1.1  The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Circuit Clerk Storage Rooms R1, R2, R3, R4

County Clerk Basement

Sheriff Attic

Inactive Records Area B

Circuit Clerk Storage Rooms R5, R6, R7

County Clerk Hall behind Main Office R2

1.1.A  Temperature (in degrees Fahrenheit)

Assessor R1-73

Circuit clerk 70

County Clerk 71

Sheriff 82.4

Prosecuting Attorney  71

Assessor 70

Circuit Clerk R167, R2 55, R3 57, R4 59

County Clerk 70

Sheriff 60

Prosecuting Attorney

Assessor

Circuit Clerk R5 59, R6 59, R7 60

County Clerk R2 71

Sheriff

Prosecuting Attorney

Humidity (record as % relative humidity)

Assessor 33

Circuit Clerk 32

County Clerk 44

Sheriff 37  

Prosecuting Attorney 38

Assessor 

Circuit Clerk 36, R2 54, R3 59, R4 61

County Clerk433

Sheriff 40

Prosecuting Attorney

Assessor

Circuit Clerk R5 59, R6 59, R7 56

County Clerk R2 32

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  yes

Circuit Clerk all R-no

County Clerk no

Sheriff attic- no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

1.1.C Pollutants and other hazards to records

 

 

 

Mold – inactive (record as yes/no)             

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

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

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk yes holes in the ceiling

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk yes holes in the ceiling

County Clerk no

Sheriff

Prosecuting Attorney

Animals – past  note kind

Assessor yes mice

Circuit Clerk  yes mice

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk mo

Sheriff

Prosecuting Attorney

Insects – alive  note kind

Assessor no 

Circuit Clerk yes roaches

County Clerk  no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk mo

Sheriff

Prosecuting Attorney

Insects – past note kind                                

Assessor  yes ants

Circuit Clerk yes roaches

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Dust or grime on records

Assessor  no

Circuit Clerk  no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

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 

Circuit Clerk no

County Clerk no

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk no

County Clerk no

Sheriff

Prosecuting Attorney

Sprinklers  (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk

County Clerk yes

Sheriff

Prosecuting Attorney

1.1.E Type of security systems in place

 

 

 

Locked or limited access to areas with records (record as yes/no) Yes locked and limited access to all spaces

Assessor  yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk

Sheriff

Prosecuting Attorney

Alarm system  (record as yes/no)

Assessor  yes

Circuit Clerk yes

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney

Assessor

Circuit Clerk no

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

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney

Assessor

Circuit Clerk yes

County Clerk yes

Sheriff

Prosecuting Attorney

 

 

 

Comments Circuit clerk office is located in the judicial annex across the street from the court house.

 

 

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

Location

Record Type

Volume

Condition

Circuit Clerk office

Domestic violence

12 vertical drawers

Clean

Circuit Clerk office

Divorces

16 vertical drawer

Clean

Circuit Clerk office

Current Court

16 vertical drawers

Clean

Circuit Clerk office

Criminal Cases

8 vertical drawers

Clean

Circuit Clerk office

Civil/criminal

10 vertical drawers

Clean

Circuit Clerk office

Misc.

160 vertical drawers

Clean

Circuit Clerk office

Laws/ Criminal

299 dockets

Clean/Dirt/Torn

Circuit Clerk office

Civil

120 vertical drawers

Clean

Circuit Clerk office

Civil actions

55 dockets

Clean/Dirt/Torn

Circuit Clerk office

Domestic

21dockets

Clean

Circuit Clerk office

Law orders

79 dockets

Clean/Dirt/Torn

Circuit Clerk office

Code books

5dockets

Clean

Circuit Clerk office

Mental Health

6 dockets

Clean

Circuit Clerk office

Adoptions

6 dockets

Clean

Circuit Clerk office

Juvenile

17 dockets

Clean

Circuit Clerk office

Adoptions

8 vertical drawers

Clean

Circuit clerk down hall

Indexes

30 dockets

Clean

Clerk Circuit old room

Law orders

60 dockets

Clean

Clerk Circuit old room

Law criminal orders

86 dockets

Clean

Circuit clerk old room

Minute Books

10 dockets

Clean

Circuit clerk old room

Chancery orders

80 dockets

Clean

Circuit clerk old room

Civil orders

142 dockets

Clean/Dirt/Torn

Circuit clerk old room

Cash

15 dockets

Clean

Circuit clerk old room

Misc.

