1.1 The Physical Space Housing the Records	Active Records Area Main Office	Inactive Records Area A Circuit Clerk Storage Rooms R1, R2, R3, R4 County Clerk Basement Sheriff Attic	Inactive Records Area B Circuit Clerk Storage Rooms R5, R6, R7 County Clerk Hall behind Main Office R2
1.1.A Temperature (in degrees Fahrenheit)	Assessor R1-73 Circuit clerk 70 County Clerk 71 Sheriff 82.4 Prosecuting Attorney 71	Assessor 70 Circuit Clerk R167, R2 55, R3 57, R4 59 County Clerk 70 Sheriff 60 Prosecuting Attorney	Assessor Circuit Clerk R5 59, R6 59, R7 60 County Clerk R2 71 Sheriff Prosecuting Attorney
Humidity (record as % relative humidity)	Assessor 33 Circuit Clerk 32 County Clerk 44 Sheriff 37 Prosecuting Attorney 38	Assessor Circuit Clerk 36, R2 54, R3 59, R4 61 County Clerk433 Sheriff 40 Prosecuting Attorney	Assessor Circuit Clerk R5 59, R6 59, R7 56 County Clerk R2 32 Sheriff Prosecuting Attorney
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 all R-no County Clerk no Sheriff attic- no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney
1.1.C Pollutants and other hazards to records
Mold - inactive (record as yes/no)	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney
Moisture, Dampness (record as yes/no) and note where	Assessor yes Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk yes holes in the ceiling County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk yes holes in the ceiling County Clerk no Sheriff Prosecuting Attorney
Animals - past note kind	Assessor yes mice Circuit Clerk yes mice County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk mo Sheriff Prosecuting Attorney
Insects - alive note kind	Assessor no Circuit Clerk yes roaches County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk mo Sheriff Prosecuting Attorney
Insects - past note kind	Assessor yes ants Circuit Clerk yes roaches County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney
Dust or grime on records	Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney no	Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk yes Sheriff 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 yes	Assessor Circuit Clerk no County Clerk no Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney
Sprinklers (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor yes Circuit Clerk no County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk County Clerk yes Sheriff Prosecuting Attorney
1.1.E Type of security systems in place
Locked or limited access to areas with records (record as yes/no) Yes locked and limited access to all spaces	Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes	Assessor Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk Sheriff Prosecuting Attorney
Alarm system (record as yes/no)	Assessor yes Circuit Clerk yes County Clerk no Sheriff no Prosecuting Attorney no	Assessor Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney	Assessor Circuit Clerk no County Clerk no Sheriff 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 yes County Clerk yes Sheriff yes Prosecuting Attorney	Assessor Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney

Comments Circuit clerk office is located in the judicial annex across the street from the court house.

