Title: Report of the Supreme Court Workgroup on Public Records

State: florida

Issuer: Florida Supreme Court

Document:

Supreme 
Court 
of 
Florida
  
____________
No. SC01-897
____________
REPORT OF THE SUPREME COURT WORKGROUP
ON PUBLIC RECORDS
[March 7, 2002]
REVISED OPINION
PER CURIAM.
The Supreme Court Workgroup on Public Records petitions this
Court to consider amendments to the Florida Rules of Judicial Administration.  We
have jurisdiction.  See art. I, § 24,  art. V, § 2(a), Fla. Const.  Having reviewed the
petition and considered the comments and the oral arguments, we adopt all of the
Workgroup’s proposals.  The rules amendments and the retention schedule are set
forth in the appendix; proposals that do not pertain to rules amendments will be
addressed administratively.  We have edited the rules and retention schedule for
style and grammar.
By administrative order No. AOSC00-31, dated September 18, 2000, the
Chief Justice created the Supreme Court Workgroup on Public Records.  The
Workgroup was given the assignment of reviewing issues concerning judicial
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branch public records and making recommendations to the Court to amend the
Florida Rules of Judicial Administration or adopt Supreme Court policies.  The
Workgroup held several meetings over the course of seven months and identified
the following areas for review:  (1) access to judicial branch records; (2) retention
of judicial branch records; (3) fees for copies of administrative records; (4)
exemptions from access to public records; (5) education and training of judges and
court personnel on public records issues; (6) copyrighting of records; and (7)
changing technology and access.
The Workgroup proposes amendments to address the seven categories,
including amendments to Florida Rules of Judicial Administration 2.030, 2.040,
2.051, and 2.075, the adoption of new rule 2.076, and a Judicial Branch Retention
Schedule for Administrative Records.  Many of the proposals concern
administrative records of the judicial branch, which is a category of records not
currently covered by the rules.  The proposals were published and comments were
received.  The Workgroup considered all of the comments and filed its response.
The Honorable Robert L. Shevin, Chair of the Supreme Court Jury
Innovations Committee, suggested adding to the Judicial Branch Retention
Schedule for Administrative Records a subsection on juror notes.  The Honorable
James R. Wolf, Chair of the Judicial Qualifications Commission, suggested adding
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to the Retention Schedule a subsection on judicial financial disclosure forms and
judicial complaints.  The Workgroup agreed with these suggestions, and we adopt
them as proposed.
In response to concerns relative to access to public records expressed by
the publisher of  The Orlando Sentinel, we note that the requirement that all
requests for access to judicial records be in writing is intended to facilitate access
to public records rather than to impede it.  The Workgroup proposed this
amendment to assist both the records custodian and the requestor so that both
sides would clearly understand what records are being requested.  The writing
requirement is not intended to be a procedural obstacle, drowning the requestor in
excessive formalities and deterring individuals from seeking access to judicial
records.  Records custodians must not place form over substance, and as long as
the custodian can identify the record requested, the custodian must produce the
record.  To reinforce that the intent of the writing requirement is to facilitate access,
and not to exclude or bar anyone from such access, we have amended the
commentary to new rule 2.051 to clarify that persons having difficulty writing their
requests for judicial branch records may seek assistance from the records
custodians in meeting the writing requirement set forth in rule 2.051(e)(1).  Further,
records custodians should take any other reasonable steps to ensure that
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individuals obtain access to the judicial records they seek.
We wish to take this opportunity to express our gratitude to the members of
the Workgroup and the commentators for their time and effort in undertaking the
task of addressing judicial branch public records issues.
Accordingly, we amend the Rules of Judicial Administration and adopt the
Judicial Branch Retention Schedule for Administrative Records as provided in the
appendix.  In approving these amendments, we express no opinion as to their
constitutionality.  New language is indicated by underscoring; deletions are
indicated by struck-through type.  The amendments and schedule shall take effect
on the filing of this opinion.
It is so ordered.
WELLS, C.J., and SHAW, HARDING, ANSTEAD, PARIENTE, LEWIS, and
QUINCE, 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
The Honorable Charles J. Kahn, Jr., Chair, Supreme Court Workgroup on Public
Records, Tallahassee, Florida; The Honorable James R. Wolf, Chair, Judicial
Qualifications Commission, Tallahassee, Florida; and The Honorable Robert L.
Shevin, Chair of the Supreme Court Jury Innovations Committee, Miami, Florida, 
Petitioner
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The Honorable John C. Lenderman, Chair, Family Law Rules Committee, St.
Petersburg, Florida; Gregg D. Thomas and Rachel E. Fugate of Holland & Knight
LLP, Tampa, Florida, and David S. Bralow, Senior Counsel, Tribune Company,
Orlando, Florida, for The Orlando Sentinel; B. Lynn Rawls, Operations and
Management Consultant II, Florida Department of State, Division of Library and
Information Services, Tallahassee, Florida; and Patricia A. Hargraves, Records
Management Director, Hernando County Clerk’s Office, Brooksville, Florida,
Responding
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APPENDIX
RULE 2.030
THE SUPREME COURT
(a)
Internal Government.
(1) Exercise of Powers and Jurisdiction.  The supreme court shall exercise its
powers and jurisdiction en banc. Five justices shall constitute a quorum and the
concurrence of 4 shall be necessary to a decision. In cases requiring only a panel of
5, if 4 of the 5 justices who consider the case do not concur, it shall be submitted
to the other 2 justices.
(2) Chief Justice.
(A) The chief justice shall be chosen by majority vote of the justices for a
term commencing on July 1 of even-numbered years. If a vacancy occurs, a
successor shall be chosen promptly to serve the balance of the unexpired term.
(B) The chief justice shall have the following administrative powers and  
duties. The chief justice shall:
(i) be the administrative officer of the court and shall be responsible
for the dispatch of its business;
(ii) have the power to act on requests for stays during the pendency of
proceedings, to order the consolidation of cases, to determine all procedural
motions and petitions relating to the time for filing and size of briefs and other
papers provided for under the rules of this court, to advance or continue cases, and
to rule on other procedural matters relating to any proceeding or process in the
court;
(iii) have the power to assign active or retired county, circuit, or
appellate judges or justices to judicial service in this state, in accordance with
subdivisions (a)(3) and (a)(4) of this rule;
(iv) have the power, upon request of the chief judge of any circuit or
district, or sua sponte, in the event of natural disaster, civil disobedience, or other
emergency situation requiring the closure of courts or other circumstances
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inhibiting the ability of litigants to comply with deadlines imposed by rules of
procedure applicable in the courts of this state, to enter such order or orders as
may be appropriate to suspend, toll, or otherwise grant relief from time deadlines
imposed by otherwise applicable statutes and rules of procedure for such period as
may be appropriate, including, without limitation, those affecting speedy trial
procedures in criminal and juvenile proceedings, all civil process and proceedings,
and all appellate time limitations; and
(v) perform such other administrative duties as may be required and
which are not otherwise provided for by law or rule.
(C) The chief justice shall be notified by all justices of any contemplated
absences from the court and the reasons therefor.
(D) If the chief justice dies, retires, or is unable to perform the duties of
the office, the justice longest in continuous service shall perform the duties during
the period of incapacity or until a successor chief justice is elected.
(3) Administration.
(A) The chief justice may, either upon request or when otherwise
necessary for the prompt dispatch of business in the courts of this state,
temporarily assign justices of the supreme court, judges of district courts of appeal,
circuit judges, and judges of county courts to any court for which they are qualified
to serve. Any consenting retired justice or judge may be assigned to judicial service
and receive compensation as provided by law.
(B) For the purpose of judicial administration, a “retired judge” is defined
as a judge not engaged in the practice of law who has been a judicial officer of this
state. A retired judge shall comply with all requirements that the supreme court
deems necessary relating to the recall of retired judges.
(C) When a judge who is eligible to draw retirement compensation has
entered the private practice of law, the judge may be eligible for recall to judicial
service upon cessation of the private practice of law and approval of the judge’s
application to the court. The application shall state the period of time the judge has
not engaged in the practice of law, and must be approved by the court before the
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judge shall be eligible for recall to judicial service.
(D) A retired judge serving on assignment to temporary judicial duty may
be referred to as a “senior judge.” This designation is honorary and has no effect
on the responsibilities or conduct of the retired judge.
(4) Assignments of Justices and Judges.
(A) When a justice of the supreme court is unable to perform the duties
of office, or when necessary for the prompt dispatch of the business of the court,
the chief justice may assign to the court any judge who is qualified to serve, for
such time as the chief justice may direct.
(B) When a judge of any district court of appeal is unable to perform the
