|
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 70-80 office Circuit Clerk 78 vault main County Clerk 75 office Sheriff office- 80 Prosecuting Attorney 70 office |
Assessor Circuit Clerk County Clerk( third floor storage room 1)-69 Sheriff ( over the basement vault)-80 Prosecuting Attorney 70 |
Assessor Circuit Clerk County Clerk third floor storage room 2-70 Sheriff basement vault-85 Prosecuting Attorney |
|
Humidity (record as % relative humidity) |
Assessor varies Circuit Clerk 31 County Clerk 31 office Sheriff
office-35 Prosecuting Attorney office |
Assessor Circuit Clerk County Clerk 35 Sheriff - 35 Prosecuting Attorney |
Assessor Circuit Clerk County Clerk - 34 Sheriff -42 Prosecuting Attorney |
|
1.1.B Windows
(record as yes/no) |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk yes Sheriff no 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 |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff yes Prosecuting Attorney |
|
Mold - inactive (record as yes/no) |
Assessor no Circuit Clerk no Sheriff Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes Prosecuting Attorney |
|
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney yes windows/ceiling |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney yes windows/ceiling |
Assessor Circuit Clerk County Clerk no Sheriff yes basement Prosecuting Attorney |
|
Animals - alive
note kind |
Assessor yes mice Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Animals - past
note kind |
Assessor yes mice Circuit Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney yes birds/bats |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
|
Insects - alive
note kind |
Assessor yes ants Circuit Clerk no County Clerk yes ladybugs Sheriff yes ladybugs, flies Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk yes wasps Sheriff yes ladybugs, flies Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk yes wasps Sheriff no Prosecuting Attorney |
|
Insects - past note kind |
Assessor yes ants/termites Circuit Clerk no Sheriff yes ladybugs Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff yes ladybugs Prosecuting Attorney yes |
Assessor Circuit Clerk Sheriff no Prosecuting Attorney |
|
Dust or grime on records |
Assessor yes Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk 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 no Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Sprinklers
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
Assessor Circuit Clerk County Clerk no Sheriff no 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 Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney |
|
Locked or limited access to areas with records
(record as yes/no) |
Assessor no Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk yes Sheriff no Prosecuting Attorney |
|
Alarm system (record
as yes/no) |
Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk no Sheriff no 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 County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor Circuit Clerk County Clerk yes Sheriff no Prosecuting Attorney |
|
Panic Button
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
|
Key card access
(record as yes/no) |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Comments: County Clerk's office put in a new roof in
2001.
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
|
Location |
Record Type |
Volume |
Condition |
|
Assessor office |
Land and Personal Property |
55 Large, 131 printouts |
Clean |
|
Assessor office |
Maps by district |
13 drawers letter size |
Clean |
|
Assessor office |
Misc. papers and forms |
5 drawers legal size |
Clean |
|
Assessor office |
Personal property records |
5 drawers legal size |
Clean |
|
Assessor office |
Oil and gas records |
5 drawers legal size |
Clean |
|
Assessor office |
Map cards |
5 5x8 drawers |
Clean |
|
Assessor office |
Hanging Plats |
100 |
Clean |
|
Circuit Clerk office vault |
Family Law recordings |
7 -1 cu.ft. boxes of tapes |
Clean |
|
Circuit Clerk office vault |
Court Reporter recording/notes |
15- 1 cu.ft. boxes |
Clean |
|
Circuit clerk office vault |
Court repot recording notes |
5 letter drawers |
Clean |
|
Circuit clerk office vault |
Chancery |
29 Large dockets |
Clean |
|
Circuit clerk office vault |
Common Law |
24 Large, 2 Small dockets |
Clean |
|
Circuit clerk office vault |
Civil |
15 S dockets |
Clean |
|
Circuit clerk office vault |
Domestic |
7 S dockets |
Clean |
|
Circuit clerk office vault |
Criminal |
11 S dockets |
Clean |
|
Circuit clerk office vault |
Juvenile |
4 L, 3 S dockets |
Clean |
|
Circuit clerk office vault |
Administrative |
7 S dockets |
Clean |
|
Circuit clerk office vault |
Miscellaneous |
3 S dockets |
Clean |
|
Circuit clerk office vault |
Guardian |
1 S dockets |
Clean |
|
Circuit clerk office vault |
Adoption |
2 L, 3 S dockets |
Clean |
|
Circuit clerk office vault |
Mental Hygiene |
1 S dockets |
Clean |
|
Circuit clerk office vault |
Delinquent Lands |
6 L dockets |
Clean |
|
Circuit clerk office vault |
Old chancery, law, juvenile, adoptions, etc. |
355 document cans |
Clean |
|
Circuit clerk office vault |
old and current
