1.1 The Physical Space Housing the Records	Active Records Area Main office	Inactive Records Area A Circuit clerk-jail cell Pros. Att. R4 Sheriff- jail cell County clerk-jail cell Assessor- jail house R1	Inactive Records Area B Circuit clerk- jail house Assessor- jail house R2
1.1.A Temperature (in degrees Fahrenheit)	Assessor 71 Circuit Clerk 77 County Clerk 75 Sheriff 75 Prosecuting Attorney 72	Assessor 66 Circuit Clerk68 County Clerk 65 Sheriff 67 Prosecuting Attorney 72	Assessor 67 Circuit Clerk 67 County Clerk 67 Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 47 Circuit Clerk 31 County Clerk Sheriff 40 Prosecuting Attorney32	Assessor 31 Circuit Clerk 40 County Clerk 36 Sheriff 32 Prosecuting Attorney 32	Assessor Circuit Clerk 32 County Clerk 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 yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor yes Circuit Clerk yes County Clerk yes 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 no Prosecuting Attorney no	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney no	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor no 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 yes Sheriff yes Prosecuting Attorney no	Assessor yes 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 no County Clerk no Sheriff yes Prosecuting Attorney yes	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor yes Circuit Clerk County Clerk Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
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 yes Circuit Clerk yes County Clerk yes 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 yes	Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney

Comments

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

Location	Record Type	Volume	Condition
County Clerk Main office	Marriage records	35 dockets	Clean
County Clerk Main office	Index to marriage	4 dockets	Clean
County Clerk Main office	Clerk record fees	4 dockets	Clean
County Clerk Main office	Fiduciary order	82 dockets	Clean
County Clerk Main office	General index to fiduciary	7 dockets	Clean
County Clerk Main office	Index to wills	2 dockets	Clean
County Clerk Main office	Appraisements and sales	49 dockets	Clean
County Clerk Main office	Will book	33 dockets	Clean
County Clerk Main office	Land	316 dockets	Torn, dirt, red rot
County Clerk Main office	Personal property	16 dockets	Clean
County Clerk Main office	Maps	7 dockets	Clean
County Clerk Main office	Deeds	540 dockets	Clean
County Clerk Main office	General order	25 dockets	Clean
County Clerk Main office	Homestead record	I docket	Clean
County Clerk Main office	Bond record	16 dockets	Clean
County Clerk Main office	Judgment liens	19 dockets	Clean
County Clerk Main office	Surveyors	3 dockets	Clean
County Clerk Main office	Assignments	1 docket	Clean
County Clerk Main office	Lis pendens	3 dockets	Clean
County Clerk Main office	Lunacy commission record	1 docket	Clean
County Clerk Main office	Federal tax lien	3 dockets	Clean
County Clerk Main office	Church trustees	1 docket	Clean
County Clerk Main office	Reports of sales under trust deeds	7 dockets	Clean
County Clerk Main office	POA	9 dockets	Clean
County Clerk Main office	Road record	1 docket	Clean
County Clerk Main office	Mechanic lien	5 dockets	Clean
County Clerk Main office	Agreements	2 dockets	Clean
County Clerk Main office	Non county death	4 dockets	Clean
County Clerk Main office	Name change	1 docket	Clean
County Clerk Main office	Federal tax lien	8 dockets	Clean
County Clerk Main office	Debtor index to financing statements	4 dockets	Clean
County Clerk Main office	Record of oath	3 dockets	Clean
County Clerk Main office	Levy estate	3 dockets	Clean
County Clerk Main office	Financial statements	6 dockets	Clean
County Clerk Main office	General index	37 dockets	Clean
County Clerk Main office	Grantee creditor plaintiff	6 dockets	Clean
County Clerk Main office	Grantee debtor defendant	6 dockets	Clean
County Clerk office Main	Birth death records	20 dockets	Clean
County Clerk office Main	State tax lien	1 docket	Clean
County Clerk office Main	Discharge record	11 dockets	Clean
County Clerk office Main	Soldier discharge	2 dockets	Clean
County Clerk office Main	Sheriffs receipts	2 dockets	Clean
County Clerk office Main	Tax receipts	28 dockets	Clean
County Clerk office Main	Surveyors report	2 dockets	Clean
County Clerk office Main	Unpaid taxes	22 dockets	Clean
County Clerk office Main	Sales	7 dockets	Clean
County Clerk office Main	Appointments	15 dockets	Clean
County Clerk office Main	Court papers	2 dockets	Clean
County Clerk office Main	Commission settlements	12 dockets	Clean
County Clerk office Main	General county charts	6 dockets	Clean
County Clerk office Main	General county claims	31 dockets	Clean
County Clerk office Main	Justice fine fund	1 docket	Clean
County Clerk office Main	General relief	2 dockets	Clean
County Clerk office Main	Appraisements sales bills	37 dockets	Clean
County Clerk office Main	Monthly statement	24 dockets	Clean
County Clerk office Main	Monthly repairs	12 dockets	Clean
County Clerk office Main	Maps	Hanging 2ft 5in linear	Torn
County Clerk office Main	UCC	70 document cans	Clean
County Clerk office Main	General county	30 document cans	Clean
County Clerk office Main	Pay roll	7 document cans	Clean
County Clerk office Main	Social security	3 document cans	Clean
County Clerk office Main	Conditional sales	1 document cans	Clean
County Clerk office Main	Dog fund	8 document cans	Clean
County Clerk office Main	Misc. papers	3 document cans	Clean
County Clerk office Main	Sheriff receipts	9 document cans	Clean
County Clerk office Main	Plats petition	2 document cans	Clean
County Clerk office Main	Deposited statements	6 document cans	Clean
County Clerk office Main	Receipts	10 document cans	Clean
County Clerk office Main	Sheriff settlements	4 document cans	Clean
County Clerk office Main	Delinquent	4 document cans	Clean
County Clerk office Main	Petitions	2 document cans	Clean
County Clerk office Main	Birth and death	76 document cans	Clean
County Clerk office Main	Bonds	8 document cans	Clean
County Clerk office Main	Oath of office	2 document cans	Clean
County Clerk office Main	Adoption	4 document cans	Clean
County Clerk office Main	OPA enrollment	6 document cans	Clean
County Clerk office Main	Sheriff receipts	5 document cans	Clean
County Clerk office Main	County court papers	11 document cans	Clean
County Clerk office Main	Misc.	9 document cans	Clean
County Clerk office Main	Wills	27 document cans	Clean
County Clerk office Main	Release of judgment	16 document cans	Clean
County Clerk office Main	Reports	11 document cans	Clean
County Clerk office Main	Waivers	1 document cans	Clean
County Clerk office Main	Ministerial certificates	2 document cans	Clean
County Clerk office Main	Birth certificates	document cans	Clean
County Clerk office Main	Death certificates	17 document cans	Clean
County Clerk office Main	Oath of office	2 document cans	Clean
County Clerk office Main	Deed of trust	12 document cans	Clean
County Clerk office Main	Summons	1 document cans	Clean
County Clerk office Main	Redemptions	8 document cans	Clean
County Clerk office Main	Acting administrator	2 document cans	Clean
County Clerk office Main	Guardian	3 document cans	Clean
County Clerk office Main	Trust deeds	174 dockets	Clean
County Clerk office Main	Delinquent tax liens	5 dockets	Mold dirt torn
County Clerk office Main	Delinquent real estate	9 dockets	Surface dirt
County Clerk office Main	Voter registration	48 dockets	Clean
County Clerk office Main	Election records	3 dockets	Clean
County Clerk office Main	Grantor	2 dockets	Clean
