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

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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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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
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