Pennsylvania Code › Title 204 - JUDICIAL SYSTEM GENERAL PROVISIONS › Part VI - JUDICIAL COUNCIL OF PENNSYLVANIA › Subpart E - ADMINISTRATION OF JUSTICE GENERALLY › Chapter 173 - UNIFORM AND PROCEDURES, INDEXES AND DOCKETS › Section 173.2 - Minimum standards for recording of documents in offices receiving criminal filings

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
General rule.
The minimum standards for the maintenance of
				  records in criminal proceedings (other than juvenile) by offices receiving
				  criminal filings shall be as follows:
(1) One
				  criminal docket shall be maintained in which all criminal proceedings (whether
				  commenced by transcript, appeal, petition for habeas corpus or petition for
				  commitment) shall be recorded.
(i) An annual
				  numbering system shall be assigned which will be a local permanent
				  identification number for each case.
(ii) The following data elements shall be
				  recorded where applicable:
(A)
Defendant Information
Defendant name
Defendant address
Unique Court Number
Offense Tracking Number
Sex
Birth date
AOPC number, if attorney
Race
Date transcript received
Alias information
(B)
Co-defendant Information
Co-defendant name
Unique Court Number or linkage to other defendants
(C)
Affiant and Witness
				  Information
Affiant and witness name
Affiant and witness address
Date of offense
(D)
Pre-Trial Proceedings
(I)
District Justices:
Complaint, warrant or summons date
Arrest time and date
Preliminary charges-statute reference ("Pa.C.S." citation
					 if Crimes Code of other Consolidated Pennsylvania Statutes offense; otherwise
					 citation of Act of Assembly)
Preliminary arraignment date
Preliminary hearing date or waiver
Disposition of each charge
Continuances before Common Pleas Court, by whom, date and
					 reason
(II)
Common
				  Pleas
Charge
Indictment or information number if used
Waiver of arraignment and/or Grand Jury
Date of arraignment
Grand Jury action and date
Pre-Trial motions and arrest
(E)
Bail
Current amount of bail
Type of bail and date
Bonds person, or other surety
Reductions or increases
Bench warrants
Date issued
Judge name and code number
Date defendant returned
Forfeitures
Date issued
Amount received
Bail reinstatement
Date
Judge name and code number
Amount
Commitment in default or without bail
Where and when
(F)
Trial Proceedings
Plea
Initial
Final
Type of trial, beginning and ending dates and
					 duration
Judge name and code number
Assistant district attorney name and AOPC number
Defendant attorney type or waiver
Date of mistrial
Date of verdict
Verdict or disposition on each count
Number of continuances, date and reason
(G)
Special Programs
Date of action
Judge name and code number
Length of participation in program
Amount of fine and costs
Date of termination from program
Successful completion or violation
(H)
Post Trial Proceedings
Date court ordered pre-sentence investigation and/or
					 psychiatric evaluation
Investigation prepared by Commonwealth or county
Date pre-sentence investigation submitted
Date of sentence
Sentence Judge and code number
Minimum term and maximum term each charge or count
Days
Months
Year
Date the sentence to commence
Credit for time served
Sentence
Lying-in expenses
Probation length
Probation type (Commonwealth or county)
Restitution, amount and date paid
Type of fine, amount, due date
Costs
On county
On defendant
On prosecutor
Record of costs paid, date and amount
Post conviction proceedings and decision
Violations of probation
Date of warrant to commit
Date of request for warrant for violation
Date of hearing and results
Date Motions for new trial and/or arrest of judgment
					 filed
Date of Order directing transcription of Notes of
					 Testimony
Date of filing Notes of Testimony
Date Notes of Testimony certified
Date and decision of trial court
(I)
Appellate Proceedings
Date appeal to appellate court
Date complete record transmitted to appellate court
Date and order of appellate court
(J)
Case Record
Date and identification of each document placed in case
					 file
(iii) One
				  index system shall be established in which all criminal proceedings shall be
				  recorded.