1.1  The Physical Space Housing the Records

Active Records Area

Inactive Records Area A

Inactive Records Area B

1.1.A  Temperature (in degrees Fahrenheit)

Assessor 78

Circuit Clerk 74

County Clerk 78

Sheriff 77

Prosecuting Attorney 85

Assessor

Circuit Clerk 76

County Clerk 78

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk 81

County Clerk 85

Sheriff

Prosecuting Attorney

Humidity (record as  relative humidity)

Assessor 29

Circuit Clerk 30

County Clerk 34

Sheriff 32

Prosecuting Attorney 26

Assessor

Circuit Clerk 30

County Clerk 33

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk 28

County Clerk 31

Sheriff

Prosecuting Attorney

1.1.B Windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – active  (record as yes/no)               

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

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

Assessor yes (1 corner)

Circuit Clerk no

County Clerk yes (use dehumidifier)

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes (use dehumidifier)

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Animals – alive  note kind                            

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney

Animals – past  note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor yes (ants)

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Insects – past note kind                                

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

1.1.D Fire suppression and detection systems

 

 

 

Fire extinguishers  (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk

Sheriff yes

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

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

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

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

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Secured doors/windows  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Panic Button  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney

Key card access  (record as yes/no)

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

 

 

Comments

 


 

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

Location

Record Type

Volume

Condition

Circuit Clerk Main Office

Letters

35 drawers

Clean

Circuit Clerk Main Office

Books

13 small volumes

Clean

Circuit Clerk Main Office

Index

6 large, 2 small volumes

Clean

Circuit Clerk Main File

Case files

34 x 5 letter file drawers

Clean

Circuit Clerk Main File

Case files, order file,

24 x 3 letter file drawers

Clean

Circuit Clerk Main File

Case Files

10 x 4 letter file drawers

Clean

Circuit Clerk Main File

Ended law

25 drawer legal

Clean

Circuit Clerk Main File

Domestic

20 small volumes

Clean

Circuit Clerk Main File

Administration

1 large, 1 small volumes

Clean

Circuit Clerk Main File

Miscellaneous

16 small volumes

Clean

Circuit Clerk Main File

Civil Order

43 small volumes

Clean

Circuit Clerk Main File

Index

2 large volumes

Clean

Circuit Clerk Main File

Civil Dockets

13 large volumes

Clean

Circuit Clerk Main File

Record of Fee & Other Misc.

45 large volumes

Clean

Circuit Clerk Main File

Chancery

16 x 3

Clean

Circuit Clerk Main File

Chancery Index

2 large volumes

Clean

Circuit Clerk Main File

Chancery index

7 3x5x81/2 boxes

Clean

Circuit Clerk Main File

Law Order

33 large volumes

Clean

Circuit Clerk Main File

Law Order Index

2 large volumes

Clean

Circuit Clerk Main File

Criminal order

39 small volumes

Clean

Circuit Clerk Main File

Criminal dockets

3 large volumes

Clean

Circuit Clerk Main File

Land sales

4 large volumes

Clean

Circuit Clerk Little Room

Juvenile & adopt

10 legal; 25 letter drawers

Clean

Circuit Clerk Little Room

Juvenile

5 large, 31 small volumes

Clean

Circuit Clerk Little Room

Adopt.

2 large, 2 small volumes

Clean

Circuit Clerk Little Room

Mtt

3 large, 2 small volumes

Clean

County Clerk Room #1

Land Books

130 large, 65 small volumes (comp. PO), 4 (2001-2002)

Clean

County Clerk Room #1

Wills

10 large, 29 small volumes, 1 large index

Clean

County Clerk Room #1

Delinquent Land Sales

2 large volumes

Clean

County Clerk Room #1

Misc. (old book)

55 volumes

Clean

County Clerk Room #1

Fiduciary

17 large, 6 small volumes

Clean

County Clerk Room #1

Oaths

2 large, 13 small volumes

Clean

County Clerk Room #1

Appraisement & Sales

23 large (A-V), 4 small (W-Z), 45 small volumes

Clean

County Clerk Room #1

Settlement of estates

22 large, 30 small volumes

Clean

County Clerk Room #1

Assignment

6 large, 36 small volumes

Clean

County Clerk Room #1

Oil & Gas

43 large, 36 small volumes

Clean

County Clerk Room #1

Oil & Gas Indices

6 large, 4 small volumes

Clean

County Clerk Room #1

Power of Attorney

2 large, 11 small volumes

Clean

County Clerk Room #1

Articles of Incorp.

