1.1 The Physical Space Housing the Records	Active Records Area Main Offices Circuit Clerk Main Vault	Inactive Records Area A Circuit Clerk 2^nd floor Vault Sheriff's Law Enforcement	Inactive Records Area B Circuit Clerk Jail Sheriff Jail
1.1.A Temperature (in degrees Fahrenheit)	Assessor 77 Circuit Clerk 68 County Clerk 72 Sheriff 75 Prosecuting Attorney n/a	Assessor Circuit Clerk 75 County Clerk varies Sheriff 73 Prosecuting Attorney	Assessor Circuit Clerk n/a County Clerk Sheriff n/a Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 38 Circuit Clerk n/a County Clerk 43 Sheriff 40 Prosecuting Attorney n/a	Assessor Circuit Clerk 45 County Clerk n/a Sheriff 50 Prosecuting Attorney	Assessor Circuit Clerk n/a County Clerk Sheriff n/a Prosecuting Attorney
1.1.B Windows (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff n/a Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk n/a County Clerk Sheriff n/a 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 n/a	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff n/a Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Animals - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk yes mice County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no 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 Circuit Clerk n/a County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Insects - past note kind	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk yes Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Dust or grime on records	Assessor yes Circuit Clerk n/a County Clerk yes Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney
1.1.D Fire suppression and detection systems
Fire extinguishers (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no 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 no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Locked or limited access to areas with records (record as yes/no)	Assessor no Circuit Clerk yes County Clerk yes Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk Sheriff yes Prosecuting Attorney
Alarm system (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Secured doors/windows (record as yes/no)	Assessor no Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney n/a	Assessor Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Panic Button (record as yes/no)	Assessor yes Circuit Clerk n/a County Clerk n/a Sheriff yes Prosecuting Attorney n/a	Assessor Circuit Clerk n/a County Clerk n/a Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney
Key card access (record as yes/no)	Assessor n/a Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney n/a	Assessor Circuit Clerk n/a County Clerk n/a Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk Sheriff no Prosecuting Attorney

Comments: The Prosecuting Attorney was unavailable.

