Trial CourtRecords Manual
VERSION 1.0
Trial CourtRecords Manual
Version 1.0January 1, 2011
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CONTENTS
1. Introduction ...................................................................................................1
1.1 Background ...............................................................................................................11.2 Purpose of Records Management ............................................................................. 31.3 Purpose of the Manual ...............................................................................................41.4 Life Cycle of a Record ...............................................................................................51.5 Key Definitions ...........................................................................................................6
2. Statutes and Rules of Court Governing Trial Court RecordsManagement ..................................................................................................7
2.1 California Government Code .....................................................................................72.1.1 Signatures on Electronically Created Court Documents ................................. 72.2 California Rules of Court ............................................................................................7
3. Records Management Administration.........................................................9
3.1 Application of Standards ............................................................................................93.2 Responsibility for Effective Records Management ..................................................... 93.3 Duties and Responsibilities of Records Managers ..................................................... 93.4 Records Management Training ................................................................................ 10
4. Creation, Filing, and Retrieval of Court Records .................................... 11
4.1 Court Record Creation Process ............................................................................... 114.2 Numbering Schematic for Court Records ................................................................. 114.3 Filing Systems for Court Records Maintained in Paper Format ................................ 124.3.1 Numerical Filing Systems by Case Numbers ................................................ 124.3.2 Alphanumeric Filing Systems by Case Numbers .......................................... 124.3.3 Terminal Digit Filing Systems by Case Numbers .......................................... 134.4 Electronic Format Filing Protocols ........................................................................... 144.4.1 E-Filing Overview ......................................................................................... 144.4.2 E-Filing Standards…………………………… ……………………………………154.5 Court Record Location Tracking .............................................................................. 154.5.1 Paper Record Tracking ................................................................................ 154.5.2 Electronic File Tracking and Security ........................................................... 17
5. Record Classification ................................................................................. 18
5.1 Standard Record Classifications .............................................................................. 185.1.1 Case Record Classification .......................................................................... 185.1.2 Prefiled Records........................................................................................... 205.1.3 Lodged Records ........................................................................................... 205.1.4 Exhibits ........................................................................................................ 20
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