Georgia Archives

University System of Georgia

Judicial Branch Retention Schedules

December 15, 2017

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Attorneys
Number Records Description Retention
2010.0804 Certification of Bar Admission Eligibility File Certificates of passing bar exam score and orders of judge for clerk to issue license to practice law. 70 Years
2010.0802 Practicing Attorneys Registration Books Documents relating to the registration of practiceing attorneys Permanent
2010.0801 State Bar Applications with out Examination Documents relating to the admission to state bar of attorneys from other states. 70 Years
2010.0803 Third Year Law Students’ and Staff Instructors Files Documents relating to authorization of third year law students of staff instructors to assist District Attorney or practice legal aid 3 Years
Election
Number Records Description Retention
2010.0902 Applications for Petitions to Recall the Probate Court Judge Records granting permission wishing to sponsor a recall drive, for petitions for the recall of the judge of the probate court. 2 Years
2010.0903 Calls of Recall Elections for Probate Judge Calls for recall elections for a probate judge who also serves as election superintendent. 9 Years
2010.0901 Election Records Files Documents relating to the general and primary elections included are used and un used and void ballots, ballot stubs, oath of poll officers, numbered lists of voters, tally papers, voting machine proof sheets, and return sheets. 2 Years
Felony Record Retention
Number Records Description Retention
2010.0102 Capital Offences Transcripts Documents relating to certified verbatim records or narrative recollections of judicial proceedings 70 Years
2010.0104 Certified Felony Transcripts filed in Case Files Documents relating to certified verbatim records or narrative recollections of judicial proceedings Permanent
2010.0106 Court Reporters Note Files Non -Capital Felony Offences 2 Years
2010.0105 Criminal Evidence Books Capital and Non-Capital Felony Offences Capital 70 Years. Non-Capital 20 Years
2010.0101 Felony Case Files Documents relating to trying felony cases in superior courts and documenting proceedings in those cases - included are indictments, pleadings, motions, warrants, bond applications, sentences, correspondence, and all other papers pertinent to felony cases Permanent
2010.0103 Non-Capital Felonies Transcripts Documents relating to certified verbatim records or narrative recollections of judicial proceedings 20 Years
Felony Record Retention
Number Records Description Retention
2010.0102 Capital Offences Transcripts Documents relating to certified verbatim records or narrative recollections of judicial proceedings 70 Years
2010.0104 Certified Felony Transcripts filed in Case Files Documents relating to certified verbatim records or narrative recollections of judicial proceedings Permanent
2010.0106 Court Reporters Note Files Non -Capital Felony Offences 2 Years
2010.0105 Criminal Evidence Books Capital and Non-Capital Felony Offences Capital 70 Years. Non-Capital 20 Years
2010.0101 Felony Case Files Documents relating to trying felony cases in superior courts and documenting proceedings in those cases - included are indictments, pleadings, motions, warrants, bond applications, sentences, correspondence, and all other papers pertinent to felony cases Permanent
2010.0103 Non-Capital Felonies Transcripts Documents relating to certified verbatim records or narrative recollections of judicial proceedings 20 Years
Jury Management
Number Records Description Retention
2010.0504 Grand Juror or Trial Juror List Documents relating to summoning and service of grand jurors and trial jurors 10 Years
2010.0503 Juror Information Form Documents relating to providing information to attorneys about summoned jurors in order to facilitate jury selection. 1 Year
2010.0505 Jury Drafts and Scripts Documents relating to juror payment for service. 4 Years
2010.0501 Jury Master List Documents relating to persons qualified for jury service. 10 Years Electronic or mechanical means are excluded from this requirement.
2010.0502 Jury Questionnaire Documents relating to the qualification of jurors 10 Years with the exception of murder cases in which the death penalty or life with out parole is sought
2010.0506 Sheriff’s Juror Precepts Documents relating to summoning and service of grand jurors and trial jurors. 3 Years
Juvenile
Number Records Description Retention
2010.1104 Case Files of Juveniles on probation or supervision with the Court Documents relating to a juvenile's status on probation or supervision with the court. Destroy upon the juvenile reaching the age of 17 or when probation or supervision is terminated, which ever is later.
