Fiscal Records and Forms

1. Audit Forms

Record or Form StyleRetention Period
Bail Book (Form No. FA 013)3 years after audit and cases disposed
Bail Receipt (FA 029)3 years after audit and cases disposed
Bank Account Reconciliation Form (FA 018)1 year after audit
Bank Acknowledgment
(Notice of memorandum about the court's bank account (s).)
1 year after audit
Bank Letter (FA 012a, FA 012b)1 year after audit
Bank Statement3 years after audit
Check Destruction Form1 year after audit
Check Stock Inventory Form1 year after audit
Checks (Cancelled)3 years after audit
Checks (Carbon Copies)1 year after audit
Check Register1 year after audit
Checks (Voided)1 year after audit
Civil Escrow Ledger
(Records and maintains information on each account.)
1 year after audit and cases documented in ledger have been disposed.
Custodial Passbook Ledger
(Records and maintains information on each account.)
1 year after audit and cases documented in ledger have been disposed.
Daily Cash Sheet (FA 014)1 year after audit
Deposit Slips1 year after audit
Detail Account Trial Balance (FA 022a or FA 022b)1 year after audit
Expenditure Journal (FA 016) (Cash Journal Expenditure Side)1 year after audit
466C Revenue Reconciliation
(Bookkeeper's reconciliation between subsidiaries in the Budgetary Control Register and Weekly Statement of Transactions.)
1 year after audit
Internal Audit Reports
(Issued by the Administrative Office of the Trial Court after on-site review of the court's policies and procedures.)
Retain last 2 reports.
Inventory RecordsPermanent
Juror-Related Bills1 year after audit
Jury Expense Authorization Form
(Authorizes jury expense payments.)
1 year after audit
Jury Expense Transmittal Sheet
(Requests Office of the State Treasurer to disburse jury expense payments.)
1 year after audit
Land Court Ledger Sheets
(Records fees paid for tax and registration cases.)
1 year after audit
Monthly Revenue Summary (FA 023)1 year after audit
Monthly Summary Trial Balance (FA 021)1 year after audit
Notice of Assignment of CounselPermanent, store in case file
Notification of Account Adjustment (FA 018a)1 year after audit
Order Form
(Requests payment for services when no receipt exists.)
1 year after audit
Outstanding Check List1 year after audit
Probation Department Ledger Card1 year after audit and case closed
Probation Receipt Accounting (PRA) Intake Form
(Establishes or changes an account in PRA.)
1 year after audit
Probation Receipt Accounting (PRA) Reports1 year after audit
Receipt Control Book Log (FA 030)1 year after audit
Receipt Journal (Cash Journal) (FA 015)1 year after audit
Receipt Register (FA 008)1 year after audit
Register Journal Tape1 year after audit
Report on Unaccounted for Variances, Losses, Shortages,or Thefts of Funds or Property
(Documents losses of funds or property.)
3 years after audit
Request for Payment Form1 year after audit if stored in case file
Request (Internal) for Refund (FA 031)1 year after audit
Returned Check Journal (FA 020)1 year after audit
Returned Check Notification Form
(Sent to check payer after court's attempts to retrieve
funds from the payer's bank have been unsuccessful.)
1 year after audit
Revenue Refund (RF)7 years after audit
Revenue Transmittal Sheet (RTS) (FA 092)1 year after audit
Revenue Transmittal Sheet for Abandoned Property Only (Transmits monies, unclaimed for three years after the release date, to the Office of the State Treasurer.)1 year after audit
Revenue Transmittal Sheet for Unpaid Check Fund (Transmits monies, disbursed but unpaid for 1 year from date of issue, to the Office of the State Treasurer.)1 year after audit
Revenue Transmittal Sheet - Transfer Form
(Transfers monies between two revenue sources to correct errors in reporting monthly revenue.)
1 year after audit
Small Claims Appeals Log Book
(Records and maintains information on each documented in log book are small claims appeal's "cash in lieu of bond" receipt.)
1 year after audit and all cases closed
Special Payments Check Register (FA 002)1 year after audit
Special Payments Expenditure Summary (FA 005)1 year after audit
Special Purchase Input Form (SP)1 year after audit
State Audit ReportsRetain last 2 reports.
Stop Payment Order (copy)1 year after audit
Transmittal of Non-Support Payment Form1 year after audit
Undeliverable Check Log (FA 026)1 year after audit
Witness and Jury Stop Payment Transmittal Sheet
(Voids witness fee or jury expense previously submitted to the Office of the State Treasurer.)
1 year after audit
Witness Books1 year after audit
Witness Fee Payment Authorization Form
(Authorization payments to witnesses; replace One-Write Witness Fee Register.)
1 year after audit
Witness Fee Payment Transmittal Sheet
(Requests Office of the State Treasurer to disburse witness fee payments.)
1 year after audit
Witness Fee Request Form or Fee Record1 year after audit

 

2. Budget Forms

Record or Form StyleRetention Period
Expansion Budget Request1 year after audit
Federal Grant Fiscal Records1 year after audit and grant end
Financial Plan/Maintenance Estimate1 year after audit
Monthly Expenditure Report (FA-01)1 year after audit
Request for Budget Change (FA-006)1 year after audit
Revised Financial Plan1 year after audit

 

