administrative general final - judiciary of new york

RECORDS RETENTION AND

DISPOSITION SCHEDULE

GENERAL ADMINISTRATIVERECORDS

DIVISION OF COURT OPERATIONSOFFICE OF RECORDSMANAGEMENTJuly, 2003

GENERAL ADMINISTRATIVE RECORDS July 2003

GENERAL ADMINISTRATIVE RECORDS

RECORDS RETENTION AND DISPOSITION SCHEDULE

This Schedule includes general administrative records created for and by the NewYork State’s Unified Court System. The retention of these records is based on anappraisal of their administrative, legal, fiscal and/or historical value. Based on thesevalues, the records were divided in two categories: “office of record” and “non recordcopy.”

The “office of record” is the court or department which maintains the “recordcopy” for records listed in this schedule. The record copy is the official copy of therecord. The “non record copy” is the copy which is retained by courts, offices orindividuals other than the “office of record.”

General administrative records are records that are commonly used by the NewYork State Unified Court System for general routine, housekeeping and/or administrativefunctions.

Court records and records used for managing court cases are not generaladministrative records and therefore were not included in this Records Retention Schedule.For the retention of these records see the appropriate Records Retention & DispositionSchedule for Court Records.

GENERAL ADMINISTRATIVE RECORDS July 2003ii

TABLE OF CONTENTS

APPOINTMENT DIARIES and CALENDARS:GA-1. APPOINTMENT DIARIES and CALENDARS . . . . . . . . . . . . . . . . . . . . . 1

BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS:GA-2. BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS . . . . . . . . . 2

COURT SERVICES COMPLAINT RECORDS:GA-3. COURT SERVICES COMPLAINT FILES . . . . . . . . . . . . . . . . . . . . . . . . 3

CORRESPONDENCE RECORDS:GA-4. CORRESPONDENCE FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4GA-5. CORRESPONDENCE INDEXES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

DUPLICATE RECORDS:GA-6. DUPLICATE COPIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

FACILITIES MANAGEMENT RECORDS: GA-7. FACILITY CONSTRUCTION RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . 7GA-8. FACILITY MAINTENANCE, SERVICE and REPAIR REQUEST

FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

GRANT PROGRAM RECORDS:GA-9. GRANT PROGRAM FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

JUDICIAL DUTY RECORDS:GA-10. JUDICIAL ASSIGNMENT BY ADMINISTRATIVE ORDERS . . . . . . . . . 10GA-11. VISITATION OF FACILITIES AND INSTITUTIONS FOR DETENTION,

TREATMENT, EXAMINATION AND CONFINEMENT FORMS . . . . . . . . 11

LEGAL OPINION and ADVICE RECORDS:GA-12. LEGAL OPINION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

GENERAL ADMINISTRATIVE RECORDS July 2003iii

OFFICE EQUIPMENT, FURNITURE and SUPPLY RECORDS:GA-13. BLANK FORM REQUISITION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . 13GA-14. OFFICE EQUIPMENT, FURNITURE and SUPPLY INVENTORY

RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14GA-15. OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . 15GA-16. STATE OWNED PROPERTY FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . 15GA-17. SUPPLY REQUISITION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

ORGANIZATIONAL STRUCTURE RECORDS:GA-18. ORGANIZATIONAL STRUCTURE FILES . . . . . . . . . . . . . . . . . . . . . . . 17

PRINTING RECORDS:GA-19. PRINTING REQUISITION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

PROJECT and PROGRAM RECORDS:GA-20. PROJECT and PROGRAM FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

PUBLICATION RECORDS:GA-21. CLIPPING FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20GA-22. PUBLISHED NEWSLETTERS, PRESS RELEASES,

PUBLICATIONS and VIDEOS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

REPORTS, STUDIES and SURVEYS:GA-23. ACTIVITY REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22GA-24. ANNUAL/SPECIAL/FINAL REPORTS, STUDIES OR SURVEYS . . . . 23GA-25. AUDIT REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24GA-26. HISTORICAL DEVELOPMENT FILES . . . . . . . . . . . . . . . . . . . . . . . . . 25GA-27. ROUTINE CONTROL REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . 26GA-28. STATISTICAL REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . . . . . . 27

SUBJECT RECORDS:GA-29. SUBJECT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

TELECOMMUNICATION RECORDS:GA-30. TELEPHONE /FAX CALL LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29GA-31. TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30GA-32. TELEPHONE BILLING and CONTROL RECORDS . . . . . . . . . . . . . . . 31GA-33. TELEPHONE INSTALLATION REQUEST RECORDS . . . . . . . . . . . . . 32

GENERAL ADMINISTRATIVE RECORDS July 2003iv

TRACKING RECORDS:GA-34. APPELLATE DIVISION TRANSCRIPT ORDER FACE SHEETS . . . . . 33GA-35. CHARGE-OUT RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34GA-36. CHRONOLOGICAL FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34GA-37. COMPUTER ACCESS AUTHORIZATION FILES . . . . . . . . . . . . . . . . . 35GA-38. COURT REPORTER MINUTE AGREEMENT FORMS . . . . . . . . . . . . . 35GA-39. COURT REPORTER ORDERED TRANSCRIPT LOGS . . . . . . . . . . . . 36GA-40. COURT REPORTER QUARTERLY REPORTS . . . . . . . . . . . . . . . . . . 37GA-41. DISTRIBUTION LISTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38GA-42. ELECTRONIC RECORDER TESTING WORKSHEETS . . . . . . . . . . . . 38GA-43. ELECTRONIC RECORDING REPORTS . . . . . . . . . . . . . . . . . . . . . . . . 39GA-44. FINDING AIDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39GA-45. JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . 40GA-46. MAIL LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41GA-47. PENDING FAMILY COURT CASE REPORTING FORMS . . . . . . . . . . 41GA-48. TICKLER FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43-47

GENERAL ADMINISTRATIVE RECORDS July 2003-1-

RECORDSERIES #

RECORD SERIES TITLE RETENTION

APPOINTMENT DIARIES and CALENDARSRecords created to monitor activities and/or events of the Unified CourtSystem.