50 dockets

Clean

Circuit clerk old room

Civil Actions

100 vertical drawers

Clean

Circuit clerk old room

Divorce and domestic

140 vertical drawers

Clean

Circuit clerk old room

Civil actions

20 dockets

Clean

Circuit clerk old room

Misc.

55 banker boxes

Clean

Circuit clerk R2

Chancery /Misc.

30 dockets

Clean/Torn

Circuit clerk R2

Chancery

8 banker boxes

Clean

Circuit clerk R2

Civil legal

15 dockets

Clean/Torn

Circuit Clerk R3

Misc.

240 vertical drawers

Clean

Circuit Clerk R3

Misc.

Wooden shelf 123 inches length 4 shelves- 23inH each, 30 non standard cardboard boxes

Surface dirt

Circuit Clerk R3

Misc.

15 banker boxes

Surface dirt

Circuit Clerk R4

Wooden shelf

68in x 20in x 161in

Surface dirt

Circuit Clerk R4

Mental Hygiene

20 N.S.CardboardBoxes

Surface dirt

Circuit Clerk R4

Juvenile

70 N.S.C.B

Surface dirt

Circuit Clerk R4

Misc.

25 banker boxes

Surface dirt

Circuit Clerk R4

Misc.

80 legal boxes

Surface dirt

Circuit Clerk R5

Wooden shelf

64inw 8 shelves-23in each

Surface dirt

Circuit Clerk R5

Misc.

12 vertical drawers

Surface dirt

Circuit Clerk R5

Misc.

50 boxes

Surface dirt

Circuit Clerk  R6

Misc.

25 misc. boxes

Surface dirt

Circuit Clerk R6

Various files

36 vertical drawers

Surface dirt

Circuit Clerk R6

Wood shelf

51inl x 18inw x 285inH

Surface dirt

Circuit Clerk R6

Misc.