duties of office, or when necessary for the prompt dispatch of the business of the
court, the chief judge shall advise the chief justice and the chief justice may assign
to the court any judge who is qualified to serve, for such time or such proceedings
as the chief justice may direct.
(C) When any circuit or county judge is unable to perform the duties of
office, or when necessary for the prompt dispatch of the business of the court, the
chief judge of the circuit may assign any judge in the circuit to temporary service
for which the judge is qualified, in accordance with rule 2.050. If the chief judge
deems it necessary, the chief judge may request the chief justice to assign a judge to
the court for such time or such proceedings as the chief justice may direct.
(b)
Clerk.
(1) Appointment.  The supreme court shall appoint a clerk who shall hold
office at the pleasure of the court and perform such duties as the court directs. The
clerk’s compensation shall be fixed by law. The clerk’s office shall be in the
supreme court building. The clerk shall devote full time to the duties of the office
and shall not engage in the practice of law while in office.
(2) Custody of Records, Files, and Seal.  All papers, records, files,court
records and the seal of the court shall be kept in the office and the custody of the
clerk. The clerk shall not allow any paper, record, or filecourt record to be taken
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from the clerk’s office or the courtroom, except by a justice of the court or upon
the order of the court.
(3) Records of Proceedings.  The clerk shall keep such records as the court
may from time to time order or direct. The clerk shall keep a docket or equivalent
electronic record of all cases that are brought for review to, or that originate in, the
court. Each case shall be numbered in the order that the notice, petition, or other
initial pleading originating the cause is filed in the court.
(4) Filing Fee.  In all cases filed in the court, the clerk shall require the
payment of a fee as provided by law when the notice, petition, or other initial
pleading is filed. The payment shall not be exacted in advance in appeals in which a
party has been adjudicated insolvent for the purpose of an appeal or in appeals in
which the state is the real party in interest as the moving party. The payment of the
fee shall not be required in habeas corpus proceedings, or appeals therefrom,
arising out of or in connection with criminal actions. 
(5) Issuance of Mandate; Recordation and Notification.  The clerk shall issue
such mandates or process as may be directed by the court. Upon the issuance of
any mandate, the clerk shall record the issuance in a book or equivalent electronic
record kept for that purpose, in which the date of issuance and the manner of
transmittal of the process shall be noted. In proceedings in which no mandate is
issued, upon final adjudication of the pending cause the clerk shall transmit to the
party affected thereby a copy of the court’s order or judgment. The clerk shall
notify the attorneys of record of the issuance of any mandate or the rendition of
any final judgment. The clerk shall furnish without charge to all attorneys of record
in any cause a copy of any order or written opinion rendered in such action.
(6) Return of Original Papers.  Upon the conclusion of any proceeding in the
supreme court, the clerk shall return to the clerk of the lower court the original
papers or files transmitted to the court for use in the cause.
(c)
Librarian.
(1) Appointment.  The supreme court shall appoint a librarian of the supreme
court and such assistants as may be necessary. The supreme court library shall be
in the custody of the librarian, but under the exclusive control of the court.  The
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library shall be open to members of the bar of the supreme court, to members of
the legislature, to law officers of the executive or other departments of the state,
and to such other persons as may be allowed to use the library by special
permission of the court.
(2) Library Hours.  The library shall be open during such times as the
reasonable needs of the bar require and shall be governed by regulations made by
the librarian with the approval of the court.
(3) Books.  Books shall not be removed from the library except for use by,
or upon order of, any justice.
(d)
Marshal.
(1) Appointment.  The supreme court shall appoint a marshal who shall hold
office at the pleasure of the court and perform such duties as the court directs. The
marshal’s compensation shall be fixed by law.
(2) Duties.  The marshal shall have power to execute process of the court
throughout the state and such other powers as may be conferred by law. The
marshal may deputize the sheriff or a deputy sheriff in any county to execute
process of the court and shall perform such clerical or ministerial duties as the
court may direct or as required by law. Subject to the direction of the court, the
marshal shall be custodian of the supreme court building and grounds.
(e)
State Courts Administrator.
(1) Appointment.  The supreme court shall appoint a state courts
administrator who shall serve at the pleasure of the court and perform such duties
as the court directs. The state courts administrator’s compensation shall be fixed
by law.
(2) Duties.  The state courts administrator shall supervise the administrative
office of the Florida courts, which shall be maintained at such place as directed by
the supreme court;  shall employ such other personnel as the court deems
necessary to aid in the administration of the state courts system; shall represent the
state courts system before the legislature and other bodies with respect to matters
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affecting the state courts system and functions related to and serving the system; 
shall supervise the preparation and submission to the supreme court, for review and
approval, of a tentative budget request for the state courts system and shall appear
before the legislature in accordance with the court’s directions in support of the
final budget request on behalf of the system; shall assist in the preparation of
educational and training materials for the state courts system and related personnel,
and shall coordinate or assist in the conduct of educational and training sessions
for such personnel; shall assist all courts in the development of improvements in the
system, and submit to the chief justice and the court appropriate recommendations
to improve the state courts system; and shall collect and compile uniform financial
and other statistical data or information reflective of the cost, workloads, business,
and other functions related to the state courts system. The state courts
administrator is the custodian of all records in the administrator’s office.
(f)
Open Sessions.  All sessions of the court shall be open to the public,
except proceedings designated as confidential by the court and conference
sessions held for the discussion and consideration of pending cases, for the 
formulation of opinions by the court, and for the discussion or resolution of other
matters related to the administration of the state courts system.
(g)
Designation of Assigned Judges.  When any judge of another court is
assigned for temporary service on the supreme court, that judge shall be
designated, as author or participant, by name and initials followed by the words
“Associate Justice.”
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RULE 2.040
DISTRICT COURTS OF APPEAL
(a)
Internal Government.
(1) Exercise of Powers and Jurisdiction.  Three judges shall constitute a panel
for and shall consider each case, and the concurrence of a majority of the panel
shall be necessary to a decision.
(2) Chief Judge.  The chief judge shall be chosen by the judges of the court
for a term commencing on July 1 of each odd-numbered year, and shall serve for a
term of 2 years. In the event of a vacancy, a successor shall be chosen promptly to
serve the balance of the unexpired term. The selection of a chief judge should be
based on managerial, administrative, and leadership abilities. The chief judge may
be removed by a two-thirds vote of the active judges. The chief judge shall be the
administrative officer of the court, responsible for the dispatch of its business, shall
have the power to order consolidation of cases, and shall assign cases to the judges
for the preparation of opinions, orders, or judgments. If the chief judge is unable to
discharge these duties, the judge longest in continuous service or, as between
judges with equal continuous service, the one having the longest unexpired term and
able to do so, shall perform the duties of chief judge pending the chief judge’s
return to duty. Judges shall notify the chief judge of any contemplated absence
from the court and the reasons therefor.
(b)
Clerk.
(1) Appointment.  The court shall appoint a clerk who shall hold office at the
pleasure of the court and perform such duties as the court directs. The clerk’s
compensation shall be fixed by law. The clerk’s office shall be in the headquarters
of the court. The clerk’s time shall be devoted to the duties of the office and the
clerk shall not engage in the private practice of law while serving as clerk. All
books, papers, records, files,court records and the seal of the court shall be kept in
the office and the custody of the clerk. The clerk shall not allow any book, paper,
record, or filecourt record to be taken from the clerk’s office or the courtroom,
except by a judge of the court or upon order of the court.
(2) Records of Proceedings.  The clerk shall keep such records as the court
may from time to time order or direct. The clerk shall keep a docket or equivalent
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electronic record of all cases that are brought for review to, or that originate in, the
court. Each case shall be numbered in the order that the notice, petition, or other
initial pleading originating the proceeding is filed in the court.
(3) Filing Fee.  In all cases filed in the court, the clerk shall require the
payment of a fee as provided by law at the time the notice, petition, or other initial
pleading is filed. The payment shall not be exacted in advance in appeals in which a
party has been adjudicated insolvent for the purpose of an appeal or in appeals in
which the state is the real party in interest as the moving party. The payment of the
fee shall not be required in habeas corpus proceedings or appeals therefrom.