County Clerk office Main	Transfers	4 dockets	Clean
County Clerk office Main	General election	2 dockets	Clean
County Clerk office Main	Release deeds	73 dockets	Clean
County Clerk office Main	Report of state commission delinquent lands	31 dockets	Clean
County Clerk office Main	Misc. records	9 dockets	Clean
County Clerk Jail Cell	Deed	180 dockets	Surface dirt
County Clerk Jail Cell	Blue prints	5ft height	Surface dirt
County Clerk Jail Cell	Maps	Non standard cardboard box 5ftL	Surface dirt
County Clerk Jail Cell	Misc. records	54 banker boxes	Surface dirt
County Clerk Jail Room	Dockets	5ft4in x 5ft6in x 33in pile of dockets on the floor	Horrible condition
County Clerk Jail Room	Dockets	3ft x 3ft3inx 2ft2in pile of dockets on the floor	Horrible condition
Circuit Clerk main office		Machine each row contains 5 metal containers 1ft x 1ft containing file folders	clean
Circuit Clerk main office	Civil	5 rows	clean
Circuit Clerk main office	Juvenile	1 rows	clean
Circuit Clerk main office	Felony	5 rows	clean
Circuit Clerk main office	Domestic	7 rows	clean
Circuit Clerk main office	Mental hygiene	1 row	clean
Circuit Clerk main office	Law order	187 document cans	clean
Circuit Clerk main office	Chancery	279 doc cans	clean
Circuit Clerk main office	Executions	24 doc cans	clean
Circuit Clerk main office	Custody guidelines	1 doc can	clean
Circuit Clerk main office	Petitions	3 doc cans	clean
Circuit Clerk main office	Release orders	1 doc cans	clean
Circuit Clerk main office	Juvenile order	25 doc cans	clean
Circuit Clerk main office	Criminal orders	6 doc cans	clean
Circuit Clerk main office	County court	10 doc cans	clean
Circuit Clerk main office	Cards	Lateral metal 5d	clean
Circuit Clerk main office	Mental health	1d lateral	clean
Circuit Clerk main office	Juvenile and adoption	1d lateral	clean
Circuit Clerk main office	Misc.	1d lateral	clean
Circuit Clerk main office	Pistol permits and attachments	1d vertical	clean
Circuit Clerk main office	Bail and civil	1d vertical	clean
Circuit Clerk main office	Jury orders	2d vertical	clean
Circuit Clerk main office	Orders	2d vertical	clean
Circuit Clerk main office	Grand jury tapes	1d vertical	clean
Circuit Clerk main office	Warrants and summons	1d vertical	clean
Circuit Clerk main office	Divorce	1d vertical	clean
Circuit Clerk main office	County court	111 dockets	clean
Circuit Clerk main office	End chancery	231 dockets	clean
Circuit Clerk main office	Promisous	48 dockets	clean
Circuit Clerk main office	Chancery orders	34 dockets	clean
Circuit Clerk main office	Process	2 dockets	clean
Circuit Clerk main office	Record of fees	1 docket	clean
Circuit Clerk main office	Law execution	9 dockets	clean
Circuit Clerk main office	Transcript	4 dockets	clean
Circuit Clerk main office	Record of commission bonds	4 dockets	clean
Circuit Clerk main office	Witness record	4 dockets	clean
Circuit Clerk main office	Jury commission	2 dockets	clean
Circuit Clerk main office	Mental hygiene	4 dockets	clean
Circuit Clerk main office	Domestic orders	5 dockets	clean
Circuit Clerk main office	Criminal orders	3 dockets	clean
Circuit Clerk main office	Civil orders	51 dockets	clean
Circuit Clerk jail cell	Misc. records	Non standard cardboard box 140ft linear	Dirt, mold
Circuit Clerk jail house room	Criminal	28 dockets	Dirt, mold, mildew, torn and missing bindings, red rot
Circuit Clerk jail house room	Misc.	17 dockets	Dirt, mildew, mold, torn, and missing bindings, red rot
Circuit Clerk jail house room	Lunacy	2 dockets	Dirt, mildew, mold, torn and missing bindings, red rot
Prosecuting attorney main office	Open cases	8d vertical metal	Clean
Prosecuting attorney main office	Closed cases	Non standard cardboard boxes 4ft linear	Clean
Prosecuting attorney	2000-2002 closed cases	Non standard cardboard boxes the entire room	clean
			clean
Assessor main office	Assessments	16d vertical metal	clean
Assessor main office	Property cards	7d lateral	clean
Assessor main office	Land	16 dockets	clean
Assessor main office	Personal Property	4 dockets	clean
Assessor main office	Maps	6 dockets	clean
Assessor main office	Address	6 dockets	clean
Assessor R1	Personal property	158 dockets	Mold, torn, red rot
Assessor R1	Land	196 dockets	Mold, torn, red rot
Assessor R1	Bond records	4 dockets	Mold, torn, red rot
Assessor R1	Reimbursements	4 dockets	Mold, torn, red rot
Assessor R1	Sheriff	12 dockets	Mold, torn, red rot
Assessor R1	Surety	3 dockets	Mold, torn, red rot
Assessor R1	Crop liens	1 dockets	Mold, torn, red rot
Assessor R1	Misc. records	1 docket	Mold, torn, red rot
Assessor R1	Supervisor record	1 docket	Mold, torn, red rot
Assessor R1	Fee records	4 dockets	Mold, torn, red rot
Assessor R2	Computer post	3 large banker	Mold, torn, red rot
Assessor R2	Paid tickets	5 large banker	Mold, torn, red rot
Assessor R2	Misc.	5ft4in x 5ft6in x 33inh pile of dockets	Mold, torn, red rot
Assessor R2	Misc.	3ft x 3ft3in x 2fth pile of dockets	Mold, torn, red rot
Sheriff office	Tax liens	6 dockets	clean
Sheriff office	Delinquent land	2 dockets	clean
Sheriff office	Personal property	3 dockets	clean
Sheriff office	Committee accounts	3d vertical	clean
Sheriff office	Correspondence tax	2d vertical	clean
Sheriff office	Liens	2d vertical	clean
Sheriff office	Misc.	3d vertical	clean
Sheriff office	Bank recon	1d vertical	clean
Sheriff office	Statements	1d vertical	clean
Sheriff office	Tax	8d vertical	clean
Sheriff office	DMV	2d vertical	clean
Sheriff office	Fiduciaries	2d vertical	clean
Sheriff office	Checks	1 banker box	clean
Sheriff office	Exonerations	1 banker	clean
Sheriff office	Receipts	1 banker	clean
Sheriff jail cell	Sheriff records	199 banker boxes	Surface dirt
Sheriff jail cell	Sheriff records	11 large banker boxes	Surface dirt
Sheriff jail cell	Sheriff records	8 small banker boxes	Surface dirt
Sheriff jail cell	Audio tapes	2ft linear	Surface dirt
Sheriff jail cell	Misc.	14 linear dockets	Surface dirt

