Haw. Sup. Ct. Order: order47

Electronically Filed

Supreme Court

SCMF-11-0000105

11-APR-2013

10:50 AM

SCMF-11-0000105

IN THE SUPREME COURT OF THE STATE OF HAWAI'I

In the Matter of the

RETENTION AND DISPOSITION OF JUDICIARY RECORDS

ORDER AMENDING THE RECORDS RETENTION

SCHEDULE FOR THE CIRCUIT COURTS

(By: Recktenwald, C.J., Nakayama, Acoba, McKenna, and Pollack, JJ.)

IT IS HEREBY ORDERED, pursuant to HRS § 602-5.5, that

Records Control Schedule 2, Retention Schedule for the Circuit

Courts is amended and adopted in its entirety as set out in the

attached Exhibit 1.

DATED: Honolulu, Hawai'i, April 11, 2013.

/s/ Mark E. Recktenwald

/s/ Paula A. Nakayama

/s/ Simeon R. Acoba, Jr.

/s/ Sabrina S. McKenna

/s/ Richard W. Pollack

RECORDS CONTROL SCHEDULE 2

RETENTION SCHEDULE FOR THE CIRCUIT COURTS

(Adopted April 11, 2013)

Case records may be preserved on paper, microfilm, or as electronic documents. The paper records,

microfilm or electronic documents are the official record of the court. The Clerk may certify a copy of the

paper case records, a printed copy of microfilm or a printed electronic copy of an electronic document as a

true and correct copy of the document in the record of the court.

RECORD TITLE RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

1.0

Case Files

1.1 Civil 5 y ears Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.2

Criminal 5 y

ears Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.3

Guardianship:

Full, Small

20 y

ears Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.4 Probate 5 y

ears Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

EXHIBIT 1 1

RECORDS CONTROL SCHEDULE 2

RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITIONRECORD TITLE

1.5

Small Estates 5 y

ears Microfilm or convert to

electronic docume

nt; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.6 Special Proceedings

A. Non-Jury

cases,

HRS section 603-21.7

5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.7 Mechanic’s & Materialman’s Lien

A. Owners’ Notice of Completion

of Contract, Affidavit of

Publication, HRS section

507-44

1 year Destroy

B. Mechanic’s Lien Record­

Application & Notice, HRS

section 507-44

1 year Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1.8 Family Court Cases

A. Divorce (FC-D) 10 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

2

RECORDS CONTROL SCHEDULE 2

RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITIONRECORD TITLE

B. Guardianship (FC-G) 10 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

C. Paternity/Parental (FC-P) 1 10 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

D. Adoption (FC-A) 5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

E. Criminal (FC-O, FC-Cr) 5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

1. Pre-Sentence Report 2 5 years Destroy Microfilm or

convert to electronic

document; retain microfilm

or electronic document

indefinitely unless

otherwise ordered by the

court

2. Probation Case File 3 5 years Destroy

3. Index Cards 4 5 years Purge

3

RECORDS CONTROL SCHEDULE 2

RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITIONRECORD TITLE

F. Termination of Parental Rights 5 years Microfilm or convert to

(FC-TPR) electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

G. Uniform Reciprocal

Enforcement of Support Act

(URES)

5 years Microfilm or convert to

elec

tronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

H. Uniform Child Custody­

Jurisdiction (UCCJ)

5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

I. Domestic Abuse (FC-DA) 5 5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

J

. Miscellaneous (FC-M) 6 5 years Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

K. J

uvenile (FC-J)

1. Non-adjudicated until subject party is 18 years Destroy

• Law Violation of age

• Status offense

4

RECORDS CONTROL SCHEDULE 2

RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITIONRECORD TITLE

2. Adjudicated until subject party is 18 years Destroy

• Status offense of age

• Violation

3. Adjudicated until subject party is 22 years Destroy

• Petty Misdemeanor of age

• Misdemeanor

4. Adjudicated7 until subject party is 25 years Destroy

• Fe

lony of age

• 2 or more Crimes of Violence8

• Sale of any drug

5. Adjudicated until subject party is 30 years Destroy

• for a class A or B felony HRS of age

chapter 707 offense against a

person or persons

• for a class A felony HRS chapter

708 offense against property

rights

• Operating a vehicle under the

influence of an intoxicant

• Habitually operating a vehicle

under the influence of intoxicant

• Driving under the influence of

intoxicating liquor

• Habitually driving under the

influence of intoxicating liquor

or drugs

• Driving under the influence of

drugs

• Driving after license suspended

or revoked for driving under the

influence of intoxicating liquor

• Operating a vessel under the

influence of intoxicating liquor

5

RECORDS CONTROL SCHEDULE 2

RECORD TITLE RETENTI

ON PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

L. Juvenile (FC-S)6

1. Docket Sheets, Court

Calenders, Logs, Journals,

Schedules, Detention Home

Lists, Court Clerks’

