1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Storage Room

County Clerk Storage Room

Sheriff Attic

Inactive Records Area B

County Clerk Storage Room

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 72

Circuit Clerk 73

County Clerk 74

Sheriff 72

Prosecuting Attorney 73.2

Assessor 76

Circuit Clerk 73

County Clerk 72

Sheriff  N/A

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 73

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor n/a

Circuit Clerk 60

County Clerk 59

Sheriff 58

Prosecuting Attorney 55

Assessor  61

Circuit Clerk 54

County Clerk 48

Sheriff N/A

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk 52

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor yes

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 no

Sheriff

Prosecuting Attorney

Mold – inactive (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 no

Sheriff

Prosecuting Attorney

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

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 no

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 no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor yes snakes pigeons

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes snakes pigeons

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor yes roaches, spiders, caterpillars

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes same as office

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor yes same as before

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 yes

Sheriff

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk no

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 no

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 no

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 yes

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes fire alarm

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk no

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 no

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

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 no

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 no

Sheriff

Prosecuting Attorney

 

 

 

 

 

 

 

Comments: 

 

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

Location

Record Type

Volume

Condition

Assessors office

Real Estate books

57 dockets

Clean/Dirt/Torn

Assessors office

Maps

3ft linear

Clean

Assessors office

Misc.

3 non standard boxes

Clean

Assessors basement

Misc.  Not labeled records

36 vertical drawers

Clean

Assessors basement

Stacks of paper

5inches

Clean

Assessors basement

Maps

2 ft linear

Torn/Dirt

Circuit Clerk office

Domestic Relations

6 vertical drawers

Clean

Circuit Clerk office

Civil Cases

3 vertical drawers

Clean

Circuit Clerk office

Criminal

2 vertical drawers

Clean

Circuit Clerk office

Juvenile

 1 vertical drawers

Clean

Circuit Clerk office

Mental Hygiene

1 vertical drawer

Clean

Circuit Clerk office

Domestic Violence

3 vertical drawers

Clean

Circuit Clerk office

Divorce/Domestic Violence

8 vertical drawers

Clean

Circuit Clerk storage

Civil cases

40 vertical cases

Clean

Circuit Clerk storage

Juvenile

12 vertical drawers

Clean

Circuit Clerk storage

Misc.

8 vertical drawers

Clean

Circuit Clerk storage

Adoption

4 vertical drawers

Clean

Circuit Clerk storage

Chancery

48 document cans

Clean

Circuit Clerk storage

Misc.

16 vertical drawers

Clean

Circuit Clerk storage

Criminal

20 vertical drawers

Clean

Circuit Clerk storage

Misdemeanors

4 vertical drawers

Clean

Circuit Clerk storage

Criminal

7 vertical drawers

Clean

Circuit Clerk storage

Misc.

1 vertical drawer

Clean

Circuit Clerk storage

Jury

3 vertical drawer

Clean

Circuit Clerk storage

Processing Books

5 dockets

Clean

Circuit Clerk storage

Mental Health/Juvenile/ Adoption/ Guardianship

File cabinet

Clean

County Clerk office

Deed book

330 dockets

Clean/Dirt/Torn

County Clerk office

General index

32 dockets

Clean

County Clerk office

Personal Property

7 dockets

Clean

County Clerk office

Marriage book

28 dockets

Clean

County Clerk office

Fiduciary

23 dockets

Clean

County Clerk office

Appraisements

35 dockets

Clean

County Clerk office

Will books

19 dockets

Clean

County Clerk office

Release books

26 dockets

Clean

County Clerk office

Real Estates

13 dockets

Clean

County Clerk office

Appraisements

18 dockets

Clean

County Clerk office

Judgment books

4 dockets

Clean

County Clerk office

Debtor Finance Statements

2 dockets

Clean

County Clerk office

Settlement records

14 dockets

Clean

County Clerk office

Tax Deed

48 dockets

Clean

County Clerk office

Wills

39 document cans

Clean/Torn

County Clerk office

Deeds

39 document cans

Clean/Torn

County Clerk office

Judgment

75 document cans

Clean/Torn

County Clerk office

Tax Liens

124 document cans

Clean/Torn

County Clerk office

Marriage License

24 document cans

Clean/Torn

County Clerk office

Real estate books

56 dockets

Clean/Dirt

County Clerk office

Discharge Record books

6 dockets

Clean

County Clerk office

Delinquent land sales

13 dockets

Clean

County Clerk office

Personal property

5 dockets

Clean

County Clerk office

Death

9 dockets

Clean

County Clerk office

Marriage Records

8 dockets

Clean

County Clerk office

Sheriffs list

1 docket

Clean

County Clerk office

Maps

25 maps rolled up

Torn

County Clerk office

Guardian books

1docket

Clean/Dirt

County Clerk office

Executors bond

6 dockets

Clean/Dirt

County Clerk office

Fiduciaries

1 docket

Clean/Dirt

County Clerk office

Notary

2 dockets

Clean/Dirt

County Clerk office

Committees bonds

1 docket

Clean/Dirt

County Clerk office

General order

7 dockets

Clean/Dirt

County Clerk office

Election

5 dockets

Clean/Dirt

County Clerk office

Company

1 docket

Clean/Dirt

County Clerk office

Church Trustees

1 docket

Clean/Dirt

County Clerk office

Reimbursements

1 docket

Clean/Dirt

County Clerk office

Minutes

1 docket

Clean/Dirt

County Clerk office

Birth

10 dockets

Clean/Dirt

County Clerk office

Receipts

1docket

Clean/Dirt

County Clerk office

Fee Records

3 dockets

Clean/Dirt

County Clerk office

Misc.

