1.1 The Physical Space Housing the Records |
Active
Records Area Main office |
Inactive
Records Area A Circuit clerk-jail cell Pros. Att. R4 Sheriff- jail cell County clerk-jail cell Assessor- jail house R1 |
Inactive
Records Area B Circuit clerk-
jail house Assessor-
jail house R2 |
1.1.A
Temperature (in degrees Fahrenheit) |
Assessor 71 Circuit Clerk 77 County Clerk 75 Sheriff 75 Prosecuting Attorney 72 |
Assessor 66 Circuit Clerk68 County Clerk 65 Sheriff 67 Prosecuting Attorney 72 |
Assessor 67 Circuit Clerk 67 County Clerk 67 Sheriff Prosecuting Attorney |
Humidity (record as % relative humidity) |
Assessor 47 Circuit Clerk 31 Sheriff 40 Prosecuting Attorney32 |
Assessor 31 Circuit Clerk 40 County Clerk 36 Sheriff 32 Prosecuting Attorney 32 |
Assessor Circuit Clerk 32 County Clerk 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 yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff 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 no |
Assessor Circuit Clerk Sheriff Prosecuting Attorney |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Mold - inactive (record as yes/no) |
Assessor Circuit Clerk County Clerk Sheriff Prosecuting Attorney |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney no |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Moisture, Dampness (record as yes/no) and note where |
Assessor no Circuit 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 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 yes Sheriff yes Prosecuting Attorney no |
Assessor yes 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 no County Clerk no Sheriff yes Prosecuting Attorney yes |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff yes Prosecuting Attorney yes |
Assessor Circuit Clerk County Clerk no Sheriff Prosecuting Attorney |
Sprinklers
(record as yes/no) |
Assessor yes Circuit Clerk County Clerk Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff no Prosecuting Attorney |
Assessor no Circuit Clerk no County Clerk no Sheriff Prosecuting Attorney |
1.1.E Type of security systems in place |
|
|
|
Locked or limited access to areas with records
(record as yes/no) |
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 |
Assessor yes Circuit Clerk yes County Clerk yes Sheriff Prosecuting Attorney |
Secured doors/windows (record as yes/no) |
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 County Clerk yes Sheriff Prosecuting Attorney |
Comments
1.2, 1.4, and
1.5 Quantity of Records Held and Condition of Records
Location |
Record Type |
Volume |
Condition |
County Clerk Main office |
Marriage records |
35 dockets |
Clean |
County Clerk Main office |
Index to marriage |
4 dockets |
Clean |
County Clerk Main office |
Clerk record fees |
4 dockets |
Clean |
County Clerk Main office |
Fiduciary order |
82 dockets |
Clean |
County Clerk Main office |
General index to fiduciary |
7 dockets |
Clean |
County Clerk Main office |
Index to wills |
2 dockets |
Clean |
County Clerk Main office |
Appraisements and sales |
49 dockets |
Clean |
County Clerk Main office |
Will book |
33 dockets |
Clean |
County Clerk Main office |
Land |
316 dockets |
Torn, dirt, red rot |
County Clerk Main office |
Personal property |
16 dockets |
Clean |
County Clerk Main office |
Maps |
7 dockets |
Clean |
County Clerk Main office |
Deeds |
540 dockets |
Clean |
County Clerk Main office |
General order |
25 dockets |
Clean |
County Clerk Main office |
Homestead record |
I docket |
Clean |
County Clerk Main office |
Bond record |
16 dockets |
Clean |
County Clerk Main office |
Judgment liens |
19 dockets |
Clean |
County Clerk Main office |
Surveyors |
3 dockets |
Clean |
County Clerk Main office |
Assignments |
1 docket |
Clean |
County Clerk Main office |
Lis pendens |
3 dockets |
Clean |
County Clerk Main office |
Lunacy commission record |
1 docket |
Clean |
County Clerk Main office |
Federal tax lien |
3 dockets |
Clean |
County Clerk Main office |
Church trustees |
1 docket |
Clean |
County Clerk Main office |
Reports of sales under trust deeds |