Comments: in the county clerk jail room the first pile of dockets stated above has an open water pipe pertruding through the middle of the pile. the dockets are covered in mold and they are falling apart. The janitor told us that the dockets had been stored in the attic were they started to decay. view pictures.

The second floor of the jail contained the circuit clerks records. Ten jail cells being 7 ft in depth and 2- 24ft linear rows of bars was the measurements used in calculating the linear feet. I multiplied each 7ft depth by 2 because two sides of each cell were used to store records.

prosecutting attorney destroyed all records before 2000. on the 4^th floor a room stores all cases between 2000-2002 in banker boxes. the prosecutting attorney said he needs more space and employees.

P1, P2, P3

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	no	No	No	no	no

Comments county clerk marked not provided

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	5	3		3	3
Part time	0	1		1	1
Volunteers	0	0		0	0
1.7.B Records Training
Training received	None	None		None	None
Opportunities available	None	None		None	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	8 hours	8 hours	8 hours	8hrs	8 hours
Public use			8 hours

Comments County clerk wrote yes for numbers of employees

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming	no			no	no
Internal
Volume of material microfilmed
Disposition of originals		Stored
Discarded		No
Placed in storage		Yes	yes
Master copy stored onsite or offsite
User copies available (record as yes/no)		Yes
Backup copies available (record as yes/no)		yes

Comments The circuit clerk said that all of the law dockets are on microfilm. The circuit clerk office stores the original and a copy is kept at the cultural center in Charleston, 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)	Same as state tax dept.				Braxton 1
Software used		Software		Software
Name and address of the vendor used		Morgantown, WV		Morgantown, WV
System support used		Same
Name and address of the vendor used		Same			Password
Security in place for the storage system		Passwords		Password
Security in place for the backup system		Passwords
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	n/a	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		1977 records schedule
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	no	No	no	no	no
Any records management guidelines used for electronic records (record as 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	no	no
Lists contain record group, series, span date, and quantity data (record as yes/no)		yes
Transfer documentation for these records (record as yes/no)

Comments

Braxton Index Page