(4) Issuance of Mandate; Recordation and Notification.  The clerk shall issue
such mandates or process as may be directed by the court. If the court directs that
a mandate record shall be maintained, then upon the issuance of any mandate the
clerk shall record the issuance in a book or equivalent electronic record kept for
that purpose, in which shall be noted the date of issuance and the manner of
transmittal of the process. In proceedings in which no mandate is issued, upon final
adjudication of the pending cause the clerk shall transmit to the party affected
thereby a copy of the court’s order or judgment. The clerk shall notify the
attorneys of record of the issuance of any mandate or the rendition of any final
judgment. The clerk shall furnish without charge to all attorneys of record in any
cause a copy of any order or written opinion rendered in such action.
(5) Return of Original Papers.  The clerk shall retain all original papers, files,
and exhibits transmitted to the court for a period of not less than 30 days after
rendition of the opinion or order denying any motion pursuant to Florida Rule of
Appellate Procedure 9.330, whichever is later. If no discretionary review
proceeding or appeal has been timely commenced in the supreme court to review
the court’s decision within 30 days, the clerk shall transmit to the clerk of the trial
court the original papers, files, and exhibits. If a discretionary review proceeding or
appeal has been timely commenced in the supreme court to review the court’s
decision, the original papers, files, and exhibits shall be retained by the clerk until
transmitted to the supreme court or, if not so transmitted, until final disposition by
the supreme court and final disposition by the court pursuant to the mandate issued
by the supreme court.
(c)
Marshal.
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(1) Appointment.  The court shall appoint a marshal who shall hold office at
the pleasure of the court and perform such duties as the court directs. The
marshal’s compensation shall be fixed by law.
(2) Duties.  The marshal shall have power to execute process of the court
throughout the district, and in any county therein may deputize the sheriff or a
deputy sheriff for such purpose. The marshal shall perform such clerical or
ministerial duties as the court may direct or as are required by law. The marshal
shall be custodian of the headquarters occupied by the court, whether the
headquarters is an entire building or a part of a building.
(d)
Open Sessions.  All sessions of the court shall be open to the public,
except conference sessions held for the discussion and consideration of pending
cases, for the formulation of opinions by the court, and for the discussion or
resolution of other matters related to the administration of the court.
(e)
Designation of Assigned Judges.  When any justice or judge of another
court is assigned for temporary service on a district court of appeal, that justice or
judge shall be designated, as author or participant, by name and initials followed by
the words “Associate Judge.”
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RULE 2.051
PUBLIC ACCESS TO JUDICIAL BRANCH RECORDS
(a)
Generally.  Subject to the rulemaking power of the Florida Supreme
Court provided by article V, section 2, Florida Constitution, the following rule shall
govern public access to the records of the judicial branch of government and its
agencies. The public shall have access to all records of the judicial branch of
government and its agencies, except as provided below. 
(b)
Definitions.  Judicial records  for this rule refer to documents, exhibits in
the custody of the clerk, papers, letters, maps, books, tapes, photographs, films,
recordings, data processing software of other material created by any entity within
the judicial branch, regardless of physical form, characteristics, or means of
transmission, that are made or received pursuant to court rule, law or ordinance, or
in connection with the transaction of official business by any court or court agency.
(1) “Records of the judicial branch” are all records, regardless of physical
form, characteristics, or means of transmission, made or received in connection
with the transaction of official business by any judicial branch entity and consist of:
(A)
“court records,” which are the contents of the court file, including
the progress docket and other similar records generated to document activity in a
case, transcripts filed with the clerk, documentary exhibits in the custody of the
clerk, and electronic records, videotapes, or stenographic tapes of depositions or
other proceedings filed with the clerk, and electronic records, videotapes, or
stenographic tapes of court proceedings; and 
(B)
“administrative records,” which are all other records made or
received pursuant to court rule, law, or ordinance, or in connection with the
transaction of official business by any judicial branch entity.
(2) “Judicial branch” means the judicial branch of government, which
includes the state courts system, the clerk of court when acting as an arm of the
court, The Florida Bar, the Florida Board of Bar Examiners, the Judicial
Qualifications Commission, and all other entities established by or operating under
the authority of the supreme court or the chief justice.
(3) “Custodian.”  The custodian of all administrative records of any court is
the chief justice or chief judge of that court, except that each judge is the custodian
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of all records that are solely within the possession and control of that judge. As to
all other records, the custodian is the official charged with the responsibility of
maintaining the office having the care, keeping, and supervision of such records. 
All references to “custodian” mean the custodian or the custodian’s designee.
(c)
Exemptions. The following records of the judicial branch and its
agencies shall be confidential:
(1) Trial and appellate court memoranda, drafts of opinions and orders, court
conference records, notes, and other written materials of a similar nature prepared
by judges or court staff acting on behalf of or at the direction of the court as part
of the court’s judicial decision-making process utilized in disposing of cases and
controversies before Florida courts unless filed as a part of the court record;
(2) Memoranda or advisory opinions that relate to the administration of the
court and that require confidentiality to protect a compelling governmental interest,
including, but not limited to, maintaining court security, facilitating a criminal
investigation, or protecting public safety, which cannot be adequately protected by
less restrictive measures. The degree, duration, and manner of confidentiality
imposed shall be no broader than necessary to protect the compelling governmental
interest involved, and a finding shall be made that no less restrictive measures are
available to protect this interest. The decision that confidentiality is required with
respect to such administrative memorandum or written advisory opinion shall be
made by the chief judge of the court involved, with the concurrence of either the
chief judge of the next highest appellate court or the Chief Justice;
(3) (A) Complaints alleging misconduct against judges, until probable cause
is established;
(B) Complaints alleging misconduct against other entities or individuals
licensed or regulated by the courts, until a finding of probable cause or no probable
cause is established, unless otherwise provided. Such finding should be made
within the time limit set by law or rule. If no time limit is set, the finding should be
made within a reasonable period of time;
(4) Periodic evaluations implemented solely to assist judges in improving their
performance, all information gathered to form the bases for the evaluations, and the
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results generated therefrom;
(5) Only the names and qualifications of persons applying to serve or serving
as unpaid volunteers to assist the court, at the court’s request and direction, shall
be accessible to the public. All other information contained in the applications by
and evaluations of persons applying to serve or serving as unpaid volunteers shall
be confidential unless made public by court order based upon a showing of
materiality in a pending court proceeding or upon a showing of good cause;
(6) Copies of arrest and search warrants and supporting affidavits retained by
judges, clerks, or other court personnel until execution of said warrants or until a
determination is made by law enforcement authorities that execution cannot be
made;
(7) All records made confidential under the Florida and United States
Constitutions and Florida and federal law;
(8) All court  records presently deemed to be confidential by court rule,
including the Rules for Admission to the Bar, by Florida Statutes, by prior case law
of the State of Florida, and by the rules of the Judicial Qualifications Commission;
(9) Any court record determined to be confidential in case decision or court
rule on the grounds that
(A) confidentiality is required to
(i) prevent a serious and imminent threat to the fair, impartial, and
orderly administration of justice;
(ii) protect trade secrets;
(iii) protect a compelling governmental interest;
(iv) obtain evidence to determine legal issues in a case;
(v) avoid substantial injury to innocent third parties;
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(vi) avoid substantial injury to a party by disclosure of matters
protected by a common law or privacy right not generally inherent in the specific
type of proceeding sought to be closed;
(vii) comply with established public policy set forth in the Florida or
United States Constitution or statutes or Florida rules or case law;
(B) the degree, duration, and manner of confidentiality ordered by the
court shall be no broader than necessary to protect the interests set forth in
subdivision (A);
(C) no less restrictive measures are available to protect the interests set
forth in subdivision (A);  and
(D) except as provided by law or rule of court, reasonable notice shall be
given to the public of any order closing any court record.
(10)
The names and any identifying information of judges mentioned in an
advisory opinion of the Committee on Standards of Conduct for Judges.
(d)
Review of Denial of Access Request.  Expedited review of denials of
access to judicial records of the judicial branchor to the records of judicial agencies
