general records schedule gs11 for clerks of court - Office of District ...

State of Florida
GENERAL RECORDS SCHEDULE GS11
FOR
CLERKS OF COURT
December 1997
Department of State
Division of Library and Information Services
Bureau of Archives and Records Management
The Capitol
Tallahassee, Florida 32399-0250
(850) 245-6750 Suncom 205-6750

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
ABSTRACT OF TITLE RECORDS
Item#-1
This record series consists of documentation showing the description of property, the names of the grantors and grantees,
mortgagors and mortgagees, the aspect of the instrument and other information as may be deemed advisable. See also Chapter
703, Florida Statutes.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUPPORTING
DOCUMENTS (CHILD SUPPORT/ALIMONY)
Item#-83
This record series includes but is not limited to documentation of receipts and disbursements and the individual items leading to the
summary information. Records may include the vendor name, vendor invoice and number, date of invoice, warrant number, date of
warrant and the amount of the warrant. Series may also include coupon books and outstanding receipt reports. See also
“ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUMMARY” in the GS1.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ADOPTION CASE FILES
Item#-66
This record series consists of court proceedings used to process adoption petitions as defined in Chapter 63, Florida Statutes.
See also Rule 2.075(d)(6) of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Seventy-five (75) years after judgment becomes final, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: INTERCEPTION OF WIRE AND ORAL COMMUNICATIONS
Item#-88
This record series consists of applications for an order authorizing the interception of a wire or oral communications and orders
granted pursuant to Chapter 934, Florida Statutes. Also included are original recordings of the contents of any wire or oral
communication made pursuant to Section 934.09, Florida Statutes. They shall not be destroyed except upon an order of the
issuing or denying judge, or that judge’s successor in office, and in any event shall be kept for ten (10) years.
RETENTION:
a) Record copy. Ten (10) years (upon permission of the Court).
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BANK STATEMENTS: RECONCILIATION (CHILD SUPPORT/ALIMONY)
Item#-8
This record series consists of monthly statements of bank accounts to show debits, credits and cash balance in the account..
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BOND RECORDS: APPEARANCE
Item#-2
This record series consists of documentation of all information provided and required of any criminal defendant who is required to
meet monetary bail or bail with any monetary element. Types of bonds included are: Surety Bonds, Cash Bonds, and Release on
Recognizance Bonds. Series may also include transmittals from the jail of bonds transferred to the Clerk, correspondence to
agencies concerning bonds posted in the county, and cash appearance bond books. See also Section 903.105, Florida Statutes
and Rule 3.131 of the Florida Rules of Court, Rules of Criminal Procedure.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BONDS: RECEIPT RECORDS
Item#-10
This record series consists of receipts of bonds posted with the Sheriff's Office which include the name, charge, amount of bond,
date, etc. This is presented to the Clerk's Office for acknowledging receipt of the original bond for the appropriate court files.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
1
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
BONDS: SURETY/PERFORMANCE OF SERVICE
Item#-67
This record series pertains to bonds that are required under various chapters of the Florida Statutes to be filed with the Clerk of the
Circuit Court. The single largest type is the one for the Deputy Sheriffs. Also for commissioners of the Mosquito Control District,
Hospital Taxing District Trustees, etc. Reference Sections 30.09, 155.09, and 388.131, Florida Statutes.
RETENTION:
a) Based on failure to perform services. Five (5) years after termination or settlement of cases provided applicable audits have
been released.
b) Not based on failure to perform services. One (1) fiscal year after termination, provided applicable audits have been released.
c) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CASH COLLECTION RECORDS: DAILY (CHILD SUPPORT/ALIMONY)
Item#-15
This record series consists of daily cash listings and transaction tapes. See also "CASH COLLECTION RECORDS: DAILY,"
and/or "CASH RECEIPT/REPORT RECORDS,” in the General Records Schedule GS1, State and Local Governmental Records."
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CASH RECEIPT/REPORT RECORDS: CHILD SUPPORT/ALIMONY
Item#-17
This record series consists of a copy of each receipt written for cash which is numbered sequentially and used to balance for cash
deposits. Series also includes all receipt books that record child support/alimony revenue. See also "CASH COLLECTION
RECORDS: DAILY (CHILD SUPPORT/ALIMONY), General Records Schedule GS11, Item #15 and/or "CASH COLLECTION
RECORDS: DAILY," "CASH RECEIPT/REPORT RECORDS," and/or "DEPOSIT SLIPS,” in the General Records Schedule GS1,
State and Local Government Records.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHECKS: REGISTERS (CHILD SUPPORT/ALIMONY)
Item#-19
This record series consists of a register of all checks issued which includes check number, date, amount, individual or vendor, and
purpose. See also "CHECKS: REGISTERS" in the General Records Schedule GS1, and/or "CHECKS: STUBS (CHILD
SUPPORT/ALIMONY)", Item#21, General Records Schedule GS11, State and Local Government Records.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHECKS: STUBS (CHILD SUPPORT/ALIMONY)
Item#-21
This record series consists of check stubs for all checks written against the accounts administered by the agency. The stubs
contain information relating to the amount of the check, to whom the check was issued, the purpose of the check, the date and the
check number. Also contained on the stub is the remaining balance after the check is written and the amount of the deposits when
made.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CIVIL ACTION CASE FILES
Item#-22
This record series consists of individual folders, usually in either numeric or chronologic/numeric order. Series includes ordinance
violations, civil litigation proceedings in county court other than those under the Small Claims Rules, and Civil proceedings in circuit
court except marriage dissolutions, adoptions, and probate. See also Rule 2.075(d)(3) of the Florida Rules of Court, Judicial
Administration.