case files - domestic, criminal, civil, mental hygiene, guardian, adoption,
administrative, jury, misc. |
50 file cabinets |
Clean |
|
County Clerk main office |
Appraisements, elections, tax release, liens,
financial statements, will, probate |
144 document cans |
Clean |
|
County Clerk main office |
Commission |
5 S dockets |
Clean |
|
County Clerk main office |
Marriage |
1 L, 1 S dockets |
Clean |
|
County Clerk main office |
Election |
2 L dockets |
Clean |
|
County Clerk main office |
Probates |
4 S dockets |
Clean |
|
County Clerk main office |
Administrative papers |
6 drawers (3'x18"x12" each) lateral files
with approx. 27 cubic feet |
Clean |
|
County clerk main records room |
Old wills, settlements, appraisements, fiduciary,
et. |
324 document cans |
Clean |
|
County clerk main records room |
Personnel, election, birth certificates, wills, etc. |
16- 1 cu.ft. boxes |
Clean |
|
County clerk main records room |
State Highway Maps |
3 -1.5 cu.ft. boxes |
Clean |
|
County clerk main records room |
Land (1972-1994 reduced) |
7 S dockets |
Clean |
|
County clerk main records room |
Land (others) |
84 L, 50 printouts |
Clean |
|
County clerk main records room |
Personal Property |
9 printouts |
Clean |
|
County clerk main records room |
Deeds |
253 S dockets |
Clean |
|
County clerk main records room |
Deeds (Index) |
16 L dockets |
Clean |
|
County clerk main records room |
Deeds of Trust |
28 L, 95 S dockets |
Clean |
|
County clerk main records room |
Deeds of Trust (Index) |
2 L dockets |
Clean |
|
County clerk main records room |
Release |
6 L, 21 S dockets |
Clean |
|
County clerk main records room |
Lease (1-56 L reduced) |
28 S dockets |
Clean |
|
County clerk main records room |
Lease (others) |
35 L, 90 S dockets |
Clean |
|
County clerk main records room |
Delinquent Lands |
13 L dockets |
Clean |
|
County clerk main records room |
Commissioners |
14 L dockets |
Clean |
|
County clerk main records room |
Service Discharge |
7 L dockets |
Clean |
|
County clerk main records room |
Oil & Gas Leases & Index |
16 L dockets |
Clean |
|
County clerk main records room |
General Index |
8 L dockets |
Clean |
|
County clerk main records room |
Fiduciary Records |
7 L, 12 S dockets |
Clean |
|
County clerk main records room |
Appraisements |
9 L, 22 S dockets |
Clean |
|
County clerk main records room |
Power of Attorney |
3 L, 10 S dockets |
Clean |
|
County clerk main records room |
Trustees |
2 L, 2 S dockets |
Clean |
|
County clerk main records room |
Delinquent Land Sales |
1 S dockets |
Clean |
|
County clerk main records room |
Redemptions |
3 S dockets |
Clean |
|
County clerk main records room |
Estates |
3 L dockets |
Clean |
|
County clerk main records room |
Lis Pendens |
2 L dockets |
Clean |
|
County clerk main records room |
Various liens |
5 L dockets |
Clean |
|
County clerk main records room |
Judgment Docket |
5 L, 7 S dockets |
Clean |
|
County clerk main records room |
Wills & Index |
9 L, 26 S dockets |
Clean |
|
County clerk main records room |
Births & Index |
16 L dockets |
Clean |
|
County clerk main records room |
Deaths & Index |
8 L, 5 S dockets |
Clean |
|
County clerk main records room |
Marriages & Index |
25 L dockets |
Clean |
|
County clerk main records room |
Plats & Maps |
4 (very large) |
Clean |
|
County clerk main records room |
Probate & Index |
18 L, 1s dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Deeds of Trust |
21 L dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Release |
20 L dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Fiduciary |
20 L dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Miscellaneous |
26 L dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Commissioners |
14 L dockets |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Delinquent Land |
13 (very large) |
Clean |
|
County clerk office (3rd floor storage
room 1) |
Old law |
Dockets- large sum |
Clean |
|
County Clerk office (3rd floor storage
room 2) |
Deeds |
148 L dockets |
Clean |
|
County Clerk office (3rd floor storage
room 2) |
Leases |
56 L dockets |
Clean |
|
County Clerk office (3rd floor storage
room 2) |
Miscellaneous |
13 L dockets |
Clean |
|
County Clerk office (3rd floor storage
room 2) |
Land |
13 L (very large) dockets |
Clean |
|
County Clerk office (3rd floor storage
room 2) |
Checks, voter records, tax deeds, financial, etc. |
53- 1 cu.ft. boxes |
Clean |
|
Sheriff office |
Land & Personal Property |
8 drawers, legal size |
Clean |
|
Sheriff office over vault |
Cancelled checks, settlements, exonerations, etc. |
30+ 1 cu.ft. boxes |
Clean |
|
Sheriff office |
Land |
7 printouts books |
Clean |
|
Sheriff office |
Personal Property |
6 printouts books |
Clean |
|
Sheriff office basement old vault |
Old records |
200 dockets |
Surface dirt |
|
Sheriff office basement old vault |
Misc. |
100+ old boxes |
Mostly ruined, surface dirt |
|
Prosecuting Attorney office |
Adult Criminal/Misdemeanor |
35 drawers, legal size |
|
|
Prosecuting Attorney office |
Juvenile cases |
405 drawers, legal size |
|
Comments:
Circuit
Clerk's office has some fiche - 7-8 years old, stored offsite in bank vault.
