Court Opinion

ID: 9839146
Source: CourtListenerOpinion
Date Created: 2023-09-11 20:16:22.892937+00
Date Added: 2024-06-11T09:12:28.087918
License: Public Domain

CUSTODY OF EXHIBITS WORKGROUP
                              ADOPTION REPORT

                           Adoption of Pa.R.J.A. 5101 – 5105

       On September 11, 2023, the Supreme Court of Pennsylvania adopted Rules 5101
– 5105 of the Pennsylvania Rules of Judicial Administration, pertaining to the custody and
retention of trial exhibits. The Custody of Exhibits Workgroup has prepared this Adoption
Report describing the rulemaking process as it relates to these changes. An Adoption
Report should not be confused with Comments to the rules. See Pa.R.J.A. 103, cmt. The
statements contained herein are those of the Workgroup, not the Court.

        The issue of custody of exhibits was initially considered by the Criminal Procedural
Rules Committee following reports of cases where court personnel were found to have
misused trial exhibits. The Committee contemplated developing procedural rules that
would have prohibited the retention by the court of exhibits consisting of
''contraband,'' i.e., drugs or weapons. Additionally, the Committee identified issues that
could arise from the handling of non-contraband exhibits, such as documentary exhibits
that contain confidential information.

        The Criminal Procedural Rules Committee undertook a statewide survey of judicial
districts to identify practices relative to custody of trial exhibits. The survey revealed a
substantial divergence of practice regarding the custody of exhibits among the judicial
districts. Upon review of the survey findings, the Committee realized that there were
broader issues related to the custody of exhibits, including the need to retain exhibits for
matters on appeal, as well as logistical considerations impacting court administration,
such as exhibit storage space. The Supreme Court directed the formation of a workgroup
of stakeholders to study local practices and advise whether statewide rules on the custody
and retention of exhibits should be promulgated.

       The Custody of Exhibits Workgroup was comprised of representatives from
stakeholder organizations: the Pennsylvania Conference of State Trial Court Judges,
Pennsylvania State Association of Prothonotaries and Clerks of Court, Pennsylvania
Court Reporters Association, Pennsylvania Association of Court Managers,
Administrative Office of Pennsylvania Courts, and Supreme Court Rules Committees.
The Workgroup met several times, developed draft rules, and circulated the draft rules to
stakeholder groups for review and comment. The Workgroup published the proposal for
public comment at 49 Pa.B. 1645 (April 6, 2019). The comment period ran through June
5, 2019. Following review and discussion of public comments, the Workgroup made
further revisions to the proposal.

      The framework of the rules relies on a custodian of exhibits to safeguard exhibits
entered into evidence in a court proceeding. A custodian is defined as:
       the person or persons designated by local rule of judicial administration to
       safeguard and maintain exhibits offered into evidence in a court proceeding.
       The custodian shall either be a member of court staff, e.g., court reporter,
       clerk of court, hearing officer, or the proponent of the exhibit. Custodian
       shall also include the custodian’s designee.

Pa.R.J.A. 5101(a)(2).

       The custody of exhibit rules establish statewide guidelines for the handling of
exhibits during and after a court proceeding. See Pa.R.J.A. 5102. Additionally, certain
matters, such as designation of the custodian and establishing standards for maintenance
and security of bulky or oversized non-documentary exhibits, are left to local rules subject
to Pa.R.J.A. 5104.

       Pa.R.J.A. 5102(b) provides specific instructions for filing of documentary exhibits
and photographs of non-documentary exhibits with the records office within five days of
the conclusion of the court proceeding unless otherwise directed by the court. See
Pa.R.J.A. 5102(b)(2). These rules are not intended to govern the transmission of records
from the trial court to the appellate court. See, e.g., Pa.R.A.P. 1931.

       The rules also govern the handling of documentary exhibits and non-documentary
exhibits (e.g., jewelry, clothing, automobiles, furniture, weapons, cash, and contraband).
See Pa.R.J.A. 5103. Special provisions address the handling of weapons, cash, items of
value, drugs, or other dangerous materials. See Pa.R.J.A. 5103(d). Finally, the rules
reference the Case Records Public Access Policy of the Unified Judicial System and
apply it to exhibits filed with a records office. See Pa.R.J.A. 5105.

       The rules become effective on April 1, 2024.

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