Ohio Sup.R. 11.28

(A) Applicability and intent

(1) Sup.R. 11.28 through 11.34 are intended to provide minimum standards for

maintaining, preserving, and destroying court records and authorizing alternative

electronic methods and techniques. Implementation of Sup.R. 11.28 through 11.34

is a judicial, governmental function.

(2) Acknowledging that courts use differing methods of records retention, Sup.R. 11.28

through 11.34 shall be interpreted to allow for technological advances that improve

efficiency of courts and simplify maintenance, preservation, and destruction of

court records.

(3) Sealed case files shall be retained in accordance with the applicable retention period

associated with the case file.

(4) Effective April 1, 2025, any record that was properly disposed of under a then-effective records retention period does not constitute a violation of these rules.

(B) Definitions

As used in Sup.R. 11.28 through 11.34:

(1) “Administrative document” means a document and information in a

document created, received, or maintained by a court that records the

administrative, fiscal, personnel, or management functions, policies,

decisions, procedures, operations, organization, or other activities of the

court.

(2) “Case document” means a document and information in a document

regarding a case that is submitted to a court or filed with a clerk of court in

a judicial action or proceeding, including pleadings, motions, applications,

proof or failure of service, exhibit s, depositions, transcripts, orders,

judgments, and any documents prepared by the court or clerk regarding a

case, such as journals, dockets, and indices.

(3) “Case file” means the compendium of case documents filed in a judicial

action or proceeding.

(4) “Court” means courts of appeal; all common pleas courts and divisions,

including, but not limited to, general, domestic relations, juvenile, family,

probate, or any combined divisions; and municipal and county courts.

(5) “Court record” means a case document or an administrative document,

regardless of physical form or characteristic, manner of creation, or method

of storage.

(6) “Docket” means the record where the clerk of a court enters all information

required by the Revised Code or Supreme Court rule.

(7) “Filed” means the date or date and time stamping of a document.

(8) “Final judgment” means the order, disposition, or ruling by a court that

terminates the case.

(9) “Financial record” means any document and information in a document that

records a monetary transaction.

(10) “Index” means the reference record used to locate journal, docket, or case

file records.

(11) “Journal” means the verbatim record of every order or judgment of a court.

(12) “OHC” means the Ohio History Connection, State Archives Division.

(13) “Recordings of proceedings” means audio recordings, video recordings, and

stenographic notes.

(14) “Submit” means to deliver a document to the custody of and for

consideration by a court.

(C) Required records

(1) Each court, through its clerk, shall maintain an index, docket, journal, and case

files.

(2) A stamp indicating the day, month, and year of filing shall be placed on the paper

or electronic entry of any paper or electronic entry permitted by the court.

(D) Content of docket

A docket shall include, at a minimum, all of the following:

(1) Names and addresses of all parties;

(2) Names, addresses, and Supreme Court attorney registration numbers of all

counsel;

(3) Issuance of documents for service upon a party and the return of service or

lack of return;

(4) Brief descriptions of all records and orders filed in the proceeding, including

the date filed and cross-references to other records as appropriate;

(5) A schedule of court proceedings;

(6) All actions taken by a court to enforce orders or judgments;

(7) Any information necessary to document the activity of the clerk of court

regarding the case. The docket shall provide the dates and a description of

all hearings, pleadings, orders, and other filings in an action, proceeding, or

other matter in the court. The docket shall be organized in a case specific

and chronological manner.

(E) Combined records

Indexes, dockets, journals, and case files may be combined. Combined records must be

retained in accordance with the record that has the longest retention period.

(F) Allowable record media

(1) A court record may be created, recorded, maintained, copied, replaced, or preserved

on paper; electronic media, including text or digital images; or microfilm.

(2) A court record may be converted from its original medium to another medium.

Upon conversion, the original or prior medium may be destroyed.

(3) Any records and information management process, including photography,

microfilm, and electronic data processing, may be used as an alternative to paper,

provided that the process produces an accurate record or copy of the record.

(a) The court shall cause a backup copy of a record to be made of any record

that is created, recorded, maintained, copied, replaced, or preserved. A

backup copy shall be made at periodic and reasonable times to ensure

security and continued availability of the information. A backup of a record

required to be permanently retained shall be stored in a different location

than the record it secures.

(b) Records shall be maintained in a conveniently accessible and secure

location. Provisions shall be made for inspecting and copying any public

records in accordance with applicable statutes and rules. Machines and

equipment necessary to allow inspection and copying of public records shall

be provided.

(c) In accordance with applicable law and purchasing requirements, a court or

clerk of court may acquire equipment, computer software, and related

supplies and services for records and information management processes

authorized by this division.

(G) Local rules and general retention schedules

(1) By local rule, a court may establish retention schedules for any records not listed in

Sup.R. 11.29 through 11.34 and may extend, but not limit, the retention schedule

for any record listed in Sup.R. 11.29 through 11.34.

(2) Any record not listed in Sup.R. 11.29 through 11.34 but listed in a general retention

schedule established pursuant to R.C. 149.331 may be retained for the time set by

that general retention schedule and then destroyed.

(H) Extension of retention period for individual case files

A court may order the retention period for an individual case file extended beyond the

period specified in Sup.R. 11.30 through 11.33 for the case file.