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

Location	Record Type	Volume	Condition
Circuit Clerk office	Domestic violence	12 vertical drawers	Clean
Circuit Clerk office	Divorces	16 vertical drawer	Clean
Circuit Clerk office	Current Court	16 vertical drawers	Clean
Circuit Clerk office	Criminal Cases	8 vertical drawers	Clean
Circuit Clerk office	Civil/criminal	10 vertical drawers	Clean
Circuit Clerk office	Misc.	160 vertical drawers	Clean
Circuit Clerk office	Laws/ Criminal	299 dockets	Clean/Dirt/Torn
Circuit Clerk office	Civil	120 vertical drawers	Clean
Circuit Clerk office	Civil actions	55 dockets	Clean/Dirt/Torn
Circuit Clerk office	Domestic	21dockets	Clean
Circuit Clerk office	Law orders	79 dockets	Clean/Dirt/Torn
Circuit Clerk office	Code books	5dockets	Clean
Circuit Clerk office	Mental Health	6 dockets	Clean
Circuit Clerk office	Adoptions	6 dockets	Clean
Circuit Clerk office	Juvenile	17 dockets	Clean
Circuit Clerk office	Adoptions	8 vertical drawers	Clean
Circuit clerk down hall	Indexes	30 dockets	Clean
Clerk Circuit old room	Law orders	60 dockets	Clean
Clerk Circuit old room	Law criminal orders	86 dockets	Clean
Circuit clerk old room	Minute Books	10 dockets	Clean
Circuit clerk old room	Chancery orders	80 dockets	Clean
Circuit clerk old room	Civil orders	142 dockets	Clean/Dirt/Torn
Circuit clerk old room	Cash	15 dockets	Clean
Circuit clerk old room	Misc.	50 dockets	Clean
Circuit clerk old room	Civil Actions	100 vertical drawers	Clean
Circuit clerk old room	Divorce and domestic	140 vertical drawers	Clean
Circuit clerk old room	Civil actions	20 dockets	Clean
Circuit clerk old room	Misc.	55 banker boxes	Clean
Circuit clerk R2	Chancery /Misc.	30 dockets	Clean/Torn
Circuit clerk R2	Chancery	8 banker boxes	Clean
Circuit clerk R2	Civil legal	15 dockets	Clean/Torn
Circuit Clerk R3	Misc.	240 vertical drawers	Clean
Circuit Clerk R3	Misc.	Wooden shelf 123 inches length 4 shelves- 23inH each, 30 non standard cardboard boxes	Surface dirt
Circuit Clerk R3	Misc.	15 banker boxes	Surface dirt
Circuit Clerk R4	Wooden shelf	68in x 20in x 161in	Surface dirt
Circuit Clerk R4	Mental Hygiene	20 N.S.CardboardBoxes	Surface dirt
Circuit Clerk R4	Juvenile	70 N.S.C.B	Surface dirt
Circuit Clerk R4	Misc.	25 banker boxes	Surface dirt
Circuit Clerk R4	Misc.	80 legal boxes	Surface dirt
Circuit Clerk R5	Wooden shelf	64inw 8 shelves-23in each	Surface dirt
Circuit Clerk R5	Misc.	12 vertical drawers	Surface dirt
Circuit Clerk R5	Misc.	50 boxes	Surface dirt
Circuit Clerk R6	Misc.	25 misc. boxes	Surface dirt
Circuit Clerk R6	Various files	36 vertical drawers	Surface dirt
Circuit Clerk R6	Wood shelf	51inl x 18inw x 285inH	Surface dirt
Circuit Clerk R6	Misc.	46 nonstandard boxes	Surface dirt
County Clerk office	Fiduciary Records	440 dockets	Clean
County Clerk office	Misc. Records	5 dockets	Clean
County Clerk office	General Index Wills	17 dockets	Clean
County Clerk office	Personal Property	66 dockets	Clean
County Clerk office	Federal Tax Lien	4 dockets	Clean
County Clerk office	Sewer Assessments	1 dockets	Clean
County Clerk office	Index Condition Sales Contracts	1 docket	Clean
County Clerk office	Chattel Mortgages	92 dockets	Clean
County Clerk office	Judgment Liens	11 dockets	Clean
County Clerk office	Will	129 dockets	Clean
County Clerk office	List of distributions	4 dockets	Clean
County Clerk office	Index of Birth	8 dockets	Clean
County Clerk office	Register of Birth	49 dockets	Clean
County Clerk office	Fiduciary	72 dockets	Clean
County Clerk office	Index of death	6 dockets	Clean
County Clerk office	Register of Death	39 dockets	Clean
County Clerk office	General Index	1 docket	Clean
County Clerk office	Corporation Record	52 dockets	Clean
County Clerk office	Report of Sales Trust	22 dockets	Clean