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

Location	Record Type	Volume	Condition
Assessor office - Main	Personal Property	30 legal size drawers	Clean
Assessor office - Main	CAMA	20 legal size drawers	Clean
Assessor office - Main	Dog Records	5 legal size drawers	Clean
Assessor office - Main	Miscellaneous Records	5 legal size drawers	Clean
Assessor office - Main	Change of Class	1 legal size drawer	Clean
Assessor office - Main	Mobile Home Records	1 legal size drawer	Clean
Assessor office - Main	Building Permits	1 legal size drawer	Clean
Assessor office - Main	Homesteads/Exonerations	1 legal size drawer	Clean
Assessor office - Main	2004 Transfers	1 legal size drawer	Clean
Assessor office - Main	Change & Building Permits	4 5x7 card files	Clean
Assessor office - Main	Homestead Cards	4 5x7 card files	Clean
Assessor office - Main	Real Estate Card Files	22 5x7 boxes	Clean
Assessor office - Main	Transfers	Long 3-drawer rotating cabinet	Clean
Assessor office - Main	Maps	Single map rack	Clean
Assessor office - Main	2003 Appraisals	4 legal size drawers	Clean
Assessor office - Main	Personal Property, Real Estate, DMV books	Shelves & racks	Clean
Circuit Clerk office - Main Vault	Civil Orders	27 (8x14) books	Clean
Circuit Clerk office - Main Vault	Administrative Orders	3 (8x14) books	Clean
Circuit Clerk office - Main Vault	Criminal Orders	21 (8x14) books	Clean
Circuit Clerk office - Main Vault	Domestic Orders	13 (8x14) books	Clean
Circuit Clerk office - Main Vault	Juvenile	14 (8x14) books	Clean
Circuit Clerk office - Main Vault	Magistrate Orders	3 (8x14) books	Clean
Circuit Clerk office - Main Vault	Mental Hygiene	3 (8x14) books	Clean
Circuit Clerk office - Main Vault	Guardian/Conserver	2 (8x14) books	Clean
Circuit Clerk office - Main Vault	General Dockets	No count; stopped in 1992	Clean
Circuit Clerk office - Main Vault	A-Z filing of old records in can files	12 3x5 drawers	Clean
Circuit Clerk office - Main Vault	Early Records of Morgan County	Banker's boxes	Clean
Circuit Clerk office - Second Floor Vault	Civil	6 4-drawer, 10 5-drawer legal size cabinets	Clean
Circuit Clerk office - Second Floor Vault	Domestic	5 4-drawer, 5 5-drawer legal size cabinets	Clean
Circuit Clerk office - Second Floor Vault	Criminal	4 4-drawer, 2 5-drawer legal size cabinets	Clean
Circuit Clerk office - Second Floor Vault	Appeals	1 4-drawer, 15-drawer legal size cabinets	Clean
Circuit Clerk office - Second Floor Vault	Juvenile	1 4-drawer, 2 5-drawer legal size cabinets	Clean
Circuit Clerk office - Second Floor Vault	Criminal Transcripts	1 4-drawer, 1 5-drawer cabinets	Clean
Circuit Clerk office - Second Floor Vault	Guardianship	2 Banker's boxes	Clean
Circuit Clerk office - Second Floor Vault	Mental Hygiene	2 Banker's boxes	Clean
Circuit Clerk office - Second Floor Vault	Individual Cases	Numerous boxes	Clean
Circuit Clerk office - Second Floor Vault	Evidence from Criminal Cases	Scattered	Clean
Circuit Clerk office - Cell in Old Jail	Old Court Records	Banker's boxes	Clean
County Clerk office - Main	Deeds	77 large books, 124 small books	Clean
County Clerk office - Main	Deeds Index	16 15.5x18.5 books	Clean
County Clerk office - Main	Deeds & Deeds Index (current)	Computer printout	Clean
County Clerk office - Main	Deeds of Trust Index	5 15.5x18.5 books	Clean
County Clerk office - Main	Mechanics Lien	1 large book, 2 small books	Clean
County Clerk office - Main	Federal Tax Lien	1 large book, 1 small book	Clean
County Clerk office - Main	Assignments	2 large books, 9 small books	Clean
County Clerk office - Main	Judgment Lien	14 small books	Clean
County Clerk office - Main	Fiduciary Orders	15 large books	Older books are very worn
County Clerk office - Main	Rpt. Sales under Deeds of Trust	3 small books	Clean
County Clerk office - Main	Admins. Execution	13 small books	Clean
County Clerk office - Main	Joint Stock Book	4 large books, 4 small books	Clean
County Clerk office - Main	Execution Bonds	5 large books, 2 small books	Clean
County Clerk office - Main	Church Trustees	1 large book, 1 small book	Clean
County Clerk office - Main	Wills	8 large books, 13 small books	Clean
County Clerk office - Main	Will Index	1 large book	Clean
County Clerk office - Main	Voter Precinct Books	21 large books	Clean
County Clerk office - Main	Land & Personal Property Books	Current on computer printout, older scattered	Older - 1800s, early 1900s - in very poor condition
County Clerk office - Main	Financing Statements	2 large books	Clean
County Clerk office - Main	Release Book	52 small books	Clean
County Clerk office - Main	Map Book	7 large books	Clean
County Clerk office - Main	Oath of Office	2 large books	Clean
County Clerk office - Main	Regulations & Ordinances	1 small book	Clean
County Clerk office - Main	Commission Record	21 large books, 1 small book	Clean
County Clerk office - Main	Indexes	Computer printout	Clean
County Clerk office - Main	Daily Fee Sheet	Computer printout	Clean
County Clerk office - Main	Births, Deaths, Marriages	Computer printout	Clean
County Clerk office - Main	Financial Statements	Computer printout	Clean
County Clerk office - Main	Estate & Guardian	Computer printout	Clean
County Clerk office - Main	Judgment Liens, Birth, Death, Marriage Certificates, Fiduciary, Appraisals, etc.	216 can files	Clean
County Clerk office - Room 2	Deeds of Trust	36 large books, 165 small books	Clean
County Clerk office - Room 2	Births	6 large books	Clean
County Clerk office - Room 2	Deaths	6 large books	Clean
County Clerk office - Room 2	Marriages	11 large books	Clean
County Clerk office - Room 2	Release Books	16 large books	Clean
County Clerk office - Room 2	Lien Records	1 large book	Clean
County Clerk office - Room 2	Notary Records	2 large books	Clean
County Clerk office - Room 2	Bonds	3 large books	Clean
County Clerk office - Room 2	Inventory/Settlements of Estates	15 large books	Clean
County Clerk office - Room 2	Corners Records	1 large book	Clean
County Clerk office - Room 2	Record of Administrators Executions Bonds	8 large books	Poor condition
County Clerk office - Room 2	Various Records	108 can files	Clean
County Clerk office - Room 2	Administrative forms, etc.	File cabinets	Clean
Sheriff's Tax office - Main	Land & Personal Property	10 computer printouts	Clean
Sheriff's Tax office - Main	Cards of Current Tax Records	6 drawers 5x7	Clean
Sheriff's Tax office - Main	Deeds of Trust Books (copies)	12 books	Clean
Sheriff's Tax office - Main	Active Work	4 legal size drawers	Clean
Sheriff's Tax office - Main	Work to be Audited	8 banker's boxes	Clean
Sheriff's Tax office - Basement	Paid Tax Receipts	137 banker's boxes	Clean
Sheriff's Tax office - Basement	Miscellaneous Papers	90 banker's boxes	Clean
Sheriff's Tax office - Basement	Land Books	10 books	Clean
Sheriff's Tax office - Third Floor Old Jail	Land Books	10 books	Clean
Sheriff's Tax office - Third Floor Old Jail	Settlement, Cancelled Checks	8 banker's boxes	Clean
Sheriff's Law Enforcement	Active Cases, Inactive Cases, Warrants, Identification Cards, Tickets	3 4-drawer legal size cabinets	Clean