RETENTION:
a) Record copy. Five (5) years after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
CONDOMINIUM, DECLARATIONS OF - EXHIBITS
Item#-68
This record series consists of documents pertaining to the creation of a condominium, including graphic descriptions, which are
filed with the clerk under Chapter 718.105(3), Florida Statutes. These documents are filed in a special series of books when the
condominium exhibit is larger than 8-1/2” x 11”. Reference to these exhibits (Condo Book & Page) are found in the “Official
Records Index”.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT CALENDARS
Item#-69
This record series consists of judicial court calendars provided to the clerk by judges which are used to communicate available
dates for court hearings, trials, etc.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT DOCKETS/NOTES
Item#-35
This record series consists of a court docket, which may be for either civil or criminal proceedings, which lists the
defendant/plaintiff along with the court file number, court date, and attorney of record. Notations are placed on the docket by
attending court clerks regarding scheduled court events for a specific judge and court session which include but are not limited to,
pleas, fine amount, or other sentencing information as stated by the judge during the court hearing.
RETENTION:
a) Record copy. One (1) calendar year from hearing date.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT RECORDINGS (AUDIO/VISUAL): WITH TRANSCRIPT
Item#-23
This record series consists of audio/visual recordings and logs taken during court proceedings when taken by the office of the Clerk
of the Courts and a transcript is made. Series may also include minutes of court proceedings as described in Section 28.212 of the
Florida Statues. See also "COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT (FELONY CASES)" and/or
"COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT (NON-FELONY CASES)."
RETENTION:
a) Record copy. Two (2) calendar years after transcribed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT (FELONY
CASES)
Item#-24
This record series consists of audio/visual recordings and logs taken during felony case court proceedings when taken by the office
of the Clerk of the Courts and a transcript has not been made. Series may also include minutes of court proceedings as described
in Section 28.212 of the Florida Statues. See also "COURT RECORDINGS (AUDIO/VISUAL): WITH TRANSCRIPT" and/or
"COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPTS (NON-FELONY CASES)."
RETENTION:
a) Record copy. Ten (10) calendar years after recorded.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT
(NON-FELONY CASES)
Item#-25
This record series consists of audio/visual recordings and logs taken during non-felony case court proceedings when taken by the
office of the Clerk of the Courts and a transcript has not been made. Series may also include minutes of court proceedings as
described in Section 28.212 of the Florida Statues. See also "COURT RECORDINGS (AUDIO/VISUAL): WITH TRANSCRIPT,"
and/or "COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPTS (FELONY CASES)."
RETENTION:
a) Record copy. Five (5) calendar years after recorded.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
3
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
COURT RECORDS: SEALED
Item#-82
This record series consists of records which have been sealed from public examination by order of court pursuant to Rule 2.075(j)
of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Destroy upon permission of the Court.
b) Duplicates. Destroy upon permission of the Court.
COURT REGISTRY
Item#-9
This record series consists of records, ledgers and journals showing amounts paid into the Court Registry, held by the Court, and
paid out by the Court. See also Section 28.24(13), 28.33 & 74.051, Florida Statutes.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT REPORTERS’ NOTES
Item#-38
This record series consists of verbatim notes or electronic voice recordings of judicial or discovery proceedings as stated in Rule
2.075(e) of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Judicial proceedings, arbitration hearing, and discovery proceedings when an original transcript has been prepared. Two (2)
years from the date of the transcript.
b) Judicial proceedings in felony cases when a transcript has not been prepared. Ten (10) years after recorded.
c) All other judicial proceedings, arbitration hearings, and discovery proceedings when a transcript has not been prepared. Five (5)
years after recorded.
d) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
COURT REPORTS
Item#-26
This record series consists of court reports, including SRS, jury management, witness management, uniform case reporting system
records and other statistical court reports. See also "COURT REPORTS: UNIFORM RECIPROCAL ENFORCEMENT OF CHILD
SUPPORT." See also Rule 2.080(a) of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Three (3) calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT REPORTS: UNIFORM RECIPROCAL ENFORCEMENT OF CHILD SUPPORT
Item#-28
This record series consists of court reports of Uniform Reciprocal Enforcement of Child Support cases. See also "COURT
REPORTS".
