Case Title: In Re: Amendments to Florida Rule of Judicial Administration 2.420

Citation: 

Docket Number: SC20-1765

State: florida

Court: Florida Supreme Court

Date: 2021-01-21T00:00:00Z

Document:
Supreme Court of Florida 
 
 
____________ 
 
No. SC20-1765 
____________ 
 
IN RE: AMENDMENTS TO FLORIDA RULE OF JUDICIAL 
ADMINISTRATION 2.420. 
 
January 21, 2021 
 
PER CURIAM. 
 
The Court, on its own motion, amends Florida Rule of Judicial 
Administration 2.420(d) (Public Access to and Protection of Judicial Branch 
Records; Procedures for Determining Confidentiality of Court Records) to 
eliminate the requirement that the clerk of court independently designate as 
confidential information filed in certain civil cases.  See Fla. R. Jud. Admin. 
2.140(d).  We have jurisdiction.  See art. V, § 2(a), Fla. Const. 
In 2010, the Court adopted a comprehensive set of amendments to Florida 
Rule of Judicial Administration 2.420 and the Florida Rules of Appellate 
Procedure to enact “a procedure that ensures the confidentiality of a narrow set of 
court records,” as a “necessary prerequisite to the Court’s ongoing effort to provide 
the public with electronic access to court records.”  In re Amends. to Fla. Rule of 
Jud. Admin. 2.420 & Fla. Rules of App. Pro., 31 So. 3d 756, 757 (Fla. 2010).  
 
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Among these amendments, we adopted a new subdivision (d) of rule 2.420 and 
explained that the rule “sets forth the procedure for the clerks of court to designate 
court records as confidential.”  Id. at 765.  We stated, “Subdivision (d)(1) requires 
the clerk of court to designate and maintain as confidential information governed 
by existing subdivisions (c)(1) through (c)(6) and information that is confidential 
or exempt under a subdivision (d)(1)(B) exemption . . . .  The clerk’s responsibility 
under the new [subdivision (d)(1)] is independent of the responsibility of the filer.”  
Id. 
Since subdivision (d)(1) was adopted, however, news media organizations in 
Florida have reported concerning delays in their access to nonconfidential court 
records, in part due to the requirement that the clerks of court independently 
review all new filings for confidential information.1  This Court has previously 
expressed its commitment to safeguard the public’s right of access to court records.  
See, e.g., In re Amends. to Fla. Rule of Jud. Admin. 2.420—Sealing of Court 
Records & Dockets, 954 So. 2d 16, 17 (Fla. 2007) (“[T]he public’s constitutional 
 
 
1.  In December 2018, Thomas & LoCicero PL, on behalf of a coalition of 
news media organizations, published a report summarizing a journalist’s attempts 
to gain access to new case filings at various clerks’ offices throughout the state.  
See Thomas & LoCicero PL, Report: Tour of Florida Courthouses to Access Court 
Records (Dec. 10, 2018).  The report concludes that access to court records, both in 
person and online, was routinely delayed.  The report also suggests the primary 
reason for the delays is because the clerks of court are responsible for reviewing 
and redacting every filing prior to allowing access. 
 
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right of access to court records must remain inviolate, and this Court is fully 
committed to safeguarding this right.”).  Accordingly, to address timely access to 
court records, we now amend subdivision (d)(1) to provide that, in certain civil 
cases, the clerk of court does not have an independent responsibility to identify and 
designate information as confidential.  Instead, that is the sole responsibility of the 
filer. 
 