Comments: COunty CLerk microfilm not counted. There is a need for storage for this county.

p1, P2, P3, P4, P5, P6, P7, P8, P9, P10, P11, P12, P13, P14, P15, P16, P17, P18, P19, P20

1.6 Disaster Plan	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
	No	Not provided	No	No	N/A

Comments

1.7 Staffing	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
1.7.A Number of Employees
Full time	6	Yes	5	5	N/A
Part time	1	Yes	1	1	N/A
Volunteers	0	No	0	0	N/A
1.7.B Records Training
Training received	None	None	Varies as needed	None	N/A
Opportunities available	None	None	None	None	N/A
1.1.D.b Average Daily Retrievals of Current Records
Staff use	Don't know	4 hours	None	Don't know	N/A
Public use	Don't know	None	None	Don't know	N/A
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	Don't know	1 hour	None	Don't know	N/A
Public use	Don't know	None	None	Don't know	N/A

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Photocopying
Volume of material copied	None	N/A	None other than filming original copies	None	N/A
Disposition of originals
Discarded			No
Placed in storage			Some - most are sent back to banks or owner
Microfilming
Internal
Volume of material microfilmed	None	N/A	N/A	None	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	None	N/A	N/A	None	N/A
Disposition of originals
Discarded			No
Placed in storage	Tax map mylars		Yes
Master copy stored (onsite or offsite )	Offsite
User copies available (record as yes/no)	Yes
Imaging/Digitizing
Internal
Volume of material digitized	None	None	N/A	None	N/A
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )	Onsite
Backup copies available (record as yes/no)
External
Volume of material digitized	N/A	N/A	N/A	None	N/A
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )			Onsite
Backup copies available (record as yes/no)			No

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)	Backup tapes	N/A	N/A	N/A	N/A
Software used	Microsoft NT	AS400	Complete System Support Inc. (CSSI)	N/A	N/A
Name and address of the vendor used	TMC, Fairmont, WV	Software Systems, Rt. 5 Box 120K26, Morgantown, WV 26505	CSSI, P.O.Box 597 Parkersburg, WV 26102	N/A	N/A
System support used	TMC	N/A	CSSI	N/A	N/A
Name and address of the vendor used	TMC, Fairmont, WV	N/A	CSSI, P.O.Box 597 Parkersburg, WV 26102	N/A	N/A
Security in place for the storage system	None	Password Entry	Vault	N/A	N/A
Security in place for the backup system	First backup tape for new system at home	Sheriff Tax Office	Vault	N/A	N/A
Procedural rules used for creation, storage, reformatting, and retirement of electronic records	Not provided	N/A	Per statute	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	No	Transfer of records to West Virginia University	Yes	Yes	N/A
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	No	No	N/A
Any records management guidelines used for electronic records (record as yes/no)	No	No	No	No	N/A

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	Yes	No	N/A
Lists contain record group, series, span date, and quantity data (record as yes/no)	N/A	Yes	Yes	N/A	N/A
Transfer documentation for these records (record as yes/no)	N/A	No	No	N/A	N/A

Comments

Morgan Index Page