GA-1. APPOINTMENT DIARIES and CALENDARS

Records used to track work related event(s) andcommitment(s) of court/ office staff. Informationincludes but is not limited to: date(s), time(s),location(s) for meeting(s) and work activities andperson(s) attending or assigned.

Excludes records listed separately in the U.C.S.Records Retention and Disposition Schedules.

Offices of Record: Originating Courts, District Offices and

O.C.A. Divisions/Offices

Non Record Copies: Courts, District Offices and O.C.A. Divisions/Offices

when they are not the Office of Record

Retain until updated orno longer needed,whichever is shorter,then destroy.

Retain until no longerneeded, then destroy.


RECORDSERIES #


BULLETINS, DIRECTIVES, HANDBOOKS and MANUALSRecords used for general instructions for the Unified Court System.

GA-2. BULLETINS, DIRECTIVES, HANDBOOKSand MANUALS

Records used to provide instructions, guidance,directions and/or general information onactivities or operations of the Unified CourtSystem.

a) DOCUMENTS OFFICIAL U.C.S. POLICIES, PROCEDURES OR STANDARDS

Offices of Record: Originating Courts, District Offices, and O.C.A. Divisions/Offices

Non Record Copies: Courts, District Offices and O.C.A. Divisions/Officeswhen they are not the Office of Record

b) PROVIDES INFORMATION FOR GENERALREFERENCE OR ROUTINE ACTIVITIES

Offices of Record: Originating Courts,District Offices and O.C.A. Divisions/Offices

Non Record Copies: Courts, District Offices andO.C.A. Divisions/Offices


Retain one mater copy(original and allsubsequent updates)permanently forresearch purposes.

Retain until updated orno longer needed, thendestroy.




RECORDSERIES #

RECORDS SERIES TITLE RETENTION

COURT SERVICES COMPLAINT RECORDSRecords used for handling and/or resolving complaints made by thepublic regarding a court of the Unified Court System.

GA-3. COURT SERVICES COMPLAINT FILES

Record of complaint(s) and/or resolution(s)regarding a court that is brought to the attentionof the Judicial District Office.

Excludes records listed separately in the U.C.S. Records Retention & Disposition Schedules.

a) SUMMARY RECORDS

(For example, LOGS or REGISTERS)

Offices of Record: District Offices

Non Record Copies : Courts

b) COMPLAINTS NOT RELATED TO ROUTINE ORNORMAL SERVICES


Non Record Copies: Courts

c) COMPLAINTS RELATED TO ROUTINE ORNORMAL SERVICES



Retain for six years, then destroy.


Retain for six years, then destroy.


Retain for one year, then destroy.



RECORDSERIES #


CORRESPONDENCE RECORDSRecords of communication concerning the general administrativefunctions of the Unified Court System.

GA-4. CORRESPONDENCE FILES

Records include but are not limited to: letters, e-mails and memorandums that support thegeneral administrative functions of the UnifiedCourt System.


a) DOCUMENTS OFFICIAL U.C.S. POLICIES, PROCEDURES OR DECISION MAKING

Offices of Record: Originating Courts, District Offices and O.C.A. Divisions/Offices


b) PROVIDES INFORMATION FOR GENERALREFERENCE OR ROUTINE ACTIVITIES (For example, requests for general informationby the public.)

Offices of Record: Originating Courts, District Offices and O.C.A. Divisions/Offices


Retain permanently forresearch purposes.





RECORDSERIES #


GA-5. CORRESPONDENCE INDEXES

Records used as finding aids with crossreference(s) to documents maintained in CORRESPONDENCE FILE(S).


a) DOCUMENTS OFFICIAL U.C.S. POLICIES,PROCEDURES OR DECISION MAKING




b) PROVIDES INFORMATION FOR GENERALREFERENCE OR ROUTINE ACTIVITIES(For example, requests for generalinformation.)






Retain for the samelength of time as relatedCORRESPONDENCE oruntil no longer needed,whichever is shorter,then destroy.



RECORDSERIES #


DUPLICATE RECORDSRecords created by the Unified Court System for convenience andgeneral reference.

GA-6. DUPLICATE COPIES

Copies of records created for administrativeconvenience and/or general reference.



Non Record Copies: None


_________________________


RECORDSERIES #


FACILITIES MANAGEMENT RECORDSRecords created for the general maintenance and management of theUnified Court System facilities.

GA-7. FACILITY CONSTRUCTION RECORDS

Records used for altering buildings and/orfacilities owned/occupied by the Unified CourtSystem. Documents include but are not limitedto: official plans, maps, designs, architecturaldrawings, photographs, related indexes and allsupporting documentation.

Office of Record: Office of Court Administration-Court Facilities Planning Unit


Retain one master copy(original and allsubsequent updates)permanently forresearch purposes.

Retain until updated,then destroy.


RECORDSERIES #


GA-8. FACILITY MAINTENANCE, SERVICE andREPAIR REQUEST FILES

Records used to request maintenance, service,and/or repair of Unified Court Systembuilding(s)/facilities. Information includes but isnot limited to: work order number, location,type(s) of work requested, phone number, daterequest sent and name of contact person.Documents include but are not limited to: WorkOrder Request Forms, memorandums, requestsfor repairs and all supporting documentation.

