attorney – Upstairs

Metal Hygiene

2 banker boxes

Surface Dirt

Prosecuting Attorney – Upstairs

Adoption

1 banker box

Surface Dirt

Prosecuting Attorney – Upstairs

Chancery

24 vertical metal legal drawers

Surface Dirt

Sheriff – Tax

Misc.

18 vertical letter drawers

Clean

Sheriff – Tax

Misc.

8 legal vertical drawers

Clean

Sheriff – Tax

Misc.

37 banker boxes

Clean

 

Comments: P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

None

None

Yes, plans for relocation of records from flooding areas and water pipes

None

None

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

4

3

4

3

1

Part time

1

0

1

0

1

Volunteers

0

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

Staff knows and meets Code

In house, 3-6 months; workshops annually

On the job; association

In service, annually

In house, one hour

Opportunities available

Association and State Meetings

Association Meeting

Association Meeting

Association Meeting

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

8 hours

2 hours

7 hours

8 hours

1 hour

Public use

8 hours

1 hour

7 hours

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

½ hour

½ hour

7 hours

0

½ hour

Public use

0

½ hour

7 hours

0

0

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

N/A

No longer done

None

None

None

Volume of material copied

 

 

 

 

 

Disposition of originals

Computer Data storage held in Capitol in Charleston, WV

 

 

 

 

     Discarded

 

No

No

 

 

     Placed in storage

 

Yes

yes

 

 

Microfilming

 

None

 

None

None

Internal

 

 

None

 

 

Volume of material microfilmed

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

Yes

 

 

 

 

Master copy stored    onsite or offsite

Onsite

 

 

 

 

User copies available (record as yes/no)

Yes

 

 

 

 

External

 

 

Casto & Harris, P.O. Box 189, Spencer, WV 25276

 

 

Volume of material microfilmed

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

Yes, file cabinet

 

Yes

 

 

Master copy stored    (onsite or offsite )

Offsite, state

 

Onsite

 

 

User copies available (record as yes/no)

Yes

 

 

 

 

Imaging/Digitizing

 

None

 

None

None

Internal

 

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

Yes, County Clerk’s office

 

Yes

 

 

Master copy stored    (onsite or offsite )

Onsite

 

Onsite

 

 

Backup copies available (record as yes/no)

Yes

 

 

 

 

External

None

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

N/A

N/A

Disposition of originals

 

 

 

 

 

    Discarded

 

 

No

 

 

    Placed in storage

 

 

Yes

 

 

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)

N/A

N/A

Voter Registration, Minutes

Tax Collection Systems Only

None

Software used

Microsoft

Case Works, Microsoft Office, Jury Master

Data Design

Software Systems, Inc.

N/A

Name and address of the vendor used

 

Data Design

N/A

Morgantown, WV

N/A

System support used

ISC

Data Design; Windows XP

N/A

Software Systems, Inc.

N/A

Name and address of the vendor used

Charleston, WV

106 Peachtree Drive, Richmond, KY 40475

Data Design

20 University Avenue, Morgantown, WV

N/A

Security in place for the storage system

N/A

Password Protected on Screen Saver; Password Protected on Program; Office locked

Password; back up; stored in office

Tapes locked in safe

N/A

Security in place for the backup system

N/A

Vendor does monthly system back up; disk locked in desk and office

In Office

Tapes locked in safe

N/A

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

N/A

Not provided

Not provided

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

Yes

Yes

No

No

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)

Yes (state)

No

Yes

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

Yes, some old cases at WVU

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

 

 

 

Tucker Index Page