RETENTION:
a) Record copy. Four (4) calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CRIMINAL CASE FILES: FELONY (ADJUDICATED GUILTY)
Item#-29
This record series consists of felony cases in which the defendant was adjudicated guilty pursuant to Rule 2.075(d)(6) of the Florida
Rules of Court, Judicial Administration. See also "CRIMINAL CASE FILES: FELONY (NOT ADJUDICATED GUILTY)." “These
records may have archival value.”
RETENTION:
a) Record copy. Seventy-five (75) years after a judgment becomes final, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CRIMINAL CASE FILES: FELONY (NOT ADJUDICATED GUILTY)
Item#-30
This record series consists of felony cases in which no information or indictment was filed, in which all charges were dismissed, in
which the state announced a nolle prosequi or in which the defendant was adjudicated not guilty pursuant to Rule 2.075(d)(5) of the
Florida Rules of Court, Judicial Administration. See also "CRIMINAL CASE FILES: FELONY (ADJUDICATED GUILTY)."
RETENTION:
a) Record copy. Ten (10) years after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
4
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
CRIMINAL CASE FILES: FUGITIVE / OUT OF COUNTY WARRANTS
Item#-7
This record series consists of, but is not limited to, arrest affidavit, court dispositions, orders, waiver of extradition, copy of
governor’s warrant and miscellaneous attorney pleadings.
RETENTION:
a) Record copy. Seventy-Five (75) years then offer to Florida State Archives after administratively inactive; media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CRIMINAL CASE FILES: MISDEMEANOR/TRAFFIC
Item#-31
This record series consists of misdemeanor actions, criminal traffic violations and ordinance violations pursuant to Rule 2.075(d)(3)
of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Five (5) years after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DECLARATION NAMING PRE-NEED GUARDIAN
Item#-77
This record series consists of declarations naming guardians in the event of incapacity or in the event of death of parents for
minors. This proceeding is pursuant to Section 744.3045, Florida Statutes. See also Rule 2.075(d)(4) & Rule 2.075(d)(6) of the
Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Seventy five (75) years from date filed, media copy optional.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
DELAYED BIRTH (APPLICATION/CERTIFICATE/AFFIDAVITS, ETC.)
Item#-78
This record series consists of an application signed by a judge for a birth (other than in a hospital usually). This record is filed with
the County Court pursuant to Section 382.018(3), Florida Statutes. Once signed, the application becomes an order. The record
copy is sent to Vital Statistics.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
DEPOSIT SLIPS: CHILD SUPPORT/ALIMONY
Item#-33
This record series consists of child support/alimony deposit receipts and the bank validated deposit slips showing the source of the
money, amount and date of deposit. See also "DEPOSIT SLIPS" in the General Records Schedule for State and Local
Governments, GS1.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DEPOSITORY LEDGER REPORTS
This record series consists of depository ledger reports filed with Clerk of Court.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost
DEPOSITORY LEDGER REPORTS: CHILD SUPPORT/ALIMONY
This record series consists of depository ledger reports filed with Clerk of Court.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost
Item#-34
Item#-84
DOCUMENTARY STAMP/BALANCE SHEETS
Item#-6
This record series consists of the daily worksheets used to balance the documentary stamps sold by the Clerk of Court. This
information becomes part of the documentary stamp report. Note: After 4/1/97, physical (gum) stamps will no longer be sold.
RETENTION:
a) Record copy. One (1) fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
5
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
DOCUMENTARY STAMP REPORT
Item#-48
This record series consists of the clerk’s copy of a report sent to the Department of Revenue pursuant to Chapter 201, Florida
Statutes.
RETENTION:
a) Record copy: Three (3) fiscal years after payment provided applicable audits have been released.
b) Duplicates: Retain until obsolete, superseded or administrative value is lost.
DOCUMENTARY STAMP LOGS/JOURNAL
Item#-80
This record series consists of a log, listing, or journal of the Clerk’s record of documentary stamps collected on unrecorded
documents pursuant to Rule 12.B-4.001, Florida Administrative Code.
RETENTION:
a) Record copy: Three (3) fiscal years after payment provided applicable audits have been released.
b) Duplicates: Retain until obsolete, superseded or administrative value is lost.
