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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 |