Part I - Management Instructions
Planning and Development Department
FOR TRANSFERRING RECORDS
TO THE TRIAL COURT RECORDS STORAGE CENTERS
1.1 Limited space at the Records Storage Centers
rules out transferring any unsampled records that are eligible for
sampling as described in Part II:SJC Rule 1:11 or Part III: Case-Related
Papers, of the Trial Court Record Retention Schedule.
1.2 The Records Storage Centers store inactive court records until
their transfer to the Judicial Archives or their destruction at
the end of a specific retention period.
1.3 Before their transfer, records must be packed in standard storage
cartons (10" x 12" x 15") and affixed with barcoded labels provided
by the Administrative Office of the Trial Court. These labels contain
the original filing information provided by the court on the Records
Inventory Sheet (Attachment 3.1) and submitted to the Records Management
1.4 Call the Trial Court Records Management Coordinator at (617)
742-8383 (x344) if you have any questions regarding these Instructions
or require technical assistance.
2.1 Preparing Records for Transfer to the Records
2.1.2 Packing Cartons for Transfer
to the section of the Record Retention Schedule that pertains
to the record retention requirements specific to the court.
- Remove the designated
or random sample cases and stamp "SAMPLE" on the front of each
NOTE: If a designated sample file number is missing, do not substitute
another in its place.
- Call the Records Management
Coordinator at (617) 742-8383 (x344) to order storage cartons.
Only standard-size (10" X 12" X 15") cartons may be used to transfer
2.1.3 Completing the Records Inventory Sheet
- Pack samples in separate cartons and stamp
"SAMPLED - SEE
SELECTION CRITERIA IN CLERK'S OFFICE" on the front.
- Pack other records except those that may
have already reached their required retention periods (i.e., are
NOTE: No recent (less than ten years old) or obsolete records
may be transferred. Obsolete records may be put in plastic trash
bags or other containers for destruction. Do not use
new storage cartons for records to be destroyed.
- When packing records, the current file arrangement
should be preserved. To prevent their collapse or crushing during
shipment, cartons should be packed compactly. Covers must close
flat without distorting the sides of the cartons and cap-type
lids must overlap the top edges of the cartons.
- Letter-size flat file folders must be placed
upright and parallel to the 12" end of the carton. Legal size
documents must be placed parallel to and the long side of the
carton. The barcoded label must be placed on the 12" end of the
carton as described above. With the carton's hinged cover at the
back, pack tri-folded files three across from left to right (i.e.,
lowest file number in the left front corner and the highest number
in the right rear corner). Files must not be piled in
- Using a black marker, consecutively number
each carton on the front shipment (e.g., 1 of 4, 2 of 4 or 1/4,
2/4, etc.) on the front.
- Records Center shelving units are designed
to store only standard-size cartons in a three-across arrangement.
If uncertain about the dimensions of your cartons, call the Records
2.1.4 Preparing Cartons for Transfer
- Enter name of Court Department/Division transferring
- Enter records series title(s) (e.g., Criminal
Dockets, Civil Cases, etc.) contained in each carton. Pack only
one record type in each carton.
- Enter case numbers or volume numbers contained
in each carton (e.g., Case Numbers 13400-14400)
- Enter inclusive dates (e.g., 1984-1986) for
the records in each carton.
- Enter Yes and the sample size (e.g., 2%;
5%, etc.) if the carton contains files to be stored for a specific
period. If the carton contains samples, leave the column blank
or put a line through it.
- Enter any additional comments (e.g., Destroy
after 1/1/96; 2% Samples-Retain Permanently; Oversamples, etc.).
- Mail or FAX completed Inventory Sheets to
the Trial Court Records Management Coordinator, Administrative
Office of the Trial Court, One Center Plaza, Planning and Development
Department, One Center Plaza, Boston, MA 02108. FAX number (617)
227-9738. Barcoded labels will be sent for the cartons.
- Attach the proper label to the carton below
the handle opening on the 12" end of the carton.
- After the cartons have been labeled, call
the Records Management Coordinator for their pickup and delivery
to the Records Storage Center.
3.1 Records Inventory Sheet
RECORDS INVENTORY SHEET
||20 - 10480
Destroy after Files 1/1/2007
Destroy after Files 1/1/2008
Destroy after Files 1/1/2009
Destroy after Files 1/1/2010
INSTRUCTIONS FOR RETRIEVING RECORDS
FROM THE TRIAL COURT RECORDS STORAGE CENTERS
1.1 The Trial Court Records Storage Centers keep records until they
are transferred to the Judicial Archives or destroyed after a specific
retention period. 1.2 Records cartons stored at the Centers are
assigned unique storage locations.
1.3 Original records requiring a certified copy
shall be sent to the legal custodian of the record (e.g., Clerk-Magistrate,
Recorder, Register) for copying.1.4 Cases should be returned to
the Records Management Coordinator within 30 days. If cases must
be held over 30 days, please notify the Records Management Coordinator.
2.1 Requests may be made by telephone, FAX or mail using a "Request
for Record Retrieval" form (Attachment 3.1).Records Management Coordinator
Administrative Office of the Trial Court
One Center Plaza
Boston, MA 02108
(617) 742-8383 ( x344)
FAX (617) 227-97382.2 At a minimum, the requester shall provide
the following information:
- Court Department/Division that created original
- Type of case, year of case, file number,
ADMINISTRATIVE OFFICE OF THE TRIAL COURT
3.1 Request for Record RetrievalAttachment 3.1
in PDF format for printing)
REQUEST FOR RECORD RETRIEVAL
REQUESTER'S NAME _________________________________________________
(Note: Original records may be sent
only to the legal custodian of the records.)RECORD TYPE
____________ FILE NO. ________________
BOX NO. ________________NAME ON FILE ________________________________________(After
use please return via certified mail to the Records Management
Coordinator, Planning & Development Department, Administrative
Office of the Trial Court, Two Center Plaza, Boston 02108.)
Records Center Use Only
SYSTEM NO. ____________________________________________________________
RECORD AVAILABLE? YES ________ NO ________STAFF SIGNATURE ______________________________________________________
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