DCR 3.123 Checking Documents & Shredding Documents
All original court documents submitted to the Office of the Clerk of the District Court are scanned and indexed in the appropriate court file. Every employee in the Clerk's office shall be trained in scanning and indexing documents. Scanned and indexed documents are then placed in a cabinet in the Clerk's office.
For Quality Assurance, a Supervisor, or Supervisor's designee, will conduct random checks of the scanned documents to ensure that they are being scanned appropriately. If there is a concern, the Supervisor will follow up as Supervisor deems appropriate, which may include additional training.
After the Clerk's office has completed Quality Assurance ("Q/A"), the documents are then kept for the following periods of time:
Documents with no matching, individual file, such as Domestic, Limited Actions, Traffic, Civil Miscellaneous (i.e.State Tax Warrants, Liens, Statutory Bonds), are kept for 1 month (after the Q/A) and then will be 1) shredded if they contain confidential information; or 2) recycled.
Documents for Civil law are kept for 1 month (after the Q/A) and then those documents are placed in recycle bins. Any documents with confidential information are shredded. (Example: PFA/PFS documents with personal identifiers or any documents ordered sealed will be shredded.
All bins for shredding or recycling documents are kept in the Clerk's Office.
Criminal documents are kept for 6 months (after the Q/A). After 6 months they are shredded.
Documents for cases on Appeal are kept for 6 months and then they are shredded.
Juvenile and CINC documents are kept for 6 months (after the Q/A). After 6 months, they are shredded
(Note: Documents included in the Court Service Office's "Social File" are controlled by the policies applicable to CSO's and are not considered as part of the policies set forth in this DCR.) Probate documents are kept for 3 months (after the Q/A). After 3 months, they are shredded.
(Note: NO ORIGINAL WILLS ARE DESTROYED. Those documents are kept until an order for destruction is filed in accordance with Supreme Court Rule 108.)
All Adoption and Care and Treatment cases are kept until an order for destruction is filed in accordance with Supreme Court Rule 108.
Adopted: September 21, 2016