County Clerk office	Conditional sales Contracts	1 dockets	Clean
County Clerk office	Book of assignments	6 dockets	Clean
County Clerk office	Statements	3 dockets	Clean
County Clerk office	Physicians	1 dockets	Clean
County Clerk office	General Index Reimbursements	1 docket	Clean
County Clerk office	Reimbursements Agreements	1 docket	Clean
County Clerk office	UCC debtor index	9 dockets	Clean
County Clerk office	Bill of sale record	2 dockets	Clean
County Clerk office	Lis Pendens	2 dockets	Clean
County Clerk office	Debtor index of finance	12 dockets	Clean
County Clerk office	Change of name	2 dockets	Clean
County Clerk office	Assumed name	3 dockets	Clean
County Clerk office	License	1 docket	Clean
County Clerk office	Misc. Records	1 docket	Clean
County Clerk office	Church Trustee	5 dockets	Clean
County Clerk office	Coroners Records	4 dockets	Clean
County Clerk office	Report of Commissioner Fortified	4 dockets	Clean
County Clerk office	Auditors Report	2 dockets	Clean
County Clerk office	Financial Statements	6 dockets	Clean
County Clerk office	Delinquent	16 dockets	Clean
County Clerk office	Recap. Personal Property	1 docket	Clean
County Clerk office	Birth Certificate	8 document cans	Clean
County Clerk office	Consent to Marry	1 document can	Clean
County Clerk office	Official Bonds	4 document cans	Clean
County Clerk office	Notary bonds	11 document cans	Clean
County Clerk office	Ministerial	1 document cans	Clean
County Clerk office	Administrative bonds	6 document cans	Clean
County Clerk office	Guardian bonds	3 document cans	Clean
County Clerk office	Release of Estates	9 document cans	Clean
County Clerk office	Trustees report of sales	25 document cans	Clean
County Clerk office	Executions	2 document cans	Clean
County Clerk office	Bank bonds	1 document can	Clean
County Clerk office	Birth/Death Correction	4 document cans	Clean
County Clerk office	Administer quality	1 document cans	Clean
County Clerk office	Assignments factor liens	2 document cans	Clean
County Clerk office	Church Trustees	2 document cans	Clean
County Clerk office	Misc.	1 document cans	Clean
County Clerk office	Contractor Statements	7 vertical drawers	Clean
County Clerk office	State Tax dept	2 vertical drawers	Clean
County Clerk office	Estate claims	2 vertical drawers	Clean
County Clerk office	County Commissioner	2 vertical drawers	Clean
County Clerk office	Administrative bonds	30 dockets	Clean
County Clerk office	Executor bonds	3 dockets	Clean
County Clerk office	Ministerial bond	3 dockets	Clean
County Clerk office	Guardian	7 dockets	Clean
County Clerk office	Order book Tax exonerations	96 dockets	Clean
County Clerk office	Index to bonds	6 dockets	Clean
County Clerk office	Notary bond	13 dockets	Clean
County Clerk office	Index to Order	10 dockets	Clean
County Clerk office	General bond	1 docket	Clean
County Clerk office	County Airport	1 docket	Clean
County Clerk office	Official bonds	4 dockets	Clean
County Clerk office	Oversees of the poor	1 docket	Clean
County Clerk office	Minute book	2 dockets	Clean
County Clerk office	Jail records	1 banker box	Clean
County clerk inactive R1	Deed books	544 dockets	Clean, surface dirt
County clerk inactive R1	Land books	55 dockets	Clean, surface dirt
County clerk inactive R1	Delinquent Land	32 dockets	Clean, surface dirt
County clerk inactive R1	Grantor index	120 docket	Clean, surface dirt
County clerk inactive R1	Plat book	25 dockets	Clean
County clerk inactive R1	Plans right of way	1 docket	Clean
County clerk inactive R1	Road record	2 dockets	Clean
County clerk inactive R1	Surveyors reporter	2 dockets	Clean
County clerk inactive R2 h	Settlements	12 document cans	Clean
County clerk inactive R2 h	Financing statements	14d vertical metal letter	Clean
County clerk inactive R2 h	Statements	32d vertical	Clean