shall be provided through an action for mandamus, or other appropriate appellate
remedy, in the following manner:
(1) Where a judge who has denied a request for access to records in the
judge’s possession or custodyis the custodian, the action shall be filed in the court
having appellate jurisdiction to review the decisions of the judge denying access.
(2) All other actions under this rule shall be filed in the circuit court of the
circuit in which such denial of access occurs.
(e)
Procedure.  Requests and responses to requests for access to public
records under this rule shall be made in a reasonable manner.  
(1) Requests for access to records shall be in writing and shall be directed to
the custodian. The request shall provide sufficient specificity to enable the
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custodian to identify the requested records. The reason for the request is not
required to be disclosed.
(2) The custodian shall be solely responsible for providing access to records
of the custodian’s entity. The custodian shall determine whether the requested
record is subject to this rule and, if so, whether the record or portions of the record
are exempt from disclosure. The custodian shall determine the form in which the
record is provided.
(3) Fees for copies of records in all entities in the judicial branch of
government, except for copies of court records, shall be the same as those
provided in section 119.07, Florida Statutes (2001).
2002 Court Commentary
The custodian is required to provide access to or copies of records but is not
required either to provide information from records or to create new records in
response to a request. Op. Atty. Gen. Fla. 80-57 (1980); Wootton v. Cook, 590
So.2d 1039 (Fla. 1st DCA 1991); Seigle v. Barry, 422 So.2d 63 (Fla. 4th DCA
1982).
The writing requirement is not intended to disadvantage any person who may
have difficulty writing a request; if any difficulty exists, the custodian should aid the
requestor in reducing the request to writing.
It is anticipated that each judicial branch entity will have policies and procedures
for responding to public records requests.
The 1995 commentary notes that the definition of “judicial records” added at
that time is consistent with the definition of “court records” contained in rule
2.075(a)(1) and the definition of “public records” contained in chapter 119, Florida
Statutes. Despite the commentary, these definitions are not the same. The
definitions added in 2002 are intended to clarify that records of the judicial branch
include court records as defined in rule 2.075(a)(1) and administrative records.  The
definition of records of the judicial branch is consistent with the definition of
“public records” in chapter 119, Florida Statutes.
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RULE 2.075
RETENTION OF COURT RECORDS
(e)
Definitions.  The following definitions apply to this rule:
(1) “Court records” mean the contents of the court file, depositions filed
with the clerk, transcripts,including the progress docket and other similar records
generated to document activity in a case, transcripts filed with the clerk,
documentary exhibits in the custody of the clerk, and electronic records, video
tapes, andor stenographic tapes of depositions or other proceedings filed with the
clerk, and electronic records, videotapes or stenographic tapes of court
proceedings.
(6) “After a judgment has become final” means:
(A)
when a final order, final judgment, final docket entry, final
dismissal, or nolle prosequi has been entered as to all parties, no appeal
has been taken, and the time for appeal has expired;  or
(B)
when a final order, final judgment, or final docket entry has been
entered, an appeal has been taken, the appeal has been disposed of, and
the time for any further appellate proceedings has expired.
(3) “Permanently recorded” means that a document has been microfilmed,  
optically imaged, or recorded onto an electronic record keeping system in
accordance with standards adopted by the Division of Library and Information
Services of the Department of State.
(b)
Required Consent.  Disposal of court records under this rule is subject
to obtaining any consent required by law from the Division of Library and
Information Services of the Department of State.
(c)
Permanently Recorded Records.  Court records, except exhibits, that
have been permanently recorded in accordance with standards adopted by the
Division of Library and Information Services of the Department of State, may be
destroyed or otherwise disposed of by the clerk at any time after a judgment has
become final.
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(d)
Records Not Permanently Recorded.  No court records under this
subdivision shall be destroyed or disposed of until the final order, final docket
entry, or final judgment is permanently recorded for, or recorded in, the public
records. The time periods shall not apply to any action in which the court orders
the court records to be kept until the court orders otherwise. When an order is
entered to that effect, the progress docket and the court file shall be marked by the
clerk with a legend showing that the court records are not to be destroyed or
disposed of without a further order of court. Any person may apply for an order
suspending or prohibiting destruction or disposition of court records in any
proceeding. Court records, except exhibits, that are not permanently recorded may
be destroyed or disposed of by the clerk at the times prescribed below after a
judgment has become final in accordance with the following schedule:
(1) For trial courts
(A)
Sixty 60 days—Parking tickets and noncriminal traffic infractions
after required audits have been completed.
(2)(B)      Two 2 years—Proceedings under the Small Claims Rules, Medical
Mediation Proceedings.
(3)(C)       Five 5 years—Misdemeanor actions, criminal traffic violations,
ordinance violations, civil litigation proceedings in county court other than those
under the Small Claims Rules, and civil proceedings in circuit court except marriage
dissolutions and adoptions.
(4)(D)     Ten 10 years Probate, guardianship, and mental health
proceedings.
(5)(E)      Ten 10 years—Felony cases in which no information or indictment
was filed or in which all charges were dismissed, or in which the state announced a
nolle prosequi, or in which the defendant was adjudicated not guilty.
(6)(F)      Seventy-five 75 years—Juvenile proceedings containing an order
permanently depriving a parent of custody of a child, and adoptions, and all felony
cases not previously destroyed.
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(7) Kept permanently--Progress dockets and their indices.
(8)(G)     Juvenile proceedings not otherwise provided for in this subdivision
shall be kept for 5 years after the last entry or until the child reaches the age of
majority, whichever is later.
(9)(H)     Marriage dissolutions—Ten 10 years from the last record activity.
The court may authorize destruction of court records not involving alimony,
support, or custody of children 5 years from the last record activity.
(2) For district courts of appeal
(A) 2 years—noncriminal court records.
(B) 5 years—Criminal court records.
(3) For the Supreme Court
(A) 5 years—All cases disposed of by order not otherwise provided for
in this rule.
(B) 10 years—Cases disposed of by order involving individuals licensed
or regulated by the court and noncriminal court records involving the unauthorized
practice of law.
(e)
Records to be retained permanently.  The following court records
shall be permanently recorded or permanently retained:
(1) progress dockets, and other similar records generated to document
activity in a case, and
(2) court records of the supreme court in which the case was disposed of by
opinion.
(e)(f) Court Reporters’ Notes.  Court reporters or persons acting as court
reporters for judicial or discovery proceedings shall retain the original notes or
electronic records of the proceedings or depositions until the times specified
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below:
(1) Two2 years from the date of preparing the transcript—Judicial
proceedings, arbitration hearings, and discovery proceedings when an original
transcript has been prepared.
(2) Ten10 years—Judicial proceedings in felony cases when a transcript has
not been prepared.
(3) Five5 years—All other judicial proceedings, arbitration hearings, and
discovery proceedings when a transcript has not been prepared.
When an agreement has been made between the reporter and any other person and
the person has paid the reasonable charges for storage and retention of the notes,
the notes or records shall be kept for any longer time agreed on. All reporters’
notes shall be retained in a secure place in Florida.
(f)(g) Exhibits.
(1) Exhibits in criminal proceedings shall be disposed of as provided by law.
(2) All other exhibits shall be retained by the clerk until 90 days after a
judgment has become final. If an exhibit is not withdrawn pursuant to subdivision
(h)(i) within 90 days, the clerk may destroy or dispose of the exhibits after giving
the parties or their attorneys of record 30 days’ notice of the clerk’s intention to do
so. Exhibits shall be delivered to any party or attorney of record calling for them
during the 30-day time period.
(g)(h) Disposition Other Than Destruction.  Before destruction or
disposition of court records under this rule, any person may apply to the court for
an order requiring the clerk to deliver to the applicant the court records that are to
be destroyed or disposed of to the applicant. All parties and the Division of Library
and Information Services of the Department of State shall be given notice of the
application by the applicant. The court shall dispose of that court record as
appropriate.
(h)(i) Release of Court Records.  This rule does not limit the power of the
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court to release exhibits or other parts of court records that are the property of the
person or party initially placing the items in the court records initially. The court
may require copies to be substituted as a condition to releasing the court records
under this subdivision.
(i)(j) Right to Expunge Records.  Nothing in this rule shall affect the power
of the court to order records expunged.
(j)(k) Sealed Records.  No record which has been sealed from public
examination by order of court shall be destroyed without hearing after such notice
as the court shall require.
 