Offices of Record: District Offices and Office ofCourt Administration -Division of AdministrativeServices

Non Record Copies: Courts and O.C.A. Divisions/Offices

Retain for three yearsand three months aftercompletion of request,then destroy.



RECORDSERIES #


GRANT PROGRAM RECORDSRecords created to document grant applications/programs.

GA-9. GRANT PROGRAM FILES

Documents include but are not limited to: grantapplication(s), proposal(s), narrative(s),evaluation(s), memorandums, correspondence,and all supporting documentation.

a) APPROVED GRANTS




b) DENIED OR UNSUCCESSFUL GRANTS




Retain for six fiscalyears after lapse ofgrant or final payment,whichever is later, thendestroy.


Retain for two fiscalyears, then destroy.



RECORDSERIES #


JUDICIAL DUTY RECORDSRecords created for assigning and/or scheduling a Justice of the UnifiedCourt System.

GA-10. JUDICIAL ASSIGNMENTS BYADMINISTRATIVE ORDERS

a) ORDERS THAT ARE NOT PART OF A CASE FILE

Offices of Record: District Offices and Administrative Judge’sOffices


b) ORDERS THAT ARE PART OF A CASE FILE

Offices of Record: District Offices and Administrative Judge’sOffices


Retain permanently.


Considered part of casefile. File in case file. Ifmaintained separately,retain for same lengthof time as case file.



RECORDSERIES #


GA-11. VISITATION OF FACILITIES ANDINSTITUTIONS FOR DETENTION,TREATMENT, EXAMINATION ANDCONFINEMENT FORMS (also known asJUDICIAL VISITS TO CORRECTIONALINSTITUTIONS FORM)

Records created to document official visits tocorrectional facilities by U.C.S. Justices of thecriminal term mandated by 22 N.Y.C.R.R. 17.1. Information includes: justice’s name, court’sname and location, date ofelection/appointment, date of visit, and names,addresses and types of facilities visited.



Retain for one year,then destroy.



RECORDSERIES #


LEGAL OPINION and ADVICE RECORDSRecords created to document legal advice and/or opinions received fromthe Office of Court Administration’s Counsel’s Office.

GA-12. LEGAL OPINION FILES (also known as LEGAL ADVICE FILES andCOUNSEL’S OPINION FILES)

Records used by the Unified Court System todocument legal opinions, advice, and/orinformation from Counsel’s Office.


Offices of Record: Office of Court Administration- Counsel’s Office





RECORDSERIES #


OFFICE EQUIPMENT, FURNITURE and SUPPLY RECORDSRecords created to track the ordering and management of general officeequipment, furniture and supplies.

GA-13. BLANK FORM REQUISITION FILES

Files created to request blank administrativeforms from internal and external agencies. Information includes but is not limited to: stocknumber, title of form, quantity needed,descriptions for additional items not listed, name and address of person ordering, date ofrequest, department code, telephone number,and signature of requestor.



Retain until request isprocessed, thendestroy.

Retain until requestedforms are received, oruntil no longer needed,whichever is shorter,then destroy.


RECORDSERIES #


GA-14. OFFICE EQUIPMENT, FURNITURE andSUPPLY INVENTORY RECORDS

Records created to track office machinery,furniture, supplies and/or equipment held bycourt(s) and/or Office of Court Administrationoffice(s).





Retain until updated, oruntil no longer needed,whichever is shorter,then destroy.


RECORDSERIES #


GA-15. OFFICE EQUIPMENT/FURNITUREMAINTENANCE RECORDS

Records created for servicing and repairingoffice equipment. Documents include but arenot limited to: maintenance orders, logs, copiesof purchase requisitions, warranties,operational and repair equipment manuals andpart listings.




Retain for three yearsand three months afterequipment is sold,transferred, or disposed,then destroy.


GA-16. STATE OWNED PROPERTY FILES

Records used to direct employees to returnborrowed Unified Court System owned property.(For example: laptop computers, library books,manuals and keys.)




Retain until property isreturned, then destroy.

Retain until property isreturned, or until nolonger needed,whichever is shorter,then destroy.


RECORDSERIES #


GA-17. SUPPLY REQUISITION FORMS

Forms used to request office supplies. Information includes but is not limited to: nameof requesting court or office , name and title ofthe requestor, item(s) stock number(s),description(s) of item(s), quantity of itemsrequested, date(s) item(s) were sent and nameof person processing request.

Offices of Record: District Offices and Officeof Court Administration -Division of AdministrativeServices - Supply Unit


Retain until request isprocessed, or until nolonger needed,whichever is shorter,then destroy.

Retain until requestedsupplies are received,or until no longerneeded, whichever isshorter, then destroy.


RECORDSERIES #


ORGANIZATIONAL STRUCTURE RECORDSRecords used to describe the administrative and functional structure ofthe Unified Court System.

GA-18. ORGANIZATIONAL STRUCTURE FILES

Records used to describe the structure and/orhistory of staff positions within the UnifiedCourt System. Documents include but are notlimited to: organizational charts, graphicillustrations, re-organizational studies and/orreports, functional statements and formaldescriptions of job responsibilities.





Retain until updated oruntil no longer needed,whichever is shorter,then destroy.


RECORDSERIES #


PRINTING RECORDSRecords created to monitor duplication requests.

GA-19. PRINTING REQUISITION FORMS

Forms used to request printing service(s). Information includes but is not limited to: name of person making request, date(s)requested, department code, phone number,number of originals sent, number of copiesrequested and printing instructions.


