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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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