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RULE 2.076 RETENTION OF JUDICIAL BRANCH ADMINISTRATIVE
RECORDS
(a)
Definitions.  
(1) “Judicial branch” means the judicial branch of government, which
includes the state courts system, the clerk of court when acting as an arm of the
court, The Florida Bar, the Florida Board of Bar Examiners, the Judicial
Qualifications Commission, and all other entities established by or operating under
the authority of the supreme court or the chief justice.
(2)“Records of the judicial branch” means all records, regardless of physical
form, characteristics, or means of transmission, made or received in connection
with the transaction of official business by any judicial branch entity and consists
of:
(A) “court records,” which means the contents of the court file, including
the progress docket and other similar records generated to document activity in a
case, transcripts filed with the clerk, documentary exhibits in the custody of the
clerk, and electronic records, videotapes, or stenographic tapes of depositions or
other proceedings filed with the clerk, and electronic records, videotapes, or
stenographic tapes of court proceedings; and 
(B) “administrative records,” which means all other records made or
received pursuant to court rule, law, or ordinance, or in connection with the
transaction of official business by any judicial branch entity.
(b)
Retention requirements.  Administrative records in the judicial branch
shall be retained in accordance with the Judicial Branch Records Retention
Schedule approved by the supreme court.
                                  
2002 Commentary
This rule does not apply to court records and files that are governed by rule
2.075. This rule applies to administrative records.
To provide a consistent schedule for retention of administrative records in the
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judicial branch, the Supreme Court Workgroup on Public Records recommended
that the Court adopt the Judicial Branch Records Retention Schedule. This
schedule uses the legislatively authorized Department of State retention schedules,
as appropriate, and includes a schedule for other records that are unique to the
judicial branch.
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State of Florida
JUDICIAL BRANCH 
RECORDS RETENTION SCHEDULE 
FOR ADMINISTRATIVE RECORDS
GENERAL APPLICATION
This record retention schedule does not impose a duty to create records
contained in the schedule.  The purpose of the schedule is to authorize
destruction of records after the retention period has elapsed.  The records
custodian may retain records longer than required by the schedule.  This
schedule authorizes destruction of records unless otherwise provided by
court rule.
The retention period should be calculated from the time that the record is
completed.  For purposes of calculating the retention period, fiscal records
should be considered completed at the end of a fiscal year. All retention
periods are subject to the caveat  “provided that applicable audits have been
released.”
The records custodian of the judicial branch entity that creates a record
creates the “record copy” and is responsible for its retention in accordance
with this schedule.   The records custodian of the judicial branch entity that
properly receives a record from outside the judicial branch has the “record
copy” and is responsible for its retention in accordance with this schedule. 
Duplicates are only required to be retained until obsolete, superseded or
administrative value is lost. 
"Record Series" means a group of related documents arranged under a
single filing arrangement or kept together as a unit because they consist of
the same form, relate to the same subject, result from the same activity, or
have certain common characteristics. 
ACCOUNTS PAYABLE/RECEIVABLE RECORDS:  SUMMARY
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This record series consists of documentation of receipts and disbursements in summary.  Records include the
vendor name, vendor invoice and number, date of invoice, warrant number, date of warrant and the amount of the
warrant.  See also "ACCOUNTS PAYABLE: SUPPORTING DOCUMENTS"and “ACCOUNTS RECEIVABLE:
SUPPORTING DOCUMENTS.”
RETENTION: 10 years.
ACCOUNTS PAYABLE:  SUPPORTING DOCUMENTS   
This record series consists of documentation of receipts and disbursements and the individual items leading to
the summary information.  Records include the vendor name, vendor invoice and number, date of invoice, warrant
number, date of warrant and the amount of the warrant.  See also "ACCOUNTS PAYABLE / RECEIVABLE
RECORDS: SUMMARY."             
RETENTION: 3 years.
ACCOUNTS RECEIVABLE: SUPPORTING DOCUMENTS
This record series consists of documentation of receipts and the individual items leading to the summary
information.  Records include the amount received, the account credited, the payee, the service rendered or tax
paid, the check and receipt number, and the date of payment.  See also "ACCOUNTS PAYABLE / RECEIVABLE
RECORDS: SUMMARY" and “ACCOUNTS PAYABLE:  SUPPORTING DOCUMENTS.”
RETENTION: 4 years.
ACQUISITION RECORDS: LIBRARY
This record series consists of information on the acquisition of library materials including: books, periodicals,
filmstrips, software, compact discs, video/audio tapes, and other non-print media.  This information may include
the accession date and method, the publisher and cost, the date entered into the collection, dates removed from
collection, and method of final disposal.
RETENTION: Retain for life of material.
ADMINISTRATIVE CONVENIENCE RECORDS
This record series consists of a subject file, generally filed alphabetically, which is located away from the official
files, such as in the Director's and other supervisory offices.  The file contains DUPLICATES of correspondence,
reports, publications, memoranda, etc., and is used as a working file or reference file on subjects which are
currently significant or which may become significant in the near future.  The material filed in this series is NOT
the official file or record copy but is maintained for the convenience of the officials in carrying out their elected or
appointed duties.             
RETENTION: Retain until obsolete, superseded or administrative value is lost.                            
                               
ADMINISTRATIVE SUPPORT RECORDS
This record series consists of records accumulated relative to internal administrative activities rather than the
functions for which the office exists.  Normally, these records document procedures; the expenditure of funds,
including budget material; day-to-day management of office personnel including training and travel; supplies,
office services and equipment requests and receipts and other recorded experiences that do not serve as official
documentation of the programs of the office.  However, because the content of these records vary so greatly in
content and value (containing some duplicates and record copies), a relatively large proportion of them are of
continuing value and may be subject to the audit process.  Note: Reference a more applicable records series first
if one exists.  "These records may have archival value."
RETENTION: 2 years.
                              
ADMINISTRATIVE RECORDS: PUBLIC OFFICIALS/ COURT ADMINISTRATORS
This record series consists of office files documenting the substantive actions of elected or appointed officials
and the court administrator. These records constitute the official record of a judicial branch entity’s performance of
its functions and formulation of policy and program initiative. This series will include various types of records such
as correspondence; memoranda; statements prepared for delivery at meetings, conventions or other public
functions that are designed to advertise and promote programs, activities and policies of the judicial branch entity;
interviews; and reports concerning development and implementation of activities of the judicial branch entity. 
“These records may have archival value."  RETENTION:
10 years.                                               
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ADVERTISEMENTS: LEGAL
This record series consists of advertisements which have appeared in newspapers or in the "Administrative
Weekly" on matters pertaining to the judicial branch entity and other legal ads which may or may not indirectly
affect the judicial branch entity; i.e., bid invitations for construction jobs, public hearings or notices, public sales. 
See also "BID RECORDS:  CAPITAL IMPROVEMENT SUCCESSFUL BID, "BID RECORDS: CAPITAL
IMPROVEMENT UNSUCCESSFUL BIDS" and “BID RECORDS: NON-CAPITAL IMPROVEMENT."              
RETENTION: 5 years.                       
                               
AFFIRMATIVE ACTION RECORDS
This record series consists of copies of reports submitted to the Equal Employment Opportunity Commission
(EEOC) per their requirements for the judicial branch entity's affirmative action plan. It may also include
discrimination complaints, correspondence and investigative papers pertaining to the judicial branch entity's
affirmative action plan.  See also "EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS." 
RETENTION: 2 years.                   
                               
AGREEMENTS: CAPITAL IMPROVEMENT
This record series consists of legal documents, correspondence, reports, etc., relating to negotiation, fulfillment
and termination of capital improvement agreements to which the judicial branch entity is a party.  "Capital
improvements" shall mean enhancement to buildings, fixtures and all other improvements to land. In addition, it
includes agreements with architects, engineers, builders, and construction companies. See also "AGREEMENTS:
NON-CAPITAL IMPROVEMENT," "CONTRACTS: CAPITAL IMPROVEMENT," "CONTRACTS: NON-CAPITAL
IMPROVEMENT," "LEASES: CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT" and "LEASES:
REAL PROPERTY."  RETENTION:
15 years after completion or termination of contract.                                  
                             