O.C.A. Division ofAdministrative Services -Print Shop



Retain until print job iscompleted andreceived, then destroy.

Retain until informationis entered into UCSapproved accountingdatabase and qualitycontrol is completed,then destroy.



RECORDSERIES #


PROJECT and PROGRAM RECORDSRecords created to support the administration of project(s) andprogram(s) of the Unified Court System.

GA-20. PROJECT and PROGRAM FILES

Files used to support the administration ofproject(s) and program(s) of the Unified CourtSystem.


a) RESULTS IN A SUBSTANTIVE REPORT ORPOLICY


Non Record Copies: Courts, District Offices andO.C.A. Divisions/Officeswhen they are not the

Office of Record

b) DOES NOT RESULT IN A SUBSTANTIVEREPORT OR POLICY









RECORDSERIES #


PUBLICATION RECORDSRecords created to manage publications, videos, press releases andother printed materials for the Unified Court System.

GA-21. CLIPPING FILES

Files containing clippings and/or copies ofarticles from newspapers, periodicals, monographs, or other reference materials onselective topics that are of interest to the UnifiedCourt System.

a) UNIFIED COURT SYSTEM CLIPPING FILES

Offices of Record: Office of Court Administration Communications Office


b) ALL OTHER CLIPPING FILES









RECORDSERIES #


GA-22. PUBLISHED NEWSLETTERS, PRESSRELEASES, PUBLICATIONS and VIDEOS

Official copies of publications, press releases,and video tapes prepared by the Unified CourtSystem for the public and/or Unified CourtSystem. Includes but is not limited to: newsletters, press releases, published reports,public bulletins and videos.

a) PUBLISHED NEWSPAPERS, PRESS RELEASES,PUBLICATIONS AND VIDEOS




b) SUPPORTING DOCUMENTS ANDBACKGROUND MATERIALS





Retain untilNEWSPAPER / PRESSRELEASE /PUBLICATION/VIDEO is published, released oruntil no longer needed,whichever is longer,then destroy.

________________________


RECORDSERIES #


REPORTS, STUDIES and SURVEYSReports created to monitor the activities of the Unified Court System.

GA-23. ACTIVITY REPORTS

Internal administrative reports used to monitorthe activities of the Unified Court System. Reports include but are not limited to: Bi-Weekly/Monthly Project Activity Reports,Project Progress/Status Reports and Staff/OfficeActivity Reports.





________________________


RECORDSERIES #


GA-24. ANNUAL/SPECIAL/FINAL REPORTS,STUDIES OR SURVEYS

Records used to document the activities,accomplishments, and/or goals of the UnifiedCourt System.


a) REPORT/STUDY/SURVEY AND ITS’ RESULTINGRECOMMENDATION




b) SUPPORTING DOCUMENTS AND BACKGROUNDMATERIAL FOR THE REPORT/STUDY/SURVEY





Retain until report/study/ survey iscompleted or until nolonger needed,whichever is longer,then destroy.


RECORDSERIES #


GA-25. AUDIT REPORTS (NON-FISCAL)

Internal/external investigative reports createdfor the general administrative functions of theUnified Court System.


For Fiscal Audit Reports see RecordsRetention & Disposition Schedule forAdministrative Fiscal Records.

a) REPORTS AND RESULTINGRECOMMENDATION(S)




b) SUPPORTING DOCUMENTS ANDBACKGROUND MATERIALS FOR AUDITREPORTS





Retain until report iscompleted or until nolonger needed,whichever is longer,then destroy.


RECORDSERIES #


GA-26. HISTORICAL DEVELOPMENT FILES

Files used to document the historical evolutionand development of the Unified Court System. Files include but are not limited to: oralhistories, fact sheets, photographs,scrapbooks, videotapes of events, articles,copies of hierarchal charts and supportingmaterials.


Office of CourtAdministration Division ofCourt Operations - Office ofRecords Management







RECORDSERIES #


GA-27. ROUTINE CONTROL REPORTS (NON-FISCAL)

Routine reports used by the Unified CourtSystem to track accuracy of transmittedinformation. Reports includes but is not limitedto: data transmission error reports and jobcontrol reports.






Retain until updated or

until no longer needed,

whichever is shorter,

then destroy.


RECORD

SERIES #RECORD SERIES TITLE RETENTION

GA-28. STATISTICAL REPORTS

(NON-FISCAL)

Statistical reports created for the generaladministrative functions of the Unified CourtSystem.


Offices of Record: Originating Courts,

District Offices and

O.C.A. Divisions/Offices






RECORDSERIES #


SUBJECT RECORDSRecords maintained by topics of interest that support the administrativefunctions of the Unified Court System.

GA-29. SUBJECT FILES

Files arranged by topic/subject matter. Filesinclude subjects that support the administrativefunctions of the Unified Court System.


a) DOCUMENTS OFFICIAL U.C.S. POLICIES,PROCEDURES OR OFFICIAL STANDARDS




b) PROVIDES INFORMATION FOR GENERALREFERENCE* OR ROUTINE ACTIVITIES



* Files containing collected information from external agencies or institutions. Includes but is notlimited to: descriptions of vendor products, listing ofvendors or professional institutions.


Retain until updated oruntil no longer needed,then destroy.



RECORDSERIES #


TELECOMMUNICATION RECORDSRecords used to manage telephone and fax transmittal equipment for theUnified Court System.

GA-30. TELEPHONE/FAX LOGS

Listing of telephone /fax transmittals made orreceived by Unified Court System staff. Information includes but is not limited to: date(s) and time(s) of call(s) made, caller’sname(s), name(s) of court(s)/office(s), and theinquiries/request(s).



