What changes were made to the Destruction of Records Report due to ITG 41?
Changes were made to the Destruction of Records Report (DORR) so courts can clearly see:
- If the case was filed electronically or not.
- When the matter is being "Reported" so the paper file can be destroyed, but the JIS record will remain.
- When the matter is being "Deleted" from JIS, after having previously been "Reported".
- When the matter is "Both" eligible for paper file destruction AND the JIS record was destroyed.
A sample of the new report format is attached to the bottom of this answer.
The cases on the report show either Reported, Deleted, or Both status entries, because the rules defined by the Secretary of the State's Records Retention Schedules for District and Municipal Courts only requires certain matters to be retained for 3 years after case disposition is completed. However, some cases may need to be retained for reporting purposes for up to 5 years or, in the case of Deferred Findings on Infraction Traffic matters, they must be retained for 7 years.
When the paper file's required time is met, but the case must be kept longer in JIS, the case will be listed on the DORR as "Reported" so the court can destroy the paper file. Later, when the JIS case is also destroyed, it will be reported a second time, to notify the court that the case is now "Deleted" from JIS. If the paper file can be destroyed AND the JIS record has been destroyed, at the same time, then the status on the DORR will be "Both."
All electronically filed cases will be grouped together, with the cases sorted by either Name or LEA. All manually filed cases will be in the second grouping; again, sorted by either Name or LEA. The courts determine if the reports will be sorted in Name or LEA order. Changes to this sort order can only be made by an Administrator or Site Coordinator on the Court Profile Maintenance (CPFM) screen.
The total of cases listed on the DORR will now be reported. In addition, when courts use the Non-civil Case Delete (NCCD) command, it deletes the case from JIS. However, a small portion of information is kept at AOC and will now be deleted with the DORR process.
Also, in an effort to make the DORR process run more frequently and quickly in the future, the system will now add a Purge Review Date behind the scenes. This date is added to the cases that are being/or have been Reported but fall within the Final Retention Schedule as Never Purge. This will allow the system to not have to analyze those records every time the DORR process is run.
The following totals are listed on the report:
- Number of cases reported only
- Number of cases reported & deleted
- Number of cases deleted only
- Total cases on DORR
- Number of cases deleted by court (NCCD)
- Note - Number of cases Rptd/Updated Purge Review Date
- Note - Number of cases with updated Purge Review Date
Effective July 2017, courts can expect to have the Destruction of Records process run every two to three months and the Destruction of Records Report and Exception Report in the print domain. The courts may want to save these reports.
For more information, see also:
RN id: 2355