|
1.1 The Physical Space Housing the Records |
Active
Records Area Main
Office |
Inactive
Records Area A Circuit
Clerk Storage Rooms Across the Hall County
Clerk Basement Sheriff
Storage Room Prosecuting
Attorney Storage Room |
Inactive
Records Area B Circuit
Clerk Basement Prosecuting
Attorney Basement R1 Prosecuting
Attorney Attic R2 |
|
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 74 Circuit Clerk
72 County Clerk
75 Sheriff 72 Prosecuting Attorney
75 |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff 71 Prosecuting Attorney
71 |
Assessor Circuit Clerk n/a Sheriff Prosecuting Attorney R1 n/a, R2 n/a |
|
Humidity (record as % relative humidity) |
Assessor 34 Circuit Clerk
31 County Clerk
33 Sheriff 32 Prosecuting Attorney
33 |
Assessor Circuit Clerk n/a County Clerk n/a Sheriff 34 Prosecuting Attorney
35 |
Assessor Circuit Clerk n/a Sheriff Prosecuting Attorney R1 n/a, R2 n/a |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney n/a |
Assessor Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney
n/a |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 n/a, R2 n/a |
|
1.1.C Pollutants and other hazards to records |
|
|
|
|
Mold - active
(record as yes/no) |
Assessor no Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
no County Clerk no Sheriff yes Prosecuting Attorney
no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 yes, R2 yes |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 yes, R2 yes |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor yes Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk
no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 yes, R2 yes |
|
Animals - alive
note kind |
Assessor no Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 yes, R2 no |
|
Animals - past
note kind |
Assessor no Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 yes, R2 no |
|
Insects - alive
note kind |
Assessor yes Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk yes spiders Sheriff Prosecuting Attorney R1 no, R2 no |
|
Insects - past note kind |
Assessor yes Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 no, R2 no |
|
Dust or grime on records |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
yes Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 yes, R2 yes |
|
1.1.D Fire suppression and detection systems |
|
|
|
|
Fire extinguishers
(record as yes/no) |
Assessor yes Circuit Clerk
no County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk
yes County Clerk
no County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
|
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 County Clerk
no Sheriff no Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 no, R2 no |
|
Alarm system
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
no Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
|
Secured doors/windows (record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
yes Sheriff yes Prosecuting Attorney
yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk yes Sheriff Prosecuting Attorney R1 no, R2 no |
|
Panic Button
(record as yes/no) |
Assessor yes Circuit Clerk
yes County Clerk
yes County Clerk
no Sheriff yes Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
|
Key card access
(record as yes/no) |
Assessor no Circuit Clerk
no County Clerk
no County Clerk
no Sheriff Prosecuting Attorney
no |
Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk no Sheriff Prosecuting Attorney R1 no, R2 no |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessors Active |
Personal Property |
18 dockets |
Clean |
|
Assessors Active |
Land |
102 dockets |
Old |
|
Assessors Active |
Maps |
460 maps |
Clean |
|
Assessors Active |
Map Cards |
14 lateral drawers |
Clean |
|
Assessors Active |
Homestead Cards |
7 lateral drawers |
Clean |
|
Assessors Active |
Personal Property |
6 lateral drawers |
Clean |
|
Assessors Active |
Work Maps |
3 lateral drawers |
Clean |
|
Assessors Active |
Work Maps |
5 letter drawers |
Clean |
|
Assessors Active |
Work Maps |
11 legal drawers |
Clean |
|
Assessors Active |
Deeds on Microfiche |
36 lateral drawers |
Clean |
|
Assessors Active |
Deeds on Microfiche |
25 letter drawers |
Clean |
|
Assessors Active |
Deeds on Microfiche |
8 legal drawers |
Clean |
|
Assessors Active |
Neighborhood Maps |
2 lateral drawers |
Clean |
|
Assessors Active |
Appraisal Review Cards |
4 lateral drawers |
Clean |
|
Assessors Active |
Corporate Maps |
5 lateral drawers |
Clean |
|
Circuit Clerk Main Office |
Family Law Tapes |
6 boxes 11x5x25 |
Clean |
|
Circuit Clerk Main Office |
Index Civil |
4 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Defendant |
2 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Chancery |
6 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Law Order |