7 dockets |
Clean |
County Clerk Main office |
POA |
9 dockets |
Clean |
County Clerk Main office |
Road record |
1 docket |
Clean |
County Clerk Main office |
Mechanic lien |
5 dockets |
Clean |
County Clerk Main office |
Agreements |
2 dockets |
Clean |
County Clerk Main office |
Non county death |
4 dockets |
Clean |
County Clerk Main office |
Name change |
1 docket |
Clean |
County Clerk Main office |
Federal tax lien |
8 dockets |
Clean |
County Clerk Main office |
Debtor index to financing statements |
4 dockets |
Clean |
County Clerk Main office |
Record of oath |
3 dockets |
Clean |
County Clerk Main office |
Levy estate |
3 dockets |
Clean |
County Clerk Main office |
Financial statements |
6 dockets |
Clean |
County Clerk Main office |
General index |
37 dockets |
Clean |
County Clerk Main office |
Grantee creditor plaintiff |
6 dockets |
Clean |
County Clerk Main office |
Grantee debtor defendant |
6 dockets |
Clean |
County Clerk office Main |
Birth death records |
20 dockets |
Clean |
County Clerk office Main |
State tax lien |
1 docket |
Clean |
County Clerk office Main |
Discharge record |
11 dockets |
Clean |
County Clerk office Main |
Soldier discharge |
2 dockets |
Clean |
County Clerk office Main |
Sheriffs receipts |
2 dockets |
Clean |
County Clerk office Main |
Tax receipts |
28 dockets |
Clean |
County Clerk office Main |
Surveyors report |
2 dockets |
Clean |
County Clerk office Main |
Unpaid taxes |
22 dockets |
Clean |
County Clerk office Main |
Sales |
7 dockets |
Clean |
County Clerk office Main |
Appointments |
15 dockets |
Clean |
County Clerk office Main |
Court papers |
2 dockets |
Clean |
County Clerk office Main |
Commission settlements |
12 dockets |
Clean |
County Clerk office Main |
General county charts |
6 dockets |
Clean |
County Clerk office Main |
General county claims |
31 dockets |
Clean |
County Clerk office Main |
Justice fine fund |
1 docket |
Clean |
County Clerk office Main |
General relief |
2 dockets |
Clean |
County Clerk office Main |
Appraisements sales bills |
37 dockets |
Clean |
County Clerk office Main |
Monthly statement |
24 dockets |
Clean |
County Clerk office Main |
Monthly repairs |
12 dockets |
Clean |
County Clerk office Main |
Maps |
Hanging 2ft 5in linear |
Torn |
County Clerk office Main |
UCC |
70 document cans |
Clean |
County Clerk office Main |
General county |
30 document
cans |
Clean |
County Clerk office Main |
Pay roll |
7 document
cans |
Clean |
County Clerk office Main |
Social security |
3 document
cans |
Clean |
County Clerk office Main |
Conditional sales |
1 document
cans |
Clean |
County Clerk office Main |
Dog fund |
8 document
cans |
Clean |
County Clerk office Main |
Misc. papers |
3 document
cans |
Clean |
County Clerk office Main |
Sheriff receipts |
9 document
cans |
Clean |
County Clerk office Main |
Plats petition |
2 document
cans |
Clean |
County Clerk office Main |
Deposited statements |
6 document
cans |
Clean |
County Clerk office Main |
Receipts |
10 document
cans |
Clean |
County Clerk office Main |
Sheriff settlements |
4 document
cans |
Clean |
County Clerk office Main |
Delinquent |
4 document
cans |
Clean |
County Clerk office Main |
Petitions |
2 document
cans |
Clean |
County Clerk office Main |
Birth and death |
76 document
cans |
Clean |
County Clerk office Main |
Bonds |
8 document
cans |
Clean |
County Clerk office Main |
Oath of office |
2 document
cans |
Clean |
County Clerk office Main |
Adoption |
4 document
cans |
Clean |
County Clerk office Main |
OPA enrollment |
6 document
cans |
Clean |
County Clerk office Main |
Sheriff receipts |
5 document
cans |
Clean |
County Clerk office Main |
County court papers |
11 document
cans |
Clean |
County Clerk office Main |
Misc. |
9 document
cans |
Clean |
County Clerk office Main |
Wills |
27 document
cans |
Clean |
County Clerk office Main |
Release of judgment |
16 document
cans |
Clean |
County Clerk office Main |
Reports |
11 document
cans |
Clean |
County Clerk office Main |
Waivers |
