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 3rd
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 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 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.
3rd
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