In a limited group of civil cases, the clerk of court will designate information 
or documents as confidential only when: the filer of the confidential information or 
document files a Notice of Confidential Information within Court Filing pursuant 
to Florida Rule of Judicial Administration 2.420(d)(2); the filer files a Motion to 
Determine Confidentiality of Court Records pursuant to Florida Rule of Judicial 
Administration 2.420(d)(3); the filing is deemed confidential by court order; or the 
case itself is confidential by law.  The only civil cases to which this new rule 
applies are civil case types originating in the circuit, county, or small claims courts 
(identified by the Court Type Designators CA, CC, and SC in the uniform case 
numbering system),2 except those case types listed as “Viewable on Request 
 
 
2.  In 1998, the Chief Justice issued an Administrative Order implementing a 
uniform case numbering system for Florida courts.  In re Uniform Case Numbering 
System, Fla. Admin. Order (July 6, 1998).  In the circuit and county courts, the 
uniform case number includes a two-letter “Court Type Designator” identifying the 
case type.  The full list of Case Type Designators is outlined in the Appendix to the 
 
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(VOR)”3 in the Standards for Access to Electronic Court Records and Access 
Security Matrix, as adopted by the supreme court in Administrative Order 
AOSC14-19 or the then-current standards for access. 
 
We note that the amendments adopted in this opinion do not impact the 
existing procedure requiring the clerk of court to designate and maintain court 
 
Administrative Order, and includes circuit civil cases (CA), county civil cases 
(CC), and small claims cases (SC). 
 
3.  The Access Security Matrix highlights certain case types as “Viewable on 
Request (VOR)”: 
[T]o ensure that information is properly removed prior to public 
access, some case types and document types have a special electronic 
security called viewable on request.  Selecting an image of a court 
document in cases or documents coded viewable on request will not 
allow the user to view the record at that point.  Instead, a request is 
generated to a clerk, who performs a second examination of the 
document to remove personal identification information and 
information about the victims of sexual or child abuse crimes.  After 
the clerk has completed, the requestor then receives a notice that the 
document is available for viewing.  Once a document has been 
requested and reviewed, it is available for all future access without 
requiring a request/review. 
Access Security Matrix, 
https://www.flcourts.org/content/download/690684/file/access-security-matrix-v9-
november%202020.pdf (last updated Nov. 2020).  Currently, the Access Security 
Matrix identifies the following case types as Viewable on Request: “County 
Criminal Appeals Sexual Abuse,” “Jimmy Ryce Act,” “Circuit Civil Private 
(Sexual Abuse & Medical Malpractice),” “Felony - sexual cases,” “Sexual 
Violence,” “Extradition,” “Misdemeanor - sexual cases,” and “Misdemeanor-
Misc.” 
 
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records as confidential in all non-civil cases, including criminal cases,4 
guardianship and probate cases, adoption proceedings, or juvenile dependency or 
juvenile delinquency cases.  In non-civil cases, subdivision (d)(1) continues to 
require “the clerk of court to designate and maintain as confidential information 
governed by . . . subdivisions (c)(1) through (c)(6) and information that is 
confidential or exempt under a subdivision (d)(1)(B) exemption.”  In re Amends. to 
Fla. Rule of Jud. Admin. 2.420 & the Fla. Rules of App. Pro., 31 So. 3d at 765.  
We also emphasize that any party, non-party, or attorney who does not comply 
with the requirements in rule 2.420 may be subject to sanctions under subdivision 
(i) (Sanctions) of rule 2.420. 
Accordingly, the Florida Rules of Judicial Administration are amended as 
reflected in the appendix to this opinion.5  New language is indicated by 
underscoring; deletions are indicated by struck-through type.  To allow an 
opportunity for public comments, these amendments will not take effect until July 
1, 2021, at 12:01 a.m.  In particular, we invite comments from the Florida Bar 
 
 
4.  The amendments we adopt in this opinion have no impact on the clerk’s 
obligation to designate and maintain information and documents as confidential 
under article I, section 16(b) of the Florida Constitution. 
 
5.  We refer these amendments to the Florida Courts Technology 
Commission to update the Standards for Access to Electronic Court Records and 
Access Security Matrix as necessary. 
 