2010.1107 Court Calendars Documents relating to matters to be heard, dates for hearings and style of cases. 1 Year
2010.1105 Court Reporter’s Notes and Files Documents relating to verbatim recording of oral proceedings before the court. 2 Years
2010.1106 Docket Books Documents relating to cases files in Juvenile courts. 28 Year from the end of the calendar year of the last entry
2010.1108 Files and records of Juvenile Court Administered Programs Documents relating to the administration of court programs. 5 Years
2010.1101 Individual Juvenile Court Case Files; excludes termination of parental rights and legitimation The individual juvenile court case files shall serve as the minutes. 28 years from the end of the calendar year of the date that the child was born or 5 years from the end of the calendar year of the date of the last entry
2010.1103 Legitimation Case Files and Termination of Parental Rights case files in which rights were terminate The individual juvenile court case files shall serve as the minutes. Permanent
2010.1102 Parental notification of Abortion Case Files The individual juvenile court case files shall serve as the minutes. 90 Days
2010.1109 Traffic Case Files The individual juvenile court case files shall serve as the minutes. 7 Years
Magistrate Courts
Number Records Description Retention
2010.1301 Arrest and Search Warrants Files 10 Years
2010.0304 Book of Fines and Forfeiture Books contain listings of fines and forfeitures received by the court regarding each particular offence 10 Years or audit of Clerks last term which ever is longer
2010.1303 Civil Case Files Documents relating to trying of civil cases in Magistrate Courts. Included are all pleadings, exhibits, transcripts, judgements, and related papers appropriate for inclusion in case files as required by statute or by the Uniform Rules for the Magistrate Courts. (Some courts maintain indexes to their case files and dockets. The retention of these indexes is covered in the schedule Magistrate Court Civil Dockets.) Includes affidavits for summons of dispossessory, applications for summons of foreclosure of personal property, and abandonment of automobiles or vessels. 10 Years
2010.0302 Docket Books Books generally contain essential information in summary form about each particular case adjudicated. 10 Years or if serious Traffic 20 years
2010.1302 Good Behavior Bonds Applications for and issuance of Good Behavior Bonds 10 Years
2010.0303 Minute Books Books contain photostatic copies of the accusation and disposition of each case. 10 Years. DUI or Serious Traffic 20 Years
2010.0306 Ordinance Violation Records Concerning ordinance violations 2 Years
2010.0305 Records Concerning Traffic Violations which result in a Felony Charge Permanent
2010.0301 Traffic Case Files includes original papers which are culled or serve as: accession, affidavit, appearance bond, arresting officers affidavit, bail bond, cash bond, conviction , disposition, fine, indictment, judgment, motion , notice of appeal, notice of arainment, etc. 6 Years or is serious traffic 20 Years
2010.1304 Transcripts, Recordings or Notes of Proceedings as Court Inquiry Duration of Sentence if 5 years or more
Misdemeanor Courts
Number Records Description Retention
2010.0304 Book of Fines and Forfeiture Books contain listings of fines and forfeitures received by the court regarding each particular offence 10 Years or audit of Clerks last term which ever is longer
2010.0201 Case Files includes original papers which are culled or serve as: accusation, affidavit, appearance bond, arresting officers affidavit, bail bond, cash bond, conviction , disposition, fine, indictment, judgment, motion , notice of appeal, notice of arainment, etc. 20 Years
2010.0205 Certified misdemeanor Transcripts and Traffic Fines and Transcripts in Case File Documents relating to certified verbatim records or narrative recollections of judicial proceedings 20 Years
2010.0202 Docket Books Books generally contain essential information in summary form about each particular case adjudicated. 20 Years
2010.0203 Minute Books Books contain photostatic copies of the accusation and disposition of each case. 20 Years
Misdemeanor Traffic
Number Records Description Retention
2010.0304 Book of Fines and Forfeiture Books contain listings of fines and forfeitures received by the court regarding each particular offence 10 Years or audit of Clerks last term which ever is longer
2010.0201 Case Files includes original papers which are culled or serve as: accusation, affidavit, appearance bond, arresting officers affidavit, bail bond, cash bond, conviction , disposition, fine, indictment, judgment, motion , notice of appeal, notice of arainment, etc. 20 Years