4 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Juvenile |
1 docket |
Clean |
|
Circuit Clerk Main Office |
Index Adoptions |
15 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Law |
6 dockets |
Clean |
|
Circuit Clerk Main Office |
Index Jury Commission |
1 docket |
Clean |
|
Circuit Clerk Main Office |
Law |
264 document cans |
Clean |
|
Circuit Clerk Main Office |
Chancery |
502 document cans |
Clean |
|
Circuit Clerk Main Office |
Research |
166 letter drawers |
Clean |
|
Circuit Clerk Main Office |
Domestic |
37 dockets |
Clean |
|
Circuit Clerk Main Office |
Civil |
76 dockets |
Clean |
|
Circuit Clerk Main Office |
Juvenile |
29 dockets |
Clean |
|
Circuit Clerk Main Office |
Criminal |
48 dockets |
Clean |
|
Circuit Clerk Main Office |
Adoption |
6 dockets |
Clean |
|
Circuit Clerk Main Office |
Misc. |
18 dockets |
Clean |
|
Circuit Clerk Main Office |
Mental Health |
8 dockets |
Clean |
|
Circuit Clerk Main Office |
Bond |
13 dockets |
Clean |
|
Circuit Clerk Main Office |
Guardian |
2 dockets |
Clean |
|
Circuit Clerk Main Office |
Admin. Order |
4 dockets |
Clean |
|
Circuit Clerk Main Office |
Magistrate |
1 docket |
Clean |
|
Circuit Clerk Main Office |
Land Sale |
1 docket |
Clean |
|
Circuit Clerk Main Office |
Receipts St Commission Delinquent Land |
1 docket |
Clean |
|
Circuit Clerk Main Office |
Law Order |
36 dockets |
Clean |
|
Circuit Clerk Main Office |
Company Order |
44 dockets |
Clean |
|
Circuit Clerk Main Office |
Chancery Rule |
11 dockets |
Clean |
|
Circuit Clerk Main Office |
Circuit |
25 dockets |
Clean |
|
Circuit Clerk Main Office |
Rec. & Cost |
2 dockets |
Clean |
|
Circuit Clerk Main Office |
Misc. Acknowledgments |
5 dockets |
Clean |
|
Circuit Clerk Main Office |
Mental Health |
2 dockets |
Clean |
|
Circuit Clerk Main Office |
Law Rule |
5 dockets |
Clean |
|
Circuit Clerk Main Office |
Lunacy |
3 dockets |
Clean |
|
Circuit Clerk Main Office |
Juvenile Records |
5 dockets |
Clean |
|
Circuit Clerk - Inactive -Across Hall |
Misc. |
76 vertical metal drawers |
Clean |
|
Circuit Clerk - Basement Room 1 |
Cases |
202 document cans |
Surface Dirt/Mold/Musty Odor |
|
Circuit Clerk - Basement Room 1 |
Misc. |
15 letter vertical drawers |
Surface Dirt/Mold/Musty Odor |
|
Circuit Clerk - Basement Room 1 |
Misc. |
3 legal vertical drawers |
Surface Dirt/Mold/Musty Odor |
|
Circuit Clerk - Basement Room 1 |
Misc. |
70 dockets |
Surface Dirt/Mold/Musty Odor |
|
Circuit Clerk - Basement Room 1 |
Naturalization, Record, Order |
11 document cans |
Surface Dirt/Mold/Musty Odor |
|
Circuit Clerk - Basement Room 2 |
Never Ended Cases |
87 legal drawers |
Surface Dirt |
|
County Clerk - Basement - Inactive |
Bonds |
7 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Deed |
294 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Index |
30 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Cert. Of Incorporation |
5 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Discharges |
7 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Release |
45 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Wills |
26 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Debt Financial |
4 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Misc. |
14 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Index |
14 dockets |
Surface Dirt |
|
County Clerk - Basement
Inactive |
Deed of Trust |
97 dockets |
Surface Dirt |
|
County Clerk - Basement Inactive |
Assignment |
3 dockets |
Surface Dirt |
|
County Clerk - Basement Inactive |
Fiduciary |
9 dockets |
Surface Dirt |
|
County Clerk - Main Vault Active |
Deeds |
780 document cans |
Clean |
|
County Clerk - Main Vault Active |
Deeds |
487 dockets |
Clean |
|
County Clerk - Main Vault Active |
Deed of Trust |
331 dockets |
Clean |
|
County Clerk - Main Vault Active |
Index |
14 dockets |
Clean |
|
County Clerk - Main Vault Active |
Release |
125 dockets |
Clean |
|
County Clerk - Main Vault Active |
Power of Attorney |
14 dockets |
Clean |
|
County Clerk - Main Vault Active |
Index |
4 dockets |
Clean |
|
County Clerk - Main Vault Active |
Misc. |
40 dockets |
Old/Torn |
|
County Clerk - Main Vault Active |
Order |
19 dockets |
Clean |
|
County Clerk - Main Vault Active |
Wills |
39 dockets |
Clean |
|
County Clerk - Main Vault Active |
Deb. Financing Index |
7 dockets |
Clean |
|
County Clerk - Main Vault Active |
Rec. Fiduciary |
14 dockets |
Clean |
|
County Clerk - Main Vault Active |
Settlements with Fid. |
11 dockets |
Clean |
|
County Clerk - Main Vault Active |
Fid. Order |
27 dockets |
Clean |
|
County Clerk - Main Vault Active |
Misc. |
10 dockets |
Clean |
|
County Clerk - Main Vault Active |
Index |
2 dockets |
Clean |
