West Virginia Public Records

Choose circuit or magistrate access before looking for documents

The judiciary's court-record landing page separates circuit and magistrate searches covering all 55 counties. The West Virginia court directory provides a starting point for identifying the court and clerk when a result requires follow-up.

The magistrate-search explanation describes a free name or case-number search limited to 30 records. It does not provide document images. Record the county and case number and contact that magistrate clerk for the particular document.

By contrast, the judiciary's public-information guide describes registered access to public circuit-court documents. A statement that "West Virginia court documents are not online" overlooks this distinction. A statement that every court's documents can be downloaded is equally inaccurate.

Check case dates and save purchased documents promptly

The WVPASS FAQ identifies public circuit cases filed from July 1, 1999 onward and distinguishes free browsing of case details from paid document access. It says purchased documents remain viewable through purchase history for 30 days. Save the needed copy and its citation within that period.

The court's launch announcement sets a 25 cent per page document charge plus a card processing fee for ordinary public users. Check the case, the document and the total shown before paying; there is no refund for choosing the wrong case.

For an older case or a missing public item, ask the circuit clerk about the retained file. The circuit-clerk manual distinguishes public access from records restricted by a statute, rule or court order. A failed portal search does not by itself establish which of those circumstances applies.

Use the assessment identifier without treating the map as a survey

The state's property-assessment guide explains the county-district-map-parcel-suffix structure of a GIS parcel ID. Other screens may show abbreviated versions or a differently formatted assessment ID. Preserve the full identifier and its label when moving between the viewer, assessor and county records.

The Property Viewer help says its parcel geometry is for tax assessment and does not establish legal boundaries. It directs errors to the county assessor. Save the deed or survey reference when asking about a discrepancy, rather than relying only on a screenshot of a line drawn on the map.

That help also distinguishes surface parcels from mineral parcels, which the viewer does not display. Ask the Property Tax Division's mineral mapping staff about the available mineral-tax maps for the particular county. Do not describe a surface parcel search as a complete mineral-interest search.

Follow the instruments and both sides of the index

West Virginia Code §39-2-2 describes general indexing of grantors and grantees for deeds, trust deeds, releases, leases and other writings. It also addresses indexing where a trustee or other officer executes the instrument. Search the relevant parties and roles rather than only the present surface owner's name.

For a lease or mineral-interest question, read the recorded instrument and its legal description, exceptions and references. Preserve the county, book and page or instrument number and the names exactly as recorded. A tax-map result or well permit can help locate a property, but it does not supply the text of a conveyance or reservation.

Build a dated sequence of the documents actually retrieved. Mark a missing referenced instrument as an unresolved step rather than silently connecting two records because their surnames or locations resemble one another. This makes a follow-up request to the recording office more precise.

Carry the API number between DEP and the Geological Survey

DEP provides separate permit and well searches. Each warns of a 5,000-result limit. Refine an oversized query before treating the returned list as a complete inventory.

The Geological Survey's digital-record help describes a ten-digit API number: state code 47, a three-digit county code and a five-digit permit number. Preserve leading zeros. The same well should be followed using that identifier when retrieving a plat, completion report or other scanned file.

The help page separates file modification date from batch date and requires a primary search condition beyond modification date alone. A recently modified digital file is not necessarily a newly drilled well. Read the date and event inside the record before describing its age.

The Pipeline Plus overview links locations, completion information, production, plugging and scanned documents. Production coverage is described as generally extending from 1979, rather than uniformly covering every well from that year. Preserve the reporting period and the kind of record used.

The file repositories provide another route to scanned logs, plats, completion reports and plugging affidavits. Large log images may need to be downloaded and opened in suitable software. Retain the original filename and API number when sharing a research citation.

Use names, officers and status filters deliberately

The Secretary's business-organization search tips support keywords and the percent sign as a wildcard. The page says results can include fictitious names registered with the Tax Department. Open the record to distinguish an operating name from the associated organization.

The advanced search offers agent/officer, record ID, entity type, date, location and active/inactive criteria. It remembers selections, so use Reset before starting an unrelated inquiry. A leftover county or status filter can conceal the record you need.

The separate entity and certificate service distinguishes free registration details from a purchased official certificate. Retain the registered number and formation date with the result. For a historical transaction, examine the relevant filing or record date instead of assuming today's status describes the organization at that earlier time.

Use the FOIA database to identify a lead, then ask for the actual records

The Secretary's FOIA database description says it contains basic information about completed requests, not the responsive documents. A useful entry can identify a public body and the nature of a prior request, but it is not a download link to the released file.

The database FAQ explains that pending requests are not tracked there and describes reporting by the tenth day of the month after completion. It also describes a five-year online availability period. An absent entry can reflect timing or scope rather than proving that no one ever requested the subject.

If a completed-request entry identifies relevant material, direct a new, specific request to the body that holds it. Include the earlier request's subject or reference, the particular documents needed and the relevant dates. The Secretary's log helps locate the custodian; it does not transfer custody of every agency's underlying records.