1.1 The Physical Space Housing the Records |
Active
Records Area Main
Offices Circuit
Clerk Main Vault |
Inactive
Records Area A Circuit
Clerk 2nd 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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