2010.0302 Docket Books Books generally contain essential information in summary form about each particular case adjudicated. 10 Years. DUI or Serious Traffic 20 Years
2010.0303 Minute Books Books contain photostatic copies of the accusation and disposition of each case. 10 Years. DUI or Serious Traffic 20 Years
2010.0305 Records Concerning Traffic Violations which result in a Felony Charge Permanent
Misdemeanor Transcripts and Traffic Files and Transcripts
Number Records Description Retention
2010.0304 Book of Fines and Forfeiture Books contain listings of fines and forfeitures received by the court regarding each particular offence 10 Years or audit of Clerks last term which ever is longer
2010.0301 Case Files includes original papers which are culled or serve as: accession, affidavit, appearance bond, arresting officers affidavit, bail bond, cash bond, conviction , disposition, fine, indictment, judgment, motion , notice of appeal, notice of arrainment, etc. 6 Years DUI or Serious Traffic 20 Years
2010.0302 Docket Books Books generally contain essential information in summary form about each particular case adjudicated. 10 Years DUI or Serious Traffic 20 Years
2010.0303 Minute Books Books contain photostatic copies of the accusation and disposition of each case. 10 Years. DUI or Serious Traffic 20 Years
2010.0305 Records Concerning Traffic Violations which result in a Felony Charge Permanent
Other
Number Records Description Retention
2010.1002 Application for Trade Name and Trade Name Index Documents relating to registration of trade name under which an individual or company is doing business. Application 1 year , Book Permanently
2010.1302 Good Behavior Bonds Applications for and issuance of Good Behavior Bonds 10 Years
2010.1003 Newspapers Containing Legal Advertisements Documents giving public notice through newspaper advertisements of official actions 40 Years if declined by Library
2010.1001 Notary Public Application, Certificates and Dockets Application and Certificates Documents relating to certifying persons to be notaries public. Included are applications for becoming a notary, certificates and docket books listing persons certified. Permanent
Probate
Number Records Description Retention
2010.1201 Applications, Bonds, and Permits for Fireworks Displays Applications for public display or exhibition of fireworks. 6 Years
2010.1002 Election Tally summary File Included are election tally sheets Permanent
2010.1203 Estate Case Files (excluding Wills) The qualification of a legal representative and the management and distribution of the assets of an estate. Permanent
2010.1204 Involuntary Commitment Records The hospitalization and treatment of mentally ill, mentally retarded, alcoholics, drug dependent individuals and drug abusers 10 Years
2010.1205 Lists of persons who have been adjudicated as mentally incompetent Records relating to deleting from electors lists the names of those persons who have been adjudicated as mentally incompetent 2 Years
2010.1206 Marriage Records Permanent
2010.1207 Peddlers Licenses and Certificates of Legibility Files Application for peddler's license and certificate of legibility for disabled, indigent, disabled veterans and the blind for a free license 2 Years
2010.1209 Public Officers’ Oaths and Bonds The oaths of office and bonds of public Officials filed in the probate court. 6 Years
2010.1208 Weapons Carrying license Application File The licensing of county residents to carry a weapon. 6 Years
2010.1210 Wills Wills of Decedents Permanent
Property Records
Number Records Description Retention
0201.0704 Continuation Statements Documents identifying the original financing statement buy number and stating that the original statement is still in effect. 6 Years
2010.0701 Deed Books Books containing instruments pertaining to the ownership and transfer of ownership of real and personal property. Permanent
2010.0712 Duplicate Index Books Verify and destroy
2010.0715 Federal Tax Lien Files Documents relating to federal tax liens included are notice discharge and release and partial discharge of federal tax lien. 7 Years Except where General Execution Docket is used the keep for 50 Years
2010.0714 Federal Tax Lien Index Documents relating to discharged federal tax lien included is the federal tax lien index 10 Years
2010.0703 Financing Statements Documents indicating the names and addresses of the debtors and the secured property signed by the debtors. Permanent 6 Years
2010.0708 Indexes of Financing Statements Books containing the name and address of the debtors and the file number of the financing statement as well as entries regarding receipt of continuation statements termination statements statements of assignments and release. 20 Years
