1

1.1 The Physical Space Housing the Records

Active Records Area

Main Office

Inactive Records Area A

Assessor Basement

Circuit Clerk Basement

County Clerk Basement

Sheriff Basement

Prosecuting Attorney Attic

Inactive Records Area B

Assessor 3^rd floor computer room

Circuit Clerk Office 2

Prosecuting Attorney Attic Room 2

1.1.A Temperature (in degrees Fahrenheit)

Assessor 71

Circuit Clerk 75

County Clerk 73

Sheriff 73

Prosecuting Attorney 83

Assessor basement - 69

Circuit Clerk basement-69

County Clerk 73

Sheriff 69

Prosecuting Attorney 80

Assessor computer-74

Circuit Clerk 72/ asbestos room- 82

County Clerk senior center- 75

Sheriff

Prosecuting Attorney 83

Asbestos 73

Senior Center 73

Humidity (record as % relative humidity)

Assessor 56

Circuit Clerk 64

County Clerk 33

Sheriff 37

Prosecuting Attorney 36

Assessor 52

Circuit Clerk 53

County Clerk 39

Sheriff 39

Prosecuting Attorney 36

Assessor 48

Circuit Clerk 49/ asbestos- 34

County Clerk 35

Sheriff

Prosecuting Attorney 36

Asbestos 52

Senior Center 46

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 no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes/ asbestos- NA

County Clerk NA

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes

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 no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Mold - inactive (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Moisture, Dampness (record as yes/no) and note where

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes

Animals - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff yes mice

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes mice

Animals - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Insects - alive note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Insects - past note kind

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes wasp lady bugs

Dust or grime on records

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no/ asbestos-no

County Clerk no

Sheriff

Prosecuting Attorney yes

Asbestos no

Senior Center yes

1.1.D Fire suppression and detection systems

Fire extinguishers (record as yes/no)

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor yes

Circuit Clerk no/ asbestos-NA

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Sprinklers (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- NA

County Clerk NA

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center 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

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

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

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/ asbestos- yes

County Clerk yes

Sheriff

Prosecuting Attorney yes

Asbestos yes

Senior Center yes

Alarm system (record as yes/no)

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor no

Circuit Clerk yes

County Clerk yes

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk yes/ asbestos- no

County ClerkNA

Sheriff

Prosecuting Attorney no

Asbestos yes

Senior Center no

Secured doors/windows (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk no

County Clerk yes

Sheriff yes

Prosecuting Attorney no

Assessor yes

Circuit Clerk no/ asbestos- yes

County Clerk yes

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center no

Panic Button (record as yes/no)

Assessor yes

Circuit Clerk yes

County Clerk yes

Sheriff yes

Prosecuting Attorney yes

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos

Senior Center no

Key card access (record as yes/no)

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no

County Clerk no

Sheriff no

Prosecuting Attorney no

Assessor no

Circuit Clerk no/ asbestos- no

County Clerk no

Sheriff

Prosecuting Attorney no

Asbestos no

Senior Center yes to elevator

Comments:

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

Location	Record Type	Volume	Condition
County Clerk Office	Misc.	462 document cans	Clean
County Clerk Office	Fiduciary	Kardex 98=14 rows wide 17 box each. (each box 12.5x14.5x10)	Clean
County Clerk Office	Microfiche (Bonds, Wills, Releases, Misc.)	27- 1x9x16, 73 1x9x24 100 drawers corp. estates	Clean
County Clerk Office	Microfilm	4 lateral drawers 20Lx22Wx28H	Clean
County Clerk Office	Deeds	1244 dockets	Clean
County Clerk Office	Land books	266 dockets	Clean
County Clerk Office	Surveyor Records	8 dockets	Clean
County Clerk Office	Index Survey	12 dockets	Clean
County Clerk Office	Corner	3 dockets	Clean
County Clerk Office	Misc.	3 dockets	Clean
County Clerk Office	Supplement	5 dockets	Clean
County Clerk Office	Bonds	13 dockets	Clean
County Clerk Office	Assignments	90 dockets	Clean
County Clerk Office	Wills	93 dockets	Clean
County Clerk Office	Fiduciary	42 dockets	Clean
County Clerk Office	Release	326 dockets	Clean
County Clerk Office	Order books	30 dockets	Clean
County Clerk Office	Corporation	51 dockets	Clean
County Clerk Office	Vital	51 dockets	Clean
County Clerk Office	Delinquent Sales	40 dockets	Clean
County Clerk Office	Power of Attorney	16 dockets	Clean
County Clerk Office	Lis Pendens	2 dockets	Clean
County Clerk Office	Mechanic Liens	17 dockets	Clean
County Clerk Office	Estates	236 dockets	Clean
County Clerk Office	Judgment	22dockets	Clean
County Clerk Office	Index trust deeds	34dockets	Clean
County Clerk Office	Index Deeds	80 dockets	Clean
County Clerk Office	Deed of trust	1147 dockets	Clean
County Clerk basement	Deeds	675 document cans	Dirt
County Clerk basement	Release	4 large banker box	Dirt
County Clerk basement	Surveyor	5 vertical drawers	Dirt
County Clerk basement	Dog records	10 vertical drawers	Dirt
County Clerk basement	Old dockets	1375dockets	Dirt
County Clerk basement	Vitals	6 boxes 53cft	Dirt
County Clerk basement	Vitals	10 large banker boxes 26cft	Dirt
County Clerk basement	Misc.	9 boxes 10cft	Dirt
County Clerk basement	Rolls of Microfilm	175 rolls 12 legal drawers	Dirt
Senior Center-county	Misc.	525 dockets	Clean
Senior Center-county	Discharge	33 dockets	Clean
Senior Center-county	Misc.	400 document cans	Clean
Senior Center-county	Misc.	150 boxes 1cft each	Clean
Senior Center-county	Plats/ Maps	900	Clean
Asbestos-circuit	Exhibits	3 boxes 1cft each	Clean
Asbestos-circuit	Asbestos and divorce	46 inches x11inchesx12 - 2 sections with 6 shelf each	Clean
Asbestos-circuit	Asbestos and divorce	Movable files 36inchx11inchx12inch=22 sections each has 6 shelves	Clean
Circuit Clerk office 2-across hall room 107	Exhibits	34inchLx11inchWx14inchH and 57 shelves	Clean
Circuit Clerk office 2	Exhibits	44inL x 11inW x 12inchH - 7 shelves each	Clean
Circuit Clerk office 2	Case Exhibits	38 boxes 1cft each	Clean
Circuit Clerk office 2	Tapes and Court Recordings	42inLx4inWx22inH=18 drawers and 9 rows	Clean
Circuit Clerk office 2	Mental Health, Guardianship, Adoptions	12 vertical drawers legal	Clean
Circuit Clerk office 2	Mental health	8 dockets	Clean
Circuit Clerk office 2	Case files	34inLx11inWx12inH=14 shelves	Clean
Circuit Clerk office 2	Case files	46inLx10inWx14inH-126shelves	Clean
Circuit clerk office 2	Mental health	8 dockets	Clean
Circuit clerk office 2	Mental health, guardianship, adoption	12d vertical letter size	clean
Basement Circuit Clerk-vault	Old ledger books	352 dockets	Dirt
Basement Circuit Clerk- vault	Case files	15 linear files	Dirt
Basement Circuit Clerk- criminal case room	Criminal cases	16 lateral drawers	Dirt
Basement Circuit Clerk- criminal case room	Criminal cases	46inLx10Wx12H=42 shelves	Dirt
Basement Circuit Clerk- criminal case room	Criminal cases	9 boxes 1.5cft each	Dirt
Senior Center-circuit	Misc.	152 dockets	Clean
Senior Center-circuit	Misc.	288 document cans	Clean
Senior Center-circuit	Cases	34inLx12inWx16inH=22 shelves	Clean
Senior Center-circuit	Cases	79 cases	Clean
