What changes were made to the Destruction of Records Exception Report?
The earlier versions of the Destruction of Records Report (DORR) always had an Exception Report created to show the cases that met the selection criteria but were not destroyed in JIS. However, there had not been any documentation to define what the exceptions were and how to make changes to destroy the cases.
With the changes to the DORR, it was decided to better utilize the Destruction of Records Exception Report (DORER) to explain what would prevent the cases listed from completing the destruction of records process. Courts should utilize the information in the exception report to fix the issues when possible so the cases can process properly the next time the destruction process is run for the court. A sample of the exception report is attached to the bottom of this answer.
Errors on the new exception report that can be fixed by the courts:
- Case has time pay - The case was closed but is still attached to a time payment agreement.
- Case has open Collections/Accounting - The case was closed but has matters in collection or other open accounting.
- Invalid disposition code - There either is no Finding/Judgment on one of the charges or the code used is not considered valid.
- Case has court check/consolidated check - The check is still showing as outstanding on the Bank Reconciliation (BKR) screen.
Instructions for resolving these errors can be found attached to the bottom of this answer.
Errors on the new exception report that either require AOC assistance or will prevent the case from being included in the destruction process:
- Case issue not found - Contact AOC
- Invalid case law found - Contact AOC
- Case Not Processed - Contact AOC
- Case has trust transfer - Will not destroy. These cases will also be "Reported" on the Destruction of Records Report as well as listed on the Exception Report.
- Case has received trust transfer - Will not destroy. These cases will also be "Reported" on the Destruction of Records Report as well as listed on the Exception Report.
Errors reported for informational purposes only. Courts must find the paper record by case number not by name. These cases will follow the normal destruction process. There are no actions that need to be taken when these errors appear:
- Plaintiff/Petitioner/Old name not found for case
- Defendant/Respondent/New name not found for case
- Defendant not found for case
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 on the Destruction of Records Process, see also:
- RN id 2304- Changes to CLJ Archiving and Destruction (ITG 41)
- RN id 2350- Bank Reconciliations in JIS
- RN id 2355- Changes to the Destruction of Records Report
- RN id 2357 - The Destruction of Records Process May Impact Consolidated Courts (CLJ)
RN ID: 2356 | Published 05/23/2014 10:47 AM | Updated 11/24/2021 01:24 PM