Rule 4.22 - File Maintenance/Security1) File Storagea) Court files shall be stored in secure areas that are free from excessive heat, moisture, and threats of destruction from fire, insects, rodents, birds and other animals. b) Access to case files by other than court personnel shall be restricted. c) Courts shall designate separate storage areas for: (3) Confidential cases; and(4) Original wills with any codicils, proofs and certificates of probate or rejection. Copies of these documents shall be maintained in the case file until the estate is closed. When closed, the originals may be placed in the case file. 2) File Removal a) Except by local court rule or judicial order, no file shall be removed from the clerk's office or other area where files are maintained or kept by anyone other than court personnel. b) Files shall not be removed from the courthouse without a judge's approval. Approval is not required to: (1) transfer files to off-site storage; or (2) transfer files to another court facility, e.g., an annex within the city or county. 3) File Check-Out a) A system whereby the file in any case may be checked out by authorized personnel shall be maintained. The following information shall be recorded before the file is released: (3) Volume(s) if the file is contained in multiple folders; (4) Person/unit receiving the file; and b) Courts using an automated case management system approved for statewide use by the State Judicial Records Committee may use the automated file-tracking feature of the system. Other courts may use a library or out-card or automated system for their file-checkout.
Approved for publication Aug. 21, 1995. Amended December 23, 2003, effective 1/1/2004.