AGREEMENTS: NON-CAPITAL IMPROVEMENT
This record series consists of legal documents, correspondence, reports, etc., relating to negotiation, fulfillment
and termination of non-capital improvement  agreements to which the judicial branch entity is a party.  In addition,
it includes the various agreements entered into for goods and services and includes the purchase of gas, fuel oil
and annual purchases of inventory maintained items.  See also AGREEMENTS: CAPITAL IMPROVEMENT,"
"CONTRACTS: CAPITAL IMPROVEMENT," "CONTRACTS: NON-CAPITAL IMPROVEMENT," "LEASES: CAPITAL
IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT" and "LEASES: REAL PROPERTY."                             
RETENTION: 5 years after completion or termination of contract.                             
                             
APPLICATIONS:  GUARDIAN AD LITEM, MEDIATION, OTHERS
This record series consists of applications, supporting documents, correspondence and reports relating to the
application of a person to be certified as a mediator, a program to be approved to offer training for mediators, a
volunteer to be approved by the Guardian ad Litem Program, or other persons or programs regulated in the
judicial branch.
RETENTION: 5 years after the person or program is no longer regulated by the judicial branch.
                                       
APPLICATIONS: LIBRARY CARDS
This record series consists of library card applications which must be renewed on an annual, bi-annual, or other
basis.  The application may include the patron’s name, address, telephone number, date of birth, as well as a
statement of liability for the care and timely return of all materials checked out or utilized by the patron.
RETENTION: Retain for 30 days after expiration.
APPRAISALS: LAND PURCHASES (NOT PURCHASED)
This record series consists of documents pertaining to land not purchased by a judicial branch entity and all
supporting documents. See also APPRAISALS: LAND PURCHASES (PURCHASED)."    
RETENTION: 3 years.                    
                               
APPRAISALS: LAND PURCHASES (PURCHASED)
This record series consists of documents pertaining to land purchased by a judicial branch entity and all
supporting documents. See also "APPRAISALS: LAND PURCHASES (NOT PURCHASED)."
RETENTION: Retain as long as judicial branch entity retains property.                                                   
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ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS
This record series consists of those graphic and engineering preliminary drawing records that depict conceptual
as well as precise measured information essential for the planning and construction of facilities. 
RETENTION: Retain until completion and acceptance.   
ATTENDANCE AND LEAVE RECORDS
This record series consists of requests or applications for vacation, sick, family medical leave (FMLA) and other
types of leave including leave of absences, timesheets or timecards along with any required documentation
(medical statements or excuses from a physician, jury duty summons, or military orders, etc.) submitted by an
employee to document authorized absences.
RETENTION.  3 years.   
                                     
AUDITS: INDEPENDENT
This record series consists of a report issued by an independent auditor to establish the position of the judicial
branch entity being audited against its standard of performance.  See also, "AUDITS: INTERNAL," "AUDITS:
STATE/FEDERAL" and  "AUDITS: SUPPORTING DOCUMENTS."                                      
RETENTION: 10 years.           
                               
AUDITS: INTERNAL
This record series consists of a report issued by an internal auditor to establish the position of a judicial branch
entity being audited against its standard of performance. See also, "AUDITS:  INDEPENDENT," "AUDITS:
STATE/FEDERAL" and "AUDITS:  SUPPORTING DOCUMENTS."                                      
RETENTION: 3 years                       
                               
AUDITS: STATE/FEDERAL
This record series consists of a report issued by a federal or state auditor to establish the position of a judicial
branch entity being audited against its standard of performance.   See also, "AUDITS: INDEPENDENT," "AUDITS:
INTERNAL" and "AUDITS: SUPPORTING DOCUMENTS."  "These records may have archival value."                        
                RETENTION: 10 years.          
AUDITS: SUPPORTING DOCUMENTS
This record series consists of the documentation and supporting documents used to develop the audit report with
all bills, accounts, records and transactions. See also  "AUDITS: INDEPENDENT," "AUDITS: INTERNAL" and
"AUDITS: STATE/FEDERAL."                                             
RETENTION: 3 years.      
BACKGROUND/Security Checks
This record series consists of background/security checks for potential new hires and promotions.  These checks
may include a background and driver’s license screening, reference check, and verification of academic standing. 
The files might include notices of not being hired based on the outcome of a security check and a opportunity for
rebuttal.  Supporting documentation consists of fingerprint cards, copy of the driver’s license, copy of the transcript
release form, returned form reference letters, and other necessary information.
RETENTION: 2 years.                 
                               
BAD CHECK RECORDS
This record series consists of an itemization of bad checks received.  See also "CHECKS: CANCELED,"
"CHECKS: STUBS," "CHECKS: LOG" and "CHECKS: REGISTERS."
RETENTION: 3 years.                       
                               
BALANCE SHEETS
This record series consists of balance sheets that contain information as to what money was collected for, the
amount collected, and the date.                                    
RETENTION: 3 years.                        
BANK ACCOUNT AUTHORIZATION RECORDS
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This record series consists of an authorization to maintain a bank account and who is authorized to sign off on the
account.                                                    
RETENTION: 1 year after superseded by new authorization.                                                   
BANK STATEMENTS: RECONCILIATION
This record series consists of monthly statements of bank accounts to show debits, credits and cash balance in
the account.                                                    
RETENTION: 3 years.                       
BAR APPLICANTS: ADMITTED
This record series consists of bar applications, supporting documents, all investigative materials, of
administrative value, correspondence, reports, and similar materials accumulated during the bar admissions
process regarding bar applicants who were subsequently admitted to The Florida Bar.
RETENTION: Bar application and fingerprint card,
 5 years.
All other materials, 1 year.
BAR APPLICANTS: NOT ADMITTED (WITH NO RECOMMENDATION)
This record series consists of bar applications, supporting documents, all investigative materials of
administrative value, correspondence, reports, and similar materials accumulated during the bar admissions
process regarding bar applicants who have not been admitted to The Florida Bar and who have not received an
unfavorable recommendation by the Florida Board of Bar Examiners.
RETENTION: 20 years or the death of the applicant, whichever is earlier.
BAR APPLICANTS: NOT ADMITTED (WITH UNFAVORABLE RECOMMENDATION)
This record series consists of bar applications, supporting documents, all investigative materials of
administrative value, correspondence, reports, and similar materials accumulated during the bar admissions
process regarding bar applicants who have not been admitted to The Florida Bar and who have received an
unfavorable recommendation by the Florida Board of Bar Examiners by either a negotiated consent judgment or
the issuance of findings of fact and conclusions of law.
RETENTION: 40 years or the death of the applicant, whichever is earlier.
BAR EXAMINATION/ANSWERS
This record series consists of answers to essay questions and answer sheets to machine-scored questions
submitted by bar applicants during the bar examination administered by the Florida Board of Bar Examiners.
RETENTION: Until the conclusion of the administration of the next successive general bar examination.
BAR EXAMINATION/FLORIDA PREPARED PORTION
This record series consists of the portion of the bar examination prepared by the Florida Board of Bar Examiners.
RETENTION: 10 years from the date of the administration of the examination.
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS
This record series consists of information relative to the processing and letting of capital improvement successful
bids including legal advertisements, "Requests for Proposal," technical specifications, correspondence,
"Invitations to Bid," bid tabulations and bid responses. "Capital Improvements" shall mean enhancement to
buildings, fixtures and all other improvements to land.  See also "BID RECORDS: CAPITAL IMPROVEMENT
UNSUCCESSFUL BIDS" and  "BID RECORDS: NON-CAPITAL IMPROVEMENT."                     
RETENTION: 15 years.              
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS
This record series consists of information relative to the processing and letting of capital improvement
unsuccessful bids including legal advertisements, "Requests for Proposal," technical specifications,
correspondence, "Invitations to Bid," bid tabulations and bid responses.  "Capital Improvements" shall mean
enhancement to buildings, fixtures and all other improvements to land.  See also "BID  RECORDS: CAPITAL
IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: NON-CAPITAL IMPROVEMENT."
RETENTION: 5 years.      
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BID RECORDS: NON-CAPITAL IMPROVEMENT
This record series consists of information relative to the processing and letting of successful and unsuccessful
non-capital improvement bids including legal advertisements, "Requests for Proposal," technical specifications,
correspondence, "Invitations to Bid," bid tabulations and bid responses.  See also "BID RECORDS: CAPITAL
IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS."    
RETENTION: 5  years.      
 