2010.0702 Indexes to Deeds Documents relating to the indexing of recorded deeds Permanent
2010.0709 Original Instruments Includes documents designed as bills of sale, personal property mortgages contracts etc. Return
2010.0713 Real Estate Transfer Declaration Forms Documents relating to the transfer tax on Real-estate 2 Years
2010.0710 Record Books and Indexes containing entries Relating to Personality Only consists of books containing copies of original instruments 20 Years
2010.0711 Records Books and indexes Relating to Both Personality and Realty consists of books containing copies of original instruments 20 years extract Realty and rebind Permanent
2010.0706 Statements of Assignments Documents setting forth the name of the secured party of record, the debtor, the file number, date of the filing of the financing statement, the name and address of the assignee and the description of the assigned collateral. 6 Years
2010-0705 Statements of Release Documents containing a description of the collateral being released, the name and address of the debtor, name and address of the secured party and the file number of the financing statement. 6 Years
2010.0707 Termination Statements Documents stating that there is no outstanding secured obligations and no commitments to make advances incurring obligations 1 Year
Prosecution
Number Records Description Retention
2010.1506 Attorney Case Files Records to documentation of agency attorney in advising and representing the agency 6 Years
2010.1503 D.A. Child Support Undocumented Case Files Documents relating to Civil Actions brought to he District Attorney on behalf of a parent or guardian to obtain or enforce support of minor children.
2010.1501 Misdemeanor, Traffic and Ordinance violations Documents relating to the investigation of prosecution of Misdemeanor and misdemeanor traffic under Georgia law and alleged violations of county ordinances which are brought against individuals and corporations. 5 Years
2010.1505 Prosecutor’s Dismissed Misdemeanor and Misdemeanor Traffic Case Files Documents relating to the District Attorney's office by the Dept. of Human Services pursuant to OCGA 19-11-1 3 Years
2010.1502 Prosecutor’s Felony Case Files Documents relating to the prosecution of individuals for felony violations of Georgia law. 25 Years
Superior and State Court Civil
Number Records Description Retention
2010.0414 Appeals - Magistrate Court Documents relating to cases appealed to the superior or State Court based on a judicial decision on the magistrate Court. 10 Years
2010.0406 Civil Calendars Documents relating to the listing civil matters to be heard, dates for the hearings, and styles of each case. 1 Year
2010.0402 Civil Case Files Documents relating to trying civil cases in superior courts and documenting the proceedings in those cases. Included are pleadings and judgements in civil cases, including divorce and domestic relations, complaints, summons, defensive pleadings, court orders, notices of appeal, appellate pleadings, and determinations of appellate courts. Permanent
2010.0401 Civil Cases not Proceeding to Final Judgment Civil case files in which case the plaintiff never carried through to justice. Cases dismissed without prejudice are included. 2 Years
2010.0403 Civil Dockets a.k.a. Issue, motion, Bench, or Bar Dockets Documents relating to the indexing of all pleadings filed in the course of Civil actions. Permanent
2010.0413 Collection Cases An Action containing pleadings on debt concerning specific contract or account. 5 Years
2010.0408 Domestic Relations All Documents relating to those cases resulting in the dissolution of a marriage, child custody, or award of alimony Permanent
2010.0409 Domestic Relations - Contempt Actions All documents related to contempt actions arising out of Domestic relations cases. Permanent
2010-0412 Malpractice Documents relating to cases alleging mal practice 20 Years
2010.0404 Minute Books Books contain photostatic copies of the accusation and disposition of each case. Permanent
2010.0410 Name Changes Case files relating to a Name Change Permanent
2010-0411 Personal Injury Civil Cases related to Personal Injury 20 Years
2010.0405 Record of Writs Documents recording the text of each case heard by the courts, especially recording writs issued. Permanent
2010.0407 Sealed Civil Depositions If deposition is used in a court proceeding then the deposition is placed in the case file and appropriate retention will apply 1 Year

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