DRAFTS AND WORKING PAPERS
Item#-49
This records series consists of documents, correspondence, reports, memos, and other materials in preliminary or developmental
form before their iteration as a final product. Drafts may include copies of materials circulated for review for grammar, spelling, and
content. Working papers may include notes and miscellaneous documents and materials used in compiling and assembling the
final product. Two important issues should be noted with regard to drafts and working papers. Note that there is an “unfinished
business” provision in Florida’s public records law: Drafts and working papers are public records under the definition of that term as
it appears in Chapter 119, Florida Statutes. Any agency document prepared in connection with agency business and intended to
perpetuate, formalize, or communicate knowledge is a public record. Note also that preliminary drafts of certain types of
documents may have long-term value. In some cases, these records may have archival, or historical value. Drafts of agency
mission statements or preliminary versions of policy initiatives that could have a significant effect on a state or local government
agency’s ability and responsibility to fulfill its function would qualify as records with a longer retention requirement.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ERRORS AND INSOLVENCIES LIST
Item#-5
This record series consists of a report that is created by the Tax Collector’s Office, approved by the Board of County
Commissioners, and then filed with the Clerk of the Circuit Court. The report shows the discounts, errors, double assessments,
and insolvencies for which credit is given, including in every case except discounts, the names of the parties on whose account the
credit is allowed. See Florida Statutes, Section 197.492 for statutory authority.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EXHIBITS: CRIMINAL PROCEEDINGS
Item#-36
This record series consists of exhibits that are introduced in criminal proceedings as stated in Rule 2.075(f)(1) of the Florida Rules
of Court, Judicial Administration and as provided by Section 43.195, Florida Statutes. See also "EXHIBITS: NON-CRIMINAL
PROCEEDINGS." RETENTION:
a) Record copy. Three (3) years after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EXHIBITS: NON-CRIMINAL PROCEEDINGS
Item#-37
This record series consists of exhibits that are introduced in civil proceedings as stated in Rule 2.075(f)(2) and Rule 2.075(h) of the
Florida Rules of Court, Judicial Administration. See also "EXHIBITS: CRIMINAL PROCEEDINGS."
RETENTION:
a) Record copy. Ninety (90) days after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
6
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
FAMILY CASE FILES: ALIMONY/SUPPORT/CUSTODY
Item#-52
This record series includes but is not limited to marriage dissolutions and other civil proceedings of record which involve alimony,
support, or custody of children. Series may include income deduction authorizations and/or paternity and income deduction
affidavits for support being received for out-of-county judgments. See also "FAMILY CASE FILES: NON-
ALIMONY/SUPPORT/CUSTODY" and Rule 2.075(d)(9) of the Florida Rules of Court, Judicial Administration
RETENTION:
a) Record copy. Ten (10) years from the last record activity.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FAMILY CASE FILES: NON-ALIMONY/SUPPORT/CUSTODY
Item#-53
This record series includes but is not limited to marriage dissolutions and other civil proceedings which do not involve alimony,
support, or custody of children. Series may include injunctions, domestic violence, repeat violence, name changes, annulments,
paternity, grandparents’ visitation cases, and legal separations without divorce. See also "FAMILY CASE FILES: ALIMONY/
SUPPORT/CUSTODY”, “CIVIL ACTION CASE FILES” and Rule 2.075(d)(9) of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Five (5) years from the last record activity.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
GAS PIPELINE RECORDS: GAS PIPELINE FILES
Item#-62
This record series consists of a separate file containing the name, address, and telephone number of the owner having the right to
bury gas pipelines, pursuant to Section 553.851(2)(b), Florida Statutes.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
GRAND JURY NOTES:
Item#-81
This record series consists of stenographic records, notes, and transcriptions made by the court reporter or stenographer during
the grand jury session. These records are normally kept in a sealed container and are not subject to public inspection pursuant to
Section 905.17(1), Florida Statutes. A Court order must be obtained for disposition. See also Section 905.395, Florida Statutes.
RETENTION:
a) Record copy. Ten (10) years from closing of session.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
GRAND JURY WITNESS REPORTS
Item#-39
This record series consists of a report or list of all witnesses who have been sworn by the Grand Jury during a term. The list is filed
by the Clerk of Court. See also Section 905.13 and 905.195, Florida Statutes.
RETENTION:
a) Record copy. Five (5) years after submitted.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
GUARDIANSHIP CASE FILES
Item#-45
This record series consists of guardianship proceedings as stated in Rule 2.075(d)(4) of the Florida Rules of Court, Judicial
Administration. May also include annual accounting backup.
RETENTION:
a) Record copy. Ten (10) years from the last record activity, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
HOME SOLICITATION RECORDS
Item#-11
This record series consists of applications filed with the Clerk of Circuit Court for home solicitation permits as provided in Section
501.022, Florida Statutes. Series may include, but is not limited to, sworn applications, photographs of applicant, fingerprint cards,
copies of correspondence sent to the Department of Law Enforcement, Sheriffs Office and Applicant, miscellaneous forms used by
the Clerk to document the progress of the file, permit application, and decision regarding the approval or disapproval for issuing a
permit.