3 large, 16 small volumes

Clean

County Clerk Room #1

Miscellaneous Book

3 large, 5 small volumes

Clean

County Clerk Room #1

Sales listing

10 small volumes

Clean

County Clerk Room #1

Land Book Transfer

4 volumes

Clean

County Clerk Room #1

Trustees

2 large, 2 small volumes

Clean

County Clerk Room #1

Financing Statements

2 small volumes

Clean

County Clerk Room #2

Deeds

26 large (A-Z), 1-50 large, 51-182 (?), 4 large, 251 small volumes

Clean

County Clerk Room #2

Deeds index

36 large volumes

Clean

County Clerk Room #2

D/T

108 large; 267 small volumes

Clean

County Clerk Room #2

D/T index

7 large

Clean

County Clerk Room #2

Judgment docket lien

18 small volumes

Clean

County Clerk Room #2

Federal Tax lien

4 small volumes

Clean

County Clerk Room #2

Execution

1 large, 1 small volumes

Clean

County Clerk Room #2

Les Penes

1 small volume

Clean

County Clerk Room #2

Release

56 large, 78 small volumes

Clean

County Clerk Room #2

Release Index

5 large volumes

Clean

County Clerk Room #2

Mechanics Lien

6 small volumes

Clean

County Clerk Room #2

All Indexes

58 printouts

Clean

County Clerk Room #2

Cans

12 + 14 + 30

Clean

County Clerk Room #2

Plat-Cabinet #1

100 Plats

Clean

County Clerk Room #2

Plat-Cabinet #2

101-300

Clean

County Clerk Room #2

Plat-Cabinet #3

30

Clean

County Clerk Across Hall

Marriage

40 large, 4 small volumes

Clean

County Clerk Across Hall

Deaths

6 large; 3 small volumes

Clean

County Clerk Across Hall

Out of county deaths

1 small volume

Clean

County Clerk Across Hall

Births

10 large, 2 small volumes

Clean

County Clerk Across Hall

Road book

4 large volumes

Clean

County Clerk Across Hall

Discharges

2 large, 9 small volumes; 1 small index

Clean

County Clerk Across Hall

Binder of Marriage Certificates

32

Clean

County Clerk Across Hall

Index of old vitals

30 drawers, 3x5 index

Clean

Prosecuting Attorney

Closed magistrate, abuse & neg.

24 legal drawers

Clean

Prosecuting Attorney

Closed Juveniles

8 legal

Clean

Prosecuting Attorney

Criminal

44 Legal

Clean

Prosecuting Attorney

Bound over

4 drawers

Fire proof

Prosecuting Attorney

Closed misc.

4 drawers

Clean

Prosecuting Attorney

Abuse neg.

3 drawers

Clean

Prosecuting Attorney

Jury

3 drawers

Clean

Prosecuting Attorney

Op program

2 drawers

Clean

Prosecuting Attorney

 

2 lateral drawers (36x11x18)

Clean

Sheriff’s tax office

Misc.

8 small drawers (confidential); 2 legal drawers

Clean

Sheriff’s tax office

Bank auto, checkbook

6 drawers

Fire proof

Sheriff’s tax office

Bank stuff

3 legal drawers

Fire proof

Sheriff’s tax office

Misc.

8 drawers (letter)

Clean

Sheriff’s tax office

Distribution Report

6” high space

Clean

Sheriff’s tax office

Misc.

5 cubic feet

Clean

Sheriff’s tax office

Misc.

3 drawers (letter)

Clean

Sheriff’s tax office

Correspondence, receipts, writs

17 legal drawers

Clean

Sheriff’s tax office

Fire fees

4 drawer (letter)

Clean

Sheriff’s tax office

Staff use

12 drawers

Clean

Sheriff’s tax office

Transfer-lien holders

Bookcase—6 shelf (42x36x12)

Clean

Sheriff’s tax office

Lien, Releases, Transfers

1 Bookcase shelf (90x76x12)

Clean

Sheriff’s tax office

Land Record (97-2000), land sale

1 bookcase shelf (72x76x16)

Clean

Sheriff’s tax office

 

6 boxes (7x9x11)

Clean

Sheriff’s tax office

Old records (to 1981 delinquent)

1 cubic foot

Clean

Sheriff’s tax office

 

3 small, 10 large, 7 check

Clean

Sheriff’s tax office

DAW (1999-2002)

50 volumes

Clean

Sheriff’s tax office

Card

4 large, 1 small drawers

Clean

Sheriff’s tax office

Backup & money – daily collection

Large safe

Clean

Sheriff’s Law File Room

Warrants, Accident Report

23 letter drawers

Clean

Sheriff’s Law File Room

Old Incident, Protective Order, Activity Logs, Transport, Cover Sheets, Buyer/Seller Reports

8 card drawers

Clean

Sheriff’s Law File Room

Arrest Cards, mug shots

10 card drawers

Clean

Sheriff’s Law File Room

Warrant, incident, domestic violence, credit card, backup & monthly

On Computer

Clean

Storage – Jail

 

20 large, 16 small boxes

Clean

Storage – Basement

 

50 large boxes

Clean

Assessor office

Misc.