1960-1984 First Civil Action #1 .
4-5x7 drawers of micro fishe and a working
viewer are used in the office to search for records. all records from 1845 to current are stored
in main vault. office is computerized. the clerk would like to put more on
microfilm. sheriff office is very small
and has no room for record storage.
P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20, P21, P22, P23, P24, P25, P26
|
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 |
4 |
2 |
3 |
5 |
|
|
Full time |
4 |
2 |
3 |
5 |
|
|
Part time |
0 |
0 |
0 |
0 |
|
|
Volunteers |
0 |
0 |
0 |
0 |
|
|
1.7.B Records Training |
|
|
|
|
|
|
Training received |
In-house |
In-house ongoing |
|
None |
|
|
Opportunities available |
Limited |
|
Association Meeting |
Association Meeting |
Association Meeting, Key Personnel Meeting |
|
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
|
Staff use |
Varies |
|
5 hours |
Varies |
|
|
Public use |
Varies |
|
Constant |
None |
|
|
1.7.D.b Average Daily Retrievals of Stored Records |
|
|
|
|
|
|
Staff use |
|
|
2 hours/month |
Varies |
|
|
Public use |
|
|
5 hours/month |
None |
|
Comments
|
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
Photocopying |
|
|
|
|
|
|
Volume of material copied |
|
|
|
None |
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
No |
|
No |
|
Placed in
storage |
|
|
Yes |
|
Yes |
|
Microfilming |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material microfilmed |
|
None |
None |
None |
|
|
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 |
|
Some |
None |
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
Yes |
|
|
|
|
Placed in
storage |
|
yes |
|
|
|
|
Master copy stored (onsite or offsite ) |
|
onsite |
|
|
|
|
User copies available (record as yes/no) |
|
Yes (microfilmed) |
|
|
|
|
Imaging/Digitizing |
|
|
|
|
|
|
Internal |
|
|
|
|
|
|
Volume of material digitized |
|
None |
None |
|
|
|
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 |
|
None |
None |
|
|
|
Disposition of originals |
|
|
|
|
|
|
Discarded |
|
|
|
|
|
|
Placed in
storage |
|
|
|
|
|
|
Master copy stored (onsite or offsite ) |
|
|
|
|
|
|
Backup copies available (record as yes/no) |
|
|
|
|
|
Comments:
County Clerk used to do own filming in late
1970s - early 1980s in a corner of the main records room was 4 boxes of
microfilm that were being shipped for offsite storage to hultman. edwin
hultman, 140 bradford avenue, pittsburg pennsylvania15206 had microfilmed the following
books 1-16 will books, 1-19 marriages, 1-5 deaths, military charges, leases
1-138, 1-148 deeds. ACS, po box 4889, syracuse, ny 13221 recently returned 20
rolls containing lease books 1-56 and service discharge books5-6. the clerk
said she still had to keep a copy of the large books hultman reduced because a
lot of the handwriting, plats, and signatures illegible.
the sheriff office has no room for records STORAGE. records are stacked over the vault in boxes and stored in the old basement vault. the basement vault storage area smells very badly like a musty odor and it is very hot, poorly lit, and very dirty. over 100 boxes of records are ruined.
|
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) |
CAPPA & CAMA Systems |
|
|
|
|
|
Software used |
Lotus |
CCMS |
|
IBM |
|
|
Name and address of the vendor used |
Premier Computer Services - 1212 Van Voorhis Rd.
Morgantown, WV 26505 |
|
|
Software Systems, 23 South University Ave.,
Morgantown, WV 26508 |
|
|
System support used |
Yes |
|
|
Software Systems |
|
|
Name and address of the vendor used |
TMC Technologies Inc., 2110 Pleasant Valley Rd.,
Fairmont, WV 26554 |
|
|
Software Systems, 23 South University Ave.,
Morgantown, WV 26508 |
|
|
Security in place for the storage system |
|
Vault with lock |
|
Locked office |
|
|
Security in place for the backup system |
|
|
|
Stored at West Union Bank |
|
|
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 |
No |
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
|
Yes |
No |
No |
No |
|
Any records management guidelines used for
electronic records (record as yes/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 |
No |
No |
|
Lists contain record group, series, span date, and quantity
data (record as yes/no) |
|
|
|
|
|
|
Transfer documentation for these records (record as yes/no) |
|
|
|
|
|
Comments