1.1 The Physical Space Housing the Records	Active Records Area	Inactive Records Area A	Inactive Records Area B Jail
1.1.A Temperature (in degrees Fahrenheit)	Assessor office 70 Circuit Clerk 69 County Clerk main vault 64 Sheriff office 72 Prosecuting Attorney n/a	Assessor basement 71 Circuit Clerk 69 County Clerk basement vault 71 Sheriff under courthouse 71 Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff 75 Prosecuting Attorney
Humidity (record as relative humidity)	Assessor 39 Circuit Clerk 42 County Clerk 55 Sheriff 44 Prosecuting Attorney n/a	Assessor 49 Circuit Clerk 46 County Clerk 49 Sheriff 49 Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff 50 Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk n/a County Clerk yes Sheriff yes Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk yes Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
1.1.C Pollutants and other hazards to records
Mold - active (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff might be Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff some Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk County Clerk no Sheriff at times, yes Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff sometimes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
Animals - alive note kind	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Animals - past note kind	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk n/a County Clerk no Sheriff some wander in Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff some wander in Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk n/a County Clerk no Sheriff some wander in Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff some wander in Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk n/a County Clerk no Sheriff yes Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes Circuit Clerk n/a County Clerk see comments Sheriff yes Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff yes n/a Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk no Sheriff n/a Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff n/a Prosecuting Attorney	Assessor Circuit Clerk County Clerk 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 n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Locked or limited access to areas with records (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk yes Sheriff yes Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney n/a	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff yes Prosecuting Attorney
Panic Button (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney
Key card access (record as yes/no)	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor no Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk County Clerk Sheriff no Prosecuting Attorney

Comments

The County Clerk's office has smoke and heat detectors

This survey was not conducted for the Circuit Clerk's or Prosecuting Attorney's offices.

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

Location	Record Type	Volume	Condition
Assessors Office	Map Cards	32 boxes 5x8 cards in rotary file	Clean
Assessors Office	Homestead Exemptions	2 drawers	Clean
Assessors Office	Map Change Cards	double-type file cabinet of 5x7 cards	Clean
Circuit Clerk's Office	Criminal Orders	23 volumes	Clean
Circuit Clerk's Office	Civil Orders	35 volumes	Clean
Circuit Clerk's Office	Juvenile Orders	12 volumes	Clean
Circuit Clerk's Office	Domestic Orders	18 volumes	Clean
Circuit Clerk's Office	Bonds	3 volumes	Clean
Circuit Clerk's Office	Administrative Orders	3 volumes	Clean
Circuit Clerk's Office	General Receiver	5 volumes	Clean
Circuit Clerk's Office	Guardian/Conserver Order	1 volume	Clean
Circuit Clerk's Office	Criminal Docket	6 volumes	Clean
Circuit Clerk's Office	Civil Docket	16 volumes	Clean
Circuit Clerk's Office	Domestic Docket	3 volumes	Clean
Circuit Clerk's Office	Miscellaneous Docket	3 volumes	Clean
Circuit Clerk's Office	Juvenile Docket	3 volumes	Clean
Circuit Clerk's Office	Guardian/Conserver Docket	1 volume	Clean
Circuit Clerk's Office	Index Books for old records	2 volumes	Clean
Circuit Clerk's Office	Old Records	321 cans	Clean
Circuit Clerk's Office	Juvenile Files	8 cubic feet	Clean
Circuit Clerk's Office	Civil Files	8 cubic feet	Clean
Circuit Clerk's Office	Criminal Files	16 cubic feet	Clean
Circuit Clerk's Office	Domestic Files	24 cubic feet	Clean
Circuit Clerk's Office	Miscellaneous, Domestic Violence, General Revenue	2 cubic feet	Clean
Circuit Clerk's Office	Bound Over	2 cubic feet	Clean
Circuit Clerk's Office	Elections and Passports	2 cubic feet	Clean
Circuit Clerk's Office	Mental Health and Guardian/Conserver	2 cubic feet	Clean
Circuit Clerk's Office	Adoption	2 cubic feet	Clean
Circuit Clerk's Office	Fee Sheets	4 cubic feet	Clean
Circuit Clerk's Office	Grand Jury Information	2 cubic feet	Clean
Circuit Clerk's Office	Civil, Criminal, Domestic Cases	152 cubic feet	Clean
Circuit Clerk's Basement Storage	Civil, Juvenile (sealed), Domestic, Criminal Cases	152 cubic feet	Clean
Circuit Clerk's Basement Storage	Civil Orders	18 volumes	Clean
Circuit Clerk's Basement Storage	Juvenile Orders	10 volumes	Clean
Circuit Clerk's Basement Storage	Miscellaneous Orders	10 volumes	Clean
Circuit Clerk's Basement Storage	Domestic Orders	5 volumes	Clean
Circuit Clerk's Basement Storage	Administrative orders	1 volume	Clean
Circuit Clerk's Basement Storage	Bonds	2 volumes	Clean
Circuit Clerk's Basement Storage	Chancery Orders	20 volumes	Clean
Circuit Clerk's Basement Storage	Criminal/Civil Dockets	5 volumes	Clean
Circuit Clerk's Basement Storage	Adoption	1 volume	Clean
Circuit Clerk's Basement Storage	Circuit Clerk's Cash Book	3 volumes	Clean
Circuit Clerk's Basement Storage	Common Law Orders	15 volumes	Clean
Circuit Clerk's Basement Storage	General Receiver Books	3 volumes	Clean
Circuit Clerk's Basement Storage	Recorded Court Proceedings	10-12 large boxes	Clean
Basement Shared Storage	Juvenile and Miscellaneous Cases	64 cubic feet	Clean
County Clerk Main Vault	Deeds	418 volumes	Clean
County Clerk Main Vault	Index Books	15 volumes	Clean
County Clerk Main Vault	Deeds of Trust	322 volumes	Clean
County Clerk Main Vault	Index	4 volumes	Clean
County Clerk Main Vault	Births	7 large volumes	Clean
County Clerk Main Vault	Deaths	3 large, 1 small volumes	Clean
County Clerk Main Vault	Marriages	13 large, 1 small volume	Clean
County Clerk Main Vault	General Records	16 volumes	Clean
County Clerk Main Vault	Fiduciary Settlement	34 volumes	Clean
County Clerk Main Vault	Assignments	21 volumes	Clean
County Clerk Main Vault	Bonds	6 volumes	Clean
County Clerk Main Vault	Church Trustees	2 volumes	Clean
County Clerk Main Vault	Record of Oaths	3 volumes	Clean
County Clerk Main Vault	Wills	49 volumes	Clean
County Clerk Main Vault	Map Books	9 volumes	Clean
County Clerk Main Vault	Release	76 volumes	Clean
County Clerk Main Vault	Record of Survey	5 volumes	Clean
County Clerk Main Vault	Police/Fiscal Records	11 volumes	Clean
County Clerk Main Vault	Probate	19 volumes	Clean
County Clerk Main Vault	Administrator Fiduciary	14 volumes	Clean
County Clerk Main Vault	Appraisement	16 volumes	Clean
County Clerk Main Vault	State/Federal Tax Liens	13 volumes	Clean
County Clerk Main Vault	Lis Pendens	2 volumes	Clean
County Clerk Main Vault	Bond Encumbrance	1 volume	Clean
County Clerk Main Vault	Judgment Lien Doc.	7 volumes	Clean
County Clerk Main Vault	Mechanics Lien	3 volumes	Clean
County Clerk Main Vault	Sale Under Deed of Trust	4 volumes	Clean
County Clerk Main Vault	Service Discharges	7 volumes	Clean
County Clerk Main Vault	Appraisement and Sale Bills	42 volumes	Clean
County Clerk Main Vault	Precinct Books	29 volumes	Clean
County Clerk Main Vault	Land Books	too many to count, stored everywhere	many very old, in poor condition
County Clerk Main Vault	Wills, Marriage Licenses, Birth Certificates, Commission Minutes	272 document cans	Clean
Sheriff's Office (Taxes)	Current office work	8 cubic feet	Clean
Old Jail	Tax Receipts	53 cubic feet	Clean

