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HomeMy WebLinkAbout22 Schedule 85 - Municipal Court Records85-1 Schedule 85 — Municipal Court Records Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §85.010 General Description: Records pertaining to the administration and operations of the municipal court. 85.10 APPEAL RECORDS Records related to municipal court decisions appealed to higher courts. A. Appeal Decisions Rulings of higher court's decision on appeals. 1. General Ordinance Retention: 4 years 2. Traffic Includes cases with or without outstanding judgment/warrant (OJ/W) liens. Retention: 4 years B. Appeal Transcripts Transcripts of proceedings prepared for appeals of decisions to higher courts. Retention: 30 days after all rights of appeal have expired, if not perfected, or 4 years upon decision rendered by higher court 85.020 BONDS AND SUPPORTING DOCUMENTATION - COURT Bonds held for legal proceedings and supporting documentation; includes appeal bonds, cash bonds, personal recognizance bond, surety bonds, etc. Retention: 4 years after final dispensation 85.30 CASE FILES Records containing summonses and complaints issued for appearances in municipal court and supporting documentation such as subpoenas, citations, notices, letters, other court-issued instruments, forms, plea offers, payments plans, etc. Note: A case file is considered to be "closed" upon judgment or when all appeal rights have expired. A. Animal Cases Retention: 4 years after closed No record may be destroyed under this Retention Schedule if it is pertinent to any current, pending or anticipated investigation, audit or legal proceeding. The minimum retention periods specified in this schedule apply to the information contained within the record copy, regardless of the physical format of the record copy (paper, microfilm, electronic). Each municipality must decide on the physical format for each type of record, ensuring authenticity, readability and accessibility for the entire retention period. Duplicate Copies: Retain duplicated copies until no longer needed but not longer than the record copy. SCHEDULE NO. 85 MUNICIPAL COURT RECORDS COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §85.030 B. Code Enforcement Cases and Other Municipal Ordinance Cases Cases relating to enforcement of Code provisions relating to matters such as sales tax, abatements or fire, safety and building codes. Retention: 4 years after closed C. Misdemeanor Cases Retention: 4 years after closed D. Parking Cases Retention: 2 years after closed E. Traffic Cases Cases with or without outstanding judgment/warrant (OJ/W) liens. Retention: 4 years after closed F. Voided Summonses Retention: 2 years 85.040 DOCKET SHEETS Rosters and listings of court cases to be heard and dates and times set for court appearances. Retention: 2 years, except retain those older than 1920 permanently 85.050 EVIDENCE Admitted evidence. Retention: 30 days after all rights to appeal have expired, then as appropriate return to law enforcement agency or property owner or destroy 85.060 JURY RECORDS Records relating to selection and oversight of jurors, rosters of persons selected to serve on juries, jury summonses and instructions regarding service on the jury. Retention: 2 years after closed 85.070 PROBATION FILES Probation terms and conditions, reports and supporting documentation kept by probation officer or department (separate from case file). Retention: 2 years after closed 85.080 RECORDINGS OF COURT PROCEEDINGS Audio or video recordings made of proceedings before the municipal court. Retention: 6 months after judgment is entered, provided that all rights of appeal have expired 85.90 REGISTERS AND INDEXES Alphabetical or numerical indexes or registers of municipal court cases and transactions. Supp. 13 85-2 Schedule 85 — Municipal Court Records 85-3 Schedule 85 — Municipal Court Records Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §85.090 A. Index or Register of Cases Retention: 4 years B. Index or Register of Deferred Sentences Retention: 6 months after case closed, provided that rights of appeal have expired C. Index or Register of Warrants Retention: 6 months after case closed, provided that rights of appeal have expired D. Registers - Monthly Retention: 6 months after case closed 85.100 WARRANTS A. Search Warrants An official authorization issued by the court to enter and search a building or property. Retention: 4 years from filing date and/or closed or recalled, unless placed in case file or introduced as exhibit B. Warrants for Arrest or Detainment Orders issued by the court for the arrest or detainment of an individual. Retention: 2 years after closed or recalled Cross References Agreements and contracts - 40.030, Agreements and Contracts Bank records for court-maintained accounts - 30.050, Bank Records Correspondence and general documentation - 40.100, Correspondence and General Documentation Fines and charges receipts - 30.020, Accounts Receivable (A/R) Records Fines and charges schedules - 30.090, Fees and Rates Schedules and Supporting Documentation Judges' records - Schedule 90, Personnel Records Policies and procedures - 40.220, Policies and Procedures Documentation Reports - 40.290, Reports Rules, regulations and standards - 40.310, Rules, Regulations and Standards