RETENTION:
a) Record copy. Three (3) fiscal years upon expiration of renewal provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
7
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
HOME SOLICITATION RECORDS: INDEX
Item#-12
This record series consists of an index to all applications filed with the Clerk of Circuit Court for home solicitation permits as
provided in Section 501.022, Florida Statutes.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INTANGIBLE TAX REPORTS
Item#-43
This record series consists of the Clerk’s copy of reports sent to the Department of Revenue pursuant to Section 199.135(3),
Florida Statutes.
RETENTION:
a) Record copy. Three (3) fiscal years after payment provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JOURNALS: CHILD SUPPORT/ALIMONY (SUMMARY)
Item#-44
This record series consists of summaries of all financial child support/alimony transactions. See also "JOURNALS: GENERAL
(SUMMARY)" in the General Records Schedule for State and Local Governments, GS1.
RETENTION:
a) Record copy. Four (4) calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JURY/GRAND JURY LISTS
Item#-47
This record series consists of, but is not limited to, prospective juror lists, master juror lists, attorney lists, postponements,
questionnaires and jury selection form.
RETENTION:
a) Record copy. Two (2) fiscal years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JURY/GRAND JURY/WITNESS: PAYROLL RECORDS
Item#-60
This record series consists of fee and payment lists, information on the jurors or witnesses, pay slips, venires and
acknowledgments of receipt of payment for juries and witnesses at County, Circuit, Criminal and Grand Jury proceedings.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JURY: REPORTS
Item#-40
This record series consists of supporting documents or reports relating to the Jury or Grand Jury sessions which may include
listings of sworn jurors, juror excuse letters, interim reports and recorded orders.
RETENTION:
a) Record copy. Two (2) fiscal years after submitted.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JUVENILE CASE FILES: DELINQUENCY / DEPENDENCY
Item#-50
This record series consists of juvenile court cases which do not contain an order permanently depriving a parent of the custody of
child, including all petitions and orders filed, pleadings, certificates, proofs of publication, summons, warrants, other writs, social
records consisting of records of investigation and treatment and other information pertaining to a juvenile case as required by
Florida Statutes Chapter 39 and Rule 2.075(d)(8) of the Florida Rules of Court, Judicial Administration. See also "JUVENILE
CASE FILES: PARENT PERMANENTLY DENIED CUSTODY" and Section 39.045(2), 39.045(3), 39.41, 39.443(2) and 39.471(2),
Florida Statutes.
RETENTION:
a) Non-Habitual Offenders. Until child reaches age of majority or five (5) years after last entry was made, or whichever occurs later.
Media copy optional.
b) Habitual Offenders. Until child reaches twenty-six (26) years of age or five (5) years after last entry was made, or whichever
occurs later. Media copy optional.
c) Duplicates. Retain until obsolete, superseded or administrative value is lost.
8
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
JUVENILE CASE FILES: PARENT PERMANENTLY DENIED CUSTODY
Item#-51
This record series consists of juvenile court cases which contain an order permanently depriving a parent of the custody of a child,
including all petitions and orders filed, pleadings, certificates, proofs of publication, summons, warrants, other writs, social records
consisting of records of investigation and treatment and other information pertaining to a juvenile case as required by Florida
Statutes Chapter 39.12(2) and Rule 2.075(d)(6) of the Florida Rules of Court, Judicial Administration. See also "JUVENILE CASE
FILES: DELINQUENCY / DEPENDENCY."
RETENTION:
a) Record copy. Seventy-five (75) years after last entry, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LIEN RECORDS: ENFORCEMENT (MOTOR VEHICLE SALE)
Item#-46
This record series consists of an enforcement of lien by sale of a motor vehicle pursuant to Section 713.585, Florida Statutes.
Series includes original documents, mail returns, served and unserved, and affidavits for original certificate and for transfer. There
is a copy of a statement reflecting the balance due. Note: Some counties include these in the Small Claims Case File Series
(GS11- Item#73).
RETENTION:
a) Record copy. One (1) year after filing with the Clerk of Court.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MARINE VIOLATION CASE FILES
Item#-85
This record series consists of citations issued by the Florida Marine Patrol and the Sheriff’s Office Marine Patrol for boating
citations which are civil infractions. See also Rule 2.075(d)(1), Florida Rules of Court, Judicial Administration and Section 327.73,
Florida Statutes.
RETENTION:
a) Record copy. Sixty (60) days after final disposition, provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MARRIAGE RECORD/APPLICATIONS: LICENSES ISSUED
Item#-41
This record series consists of a record of all marriage licenses issued, with the names of the parties and the date of issuance, and
upon the return of the marriage license and certificate, the name of the person solemnizing the marriage along with the date of
marriage and of return as required by Section 741.09, Florida Statutes. Series may include an index to the licenses issued
containing the names, date of marriage and marriage record book/page number. The original license is forwarded to the
Department of Health and Rehabilitative Services and a copy is retained by the Clerk of Court in bound books and/or on microfilm.