1 document
cans |
Clean |
County Clerk office Main |
Ministerial certificates |
2 document
cans |
Clean |
County Clerk office Main |
Birth certificates |
document
cans |
Clean |
County Clerk office Main |
Death certificates |
17 document
cans |
Clean |
County Clerk office Main |
Oath of office |
2 document
cans |
Clean |
County Clerk office Main |
Deed of trust |
12 document
cans |
Clean |
County Clerk office Main |
Summons |
1 document
cans |
Clean |
County Clerk office Main |
Redemptions |
8 document
cans |
Clean |
County Clerk office Main |
Acting administrator |
2 document
cans |
Clean |
County Clerk office Main |
Guardian |
3 document
cans |
Clean |
County Clerk office Main |
Trust deeds |
174 dockets |
Clean |
County Clerk office Main |
Delinquent tax liens |
5 dockets |
Mold dirt torn |
County Clerk office Main |
Delinquent real estate |
9 dockets |
Surface dirt |
County Clerk office Main |
Voter registration |
48 dockets |
Clean |
County Clerk office Main |
Election records |
3 dockets |
Clean |
County Clerk office Main |
Grantor |
2 dockets |
Clean |
County Clerk office Main |
Transfers |
4 dockets |
Clean |
County Clerk office Main |
General election |
2 dockets |
Clean |
County Clerk office Main |
Release deeds |
73 dockets |
Clean |
County Clerk office Main |
Report of state commission delinquent lands |
31 dockets |
Clean |
County Clerk office Main |
Misc. records |
9 dockets |
Clean |
County Clerk Jail Cell |
Deed |
180 dockets |
Surface dirt |
County Clerk Jail Cell |
Blue prints |
5ft height |
Surface dirt |
County Clerk Jail Cell |
Maps |
Non standard cardboard box 5ftL |
Surface dirt |
County Clerk Jail Cell |
Misc. records |
54 banker boxes |
Surface dirt |
County Clerk Jail Room |
Dockets |
5ft4in x 5ft6in x 33in pile of dockets on the floor |
Horrible condition |
County Clerk Jail Room |
Dockets |
3ft x 3ft3inx 2ft2in pile of dockets on the floor |
Horrible condition |
Circuit Clerk main office |
|
Machine each row contains 5 metal containers 1ft x
1ft containing file folders |
clean |
Circuit Clerk main office |
Civil |
5 rows |
clean |
Circuit Clerk main office |
Juvenile |
1 rows |
clean |
Circuit Clerk main office |
Felony |
5 rows |
clean |
Circuit Clerk main office |
Domestic |
7 rows |
clean |
Circuit Clerk main office |
Mental hygiene |
1 row |
clean |
Circuit Clerk main office |
Law order |
187 document cans |
clean |
Circuit Clerk main office |
Chancery |
279 doc cans |
clean |
Circuit Clerk main office |
Executions |
24 doc cans |
clean |
Circuit Clerk main office |
Custody guidelines |
1 doc can |
clean |
Circuit Clerk main office |
Petitions |
3 doc cans |
clean |
Circuit Clerk main office |
Release orders |
1 doc cans |
clean |
Circuit Clerk main office |
Juvenile order |
25 doc cans |
clean |
Circuit Clerk main office |
Criminal orders |
6 doc cans |
clean |
Circuit Clerk main office |
County court |
10 doc cans |
clean |
Circuit Clerk main office |
Cards |
Lateral metal 5d |
clean |
Circuit Clerk main office |
Mental health |
1d lateral |
clean |
Circuit Clerk main office |
Juvenile and adoption |
1d lateral |
clean |
Circuit Clerk main office |
Misc. |
1d lateral |
clean |
Circuit Clerk main office |
Pistol permits and attachments |
1d vertical |
clean |
Circuit Clerk main office |
Bail and civil |
1d vertical |
clean |
Circuit Clerk main office |
Jury orders |
2d vertical |
clean |
Circuit Clerk main office |
Orders |
2d vertical |
clean |
Circuit Clerk main office |
Grand jury tapes |
1d vertical |
clean |
Circuit Clerk main office |
Warrants and summons |
1d vertical |
clean |
Circuit Clerk main office |
Divorce |
1d vertical |
clean |
Circuit Clerk main office |
County court |
111 dockets |
clean |
Circuit Clerk main office |
End chancery |
231 dockets |
clean |
Circuit Clerk main office |
Promisous |
48 dockets |
clean |
Circuit Clerk main office |
Chancery orders |
34 dockets |
clean |
Circuit Clerk main office |
Process |
2 dockets |
clean |
Circuit Clerk main office |
Record of fees |
1 docket |
clean |