BIOGRAPHICAL FILES
This record series consists of vitas, biographies, photographs and newspaper clippings of employees.        
RETENTION: Retain until obsolete, superseded  or administrative value is lost.                            
BUDGET RECORDS: APPROVED ANNUAL BUDGET
This record series consists of the approved annual budget and its amendments. See also "BUDGET RECORDS:
SUPPORTING DOCUMENTS," "These records may have archival value."
RETENTION: Permanent.              
                              
BUDGET RECORDS: SUPPORTING DOCUMENTS
This record series consists of any supporting documentation supporting budget matters and is filed
chronologically. See also "BUDGET RECORDS: APPROVED ANNUAL BUDGET."              
RETENTION: 3 years.     
BUILDING PLANS
This record series consists of graphic and engineering records that depict conceptual as well as precise
measured information essential for the planning and construction of buildings. See also "ARCHITECTURAL
PLANS / SPECIFICATIONS: PRELIMINARY DRAWINGS."
RETENTION: Retain for life of structure.
                 
CALENDARS
This record series consists of a calendar showing official daily appointments and meetings.                           
RETENTION: 1 year.     
 
CASH COLLECTION RECORDS
This record series consists of, but is not limited to, daily cash listings, copies of receipts, daily cash register
tapes, cash collection and deposit slips used to balance for cash deposits.  See also “DEPOSIT/WITHDRAWAL/
TRANSFER SLIPS” and "RECEIVING REPORTS."
RETENTION: 3 years.
                         
CASH REGISTER TAPES
This record series consists of output media generated by an electronic cash register or electronic device.   It
includes tapes of daily cash or check transactions and may include refunds or rebates.             
RETENTION: 2 years.                 
CERTIFICATION FORWARD DOCUMENTS
This record series consists of lists of encumbrances to be applied against certified forward money which is
money brought forward from the previous fiscal year for goods and services which were not received until the
current fiscal year.  See also “ENCUMBRANCE RECORDS."                               
RETENTION: 3 years.                      
                               
CHECKS: CANCELED
This record series consists of canceled checks issued for authorized payments or refunds.  This may include the
electronic transfer of funds.  See also "BAD CHECK RECORDS."
RETENTION: 5 years.                  
CHECKS: LOG
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This record series consists of a listing of checks either received or dispersed.  See also "BAD CHECK
RECORDS." 
RETENTION: 3 years.             
  
CHECKS: REGISTERS
This record series consists of a register of all checks issued which includes check number, date, amount,
individual or vendor, and purpose.  See also "BAD CHECK RECORDS." 
RETENTION: 3 years.                 
                               
CHECKS: STUBS
This record series consists of check stubs for all checks written against the accounts administered by the judicial
branch entity. The stubs contain information relating to the amount of the check, to whom the check was issued,
the purpose of the check, the date and the check number.  See also "BAD CHECK RECORDS."  
RETENTION: 3 years.                     
CHILD SUPPORT/ALIMONY: ACCOUNTS PAYABLE/RECEIVABLE RECORDS:  SUPPORTING 
DOCUMENTS
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. 
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: BANK STATEMENTS: RECONCILIATION
This record series consists of monthly statements of bank accounts to show debits, credits and cash balance in
the account.
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: CASH RECEIPT/REPORT RECORDS
This record series consists of a copy of each receipt written for cash which is numbered sequentially and used to
balance for cash deposits.  Series also includes all receipt books that record child support/alimony revenue.  
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: CHECKS: REGISTERS 
This record series consists of a register of all checks issued which includes check number, date, amount,
individual or vendor, and purpose. 
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: CHECKS: STUBS 
This record series consists of check stubs for all checks written against the accounts. The stubs contain
information relating to the amount of the check, to whom the check was issued, the purpose of the check, the date
and the check number. Also contained on the stub is the remaining balance after the check is written and the
amount of the deposits when made.
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: DEPOSIT SLIPS
This record series consists of child support/alimony deposit receipts and the bank validated deposit slips
showing the source of the money, amount and date of deposit. 
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: DEPOSITORY LEDGER REPORTS
This record series consists of depository ledger reports filed with Clerk of Court.
RETENTION: 4 years.
CHILD SUPPORT/ALIMONY: JOURNALS
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This record series consists of summaries of all financial child support/alimony transactions. 
RETENTION: 4 years.
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES
This record series consists of individual complaints received from citizens, consumers or employees. This file
may include the name, address, date of complaint, telephone number, the complaint to whom referred and date,
action taken and signature of person taking the action.            
RETENTION: 1 year.     
CONTINUING EDUCATION RECORDS
This record series consists of continuing education records, including records of judicial education.
RETENTION: 2 years.
    
CONTRACTS: CAPITAL IMPROVEMENT
This record series consists of legal documents, correspondence, reports, etc., relating to negotiation, fulfillment
and termination of capital improvement contracts to which the judicial branch entity is a party.  "Capital
Improvements" shall mean enhancement to buildings, fixtures and all other improvements to land.  In addition, it
includes contracts with architects, engineers, builders, and construction companies.  See also "AGREEMENTS:
CAPITAL IMPROVEMENT," "AGREEMENTS: NON-CAPITAL IMPROVEMENT," "CONTRACTS: NON-CAPITAL
IMPROVEMENT," "LEASES: CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT" and "LEASES:
REAL  PROPERTY."             RETENTION:
15 years after completion or termination of contract.                                  
CONTRACTS: NON-CAPITAL IMPROVEMENT
This record series consists of legal documents, correspondence, reports, etc., relating to negotiation, fulfillment
and termination of non-capital improvement contracts to which the judicial branch entity is a party. In addition, it
includes the various contracts entered into for goods and services and includes the purchase of gas, fuel oil and
annual purchases of inventory maintained items.  See also "AGREEMENTS: CAPITAL IMPROVEMENT,"
"AGREEMENTS: NON-CAPITAL IMPROVEMENT," "CONTRACTS: CAPITAL IMPROVEMENT," "LEASES: CAPITAL
IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT" and "LEASES: REAL PROPERTY."                             
RETENTION: 5 years after completion or termination of contract.                                                             
CORRESPONDENCE & MEMORANDA:  ADMINISTRATIVE
This record series consists of routine correspondence and memoranda of a general nature that is associated
with administrative practices but that does not create policy or procedure, document the business of a particular
program, or act as a receipt.  See also “INFORMATION REQUEST RECORDS.” “These records may have
archival value.”
RETENTION: 3 years.
CORRESPONDENCE & MEMORANDA:   PROGRAM AND POLICY DEVELOPMENT
This record series consists of correspondence and memoranda of any nature that is associated with a specific
program or the development of policy and procedure. “These records may have archival value.”
RETENTION: 5  years.
COURT REGISTRY
This record series consists of records, ledgers and journals showing amounts paid into the Court Registry, held
by the Court, and paid out by the Court.  
RETENTION: Permanent
COURT REPORTS
This record series consists of court reports, including SRS, jury management, witness management, uniform
case reporting system records, and other statistical court reports.
RETENTION: 3 years.
DEEDS: PROPERTY
This record series consists of property deeds. Series may include appraisals, surveys, and other supporting
documents. 
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RETENTION: Retain as long as property is retained.
DEPOSIT/WITHDRAWAL/TRANSFER SLIPS
This record series consists of deposit/withdrawal/ or transfer receipts and the bank validated slips showing the
source of the money, amount and date of deposit/withdrawal/ or transfer.  See also "CASH COLLECTION
RECORDS."
RETENTION: 3 years.
DIRECTIVES/POLICIES/PROCEDURES
This record series consists of the official management statements of policy for the organization,  supporting
documents, and the operating procedures which outline the methods for accomplishing the functions and
activities assigned to the judicial branch entity.  It  includes all memoranda and correspondence generated
relating to the policies and procedures which are to be followed by employees.  See also CORRESPONDENCE &
MEMORANDA:  PROGRAM AND POLICY DEVELOPMENT." "These records may have archival value."                      
 
