Haw. Sup. Ct. Order: order49

Electronically Filed

Supreme Court

SCMF-11-0000105

11-APR-2013

11:03 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 LAND COURT/TAX APPEAL COURT

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

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

Records Control Schedule 4, Retention Schedule for the Land

Court/Tax Appeal Court 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 4

RETENTION SCHEDULE FOR THE LAND COURT/TAX APPEAL COURT

(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 RETENTI

ON PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

LAND COURT:

1.0

Application for Registration

1.1 Abstract of Title, Examiners Report

and Application/Consolidation Map

(Tracing)

2.0 Case Files (Civil)

2.1 Case Statistics File

10 years after adjudication and

decree issued

Permanent

5 years after case closed

5 y

ears

Microfilm or convert to

electronic 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 (Abstract of Title

and Examiners Report

only)

Microfilm or convert to

electronic document;

retain microfilm or

electronic document

indefinitely unless

otherwise ordered by the

court

Destroy

EXHIBIT 1 1

RECORDS CONTROL SCHEDULE 4

RECORD TITLE RETENTION PERIOD

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

DISPOSITION

3.0 Ex-parte Petitions

4.0 Petition for Subdivi

sion and/or

consolidation

4.1 Subdivision/Consolidation Map

(Tracing)

5.0 Index Books

A. Land Court Application

B. Daily Entry Book

C. Sign-out Book

D. Court Calendar Book

6.0 Correspondence

A. Incoming

B. Outgoing

7.0 HRS Volumes (outdated)

8.0 All other court records

5 years

5 years

Permane

nt

Permanent

5 years

5 years

5 years

5 years

5 years

Discretionary

Discretionary

Microfilm or convert to

electronic document;

retain microfilm or

electronic document

indefinitely unless

otherwise ordered by the

court

Microfilm or convert to

elec

tronic document;

retain microfilm or

electronic document

indefinitely unless

otherwise ordered by the

court

Filed with the Assistant

Registrar of the Land

Court

Permanent Office

Destroy

Destroy

Destroy

Destroy

Destroy

Discretionary

Discretionary

2

RECORDS CONTROL SCHEDULE 4

RECORD TITLE RETENTION PERIOD DISPOSITION

(Original copy destroyed after

expiration of period and/or

microfilming/conversion to

electronic document)

TAX APPEAL COURT:

1.0 Case Files (Civil) 5 years after case closed Microfilm or convert to

electronic document;

retain microfilm or

electronic document

indefinitely unless

otherwise ordered by the

court

1.1 Court Calendar 5 years Destroy

1.2 Daily Index/Entry Book Permanent Permanent office records

3