Notebooks

2. Audio/Video Tape

Recordings

3. Case Record Master Index-

Juvenile Card Index

2.0 Docket sheets, Case Index sheets,

Court Clerks’ minutes

3.0 Notice of Entry of Judgment

4.0 Original Wills

5.0 Notary Public Records

(HRS Section 456-16)

A. Notarial Books

B. Individual Cards on Individual

Notaries

5 years

2 years

5 years

Retain until computerized

5 years

1 year

5 years

Microfilm or convert to

electronic document upon

filing

Permanent

Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

Destroy

Destroy/Erase

Destroy cards when

computerized

Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

Do Not Microfilm

Microfilm or convert to

electronic document w/

related Probate Case Files

Microfilm or convert to

electronic document upon

Inactive Status

6

RECORDS CONTROL SCHEDULE 2

RECORD TITLE RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

C. Register of Notary Public

Commission Numbers

(Commission, Certificate &

Bond)

6.0 Surety Bonds

A. Probate Cases

B. All Other Cases

7.0 CAT DISKS, Court Reporters’

Shorthand Notebook, Stenographic

Notes, Video and Audio Tapes

A. Criminal

1. Felonies

2. Misdemeanors

B. Civil

8.0 Juror Records

A. Gra

nd Jury & Trial Jury Lists for

Terms

B. Grand Jury Report

C. Grand Jury Minutes

Destroy when Inactive

5 years

5 years

10 years after trial, unless

transcribed

5 years

7 years after trial

4 years

3 year

s

3 years

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Microfilm or convert

electronic document, if

notes, are transcribed; and

filed with the court;

otherwise, destroy notes

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Microfilm or convert to

elec

tronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

Microfilm or convert to

electronic document; retain

microfilm or electronic

document indefinitely

unless otherwise ordered

by the court

7

RECORDS CONTROL SCHEDULE 2

RECORD TITLE RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

D. Master Jury List Computer

Printout, Juror

E. Jury Payroll Cards

9.0 Felony Search Warrants

10.0 Adult Probation Division

A. Pre-Sentenc e Report 9

B. Probation Case File10

C. Index Cards11

11.0 All Other Records

4 years

Refer to Financial

Administration Manual

5 years

20 y

ears

20 years

20 years

Discretionary

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Do Not Microfilm

Discretionary

8

RECORDS CONTROL SCHEDULE 2

NOTES

1. Cases filed prior to January 1, 1976 were designated as "Paternity." Act 66, 1973 repealed HRS

section 579, and replaced it with HRS section 584, the Uniform Parental Act, effective January 1,

1976.

2. 5 years from date of sentence.

3. 5 years from date probation case closed.

4. 5 years from date case closed.

5. Domestic Abuse is the new terminology to include Temporary Restraining Orders.

6. The Miscellaneous Category (FC-M) includes:

A. Support action where neither divorce, URES, or parental pleadings are involved.

B. Commitment of Mentally Ill persons to Psychiatric Facility (section 334-5).

C. Commitment of Mentally Retarded Adult (section 33E-6).

D. Habeas Corpus.

E. Establishment of Foreign Decree.

F. Complaint for Custody.

G. Complaint for Support.

H. Declaratory Judgment

7. Adjudicated offenses include attempt and/or conspiracy to commit the offense.

8. The list of misdemeanor crimes of violence shall be maintained by the Judiciary Family Court Staff

Attorney and may be modified upon new legislation.

9. 20 years from sentencing.

10. 20 years from date of sentence.

11. Data from the original index cards are presently being inputted in the APD’s computer. The data file

on a person may be purged from the computer after 20 years. The original index cards may be

destroyed upon input into the computer.

9