Retain for one year,then destroy.


RECORDSERIES #


GA-31. TELEPHONE/FAX DIRECTORIES(also known as TELEPHONE/FAX BOOKSand TELEPHONE/FAX LISTINGS)

Internal directories of Unified Court Systempersonnel. Information includes but is notlimited to: employee name(s), location(s), roomnumber(s), telephone number(s), fax number(s), extension(s) and department(s).

Excludes telephone/fax directories of externalagencies; for retention of these records, seeREFERENCE AND RESEARCH FILES listed inthis schedule.







RECORDSERIES #


GA-32. TELEPHONE BILLING and CONTROLRECORDS (also known as NEW YORKSTATE O.G.S. MONTHLY USAGE PHONEBILL FILE)

Documents sent to Unified Court System employees for verification of telephone billingstatements. Information includes but is notlimited to: employee’s name, date(s) of call(s),phone number(s), location(s) of call(s),signature of employee and date signed.

a) CONTRACT RELATED RECORDS

Offices of Record: O.C.A. AdministrativeServices - Accounting Unit


b) NON CONTRACT RELATED RECORDS

Offices of Record: O.C.A. AdministrativeServices - Accounting Unit


Retain for six fiscalyears after expiration ofcontract or finalpayment, whichever islater, then destroy.


Retain for three fiscalyears, then destroy.



RECORDSERIES #


GA-33. TELEPHONE INSTALLATION REQUESTRECORDS

Documents used to request installation oftelephone(s), telephone equipment, and/ortelephone line(s). Information includes but isnot limited to: name of Court/O.C.A. Office,name of requesting individual, date requestsent, location(s) and room number(s), type(s) ofequipment requested, phone number(s) andcomments.

Office of Record: Office of CourtAdministrationDivision of Technology -Telecommunications Unit


Retain for one year afterinformation is enteredinto UCS approvedbilling database andquality control iscompleted, thendestroy.

Retain until installationis completed or until nolonger needed,whichever is shorter,then destroy.


RECORDSERIES #


TRACKING RECORDSRecords created to search and monitor documents and files of theUnified Court System.

GA-34. APPELLATE DIVISION TRANSCRIPTORDER FACE SHEETS

Listing of transcripts ordered for an appealedcase. Includes but is not limited to: county’sname, judicial district’s number, defendant’sname, indictment number, criminal indexnumber, notice of appeal date, name of personwho entered the order, transcript(s) requested,date(s) requested, court reporter(s) name,date(s) transcript(s) were filed with CountyClerk’s Office, date(s) transcripts were orderedand date(s) Face Sheet were mailed to AppellateDivision. Offices of Record: Appellate Courts

Supreme and County Courtsand District Offices


Retain permanently.

Retain for one year afterall transcripts are filedwith the County Clerk’sOffice and completedFACE SHEET is sent tothe Appellant Division,then destroy.


RECORDSERIES #


GA-35. CHARGE-OUT RECORDS

Records used to monitor the borrowing offile(s), book(s), and/or other material(s) by theUnified Court System staff. Informationincludes but is not limited to: date(s) borrowed,description(s) of item(s) and name or initials ofborrower(s).




GA-36. CHRONOLOGICAL FILES (also known asCHRONO FILES, READING FILES and DAY FILES)

Duplicate copies of correspondence (sent orreceived) arranged in chronological order to beused as a quick reference file.





RECORDSERIES #


GA-37. COMPUTER ACCESS AUTHORIZATIONFILES (also known as COMPUTERPASSWORD FILES)

Files created to control accessibility tocomputerized information. Includes but is notlimited to: access codes, passwords, useridentification numbers and security codes.




GA-38. COURT REPORTER MINUTE AGREEMENTFORMS

Forms created pursuant to Rule 108. 4 of theChief Administrator of the Courts to documentthe agreement made between court reporter(s)and attorney(s)/litigant(s) to produce casetranscript(s). Information includes but is notlimited to: court and county names, partnumber, name of judge or justice, courtdocket/file/index number, date of minutesrequested and type of proceeding, ratescharged, number of pages, expected deliverydate, number of copies requested, signatures ofcourt reporter/attorney or party and date, andname/address/ telephone and fax number ofcourt reporter/attorney or party.

Offices of Record: Courts


Retain for two years,then destroy.


RECORDSERIES #


GA-39. COURT REPORTER ORDEREDTRANSCRIPT LOGS (also known asAPPELLATE DIVISION TRANSCRIPTORDER FORMS, COURT REPORTER LOGOF TRANSCRIPT ORDERS and COURTREPORTERS MONTHLY REPORTS)

List of requested transcript(s) from the courtreporter(s). Information includes but is notlimited to: court reporter’s name, monthreported, number of pending transcripts, date(s)ordered, nature of proceeding(s), number ofestimated pages, estimated completion date(s)and reason(s) for delay(s).

Offices of Record: Appellate Courts

Originating Courts andDeputy ChiefAdministrative Judge’sOffices


Retain permanently.

Retain for one year afterall transcripts are filedwith the County Clerk’sOffice and a completedAPPELLATE DIVISIONTRANSCRIPT ORDERFACE SHEET is sent tothe Appellant Division,then destroy.


RECORDSERIES #


GA-40. COURT REPORTER QUARTERLYREPORTS (also known as SUMMARY OFMINUTE AGREEMENT FORMS)

Records created to monitor the activities of theCourt Reporters. Information includes but is notlimited to: number of court reporters present,number of court reporters that have filedCOURT REPORTER AGREEMENT FORMS,number of regular/expedited/daily requestedcopies of transcripts and their costs.