Senior Center-circuit	Cases	342document cabs	Clean
Senior Center-circuit	Case	68 vertical drawer	Clean
Senior Center-circuit	Cases	8 boxes 1.5cf	Clean
Circuit Clerk main office	Order books	Kardex 2 machines	Clean
Circuit Clerk main office	Chancery	71 dockets	Clean
Circuit Clerk main office	Law	126dockets	Clean
Circuit Clerk main office	Criminal/ Civil	63 dockets	Clean
Circuit Clerk main office	Misc. Dockets	4 dockets	Clean
Circuit Clerk main office	Administrative orders	4 dockets	Clean
Circuit Clerk main office	Bonds	14 dockets	Clean
Circuit Clerk main office	Civil order	111 dockets	Clean
Circuit Clerk main office	Divorce	15dockets	Clean
Circuit Clerk main office	Domestic	29 dockets	Clean
Circuit Clerk main office	Current Files	34inLx12inWx12inH=21 shelves	Clean
Circuit Clerk main office	Current files	88 vertical drawers	Clean
Circuit Clerk main office	Current files	13 lateral drawers	Clean
Circuit Clerk main office	Family Court	Kardex machine	Clean
Assessors Room basement	Property Records	40 vertical drawers	Clean
Assessors Room basement	Personal Property	60 dockets	Clean
Assessors Room computer room	Map cards	29=8inLx6inWx24inH	Clean
Assessors office	Land and Personal Property books	316 dockets	Clean
Assessors office	Sperry/Remington Lectriver	6 files per level 14 levels	Clean
Assessors office	Microfilm Deed books	54- deed book 1 to current	Clean
Assessors office	Dog Receipt Tax	9 drawers 3x5	Clean
Assessors office	Will and transfers	16 drawers 3x5	Clean
Assessors office	Maps	20 drawers 4x4	Clean
Assessors office	Current lands Personal Property	15 drawers 4x4	Clean
Assessors office	Plats	5 vertical drawers	Clean
Assessors office	Homestead	6 vertical drawers	Clean
Assessors office	Deed book transfers	1039 dockets	Clean
Assessors office	Assessments	14 legal drawers	Clean
Assessors office	Land	4 dockets	Clean
Assessors office	Assessment Returns	Kardex Lectriever machine 14 shelves, drawers 15x7x15	Clean
Assessors office	Assessments	7 lateral drawers	Clean
Assessors office	Business returns	8 legal drawers	Clean
Assessors office	Exonerations	4 legal drawers	Clean
Assessors office	Supplement and Military	6 legal drawers	Clean
Senior Center-assessor	Mapping, returns, farm reports, exonerations, correspondence, building permits	226 boxes=1.5cft	Clean
Sheriff office	Daily office and past	25 lateral drawers	Clean
Sheriff office	Home confinement	3 vertical drawers	Clean
Sheriff office	Bankruptcy	4vertical drawer	Clean
Sheriff office	County accounts	9 vertical drawers	Clean
Sheriff office	Deposits	2 vertical drawers	Clean
Sheriff office	Condemnations	2 vertical drawers	Clean
Sheriff office	Monthly cash/ loan payment, transfer letter, order reports	10 fire proof boxes unknown sizes	Clean
Sheriff office	Bank Statements, Receipts, checks, purchase order	6 vertical drawers	Clean
Sheriff office	Tax book, Exonerations, State Tax Commissions	3 cabinets no size given	Clean
Sheriff office	Latest Audit information	4 vertical drawers	Clean
Sheriff office	Last audit, old opportunities, check book, receipts, vouchers, daily reports	25 drawers 25inLx8inWx32inH	Clean
Senior Center	Land books and Personal Property	80 boxes 1.5cf	Clean
Senior Center	Land books and Personal Property	30 boxes 2.5cf	Clean
Prosecuting Attorney Office	Closed Files	30 legal drawers	Clean
Prosecuting Attorney Office	Current Files	4 legal drawers	Clean
Prosecuting Attorney Office	Closed and Open cases for the past year	20 lateral drawers	Clean
Prosecuting Attorney Office	Juvenile, Abuse, and Neglect	8 lateral drawers	Clean
Prosecuting Attorney Office	DUI Cases	4 1cf boxes	Clean
Prosecuting Attorney attic R1	Files	10 lateral drawers - 40x11x16 each	Very dirty
Prosecuting Attorney attic R1	Files	125 1cf of boxes	Very dirty
Prosecuting Attorney attic R1	Files	50 -1.5cf of boxes	Very dirty
Prosecuting Attorney attic R2	Felonies and Juvenile Cases	65cf of boxes	Very dirty
Prosecuting Attorney attic R2	Closed Cases	200 -1cf of boxes	Very dirty

