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

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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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 Retain until obsolete, superseded or administrative value is lost.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