|
County Clerk - Main Vault Active |
Record of Inventory |
42 dockets |
Clean |
|
County Clerk - Main Vault Active |
Federal Lien |
7 dockets |
Clean |
|
County Clerk - Main Vault Active |
Marriage Rec. |
49 dockets |
Clean |
|
County Clerk - Main Vault Active |
Births |
19 dockets |
Clean |
|
County Clerk - Main Vault Active |
Deaths |
20 dockets |
Clean |
|
County Clerk - Main Vault Active |
Lis Pendens |
1 docket |
Clean |
|
County Clerk - Main Vault Active |
Assignments |
27 dockets |
Clean |
|
County Clerk - Main Vault Active |
Land |
1821 - current |
Clean |
|
County Clerk - Main Vault Active |
Personal Property |
64 dockets |
Clean |
|
County Clerk - Main Vault Active |
Plats to Deeds |
4 metal cabinets with 400 plats each |
Clean |
|
County Clerk - Main Vault Active |
Land Print Out |
14 dockets |
Clean |
|
Sheriff - Law Office |
Misc. |
28 legal drawers |
Clean |
|
Sheriff - Law Office |
Misc. |
8 letter drawers |
Clean |
|
Sheriff - Tax Office |
Misc. |
8 lateral drawers |
Clean |
|
Sheriff - Tax Office |
Misc. |
3 lateral drawers |
Clean |
|
Sheriff - Tax Office |
Misc. |
4 lateral drawers |
Clean |
|
Prosecuting Attorney - Storage #1 |
Closed Cases |
112 1cf box |
|
|
Prosecuting Attorney R2 |
Closed Cases |
196 1cf boxes |
Open Rafter/Poor Lighting |
|
Prosecuting Attorney R1 |
Closed Cases |
10 legal drawers |
Surface Dirt |
|
Prosecuting Attorney R1 |
Closed Cases |
40 drawers |
Surface Dirt |
|
Prosecuting Attorney - Main Office |
Open Files |
44 legal drawers |
Clean |
|
Prosecuting Attorney - Main Office |
Criminal |
5 lateral drawers |
Clean |
|
Prosecuting Attorney - Main Office |
Juvenile |
4 lateral drawers |
Clean |
Comments: P1,
P2, P3, P4, P5, P6
|
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
|
None |
None |
None |
None |
None |
Comments
|
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
1.7.A Number of
Employees |
|
|
|
|
|
|
Full time |
7 |
3 |
2 |
3 |
8 |
|
Part time |
0 |
0 |
1 |
1 |
1 |
|
Volunteers |
0 |
0 |
0 |
1 |
0 |
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
As required by State |
None |
In house |
In house |
0 |
|
Opportunities available |
Provided by State |
None |
Association |
Association |
0 |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
4 hours |
5 hours |
8 hours |
1 hour |
0 |
|
Public use |
4 hours |
1 hour |
8 hours |
1 hour |
0 |
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
0 |
2 hours |
0 |
0 |
0 |
|
Public use |
0 |
1 hour |
0 |
0 |
0 |
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
None |
None |
|
None |
None |
|
Volume of material copied |
|
|
Every Deed |
|
|
|
Disposition of originals |
|
|
Original returned to Owner |
|
|
|
Discarded |
|
|
No |
|
|
|
Placed in storage |
|
|
Basement |
|
|
|
Microfilming |
None |
None |
None |
None |
None |
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored onsite or offsite |
|
|
|
|
|
|
User copies available (record as yes/no) |
|
|
|
|
|
|
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 |
None |
None |
None |
None |
None |
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
|
External |
|
|
|
|
|
|
Volume of material digitized |
|
|
|
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments
No microfilming in last five years, however, all deeds on reels - lds - copies stored in back office, but it CANNOT be used because there is no reader.
|
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) |
Real Estate and Personal Property |
Docket, Financial, Record of every case (docket)
filed since 1991 |
All liens for past 34 years |
All Tax Records, Personal Property and Real Estate |
All Form Letters, Guidelines |
|
Software used |
State Tax Dept |
Software Systems |
In House |
Software System |
Windows 98 |
|
Name and address of the vendor used |
|
Morgantown, WV |
|
Morgantown, WV |
|
|
System support used |
State Tax Dept |
Software Systems |
|
Software Systems |
|
|
Name and address of the vendor used |
|
Morgantown, WV |
|
Morgantown, WV |
|
|
Security in place for the storage system |
In Office |
In Office |
Does back up on tape |
Passwords, In Office |
In Office |
|
Security in place for the backup system |
Performed by State: Maps every 2 weeks stored in
vault in County Clerk's office |
Backed up by Sheriff's Tax Office |
In office |
In Safe |
In Office, onsite |
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
State Regulations |
None |
Not provided |
Not provided |
None |
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 |
No |
No |
No, Keep Everything |
|
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) |
Controlled by State Tax Dept. |
Yes, Back up |
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 |
No |
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