46 nonstandard boxes

Surface dirt

County Clerk office

Fiduciary Records

440 dockets

Clean

County Clerk office

Misc. Records

5 dockets

Clean

County Clerk office

General Index Wills

17 dockets

Clean

County Clerk office

Personal Property

66 dockets

Clean

County Clerk office

Federal Tax Lien

4 dockets

Clean

County Clerk office

Sewer Assessments

1 dockets

Clean

County Clerk office

Index Condition Sales Contracts

1 docket

Clean

County Clerk office

Chattel Mortgages

92 dockets

Clean

County Clerk office

Judgment Liens

11 dockets

Clean

County Clerk office

Will

129 dockets

Clean

County Clerk office

List of distributions

4 dockets

Clean

County Clerk office

Index of Birth

8 dockets

Clean

County Clerk office

Register of Birth

49 dockets

Clean

County Clerk office

Fiduciary

72 dockets

Clean

County Clerk office

Index of death

6 dockets

Clean

County Clerk office

Register of Death

39 dockets

Clean

County Clerk office

General Index

1 docket

Clean

County Clerk office

Corporation Record

52 dockets

Clean

County Clerk office

Report of Sales Trust

22 dockets

Clean

County Clerk office

Conditional sales Contracts

1 dockets

Clean

County Clerk office

Book of assignments

6 dockets

Clean

County Clerk office

Statements

3 dockets

Clean

County Clerk office

Physicians

1 dockets

Clean

County Clerk office

General Index Reimbursements

1 docket

Clean

County Clerk office

Reimbursements Agreements

1 docket

Clean

County Clerk office

UCC debtor index

9 dockets

Clean

County Clerk office

Bill of sale record

2 dockets

Clean

County Clerk office

Lis Pendens

2 dockets

Clean

County Clerk office

Debtor index of finance

12 dockets

Clean

County Clerk office

Change of name

2 dockets

Clean

County Clerk office

Assumed name

3 dockets

Clean

County Clerk office

License

1 docket

Clean

County Clerk office

Misc. Records

1 docket

Clean

County Clerk office

Church Trustee

5 dockets

Clean

County Clerk office

Coroners Records

4 dockets

Clean

County Clerk office

Report of Commissioner Fortified

4 dockets

Clean

County Clerk office

Auditors Report

 2 dockets

Clean

County Clerk office

Financial Statements

6 dockets

Clean

County Clerk office

Delinquent

16 dockets

Clean

County Clerk office

Recap. Personal Property

1 docket

Clean

County Clerk office

Birth Certificate

8 document cans

Clean

County Clerk office

Consent to Marry

1 document can

Clean

County Clerk office

Official Bonds

4 document cans

Clean

County Clerk office

Notary bonds

11 document cans

Clean

County Clerk office

Ministerial

1 document cans

Clean

County Clerk office

Administrative bonds

6 document cans

Clean

County Clerk office

Guardian bonds

3 document cans

Clean

County Clerk office

Release of Estates

9 document cans

Clean

County Clerk office

Trustees report of sales

25 document cans

Clean

County Clerk office

Executions

2 document cans

Clean

County Clerk office

Bank bonds

1 document can

Clean

County Clerk office

Birth/Death Correction

4 document cans

Clean

County Clerk office

Administer quality

1 document cans

Clean

County Clerk office

Assignments factor liens

2 document cans

Clean

County Clerk office

Church Trustees

2 document cans

Clean

County Clerk office

Misc.