2 dockets

Clean/Dirt

County Clerk office

Report of state Commissioners

4 dockets

Clean/Dirt

County Clerk office

Deputy Receipts

4 dockets

Clean/Dirt

County Clerk office

Entry Books

2 dockets

Clean/Dirt

County Clerk office

Surveyor

3 dockets

Clean/Dirt

County Clerk office

Official bonds

3 dockets

Clean/Dirt

County Clerk office

Administrative bonds

8 dockets

Clean/Dirt

County Clerk storage room1

Trust deeds

29 dockets

Dirt /Torn/Clean

County Clerk storage room1

Land books

11 dockets

Dirt

County Clerk storage room1

Boxes containing various records like trust deeds naturalization, release dockets

On wooden shelf 11ft wide and 6ft high

Clean

County Clerk storage room1

Maps

Maps rolled up in 20 non standard boxes

Torn

County Clerk storage room 2

Blueprint books

2 large dockets

Clean

 

Estates

15 banker boxes

Clean

County Clerk storage room 2

Record books

2 banker boxes

Clean

County Clerk storage room 2

Cash disbursements

5 banker boxes

Clean

County Clerk storage room 2

Maps/Blueprints

Non standard boxes 4ft linear

Clean

County Clerk storage room 2

Misc.

Records non standard boxes on wooden shelf 19 feet long

Clean

Sheriff

Tax office books

40 books

Clean

 

Misc. records

1ftx1ft boxes 35 of them

Clean

Sheriff

Personal Property

4 dockets

Clean

Sheriff

Real Estate

14 dockets

Clean

Sheriff

Crime Cards

3inx5inch drawers metal 4 of them

Clean

Sheriff

Criminal

4 vertical drawers

Clean

Sheriff

Accident Report

3 vertical drawers

Clean

Sheriff Attic

Misc.

Approx 5 banker boxes

Dirt

Sheriff Attic

Misc.

Approx 30 dockets

Dirt, Stacked in floor

Sheriff Attic

Misc.

Approx 3 ft manila envelops

Dirt

Prosecuting Attorney office

Real Estate

2 dockets

Clean

Prosecuting Attorney office

Personal Property

2 dockets

Clean

Prosecuting Attorney office

Juvenile

6 vertical drawers

Clean

Prosecuting Attorney office

Abuse

3 vertical drawers

Clean

Prosecuting Attorney office

Felony

16 vertical drawers

Clean

Prosecuting Attorney office

Non support cases

2 lateral drawers

Clean

Prosecuting Attorney office

Victim Advocate

2 lateral drawers

Clean

Prosecuting Attorney office

Misc.

9 boxes 1ftx1ft

Clean

Prosecuting Attorney office

Misc.

29 loose files in folders

Clean

Prosecuting Attorney storage area

Misc.

23 1ftx1ft non standard boxes

Clean

Prosecuting Attorney storage area

Misc.

30 banker box

Clean

 

Comments:

 

P1, P2, P3

 

 

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

5

Answered yes on survey

5

8

Didn’t answer

Part time

0

n/a

0

1

n/a

Volunteers

0

n/a

0

0

n/a

1.7.B Records Training

 

 

 

 

 

Training received

 

On the job

None

APCO training

None

Opportunities available

Very little

None

None

No reply

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

7 hours

5 hours

6 hours

˝ hour

7 hours

Public use

3-4 hours

Not daily

8 hours

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

˝ hour

Less than 1 hour

Didn’t know

Didn’t know

Public use

0

Not daily

Less than 1 hour

Didn’t know

Didn’t know

 

Comments

 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

Comments:  None of the offices did any type of Reformatting of the Records.

 

 

1.9 Electronic Records

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Software used

IAS

N/A

N/A

Excel

N/A

Name and address of the vendor used

WV Net Morgantown WV Net

N/A

N/A

N/A

N/A

System support used

WV Net

N/A

N/A

N/A

N/A

Name and address of the vendor used

Same address

N/A

N/A

N/A

N/A

Security in place for the storage system

State level

N/A

N/A

N/A

N/A

Security in place for the backup system

State level

N/A

N/A

N/A

N/A

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

None

N/A

N/A

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

Yes no name provided

Yes no name provided

No

Yes no name given

No

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

No

Yes

No

No none destroyed

No

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

No

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

Their books were microfilmed and sent to Charleston

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: County Clerk said they still use the books and they did not give a name of who did the microfilm or where at in charleston.

 

 

 

 

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