9 legal, 17 letter file drawers

Clean

Assessor office

Map & Plats

15 drawers, 6 (3x5x18)

Clean

Assessor office

L&PP

65 PO – 8 very large

Clean

Assessor office

Individual assessment records (5 years)

 

Clean

Assessor office

Transfer ship – 1940-2002

 

Clean

Storage-basement old courthouse

Old record books

75 boxes (1.5 cubic feet each)

Clean

Storage-tax cell

Tax runs

24 cubic feet

Clean

Storage PA cell

Misc.

35 boxes (1.5 cubic feet each)

Clean

Storage PA cell

Misc.

38 boxes

Clean

Old Evidence Room

Dog Receipts

57 boxes (1.5 cubic feet each)

Clean

 

Comments

 

P1, P2, P3, P4, P5


 

1.6 Disaster Plan

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

 

N/A

No

No

No

Yes

 

Comments

 

 

1.7 Staffing

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

1.7.A  Number of Employees

 

 

 

 

 

Full time

N/A

5

4

5

4

Part time

N/A

0

2

0

2

Volunteers

N/A

0

0

0

0

1.7.B Records Training

 

 

 

 

 

Training received

N/A

None

In-house; seminars; computer

None

Workshops, seminar, appellants

Opportunities available

N/A

No

Association meetings/ seminars

Staff auditor

State tax office classes

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

N/A

1

2

4

3

Public use

N/A

2

2

3

3

1.7.D.b Average Daily Retrievals of Stored Records

N/A

 

 

 

 

Staff use

N/A

5

0

 

0

Public use

N/A

1

0

N/A

N/A

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Photocopying  

 

 

 

 

 

Volume of material copied

N/A

None

N/A

N/A

None

Disposition of originals

 

 

 

 

 

     Discarded

 

 

 

No

 

     Placed in storage

 

 

Yes

Yes

 

Microfilming

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material microfilmed

N/A

None

N/A

None

None

Disposition of originals

 

 

N/A

 

 

    Discarded

 

 

N/A

 

 

    Placed in storage

 

 

N/A

 

 

Master copy stored    onsite or offsite

 

 

Onsite

 

 

User copies available (record as yes/no)

 

 

N/A

 

 

External

 

 

 

 

 

Volume of material microfilmed

N/A

None

N/A

None

None

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

Offsite

 

 

User copies available (record as yes/no)

 

 

No

 

 

Imaging/Digitizing

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

N/A

N/A

N/A

None

None

Disposition of originals

 

 

 

 

 

    Discarded

 

No

 

 

 

    Placed in storage

 

Yes

 

 

 

Master copy stored    (onsite or offsite )

 

Onsite

Onsite

 

 

Backup copies available (record as yes/no)

 

Yes

Yes

 

 

External

 

 

 

 

 

Volume of material digitized

N/A

None

None

None

None

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments

In the circuit clerk’s office imaging for three years of any document filed.  In the County Clerk’s office, internal imaging started in July 2001 (do daily records then past).  Index in-house, kept hard drive, not cut to CDs, just backup.  Note under Sheriff’s office for photocopying done to provide backup copies:  Check, committee records, and bank statement.

 

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

Indices/most all documents

Index all documents

AS400 – TK, DMV, Sheriff Accounting, Committee Accts., etc.

Appraisals, CAMA, Mapping

Software used

N/A

USSI

Software Systems, Inc.

Microsoft Money, spreadsheet

State use

Name and address of the vendor used

N/A

Florida

Morgantown, WV

AS400 IBN – Software System Microsoft

State use/TMC Technology – Fairmont

System support used

N/A

USSI

Software Systems, Inc.

IBM Micrologic

N/A

Name and address of the vendor used

N/A

Florida

Morgantown, WV

Micrologic Buckhannon

N/A

Security in place for the storage system

N/A

Goes to main server in Sheriff tax office

In office

Storage room in office

In Charleston (original records)

Security in place for the backup system

N/A

In vault in Sheriff tax office

Stored in Sheriff tax office

In safe—AS400; others in filing cabinet

Done in Charleston, Also battery backup

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

N/A

Not provided

Not provided

Not written

Not provided

 

 

 

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

N/A

No

Yes

Yes

Yes

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

N/A

No

No

Yes

Yes

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

N/A

No

No

No

Yes

 

Comments

The sheriff office retention procedures need to be updated.

 

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)

N/A

No

No

No

No

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

N/A

N/A

N/A

N/A

N/A

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

N/A

N/A

N/A

N/A

N/A

 

 

Upshur Index Page