1 document cans

Clean

County Clerk office

Contractor Statements

7 vertical drawers

Clean

County Clerk office

State Tax dept

2 vertical drawers

Clean

County Clerk office

Estate claims

2 vertical drawers

Clean

County Clerk office

County Commissioner

2 vertical drawers

Clean

County Clerk office

Administrative bonds

30 dockets

Clean

County Clerk office

Executor bonds

3 dockets

Clean

County Clerk office

Ministerial bond

3 dockets

Clean

County Clerk office

Guardian

7 dockets

Clean

County Clerk office

Order book Tax exonerations

96 dockets

Clean

County Clerk office

Index to bonds

6 dockets

Clean

County Clerk office

Notary bond

13 dockets

Clean

County Clerk office

Index to Order

10 dockets

Clean

County Clerk office

General bond

1 docket

Clean

County Clerk office

County Airport

1 docket

Clean

County Clerk office

Official bonds

4 dockets

Clean

County Clerk office

Oversees of the poor

1 docket

Clean

County Clerk office

Minute book

2 dockets

Clean

County Clerk office

Jail records

1 banker box

Clean

County clerk inactive R1

Deed books

544 dockets

Clean, surface dirt

County clerk inactive R1

Land books

55 dockets

Clean, surface dirt

County clerk inactive R1

Delinquent Land

32 dockets

Clean, surface dirt

County clerk inactive R1

Grantor index

120 docket

Clean, surface dirt

County clerk inactive R1

Plat book

25 dockets

Clean

County clerk inactive R1

Plans right of way

1 docket

Clean

County clerk inactive R1

Road record

2 dockets

Clean

County clerk inactive R1

Surveyors reporter

2 dockets

Clean

County clerk inactive R2 h

Settlements

12 document cans

Clean

County clerk inactive R2 h

Financing statements

14d vertical metal letter

Clean

County clerk inactive R2 h

Statements

32d vertical

Clean

County clerk inactive R2 h

Estates

53 x 28cubic feet

Clean

County clerk inactive R2 h

Marriage license

20 legal

Clean

County clerk inactive R2 h

Estates

1 legal

Clean

County clerk inactive R2 h

Transfers

3 legal

Clean

County clerk inactive R2 h

Welfare claims

1 legal

Clean

County clerk inactive R2 h

Adoptions and corrections

4 legal

Clean

County clerk inactive R2 h

Delinquent tax

2 legal

Clean

County clerk inactive R2 h

Monthly reports

2 legal

Clean

County clerk inactive R2 h

Hunting fishing

2 legal

Clean

County clerk inactive R2 h

Births and deaths

2 legal

Clean

County clerk inactive R2 h

Fee sheets

3 legal

Clean

County clerk inactive R2 h

Stationary

11 bankers

Clean

Assessors office

Release Record

108 dockets

Clean

Assessors office

General index release records

6 dockets

Clean

Assessors office

Index release grantor

 8 dockets

Clean

Assessors office

Mortgage

83 dockets

Clean

Assessors office

Execution dockets

3 dockets

Clean

Assessors office

Delinquent land

2 dockets

Clean

Assessors office

Lien book

1057 dockets

Clean

Assessors office

State and federal city tax liens

8 document cans

Clean

Assessors office

Financial statements

1 document can

Clean

Assessors office

Mechanic liens

1 document can

Clean

Assessors office

Distress Warrants

1 document cans

Clean

Assessors office

Redemption

11 document cans

Clean

Assessors office

Municipal records

1 document cans

Clean

Assessors office

Delinquent Tax receipts from sheriff

2 document cans

Clean

Assessors office

Grantor index Deeds of trust

27 document cans

Clean

Assessors office

Debtor index to lien

61 document cans

Clean

Assessors office

Maps

15 vertical draws

Clean

Assessors office

Tax maps

40 dockets

Clean

Assessors office

Property Record cards

64 vertical drawers

Clean

Assessors office

Assessor files

23 banker boxes

Clean

Assessors office

Alpha Property Card index machine with business personal property, homestead cards, class letters, pickup cards, exonerations, DMV

1ftx1ft boxes holding these records in card form

Clean

Assessors office

DMV

54 dockets

Clean

Assessors office

Personal Property

40 dockets

Clean

Assessors office

Boats

 2 dockets

Clean

Assessors office

Law Taxes

64 dockets

Clean

Assessors office

Personal Property Cards

20 cards

Clean

Assessors office

Mobile home

4 vertical drawers

Clean

Assessors office

Dog tag

4 vertical drawers

Clean

Assessors office

Tax map

15 dockets

Clean

Sheriff office

Sale Systems Forms

8 vertical drawers

Clean

Sheriff office

Redemption

8 vertical drawers

Clean

Sheriff office

Transfers of Real Estate

 8 vertical drawers

Clean

 

Copies of tax Receipts

 5 vertical drawer

Clean

 

Misc.

 4 nonstandard boxes

Clean

Sheriff office

Accident reports

1d vertical metal

Clean

Sheriff office

Concealed weapons

1d vertical metal

Clean

Sheriff office

Case files

2d vertical metal

Clean

Sheriff office

Civil service

1d vertical metal

Clean

Sheriff office

Deputy employment files

1d vertical

Clean

Sheriff office

Home confinement and fingerprints

1d vertical

Clean

Sheriff office

Tax tickets

12d vertical

Clean

Sheriff office

Address

6d vertical

Clean

Sheriff office attic

Probation

2 banker boxes

Surface dirt

Sheriff office attic

Voter registration

2 banker boxes

Surface dirt

Sheriff office attic

Private property

2 banker boxes

Surface dirt

Sheriff office attic

Jail records

1 banker boxes

Surface dirt

Sheriff office attic

Voter information

7 banker boxes

Surface dirt

Prosecuting attorney office

Criminal

19d vertical

Clean

Prosecuting attorney office

Felony

10d vertical

Clean

Prosecuting attorney office

Civil

16d vertical

Clean

Prosecuting attorney office

Juvenile

10d vertical

Clean

Prosecuting attorney office

Guardian

4d vertical

Clean

Prosecuting attorney office

Misdemeanor

8d vertical

Clean

 

Comments:  The Sheriff’s Office stores records offsite.  All of the inactive records for the circuit clerk office are stored in the Magistrate building across from the courthouse.  The ceiling of the Magistrate building has holes in it, so a person can look up and see the sky, therefore when it rains water flows freely into these rooms.  The WALLS IN this area consist of insulation only.   NONE OF THE ASSESSOR INACTIVE RECORDS WERE assessed.  NONE OF THE INACTIVE OFFICES FOR THE PROSECUTTING ATTORNEY WERE assessed.  In the attic storage records were scattered around on the floor.  No security system mentioned to us.