County clerk inactive R2 h	Estates	53 x 28cubic feet	Clean
County clerk inactive R2 h	Marriage license	20 legal	Clean
County clerk inactive R2 h	Estates	1 legal	Clean
County clerk inactive R2 h	Transfers	3 legal	Clean
County clerk inactive R2 h	Welfare claims	1 legal	Clean
County clerk inactive R2 h	Adoptions and corrections	4 legal	Clean
County clerk inactive R2 h	Delinquent tax	2 legal	Clean
County clerk inactive R2 h	Monthly reports	2 legal	Clean
County clerk inactive R2 h	Hunting fishing	2 legal	Clean
County clerk inactive R2 h	Births and deaths	2 legal	Clean
County clerk inactive R2 h	Fee sheets	3 legal	Clean
County clerk inactive R2 h	Stationary	11 bankers	Clean
Assessors office	Release Record	108 dockets	Clean
Assessors office	General index release records	6 dockets	Clean
Assessors office	Index release grantor	8 dockets	Clean
Assessors office	Mortgage	83 dockets	Clean
Assessors office	Execution dockets	3 dockets	Clean
Assessors office	Delinquent land	2 dockets	Clean
Assessors office	Lien book	1057 dockets	Clean
Assessors office	State and federal city tax liens	8 document cans	Clean
Assessors office	Financial statements	1 document can	Clean
Assessors office	Mechanic liens	1 document can	Clean
Assessors office	Distress Warrants	1 document cans	Clean
Assessors office	Redemption	11 document cans	Clean
Assessors office	Municipal records	1 document cans	Clean
Assessors office	Delinquent Tax receipts from sheriff	2 document cans	Clean
Assessors office	Grantor index Deeds of trust	27 document cans	Clean
Assessors office	Debtor index to lien	61 document cans	Clean
Assessors office	Maps	15 vertical draws	Clean
Assessors office	Tax maps	40 dockets	Clean
Assessors office	Property Record cards	64 vertical drawers	Clean
Assessors office	Assessor files	23 banker boxes	Clean
Assessors office	Alpha Property Card index machine with business personal property, homestead cards, class letters, pickup cards, exonerations, DMV	1ftx1ft boxes holding these records in card form	Clean
Assessors office	DMV	54 dockets	Clean
Assessors office	Personal Property	40 dockets	Clean
Assessors office	Boats	2 dockets	Clean
Assessors office	Law Taxes	64 dockets	Clean
Assessors office	Personal Property Cards	20 cards	Clean
Assessors office	Mobile home	4 vertical drawers	Clean
Assessors office	Dog tag	4 vertical drawers	Clean
Assessors office	Tax map	15 dockets	Clean
Sheriff office	Sale Systems Forms	8 vertical drawers	Clean
Sheriff office	Redemption	8 vertical drawers	Clean
Sheriff office	Transfers of Real Estate	8 vertical drawers	Clean
	Copies of tax Receipts	5 vertical drawer	Clean
	Misc.	4 nonstandard boxes	Clean
Sheriff office	Accident reports	1d vertical metal	Clean
Sheriff office	Concealed weapons	1d vertical metal	Clean
Sheriff office	Case files	2d vertical metal	Clean
Sheriff office	Civil service	1d vertical metal	Clean
Sheriff office	Deputy employment files	1d vertical	Clean
Sheriff office	Home confinement and fingerprints	1d vertical	Clean
Sheriff office	Tax tickets	12d vertical	Clean
Sheriff office	Address	6d vertical	Clean
Sheriff office attic	Probation	2 banker boxes	Surface dirt
Sheriff office attic	Voter registration	2 banker boxes	Surface dirt
Sheriff office attic	Private property	2 banker boxes	Surface dirt
Sheriff office attic	Jail records	1 banker boxes	Surface dirt
Sheriff office attic	Voter information	7 banker boxes	Surface dirt
Prosecuting attorney office	Criminal	19d vertical	Clean
Prosecuting attorney office	Felony	10d vertical	Clean
Prosecuting attorney office	Civil	16d vertical	Clean
Prosecuting attorney office	Juvenile	10d vertical	Clean
Prosecuting attorney office	Guardian	4d vertical	Clean
Prosecuting attorney office	Misdemeanor	8d vertical	Clean