Comments: P1, P2, P3, P4, P5, P6, P7, P8

coutny clerk takes up 625cf with record storage in senior center.

the circuit clerk basement storage vault room is musty. a heat duct is directly over head. the room has fair light and a smoke detector.

the basement storage area criminal case room has water pipes over the records, fair light, and smoke detector.

assessor records at the senior center are kept their for seven years and shred assessment returns that expire.

the basement storage area floods when water runs under the door. water pipes are over head officals are worried about electrical problems.

3^rd floor storage area is the nerve system for computer operations.

pros. att. attic storage was very dirty, hot and dim in both rooms.

the main office is to small to keep active records. when storage filled cases are packed in 1 cu ft boxes they are moved to the attic. when the attic is full they are moved to the senior center on the forth floor.

sheriff basement contained land and personal property books for 3years. water pipes in this area have broken open twice and destroyed records. daily office, post, and tax records are stored here. anything older that can be moved from the main office to make room is stored here also.

all offices store records in a building across high street from court house (used to be a montgomeryward store). access by elevator key only. each wall lined with wire linked cages giving each official their own space. most cages are locked with a chain and pad lock. some have shelves some just stack records. most cages are disorderly. there was a light musty oder but no signs of water. this is the last place the records are put.

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	31	6	20	10	12
Part time	2	2	3	0	1
Volunteers	0	0	0	0	0
1.7.B Records Training
Training received	In house and sometimes go to Charleston for IAAIO computer training	None	In house/ Clerks training	In house, auditor meetings	In house
Opportunities available	Only above	None	Association Meetings	Auditor meetings	Limited
1.1.D.b Average Daily Retrievals of Current Records
Staff use	0	1 hour	3 hours	6 hours	0
Public use	0	1 hour	5 hours	2 hours	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Once or twice a week	1 hour	3 times weekly	3 hours a month	0
Public use	Once or twice a week	1 hour	0	3 hours a month	0

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming
Internal
Volume of material microfilmed			Didn't know
Disposition of originals
Discarded			No
Placed in storage			Yes
Master copy stored onsite or offsite			Offsite
User copies available (record as yes/no)			yes

Comments

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)	Map cards, Assessment forms		All in house indexing	State Auditors Program	N/A
Software used	State System	Software System	Unknown	Software Systems	N/A
Name and address of the vendor used		John Veltri		Morgantown WV	N/A
System support used	State System	Software System	SBC-Scott Carr		N/A
Name and address of the vendor used		John Veltri	Morgantown		N/A
Security in place for the storage system	Locked computer room		Tied in with SBC	Locked room	N/A
Security in place for the backup system			Tied in with SBC	Backup in safe	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records				Software system has one	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	Yes	Yes	Yes	Yes	Yes
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	No	Yes	Yes	No
Any records management guidelines used for electronic records (record as yes/no)	Yes	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	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

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