Offices of Record: Courts and Deputy ChiefAdministrative Judge’sOffices

District Offices

Non Record Copy: None

Retain for one year oruntil no longer needed,whichever is longer,then destroy.

Retain for three years,then destroy.

______________ _____


RECORDSERIES #


GA-41. DISTRIBUTION LISTS

Listing of recipients to receive materialsdistributed by the Unified Court System. Includes but is not limited to: mail distributionlists, employees paycheck distribution lists,newsletter recipient lists and publicationsdistribution lists.







GA-42. ELECTRONIC RECORDER TESTINGWORKSHEETS

Worksheets used to record daily testing ofelectronic equipment by Court Reporters. Information includes but is not limited to: date(s) tested, staff’s initial(s) or name(s), rangeon tape(s), tape number(s), name(s) of courtreporter(s) and whether a problem wasencountered.

Offices of Record: Courts and District Offices




RECORDSERIES #


GA-43. ELECTRONIC RECORDING REPORTS

Report of monthly usage of electronicequipment by Courts. Information includes butis not limited to: name of the county/city, nameof court, month and year of report, preparer’sname and phone number, total number of dayselectronic recordings took place, total numberof hearings or conferences and trials for whichelectronic recording was used, total number oftranscript requests that were received from thecourt and from attorneys/litigants and totalnumber of recorded tapes permanently given toattorneys/litigants.

Offices of Record: Courts, District Offices andDeputy Chief AdministrativeJudge’s Office



GA-44. FINDING AIDS

Lists, catalogues, registers, electronic ormanual indexes used to access documents thatare maintained in a selective format. Includesbut is not limited to: computer tapes, diskettes,microfilm, paper, videos, optical disks and/orcomputer hard drives.

Offices of Record: Originating Courts, District Offices and O.C.A Division/Offices


Retain for the samelength of time as therelated record, thendestroy.


RECORDSERIES #


GA-45. JUDICIAL DISTRICT REPORT OFPENDING TRANSCRIPTS (also known asJUDICIAL DISTRICT PENDINGTRANSCRIPT REPORTS, QUARTERLY-ANNUAL REPORT OF PENDINGTRANSCRIPTS MORE THEN FORTY DAYSand COURT REPORTERS QUARTERLYSUMMARY REPORTS)

Summary report pursuant to Rule § 4.1 (b) ofthe Chief Administrator of the Court of pendingtranscripts within a Judicial District that arebeyond forty days. Information includes, but isnot limited to: name of counties, names of courtreporters by counties, description of pendingmatters and number of incomplete pages.

Offices of Record: Originating District Offices

Deputy Chief AdministrativeJudge’s Offices


Retain for three years,then destroy.

Retain for one year oruntil no longer needed,whichever is longer,then destroy.


RECORDSERIES #


GA-46. MAIL LOGS

Listing of mail sent and/or received by the Unified Court System. Information includes butis not limited to: date(s), name(s) and/oraddresses of individual(s).


Offices of Record: Originating Courts and O.C.A. Division/Offices


Retain for one year oruntil no longer needed,whichever is shorter,then destroy.

_________________________

GA-47. PENDING FAMILY COURT CASEREPORTING FORMS

Forms used to indicate the number of pendingcases beyond standards and goals within ajudicial term. Information includes but is notlimited to: name of family court, term, date,name(s) of judge(s)/hearing examiner(s), totalcases pending, total cases pending beyondstandards and goals, total cases beyondstandards and goals that require protractedtrials and total cases pending beyond one year.

Offices of Record: Originating Family Courts,District Offices and DeputyChief Administrative Judge’sOffices




RECORDSERIES #


GA-48. TICKLER FILES (also known as PENDINGRESPONSE FILES and SUSPENSE FILES)

Records created to monitor outstanding actionsor events. Includes records used to indicatewhen a response(s) is due or a task is required.


Offices of Record: Originating Courts and O.C.A. Division/Offices


Retain until reply isreceived or action iscompleted, thendestroy.


INDEX ACCESSING RECORDS: see TRACKING RECORDS . . . . . . . . . . . . . . . . . . . . . . . . 33-42ACTIVITY REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22AUDIT REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24ADMINISTRATIVE ORDERS FOR JUDICIAL ASSIGNMENTS:

see JUDICIAL ASSIGNMENTS BY ADMINISTRATIVE ORDERS . . . . . . . . . . . . . . . . 10ANNUAL/SPECIAL/FINAL REPORTS, STUDIES OR SURVEYS . . . . . . . . . . . . . . . . . . .23APPELLATE DIVISION TRANSCRIPT ORDER FORMS:

see COURT REPORTER ORDERED TRANSCRIPT LOGS . . . . . . . . . . . . . . . . . . . . . 36APPOINTMENT DIARIES and CALENDARS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1ARCHITECTURAL DRAWINGS: see FACILITY CONSTRUCTION RECORDS . . . . . . . . 7BI-WEEKLY PROJECT ACTIVITY REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . 22BLANK FORM REQUISITION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13BLUE PRINTS: see FACILITY CONSTRUCTION RECORDS . . . . . . . . . . . . . . . . . . . . . . 7BUILDING MAINTENANCE/REPAIR RECORDS:

see FACILITY MAINTENANCE, SERVICE and REPAIR REQUEST FILES . . . . . . . . . 8BUILDING RENOVATION FILE: see FACILITY CONSTRUCTION RECORDS . . . . . . . . 7BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS . . . . . . . . . . . . . . . . . . . . . . . . 2CALENDARS: see APPOINTMENT DIARIES and CALENDARS . . . . . . . . . . . . . . . . . . 1CHARGE-OUT RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34CHRONO FILES : see CHRONOLOGICAL FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34CHRONOLOGICAL FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34CLIPPING FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20COMPLAINTS ON COURT SERVICES: see COURT SERVICES COMPLAINT

FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3COMPUTER ACCESS AUTHORIZATION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35COMPUTER PASSWORDS FILES: see COMPUTER ACCESS AUTHORIZATION

FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35CONSTRUCTION RECORDS: see FACILITY CONSTRUCTION RECORDS . . . . . . . . . . 7COPIES OF RECORDS: see DUPLICATE COPIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6CORRESPONDENCE FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4CORRESPONDENCE INDEXES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5COUNSEL’S OPINION FILES: see LEGAL OPINION FILES . . . . . . . . . . . . . . . . . . . . . 12COURT SERVICES COMPLAINT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3COURT REPORTER LOG OF TRANSCRIPT ORDERS:

see COURT REPORTER ORDERED TRANSCRIPT LOGS . . . . . . . . . . . . . . . . . . . . . 36COURT REPORTER QUARTERLY REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37COURT REPORTER ORDERED TRANSCRIPT LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . 36COURT REPORTERS MONTHLY REPORTS: see COURT REPORTER ORDERED

TRANSCRIPT LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36COURT REPORTERS QUARTERLY SUMMARY REPORTS:

see JUDICIAL DISTRICT REPORTS PENDING TRANSCRIPTS . . . . . . . . . . . . . . . . . 40DAY FILES: see CHRONOLOGICAL FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34


DIRECTIVES: see BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS . . . . . . . . 2DISTRICT REPORT OF PENDING TRANSCRIPTS:

see JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . . . . . . . . . . 40DISTRIBUTION LISTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38DOCUMENT SEARCHING TOOLS: see FINDING AIDS . . . . . . . . . . . . . . . . . . . . . . . . . 39DUPLICATE COPIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6E-MAILS: see CORRESPONDENCE FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4ELECTRONIC MAIL MESSAGES: see CORRESPONDENCE FILES . . . . . . . . . . . . . . . . 4EQUIPMENT MAINTENANCE RECORDS:

see OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . . . . . . . . . . 15EQUIPMENT INVENTORIES: see OFFICE EQUIPMENT, FURNITURE and

SUPPLY INVENTORY RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14EQUIPMENT MAINTENANCE: see OFFICE EQUIPMENT/FURNITURE

MAINTENANCE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15FACE SHEETS: see APPELLATE DIVISION TRANSCRIPT ORDER FACE

SHEETS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33FACILITY MAINTENANCE, SERVICE and REPAIR REQUEST FILES . . . . . . . . . . . . . . . 8FACILITY MANAGEMENT RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8FAX BOOKS: see TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . . . . . . . . . 30FAX CALL LOGS: see TELEPHONE/FAX CALL LOGS . . . . . . . . . . . . . . . . . . . . . . . . . 29FAX DIRECTORIES: see TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . . . 30FAX LISTING: see TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . . . . . . . . 30FAX RECORDS: see TELECOMMUNICATION RECORDS . . . . . . . . . . . . . . . . . . . . 29-32FINAL REPORTS: see ANNUAL/SPECIAL/FINAL REPORTS, STUDIES OR

SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23FINDING AIDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39FLOOR PLANS: see FACILITY CONSTRUCTION RECORDS . . . . . . . . . . . . . . . . . . . . . 7FORM REQUISITIONS: see BLANK FORMS REQUISITION FILES . . . . . . . . . . . . . . . . 13FURNITURE MAINTENANCE: see OFFICE EQUIPMENT/FURNITURE

MAINTENANCE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15GRANT PROGRAM FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9HANDBOOKS: see BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS . . . . . . . 2HISTORICAL DEVELOPMENT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25IDENTIFICATION CODES, COMPUTER: see COMPUTER ACCESS

AUTHORIZATION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35INDEXES, ELECTRONIC OR MANUAL: see FINDING AIDS . . . . . . . . . . . . . . . . . . . . . 39INTER-DEPARTMENTAL MEMORANDA: see CORRESPONDENCE FILES . . . . . . . . . 4JUDICIAL ASSIGNMENT BY ADMINISTRATIVE ORDERS . . . . . . . . . . . . . . . . . . . . . . . 10JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . . . . . . . . . . . . . . . 40JUDICIAL DISTRICT PENDING TRANSCRIPT REPORTS:

see JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . . . . . . . . . . 40JUDICIAL DUTY RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-11


JUDICIAL VISITS TO CORRECTIONAL INSTITUTIONS FORM: see VISITATION OF FACILITIES AND INSTITUTIONS FOR DETENTION, TREATMENT,EXAMINATION AND CONFINEMENT FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

LEGAL ADVICE: see LEGAL OPINION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12LEGAL OPINION FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12MAGAZINE/ARTICLE CLIPPINGS FILES: see CLIPPING FILES . . . . . . . . . . . . . . . . . . 20MAIL LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41MAILING DISTRIBUTION LISTS: see DISTRIBUTION LISTS . . . . . . . . . . . . . . . . . . . . 38MANAGEMENT ACTIVITY REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . . . . . . . 22MANUALS: see BULLETINS, DIRECTIVES, HANDBOOKS and MANUALS . . . . . . . . . . 2MEMORANDUMS: see CORRESPONDENCE FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4MONTHLY PROJECT ACTIVITY REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . . 22NEWSLETTERS: see PUBLISHED NEWSLETTERS, PRESS RELEASES,