Circuit Clerk main office |
Law execution |
9 dockets |
clean |
Circuit Clerk main office |
Transcript |
4 dockets |
clean |
Circuit Clerk main office |
Record of commission bonds |
4 dockets |
clean |
Circuit Clerk main office |
Witness record |
4 dockets |
clean |
Circuit Clerk main office |
Jury commission |
2 dockets |
clean |
Circuit Clerk main office |
Mental hygiene |
4 dockets |
clean |
Circuit Clerk main office |
Domestic orders |
5 dockets |
clean |
Circuit Clerk main office |
Criminal orders |
3 dockets |
clean |
Circuit Clerk main office |
Civil orders |
51 dockets |
clean |
Circuit Clerk jail cell |
Misc. records |
Non standard cardboard box 140ft linear |
Dirt, mold |
Circuit Clerk jail house room |
Criminal |
28 dockets |
Dirt, mold, mildew, torn
and missing bindings, red rot |
Circuit Clerk jail house room |
Misc. |
17 dockets |
Dirt, mildew, mold, torn, and missing bindings, red
rot |
Circuit Clerk jail house room |
Lunacy |
2 dockets |
Dirt, mildew, mold, torn and missing bindings, red
rot |
Prosecuting attorney main office |
Open cases |
8d vertical metal |
Clean |
Prosecuting attorney main office |
Closed cases |
Non standard cardboard boxes 4ft linear |
Clean |
Prosecuting attorney |
2000-2002 closed cases |
Non standard cardboard boxes the entire room |
clean |
|
|
|
clean |
Assessor main office |
Assessments |
16d vertical metal |
clean |
Assessor main office |
Property cards |
7d lateral |
clean |
Assessor main office |
Land |
16 dockets |
clean |
Assessor main office |
Personal Property |
4 dockets |
clean |
Assessor main office |
Maps |
6 dockets |
clean |
Assessor main office |
Address |
6 dockets |
clean |
Assessor R1 |
Personal property |
158 dockets |
Mold, torn, red rot |
Assessor R1 |
Land |
196 dockets |
Mold, torn, red rot |
Assessor R1 |
Bond records |
4 dockets |
Mold, torn, red rot |
Assessor R1 |
Reimbursements |
4 dockets |
Mold, torn, red rot |
Assessor R1 |
Sheriff |
12 dockets |
Mold, torn, red rot |
Assessor R1 |
Surety |
3 dockets |
Mold, torn, red rot |
Assessor R1 |
Crop liens |
1 dockets |
Mold, torn, red rot |
Assessor R1 |
Misc. records |
1 docket |
Mold, torn, red rot |
Assessor R1 |
Supervisor record |
1 docket |
Mold, torn, red rot |
Assessor R1 |
Fee records |
4 dockets |
Mold, torn, red rot |
Assessor R2 |
Computer post |
3 large banker |
Mold, torn, red rot |
Assessor R2 |
Paid tickets |
5 large banker |
Mold, torn, red rot |
Assessor R2 |
Misc. |
5ft4in x 5ft6in x 33inh pile of dockets |
Mold, torn, red rot |
Assessor R2 |
Misc. |
3ft x 3ft3in x 2fth pile of dockets |
Mold, torn, red rot |
Sheriff office |
Tax liens |
6 dockets |
clean |
Sheriff office |
Delinquent land |
2 dockets |
clean |
Sheriff office |
Personal property |
3 dockets |
clean |
Sheriff office |
Committee accounts |
3d vertical |
clean |
Sheriff office |
Correspondence tax |
2d vertical |
clean |
Sheriff office |
Liens |
2d vertical |
clean |
Sheriff office |
Misc. |
3d vertical |
clean |
Sheriff office |
Bank recon |
1d vertical |
clean |
Sheriff office |
Statements |
1d vertical |
clean |
Sheriff office |
Tax |
8d vertical |
clean |
Sheriff office |
DMV |
2d vertical |
clean |
Sheriff office |
Fiduciaries |
2d vertical |
clean |
Sheriff office |
Checks |
1 banker box |
clean |
Sheriff office |
Exonerations |
1 banker |
clean |
Sheriff office |
Receipts |
1 banker |
clean |
Sheriff jail cell |
Sheriff records |
199 banker boxes |
Surface dirt |
Sheriff jail cell |
Sheriff records |
11 large banker boxes |
Surface dirt |
Sheriff jail cell |
Sheriff records |
8 small banker boxes |
Surface dirt |
Sheriff jail cell |
Audio tapes |
2ft linear |
Surface dirt |
Sheriff jail cell |
Misc. |
14 linear
dockets |
Surface dirt |
Comments: in the
county clerk jail room the first pile of dockets stated above has an open water
pipe pertruding through the middle of the pile. the dockets are covered in mold
and they are falling apart. The janitor told us that the dockets had been
stored in the attic were they started to decay. view pictures.
