NCJ Number
73042
Date Published
1979
Length
198 pages
Annotation
The National Center for State Court's report focused on improvement of the court records management system in South Dakota. Center recommendations are emphasized.
Abstract
South Dakota anticipated the benefits of a records management analysis and requested the National Center for State Courts to assist the State in identifying its needs in this area. The center examined seven courts in four counties which represented the full range and scope of the State's records management procedures and practices. As a result of the study, the center made 16 major recommendations for the improvement of court records management within the State. It is recommended that acceptance standards concerning documents filed with the court should be developed and enforced. Standard forms design techniques should be adopted for all court forms, and all court case file records should be prepared on letter-size paper. Procedure manuals should be created which document the systems developed for case processing and court administration. A uniform case numbering system should be initiated statewide, including the year, type of case, and consecutive number. Following completion of statewide records inventory, a comprehensive records retention and disposition schedule should be developed and promulgated by court rule. Integrity of court files should be preserved by controlling file access, and greater expertise in the area of records management should be developed. In addition, the court system should consider adoption of a multipart case action summary form. A lateral or open-shelf filing system should be implemented, and file folders should be converted to a color-coded numbering system. Moreover, the courts should reduce all inactive case files to a microfilm system. Microfilming programs should include provisions for the inspection, testing, and archival storage of the original microfilm produced. The disposition of inactive case records should be determined by the record retention and disposition schedule. Illustrations and diagrams are presented. State records statutes, records retention schedules, a records inventory worksheet, correspondence on microfilming, and related information are appended.