These are to be recorded pursuant to Section 382.021, 28.222(2) and 28.222(3)(h) of the Florida Statutes
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MARRIAGE RECORDS/APPLICATIONS: NO LICENSE RETURNED
Item#-3
This record series consists of marriage license application, an affidavit signed by both parties to the marriage, which has been
subscribed before some person authorized by law to administer an oath, revealing the true ages of such parties, if applicants are
under the age of 18 years. No license was returned and the time period pursuant to Section 741.041, Florida Statutes, has lapsed.
RETENTION:
a) Record copy. Three (3) fiscal years after application submitted provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MARRIAGE RECORDS/CONSENT FORMS & PREGNANCY AFFIDAVITS
Item#-42
This record series consists of a consent form and/or pregnancy affidavit submitted with the application for marriage licenses.
RETENTION:
a) Record Copy. One (1) fiscal year after applying for marriage license.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MENTAL HEALTH PROCEEDING RECORDS
Item#-54
This record series consists of the mental health proceedings as stated in Rule 2.075(d)(4) of the Florida Rules of Court, Judicial
Administration.
RETENTION:
a) Record copy. Ten (10) years after judgment becomes final, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
9
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
MONTHLY DISTRIBUTION OF FINES
Item#-55
This record series consists of monthly reports, prepared by the clerk, of all fines imposed under the penal laws of the state and the
proceeds of all forfeited bail bonds or recognizance which are paid into the fine and forfeiture fund. The report contains the amount
of fines imposed by the court and of bonds forfeited and judgments rendered on said forfeited bonds, and into whose hands they
had been paid or placed for collection, the date of conviction in each case, the term of imprisonment, and the name of the officer to
whom commitment was delivered, as required by Section 142.03, Florida Statutes. The record copy of this report is delivered to the
Board of County Commissioners and a copy is maintained for the Court records.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MURPHY ACT RECORDS
Item#-56
This record series consists of state-held tax certificates on which deeds were issued, correspondence and deed reports relating to
the sale of property under the Murphy Act.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OFFICIAL RECORDS
Item#-57
This record series consists of all instruments that the clerk is authorized or required by law to record under Section 28.222, Florida
Statutes. All instruments are recorded in one series of books called "Official Records." Included in the official records are deeds,
leases, mortgages, notices or claims of lien, notices of levy, tax warrants, and other instruments relating to the ownership, transfer,
or encumbrance of or claims against real or personal property or any interest in it; extensions, assignments, releases,
cancellations, or satisfactions of mortgages and liens, judgments, certificates, declarations of condominium; orders of dismissal and
final judgments of the courts in civil actions pursuant to Section 28.29, Florida Statutes; all wills and codicils admitted to probate,
orders revoking probate of any wills and codicils, letters of administration, orders affecting or describing real property, final orders,
orders of final discharge, and orders of guardianship filed in the clerk’s office pursuant to Section 28.223, Florida Statutes; and any
other instrument required or authorized to be recorded.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OFFICIAL RECORDS: GENERAL INDEX / FILING REGISTER
Item#-58
This record series consists of a general alphabetical index maintained by the clerk in accordance with Section 28.222(2), Florida
Statutes, which is direct and inverse, of all instruments filed for record. The index generally includes date and time of filing,
instrument number, kind of instrument, names of parties to the instrument, and other identifying information.
RETENTION:
a) Record copy. Permanent; media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OFFICIAL RECORDS: RECORD OF INSTRUMENTS FILED DAILY
Item#-70
This record series consists of a daily alphabetical or numerical computer generated printout of instruments recorded in the official
records. Series may include grantor and grantee names, date, time and type of instrument, official records book and page and the
addresses in which the original documents will be returned to. The printout is used to verify all information indexed into the official
records and to document the date in which the documents were mailed back to customers. The printout may also be used by the
general public for looking up book/page and instrument numbers of documents recorded for a given day when the computer
systems are down. See also “OFFICIAL RECORDS: GENERAL INDEX / FILING REGISTER.”
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PASSPORT RECORDS: DAILY
Item#-59
This record series consists of daily reports of persons making application for passport. Included are applicant's name, amount paid,
and receipt number.
RETENTION:
a) Record copy. Three (3) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
10
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
PLATS
Item#-32
This record series consists of documents pertaining to the use of lands which have been approved by a local government entity and
are filed with the clerk under Chapters 177, 253, and 337, Florida Statutes. These instruments are filed in a special series of
books. Reference to the plats (Book & Page) are found in the “Official Records Index”. Note: Original must be maintained
regardless of other media copies made available to the public in the Office of the Clerk of Court.
RETENTION:
a) Record copy. Permanent (no media copy option).