 

P1, P2, P3, P4, P5, P6, P7, P8, P9

 

 

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

19

12

Answered yes

52 in all

n/a

Part time

0

1

No

2

N/A

Volunteers

0

0

0

0

N/A

1.7.B Records Training

 

 

 

 

 

Training received

5 hours in house

None

 

N/A

None

Opportunities available

None

None

Yearly Training

N/A

None

1.1.D.b  Average Daily Retrievals of Current Records

 

 

 

 

 

Staff use

2 hours

0

8 hours

8 hours

8 hours

Public use

0

0

8 hours

0

0

1.7.D.b Average Daily Retrievals of Stored Records

 

 

 

 

 

Staff use

0

0

8 hours

0

0

Public use

0

0

8 hours

0

0

 

Comments


 

1.8 Reformatting/Duplication

Assessor

Circuit Clerk

County Clerk

Sheriff

Prosecuting Attorney

Microfilming

 

 

 

 

 

Internal

 

 

Didn’t know

 

 

Volume of material microfilmed

 

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

Yes

 

 

    Placed in storage

 

 

No

 

 

Master copy stored    onsite or offsite

 

 

Onsite

 

 

User copies available (record as yes/no)

 

 

yes

 

 

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

 

 

 

 

 

Internal

 

 

 

 

 

Volume of material digitized

 

 

500

Didn’t know

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

Yes

 

 

    Placed in storage

 

 

No

 

 

Master copy stored    (onsite or offsite )

 

 

Onsite

Onsite

 

Backup copies available (record as yes/no)

 

 

no

Yes

 

External

 

 

 

 

 

Volume of material digitized

All tax maps

 

 

 

 

Disposition of originals

 

 

 

 

 

    Discarded

 

 

 

 

 

    Placed in storage

 

 

 

 

 

Master copy stored    (onsite or offsite )

 

 

 

 

 

Backup copies available (record as yes/no)

 

 

 

 

 

 

Comments:  assessor said almost 80% of duplication for electronic format is done at the state level for the tax department.  County clerk did internal microfilming until 1987 when it was transferred to imaging.  the vendor is responsible for the storing of the microfilm.  the county approximates that 500,000 oversized and regular pages are contained in each volume which there are approximately 650 volumes.

 

 

 

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)

Dog Tags, Supplemental Accounts, Exonerations, Mobil Home, Personal Property, Real Estate Appraisals

Index, Docket Sheets, Reports, etc

Deeds, Marriage, Deaths, Will, Probate, Liens

Several Formats Tax records

n/a

Software used

Custom CLT

AS 400

OTG Scanner Software

Cobol, Lotus, Excel, Word

Microsoft Word

Name and address of the vendor used

In house programmer Doug Herrington Cole Layer Trumble Co. 3199 Klepinger Rd. Dayton Ohio 45406

Software Systems 23 university Ave. Morgantown WV 26508

In house

Wood County

n/a

System support used

Local State Tax Dept.

AS 400

In house

County

n/a

Name and address of the vendor used

Doug Herrington Dept. Tax: Revenue, Property Divisions, PO Box 2389 Charleston WV 25328-2389

IBM

In  house

 

n/a

Security in place for the storage system

Several Passwords and Firewall through WVNET

 

 

Password

n/a

Security in place for the backup system

Local backup tape stored offsite

Nightly backups in safe

Offline no access

 

 

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

 

 

 

 

 

 

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

Yes

No

No

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

No

Yes

Yes

Yes

No

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

No

No

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

Yes

No

Yes

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

 

 

Wood Index Page