The second floor of the jail contained the
circuit clerks records. Ten jail cells being 7 ft in depth and 2- 24ft linear
rows of bars was the measurements used in calculating the linear feet. I
multiplied each 7ft depth by 2 because two sides of each cell were used to
store records.
prosecutting
attorney destroyed all records before 2000. on the 4th floor a room
stores all cases between 2000-2002 in banker boxes. the prosecutting attorney
said he needs more space and employees.
1.6 Disaster
Plan |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
|
no |
No |
No |
no |
no |
Comments county
clerk marked not provided
1.7 Staffing |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
1.7.A Number
of Employees |
|
|
|
|
|
Full time |
5 |
3 |
|
3 |
3 |
Part time |
0 |
1 |
|
1 |
1 |
Volunteers |
0 |
0 |
|
0 |
0 |
1.7.B Records Training |
|
|
|
|
|
Training received |
None |
None |
|
None |
None |
Opportunities available |
None |
None |
|
None |
None |
1.1.D.b
Average Daily Retrievals of Current Records |
|
|
|
|
|
Staff use |
8 hours |
8 hours |
8 hours |
8hrs |
8 hours |
Public use |
|
|
8 hours |
|
|
Comments County clerk wrote yes for numbers of employees
1.8 Reformatting/Duplication |
Assessor |
Circuit
Clerk |
County
Clerk |
Sheriff |
Prosecuting
Attorney |
Microfilming |
no |
|
|
no |
no |
Internal |
|
|
|
|
|
Volume of material microfilmed |
|
|
|
|
|
Disposition of originals |
|
Stored |
|
|
|
Discarded |
|
No |
|
|
|
Placed in
storage |
|
Yes |
yes |
|
|
Master copy stored onsite or offsite |
|
|
|
|
|
User copies available (record as yes/no) |
|
Yes |
|
|
|
Backup copies available (record as yes/no) |
|
yes |
|
|
|
Comments The circuit clerk said that all of the law dockets are on microfilm. The circuit clerk office stores the original and a copy is kept at the cultural center in Charleston, WV.
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) |
Same as state tax dept. |
|
|
|
Braxton 1 |
Software used |
|
Software |
|
Software |
|
Name and address of the vendor used |
|
Morgantown, WV |
|
Morgantown, WV |
|
System support used |
|
Same |
|
|
|
Name and address of the vendor used |
|
Same |
|
|
Password |
Security in place for the storage system |
|
Passwords |
|
Password |
|
Security in place for the backup system |
|
Passwords |
|
|
|
Procedural rules used for creation, storage,
reformatting, and retirement of electronic records |
n/a |
n/a |
n/a |
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 |
|
1977 records schedule |
|
|
|
Documentation processes to show what records have
been destroyed in the past five years (record as yes/no) |
no |
No |
no |
no |
no |
Any records management guidelines used for
electronic records (record as 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 |
no |
no |
Lists contain record group, series, span date, and quantity
data (record as yes/no) |
|
yes |
|
|
|
Transfer documentation for these records (record
as yes/no) |
|
|
|
|
|
Comments