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROBATE CASE FILES
Item#-61
This record series consists of probate proceedings as stated in Rule 2.075(d)(4) of the Florida Rules of Court, Judicial
Administration. Series may include caveats. As required by Section 28.223 of the Florida Statutes, all wills and codicils admitted to
probate, orders revoking the probate of any wills and codicils, letters of administration, orders affecting or describing real property,
final orders, orders of final discharge, and orders of guardianship filed in the clerks office” are to be recorded in the “Official
Records.”
RETENTION:
a) Record copy. Ten (10) years after a judgment has become final, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROGRESS DOCKETS (COURT RECORDS)
Item#-63
This record series consists of dockets in which the clerk notes the filing of each pleading, motion or other paper and any step taken
by the clerk in connection with each action, appeal or other proceeding before the court as required by Section 28.211, Florida
Statutes. The dockets may be for civil, juvenile, probate, appeals, or criminal matters. Note: civil and criminal dockets may be filed
separately. See also Rule 2.075(d)(7) of the Florida Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROGRESS DOCKETS: GENERAL INDEX TO PUBLIC/COURT RECORDS
Item#-64
This record series consists of alphabetical listings, direct and inverse, of all parties involved in a case which is brought before the
court, as required by Section 28.211, Florida Statutes. See also Rule 2.075(d)(7) of the Florida Rules of Court, Judicial
Administration.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PUBLIC UTILITY RATE ADJUSTMENT ORDERS
Item#-65
This record series consists of a copy of rate orders issued by Florida Public Service Commission to adjust (increase or reduce)
utilities rates. This order is posted with the Clerk of the Circuit Court of each county in which customers are served who are affected
by the adjustment.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTRATIONS: BONDSMAN
Item#-71
This record series consists of records submitted by each registered bondsman which includes a photocopy of power of attorney
certified with the Clerk's Office and a photocopy of the license. See also Section 648.42, Florida Statutes.
RETENTION:
a) Record copy. One (1) year after expiration of license.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
11
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
SEARCH WARRANTS SERVED: NO ARREST/NO CASE FILED
Item#-27
This record series consists of the original affidavit for search warrant, search warrant and return of the search warrant. Series may
also include property inventory and receipt, if any property was obtained. After execution of the warrant it is filed with the Clerk of
Court pursuant to Section 933.14(4), Florida Statutes, as served with no arrest having been made. Since no court case is
generated, these are kept as a separate record series.
RETENTION:
a) Record Copy. One (1) year after date of return.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SMALL CLAIMS CASE FILES
Item#-73
This record series consists of those cases involving proceedings under the Rules of Small Claims (Summary) Procedure and
Medical Mediation Proceedings. The files usually contain trial memoranda, statement of claims, attachment of evidence, the
disposition of the case, and all other related papers filed during the progress of the case. See also Rule 2.075(d)(2) of the Florida
Rules of Court, Judicial Administration.
RETENTION:
a) Record copy. Two (2) years after a judgment has become final.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SUPPLEMENTAL PLEADINGS
Item#-14
This record series consists of pleading(s) filed in a disposed court case after it has met its retention requirements. These
documents do not reopen a case or otherwise change the status of the case. This paperwork is submitted to the Clerk after the
court file has been destroyed or copied to media (electronic or film media) other than paper.
RETENTION:
a) Record copy. One (1) calendar year after filed with the Clerk of Court.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TAX DEED REDEMPTION RECORDS
Item#-4
This record series consists of the original delinquent tax records provided to the Clerk by the Tax Collector pursuant to Chapter
197, Florida Statutes in which the titleholder (or other interested party) has redeemed the taxes. Included in this series are work
sheets, title searches, copy of tax certificates, documentation generated via advertisement and administration of the clerk's
responsibility to notify applicable persons that the application for tax deed has been made, as well as other miscellaneous records.
RETENTION:
a) Record copy. One (1) fiscal year after redemption provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TAX DEED SALE RECORDS Item #-74
This record series consists of the original delinquent tax records provided to the Clerk by the Tax Collector pursuant to Chapter
197, Florida Statutes. Series may also include records of lands available for taxes, work sheets, title searches, original tax
certificates, sheriff services, certificate of advertisement, certificate of mailing notices to title holders and lienholders, copies of
correspondence to the Board of County Commissioners regarding surplus monies and claims, surplus claim affidavits, notices and
warning statements mailed to title holders and lienholder, copies of disbursement records which include: refunds to applicants,
payment of surplus claims, check requisitions for surplus monies transferred to the Board of County Commissioners as well as
other miscellaneous records. The file also contains a copy of the recorded tax deed. The original deed, after is has been recorded
in the official records of the county, has been released to the successful bidder.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TAX ROLLS
Item#-75
This record series consists of the final paid tax roll submitted to the Clerk of Circuit Court by the Tax Collector as provided in the
Rules of the Department of Revenue, Division of Ad Valorem Tax, Tax Collector’s Rules and Regulations, Rule 12D-13.015(2) &
12D-13.015(3). Other references include: Section 193.114(6), 195.027 of the Florida Statutes.