PUBLICATIONS and VIDEOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21NEW YORK STATE O.G.S. MONTHLY USAGE PHONE BILL FILE:

see TELEPHONE BILLING and CONTROL RECORDS . . . . . . . . . . . . . . . . . . . . . . . 31OFFICE FURNITURE: see OFFICE EQUIPMENT, FURNITURE and SUPPLY

INVENTORY RECORDS or OFFICE EQUIPMENT/FURNITURE MAINTENANCERECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-15

OFFICE EQUIPMENT, FURNITURE and SUPPLY RECORDS . . . . . . . . . . . . . . . . . . 13-17OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . . . . . . . . . . . . . . . 15OFFICE SUPPLY RECORDS:

see OFFICE EQUIPMENT, FURNITURE and SUPPLY INVENTORY RECORDS . . . . 14or OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . . . . . . . . . . . 15

ORGANIZATIONAL CHARTS: see ORGANIZATIONAL STRUCTURE FILES . . . . . . . . 17ORGANIZATIONAL RECORDS: see ORGANIZATIONAL STRUCTURE FILES . . . . . . 17ORGANIZATIONAL STRUCTURE FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17PAYCHECK DISTRIBUTION LISTS: see DISTRIBUTION LISTS . . . . . . . . . . . . . . . . . . 38PARTS LISTINGS: see OFFICE EQUIPMENT/FURNITURE MAINTENANCE

RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15PASSWORDS, COMPUTER: see COMPUTER ACCESS AUTHORIZATION FILES . . . 35PENDING RESPONSE FILES: see TICKLER FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42PENDING FAMILY COURT CASE REPORTING FORMS . . . . . . . . . . . . . . . . . . . . . . . . 41PENDING TRANSCRIPT REPORTS OF COURT REPORTERS:

see JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . . . . . . . . . . 40PRESS RELEASES: see PUBLISHED NEWSLETTERS, PRESS RELEASES, PUBLICATIONS and VIDEOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21PRINTING RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18PRINTING REQUISITION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18PROGRAM FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19PROGRAM RECORDS: see PROJECT and PROGRAM RECORDS . . . . . . . . . . . . . . . 19PROGRESS REPORTS, OFFICE: see ACTIVITY REPORTS . . . . . . . . . . . . . . . . . . . . . 22PROJECT ACTIVITY REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . . . . . . . . . . . . 22PROJECT and PROGRAM RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19


PROJECT FILES: see PROJECT and PROGRAM RECORDS . . . . . . . . . . . . . . . . . . . . 19PROJECT PROGRESS/STATUS REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . . 22PROJECT RECORDS: see PROJECT and PROGRAM RECORDS . . . . . . . . . . . . . . . . 19PUBLICATION RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-21PUBLISHED NEWSLETTERS, PRESS RELEASES, PUBLICATIONS and

VIDEOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21QUARTERLY-ANNUAL REPORT OF PENDING TRANSCRIPTS MORE THEN 40

DAYS: see JUDICIAL DISTRICT REPORT OF PENDING TRANSCRIPTS . . . . . . . . 40READING FILES : see CHRONOLOGICAL FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34REFERENCE FILES: see SUBJECT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28REGISTERS: see FINDING AIDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39RENOVATIONS, BUILDING/FACILITY: see FACILITY CONSTRUCTION

RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7REPAIRS, BUILDING: see FACILITY MAINTENANCE, SERVICE and REPAIR

FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8REPAIRS, OFFICE EQUIPMENT: see OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15REPORTS: see REPORTS, STUDIES and SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . 22-27REPORTS, STUDIES and SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22-27ROUTINE CONTROL REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26SPECIAL REPORTS: see ANNUAL/SPECIAL/FINAL REPORTS, STUDIES OR

SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23STATE OWNED PROPERTY FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15STATISTICAL REPORTS (NON-FISCAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27STATUS REPORTS: see ACTIVITY REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22STUDIES: see REPORTS, STUDIES and SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . . 22-27SUBJECT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28SUMMARY OF MINUTE AGREEMENT FORMS: see COURT REPORTER

QUARTERLY REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37SUPPLY REQUISITION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16SUSPENSE FILES: see TICKLER FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42SURVEYS: see REPORTS, STUDIES and SURVEYS . . . . . . . . . . . . . . . . . . . . . . . . 22-27TELECOMMUNICATION RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29-32TELEPHONE/FAX CALL LOGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30TELEPHONE and FAX LISTINGS: see TELEPHONE/FAX DIRECTORIES . . . . . . . . . . 30TELEPHONE BILLING and CONTROL RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31TELEPHONE BOOKS: see TELEPHONE/FAX DIRECTORIES . . . . . . . . . . . . . . . . . . . 30TELEPHONE INSTALLATION REQUEST RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . 32TICKLER FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42TRACKING RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33-42TRACKING SYSTEM RECORDS: see FINDING AIDS . . . . . . . . . . . . . . . . . . . . . . . . . . 39UNIFIED COURT SYSTEM CLIPPINGS: see CLIPPING FILES . . . . . . . . . . . . . . . . . . . 20VENDOR INFORMATION: see SUBJECT FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28


VIDEOS, PUBLISHED: see PUBLISHED NEWSLETTERS, PRESS RELEASES, PUBLICATIONS and VIDEOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

VISITATION OF FACILITIES AND INSTITUTIONS FOR DETENTION, TREATMENT, EXAMINATION AND CONFINEMENT FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

WARRANTIES: see OFFICE EQUIPMENT/FURNITURE MAINTENANCE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

WORK ORDER SERVICE FORMS: see FACILITY MAINTENANCE, SERVICE and REPAIR REQUEST FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8