Comments: The Sheriff's Office stores records offsite. All of the inactive records for the circuit clerk office are stored in the Magistrate building across from the courthouse. The ceiling of the Magistrate building has holes in it, so a person can look up and see the sky, therefore when it rains water flows freely into these rooms. The WALLS IN this area consist of insulation only. NONE OF THE ASSESSOR INACTIVE RECORDS WERE assessed. NONE OF THE INACTIVE OFFICES FOR THE PROSECUTTING ATTORNEY WERE assessed. In the attic storage records were scattered around on the floor. No security system mentioned to us.

P1, P2, P3, P4, P5, P6, P7, P8, P9

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	19	12	Answered yes	52 in all	n/a
Part time	0	1	No	2	N/A
Volunteers	0	0	0	0	N/A
1.7.B Records Training
Training received	5 hours in house	None		N/A	None
Opportunities available	None	None	Yearly Training	N/A	None
1.1.D.b Average Daily Retrievals of Current Records
Staff use	2 hours	0	8 hours	8 hours	8 hours
Public use	0	0	8 hours	0	0
1.7.D.b Average Daily Retrievals of Stored Records
Staff use	0	0	8 hours	0	0
Public use	0	0	8 hours	0	0

Comments

1.8 Reformatting/Duplication	Assessor	Circuit Clerk	County Clerk	Sheriff	Prosecuting Attorney
Microfilming
Internal			Didn't know
Volume of material microfilmed
Disposition of originals
Discarded			Yes
Placed in storage			No
Master copy stored onsite or offsite			Onsite
User copies available (record as yes/no)			yes
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
Internal
Volume of material digitized			500	Didn't know
Disposition of originals
Discarded			Yes
Placed in storage			No
Master copy stored (onsite or offsite )			Onsite	Onsite
Backup copies available (record as yes/no)			no	Yes
External
Volume of material digitized	All tax maps
Disposition of originals
Discarded
Placed in storage
Master copy stored (onsite or offsite )
Backup copies available (record as yes/no)

Comments: assessor said almost 80% of duplication for electronic format is done at the state level for the tax department. County clerk did internal microfilming until 1987 when it was transferred to imaging. the vendor is responsible for the storing of the microfilm. the county approximates that 500,000 oversized and regular pages are contained in each volume which there are approximately 650 volumes.

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)	Dog Tags, Supplemental Accounts, Exonerations, Mobil Home, Personal Property, Real Estate Appraisals	Index, Docket Sheets, Reports, etc	Deeds, Marriage, Deaths, Will, Probate, Liens	Several Formats Tax records	n/a
Software used	Custom CLT	AS 400	OTG Scanner Software	Cobol, Lotus, Excel, Word	Microsoft Word
Name and address of the vendor used	In house programmer Doug Herrington Cole Layer Trumble Co. 3199 Klepinger Rd. Dayton Ohio 45406	Software Systems 23 university Ave. Morgantown WV 26508	In house	Wood County	n/a
System support used	Local State Tax Dept.	AS 400	In house	County	n/a
Name and address of the vendor used	Doug Herrington Dept. Tax: Revenue, Property Divisions, PO Box 2389 Charleston WV 25328-2389	IBM	In house		n/a
Security in place for the storage system	Several Passwords and Firewall through WVNET			Password	n/a
Security in place for the backup system	Local backup tape stored offsite	Nightly backups in safe	Offline no access
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	Yes	Yes	No	No
Documentation processes to show what records have been destroyed in the past five years (record as yes/no)	No	Yes	Yes	Yes	No
Any records management guidelines used for electronic records (record as yes/no)	No	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	Yes	No	Yes	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

Wood Index Page