RETENTION:
a) Record copy. Permanent, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
12
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
TEEN COURT RECORDS
Item#-13
This record series consists of non-judicial hearings, which include but are not limited to, Probable Cause Affidavits, Civil Citations,
Teen Court Program introductory letters to parents, letters to victims (restitution), victims statement, waiver of rights, intake
interview summaries, jury sentencing forms, contract agreements, verification of restitution (receipt), letter of apology/essay, TASC
(Treatment Alternative for Street Crime) Assessment (Psychosocial Evaluation), community service or jury duty time sheets,
successful completion reports (disposition forms), and Department of Juvenile Justice Recommendation to State Attorney’s Office.
RETENTION:
a) Record copy. Five (5) years after child reaches the age of majority or final disposition, whichever occurs later.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TOURIST DEVELOPMENT TAX RECORDS
Item#-86
This record series consists of any documents relating to the collection of the levy that is imposed by counties on persons who rent,
lease or let for consideration any living quarters or accommodations in any motel, apartment motel, apartment hotel, resort motel,
apartment, rooming house, mobile home park, recreational vehicle park or condominium for a term of six (6) months or less. See
also Section 125.0104 and 95.091 of the Florida Statutes and Rule 12A-1.093, Florida Administrative Code.
RETENTION:
a) Record copy. Seven (7) fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRANSMITTAL RECORDS
Item#-20
This record series includes but is not limited to traffic citation transmittals, marine patrol transmittals and any other transmittal
records submitted by law enforcement or any other governmental agency to the Clerk of Court.
RETENTION:
a) Record copy. Sixty (60) days provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAFFIC INFRACTIONS
Item#-76
This record series consists of traffic violation records or infractions (of a non-criminal nature which are not punishable by
incarceration and for which there is no right to a trial by jury or a right to a court appointed counsel) and parking tickets. For
outstanding or unsatisfied D-6, see Rule 6.575, Florida Rules of Court. See also Rule 2.075(d)(1) of the Florida Rules of Court,
Judicial Administration and “CRIMINAL CASE FILES: MISDEMEANOR/TRAFFIC.”
RETENTION:
a) Record copy. Sixty (60) days after final disposition, provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
UNSATISFIED EXECUTIONS
Item#-18
This record series consists of unsatisfied executions that are returned by the Sheriff’s Office to the Clerk of Court 20 years after
issuance, pursuant to Section 56.041, Florida Statutes. Series may include receipts of returned executions.
RETENTION:
a) Record copy. One (1) year after receipt of return.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VALUE ADJUSTMENT BOARD FILES (Formally Known As
“Property Appraisal Adjustment Board”)
Item#-16
This record series consists of files created by the Clerk pursuant to Chapters 194 and 196, Florida Statutes. See also, Florida
Administrative Regulation Section 12D-10.003(4)(a). This series may include the petition, hearing tapes and/or notes,
recommendation of the Special Master, record of decision, notice of adjustment or disapproval, and supporting documents. FOR
MINUTES OF THE VALUE ADJUSTMENT BOARD MEETINGS, SEE GS1, STATE AND LOCAL GOVERNMENT RECORDS,
ITEM# 32, “MINUTES.”
RETENTION:
a) Record copy: No Appeal Filed. Four (4) years after final decision provided no appeal is filed in circuit court.
b) Record copy: Appeal Filed. Five (5) years from final action if an appeal is filed in circuit court.
c) Duplicates. Retain until obsolete, superseded or administrative value is lost.
13
12/97

DEPARTMENT OF STATE
GENERAL RECORDS SCHEDULE GS11
CLERK OF COURTS
WILLS: SAFEKEEPING
Item#-72
This record series consists of original wills filed pursuant to Section 732.901, Florida Statutes. The original will is removed from the
safekeeping file and filed with all other pleadings if a probate case is actually filed.
RETENTION:
a) Record copy. Twenty (20) calendar years after submitted, media copy optional.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WIRE TAP: AUDIO RECORDINGS
Item#-87
This record series consists of a recording of the contents of any wire, oral or electronic communication pursuant to Section
934.09(7), Florida Statutes. These records are sealed under the direction of the judge and are submitted to the Court by law
enforcement agencies. They shall not be destroyed except upon an order of the issuing or denying judge, or that judge’s successor
in office, and in any event shall be kept for ten (10) years.
RETENTION:
a) Record copy. Ten (10) years (upon permission of the Court).
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WITNESS SUBPOENAS/LISTS
Item#-79
This record series consists of subpoena lists that may be used to establish witness payrolls of repayment, reimbursement and may
include praecipes.
RETENTION:
a) Record copy. Three (3) fiscal years after appearance date provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
14
12/97