Comments

Assessor stated that they followed the Retention Schedule for disposing of outdated records and that that most of his current information was on computers and filed according to the WV Tax Department. Assessor maintains one file cabinet drawer that contains the permanent records. The personal property and land books are stored in the vault in the basement of the courthouse. (These books are co-mingled with those of the County Clerk and the Sheriff land books. It was impossible to get a count on them.) Books containing current records (print outs) of personal and real estate property were on the desk in staff offices.

The Prosecuting Attorney in Hampshire County is part-time. The office is located in Mr. Steve Moreland's private office. He indicated that the only records in this office were current cases. Ended cases are stored in the second floor of the Magistrate Court. Access to these files was not provided.

This County is in need of more storage space for records.

P1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	none	N/A	none provided	none	N/A

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	8	N/A	4	10	N/A
Part time	1	N/A	none	9	N/A
Volunteers	none	N/A	none	none	N/A
1.7.B Records Training
Training received	state sponsored	N/A	N/A	none	N/A
Opportunities available	limited	N/A	Association meeting	N/A	N/A
1.1.D.b Average Daily Retrievals of Current Records
Staff use	don't know	N/A	1 hour/week	don't know	N/A
Public use	don't know	N/A	1 hour/week	don't know	N/A
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	don't know	N/A	1 hour/week	don't know	N/A
Public use	don't know	N/A	1 hour/week	don't know	N/A

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

Comments

Some Sheriff's records are shredded.

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)	All tax records	N/A	no answers given	Criminal Investigations, Criminal Process	N/A
Software used	Oracle	N/A	N/A	CRIS RMS	N/A
Name and address of the vendor used	Cule Layer Trumbull	N/A	N/A	MEGG Associates, Inc.	N/A
System support used		N/A	N/A	DOS & WIN PRO 2000	N/A
Name and address of the vendor used	TMC	N/A	N/A		N/A
Security in place for the storage system	at state	N/A	N/A	locked building	N/A
Security in place for the backup system	at state	N/A	N/A	locked building	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	none	N/A	N/A	none	N/A

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	N/A	not provided	N/A	N/A
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	no	N/A	no	N/A	N/A
Any records management guidelines used for electronic records (record as yes/no)	yes	N/A	no	N/A	N/A

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)	none	N/A	none	none	N/A
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

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