RETENTION: 2 years.
DISASTER PREPAREDNESS DRILLS
This record series consists of the results of disaster preparedness exercises and the supporting documents
including scenarios,  location of safety related drills, time tables, response times, probable outcomes, areas of
difficulties, descriptions of how difficulties were resolved, and areas for improvement.  Types of drills include: fire,
tornado, safety, hurricane and SARA chemical spills. See also “DIRECTIVES/POLICIES/PROCEDURES” and
“DISASTER PREPAREDNESS PLANS.”
RETENTION: 3 years.                           
DISASTER PREPAREDNESS PLANS
This record series consists of disaster preparedness and recovery plans adopted by a judicial branch entity.  See
also "DIRECTIVE/POLICIES/PROCEDURES."
RETENTION: Retain until obsolete, superseded or administrative value is lost. 
DISCIPLINARY CASE FILES   
This record series consists of both sustained formal or informal disciplinary cases investigated that allege
employee misconduct or violations of department regulations and orders, and state/federal statutes.  It includes
statements by the employee, witnesses, and the person filing the complaint.  "Formal discipline" is defined as
disciplinary action involving demotion, removal from office, suspension, or other similar action.  “Informal
discipline” is defined as any disciplinary action involving written and verbal reprimands, memoranda, or other
similar action.   This record series also can consist of formal and informal disciplinary cases that were
determined as not sustained, unfounded, or exonerated charges. See also “PERSONNEL RECORDS”.
RETENTION: 5 years.
DRAFTS AND WORKING PAPERS
This record series consists of documents, correspondence, reports, memos, and other materials in preliminary
or developmental form before their iteration as a final product.   Drafts may include copies of materials circulated
for review for grammar, spelling, and content.  Working papers may include notes and miscellaneous documents
and materials used in compiling and assembling the final product.  Note that some draft documents and working
papers may have long-term value; such documents may even have archival or historical value. Such records
might be better placed under the record series "Administrator Records: Public Officials/Court Administrators.”
RETENTION: Retain until obsolete, superseded or administrative value is lost.     
DRUG TEST RECORDS
This record series consists of the positive or negative results of a drug test under the Drug Free Workplace Act or as
required for CDL or other drivers under US DOT regulations as well as records related to canceled tests.  This series
might include documents generated in decisions to administer reasonable suspicion or post-accident testing, or in
verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or to provide a
urine specimen for testing.  In addition, the case file could include: the employer’s copy of an alcohol test form,
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including the results of the test; a copy of the controlled substances test chain of custody control form; documents sent
by the Medical Review Officer (MRO) to the employer; notice to report for testing; affidavit signed by the employee stating
any prescription drugs or over the counter medication currently taken; and final clearance to resume working. This
record series can also consist of documentation, including memorandum and correspondence, related to an
employee’s refusal to take or submit samples for an alcohol and/or controlled substances test(s) .
RETENTION: 5 years.
ELECTRONIC FUNDS TRANSFER RECORDS
This record series consists of documentation necessary to establish and maintain the electronic transfer of funds from
one financial institution to another.  The documentation may include, but is not limited to: an agreement between the
two parties; a form which lists both institutions’ names, their routing numbers, the name of the account holder, and the
account’s authorizing signature; a canceled deposit slip or check; and the paperwork for the termination of service or
transfer of service to a new institution.  This series does not include the paperwork on a specific individual deposit or
payment.
RETENTION: 3 years.
ELECTRONIC RECORDS SOFTWARE
This record series consists of proprietary and non-proprietary software as well as related documentation that provides
information about the content, structure and technical specifications of computer systems necessary for retrieving
information retained in machine-readable format. These records may be necessary to an audit process.
RETENTION: Retain as long as there are software dependent records.
EMPLOYEE PRE-COUNSELING RECORDS
This record series consists of material and supporting documentation which provide documentation of initial contact
with an employee regarding incidents which may or may not lead to disciplinary action. This series is not considered in
and of itself a part of the employee discipline record.
RETENTION: 1 year.
EMPLOYMENT EXAMINATION RECORDS
This record series consists of test plans, announcements, grades, grading scales, keyed exams, test monitor's list of
candidates, any research toward the development of the tests, and any other selection or screening criteria. See
"PERSONNEL RECORDS" and “RECRUITMENT & SELECTION PACKAGES.”
RETENTION: 2 years.
                            
ENCUMBRANCE RECORDS
This record series consists of documents and reports which document funds that have been encumbered.  See also 
"CERTIFICATION FORWARD DOCUMENTS."                                         
RETENTION: 3 years.                                          
ENDOWMENTS, BEQUESTS AND TRUST FUND RECORDS
This record series consists of creating, establishing or contributing to endowments, bequests and trust fund records.
"These records may have archival value."
RETENTION: Permanent.     
                            
ENVIRONMENTAL REGULATION RECORDS
This record series consists of permits, reviews, supporting documents and correspondence resulting from
environmental regulation requirements.                                                   
RETENTION: 5 years.
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS
This record series consists of EEO-5 and supporting documents, reviews, background papers and correspondence
relating to employment papers and correspondence relating to employment statistics (race, sex, age, etc.).  See also
"AFFIRMATIVE ACTION RECORDS."
RETENTION: 3 years. 
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EQUIPMENT USAGE RECORDS
This record series consists of hours worked, equipment cost per hour, materials, etc., used for cost figures. See also
"MAINTENANCE RECORDS: EQUIPMENT" and "MAINTENANCE RECORDS:  VEHICLE." 
RETENTION: 3  years.                               
EXPENDITURE PLANS: CAPITAL
This record series consists of capital improvement expenditure plans.                                          
RETENTION: Permanent.     
EXPENDITURE REPORTS
This record series consists of documentation showing in summary fashion how funds of a judicial branch entity,
appropriated and non-appropriated, are dispersed.  See also "VOUCHERS."          
RETENTION: 3 years.
FACILITY RESERVATION/Rental records
This record series consists of forms generated in the process of renting or scheduling a public meeting hall or room,
conference site, to a citizen or family, private organization, or other public agency.  These forms include, but are not
limited to, name of renter, renter’s address and telephone number, method of payment, acknowledgment of rules,
liability, damage waivers, and the date and time of the rental as well as what facility or portion of a facility is to be
reserved.  These forms may contain a check number, corresponding receipt number, an amount as well as deposit
information.  There may also be a floor plan denoting the desired arrangement of tables or chairs as requested by the
renter.
RETENTION: 3 years.
                               
FEASIBILITY STUDY RECORDS
This record series consists of working papers, correspondence, consulting firm reports and management committee
reports investigating various projects of the judicial branch entity.                                           
RETENTION: 3 years.
FEDERAL AND STATE TAX FORMS/REPORTS
This record series consists of W-2 Forms, W-4 Forms, W-9 Forms, 940 Forms, 941-E Forms, 1099 Forms, 1099
Reports and UTC-6 Forms. The retention period mentioned below for the record (master) copy was established
pursuant to Section 26 CFR 31.6001-1(2).
RETENTION: 4 calendar years.
                               
FUEL REPORTS
This record series consists of reports consisting of totals of gasoline, diesel and oil used.  See also "MAINTENANCE
RECORDS: VEHICLE" and "VEHICLE RECORDS."    
RETENTION: 3 years.
GENERAL LEDGERS: ANNUAL SUMMARY
This record series consists of ledgers containing accounts to which debits and credits are posted from supporting
documents of original entry.  It includes all permanent ledger entries. 
RETENTION: Permanent.
GENERAL LEDGERS: SUPPORTING DOCUMENTS
This record series consists of supporting documents for ledgers containing accounts to which debits and credits are
posted from supporting documents of original entry.  Supporting documents may include copies of vouchers, invoices,
requisitions, purchase orders, contracts, and other information.  See also “JOURNAL TRANSACTIONS: (DAILY)”,
“JOURNAL TRANSACTIONS (MONTHLY SUMMARY)”, and "GENERAL LEDGERS: ANNUAL SUMMARY".
RETENTION: 3 years.
GRAND JURY