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Rules of Judicial Administration Committee and the Florida Court Clerks and 
Comptrollers.  Interested persons shall have seventy-five days from the date of this 
opinion in which to file comments with the Court.6 
It is so ordered. 
CANADY, C.J., and POLSTON, LABARGA, LAWSON, MUÑIZ, COURIEL, 
and GROSSHANS, JJ., concur. 
 
THE FILING OF A MOTION FOR REHEARING SHALL NOT ALTER THE 
EFFECTIVE DATE OF THESE AMENDMENTS. 
 
Original Proceeding – Florida Rules of Judicial Administration 
 
 
 
6.  All comments must be filed with the Court on or before April 6, 2021, 
with a separate request for oral argument if the person filing the comment wishes 
to participate in oral argument, which may be scheduled in this case.  If filed by an 
attorney in good standing with The Florida Bar, the comment must be 
electronically filed via the Florida Courts E-Filing Portal (Portal) in accordance 
with In re Electronic Filing in the Supreme Court of Florida via the Florida 
Courts E-Filing Portal, Fla. Admin. Order No. AOSC13-7 (Feb. 18, 2013).  If 
filed by a nonlawyer or a lawyer not licensed to practice in Florida, the comment 
may be, but is not required to be, filed via the Portal.  Comments filed via the 
Portal must be submitted in Microsoft Word 97 or higher.  See In re Electronic 
Filing in the Florida Supreme Court, Fla. Admin. Order No. AOSC17-27 (May 9, 
2017).  Any person unable to submit a comment electronically must mail or hand-
deliver the originally signed comment to the Florida Supreme Court, Office of the 
Clerk, 500 South Duval Street, Tallahassee, Florida 32399-1927; no additional 
copies are required or will be accepted. 
 
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APPENDIX 
 
RULE 2.420. 
PUBLIC ACCESS TO AND PROTECTION OF 
JUDICIAL BRANCH RECORDS 
 
(a) – (c) 
[No Change] 
 
 
(d) 
Procedures for Determining Confidentiality of Court Records. 
 
 
 
(1) 
Except as provided in subdivision (d)(1)(C), Tthe clerk of the 
court shall designate and maintain the confidentiality of any information contained 
within a court record that is described in subdivision (d)(1)(A) or (d)(1)(B) of this 
rule.  The following information shall be maintained as confidential: 
 
 
 
 
(A) 
The clerk of the court shall maintain as confidential 
information described by any of subdivisions (c)(1) through (c)(6) of this rule; and 
 
 
 
 
(B) 
eExcept as provided by court order, the clerk of the court 
shall maintain as confidential information subject to subdivision (c)(7) or (c)(8) of 
this rule that is currently confidential or exempt from section 119.07, Florida 
Statutes, and article I, section 24(a) of the Florida Constitution as specifically 
stated in any of the following statutes or as they may be amended or renumbered: 
 
 
 
 
 
(i) – (xxiii) [No Change] 
 
 
 
 
(C) 
In civil cases, the clerk of the court shall not be required 
to designate and maintain information as confidential unless the filer follows the 
notice procedures set forth in subdivision (d)(2), the filer files a Motion to 
Determine Confidentiality of Court Records as set forth in subdivision (d)(3), the 
filing is deemed confidential by court order, or the case itself is confidential by 
law.  “Civil cases” as used in this rule includes only civil case types in the circuit, 
county, or small claims courts (identified by the Court Type Designator CA, CC, 
and SC in the uniform case numbering system), except those case types listed as 
“Viewable on Request (VOR)” in the Standards for Access to Electronic Court 
Records and Access Security Matrix, as adopted by the supreme court in 
Administrative Order AOSC14-19 or the then-current standards for access. 
 
 
 
(2) – (5) 
[No Change] 
 
 
(e) – (m) 
[No Change] 
 
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Committee Note 
[No Change] 
 
2002 – 2007 Court Commentary 
[No Change] 
 
2007 Committee Commentary 
[No Change] 
 
APPENDIX TO RULE 2.420 
[No Change]