3. MMARS/Accounting Forms

Record or Form StyleRetention Period
Advance Refund Input Form (AR)7 years after audit
Batch Transmittal7 years after audit
Budgetary Control Register (BCR)7 years after audit
Cash Deposit Input Form3 years after audit
Cash Transfer Input Form3 years after audit
Certification of Services
(Invoice for assistance provided by Care and Protection Investigators, Guardians ad litem, or Court Monitors.)
7 years after audit
Competitive Bid Forms and Related Documentation (Letters of solicitation and vendor bid information.)1 year after audit
Daily Report of Expenses for Prisoner Lunches
(Certifies expenditures for prisoner lunches.)
1 year after audit
Departmental Purchase Order Input Form (PD)3 years after audit
Departmental Purchase Order Input Form Continuation1 year after audit
Expenditure of Advance Input Form (EA)7 years after audit
Expenditure Refund Input Form (ER)7 years after audit
Fixed Assets Acquisition Form (FA)3 years after audit
Fixed Assets Betterment Form (FB)3 years after audit
Fixed Assets Disposal Form (FD)3 years after audit
Fixed Assets Transfer Form (FT)3 years after audit
Interoffice Requisition
(Requests purchase of goods or services.)
1 year after audit
Interpreter Service Sheets7 years after audit
Intersubsidiary Transfer Input Form1 year after audit
Intragovernmental Encumbrance (IE)3 years after audit
Intragovernmental Payment Voucher Input Form (IV)7 years after audit
Itemization of Services
(Attached to Certification of Services; part of the Vendor's invoice.)
7 years after audit
Lease Order Input Form (LO)7 years after audit
Miscellaneous Encumbrance Input Form (PO)1 year after audit
Out-of-State Travel Form (Submitted prior to out-of-state travel.)7 years after audit
Overnight Travel Form
(Submitted prior to overnight travel.)
7 years after audit
Packing Slip7 years after audit
Payment Voucher Input Form (PV)7 years after audit
Payment Voucher Input Form Continuation7 years after audit
Price Agreement Input Form (PG)3 years after audit
Request for Advance Input Form (RA)3 years after audit
Revenue Refund Input Form (RF)7 years after audit
Service Contract Input Form (SC)7 years after audit and final contract payment
Service Modification Input Form (SM)7 years after audit and final contract payment
Special Purchase Input Form (SP)3 years after audit
Travel Expense Voucher (CD 18)1 year after audit
Vendor Update Input Form (VU)7 years after audit
Weekly Statement of Transactions (WST)7 years after audit

 

4. Payroll, Commonwealth Automated Payroll System (CAPS)

Record or Form StyleRetention Period
Batch Transmittal FormPermanent
Form CN7 years after audit
Form CS75 years
Form D75 years after termination
Form E75 years after termination
Form PREN7 years after audit
Form PREO7 years after audit
Form PREP7 years after audit
Form PRES7 years after audit
Form T75 years
Payroll Hold (PH)
(Encumbers monies for accounts payable payroll.)
7 years after audit
Payroll Refund Receipt Voucher (CD 29A)7 years after audit
Payroll Warrant (CDP 4)7 years after audit
Preliminary Payroll7 years after audit

 

5. Procurement

Record or Form StyleRetention Period
Request for Competitive Bid1 year after audit
Request for Proposal1 year after audit

Personnel Records and Forms

1. Appointment and Promotion Documents

Record or FormRetention Period
Application for Employment - (Form F2)Hired - Permanent
Not Hired - 7 years
Applicant Interview and Hiring Record - (F4)Hired - Permanent
Not Hired - 7 years
Appointment Documentation - (F5)Permanent
Approval LettersPermanent
Employment Eligibility Verification FormPermanent
Interview RecordsHired - Permanent
Not Hired - 7 years
Job PostingPermanent
New Hire FormPermanent
Reference ChecksHired - Permanent
Not Hired - 7 years
Rejection Letters7 years from issue date
Results of Classified Advertising - (F3)Permanent
Standard Interview QuestionsHired - Permanent
Not Hired - 7 years

 

2. Employee Disability Documents

Record or FormRetention Period
Assault Pay DocumentationPermanent
Determination of Payroll Refund and Sick Leave ChargePermanent
Employer's First Report of Injury - (Form 101)Permanent
Employer's Quarterly Report of InjuriesPermanent
Insurer's Extension of 60 Day Pay Without Prejudice Period - (105)Permanent
Insurer's Notification of Denial of CompensationPermanent
Insurer's Notification of Payment - (103)Permanent
Insurer's Notification of Resumption or Modification of Weekly Compensation - (107)Permanent
Insurer's Notification of Termination or Suspension of Compensation - (106)Permanent
Internal Claim Investigation FormPermanent
Notice of Injury ReportPermanent
Release of InformationPermanent
Workman's Compensation Physician or Surgeon ReportPermanent

 

3. Termination Documents

Record or FormRetention Period
Buy Back FormsPermanent
Employee Checkout List - (Form F10)Permanent
Exit Interview - (F11)Permanent

 

4. Unemployment Compensation Documents

Record or FormRetention Period
Appeal DocumentationPermanent
Notice to Claimant of DisqualificationPermanent
Request for Separation and Wage InformationPermanent

 

5. Miscellaneous Personnel Documents

Record or FormRetention Period
Attendance Calendar - (Form F8)Permanent
Court Officer Weekly Report of AssignmentsPermanent
Department Head Comments - (F15)Permanent
Disciplinary ActionsPermanent
Employee Conference Report - (F12)Permanent
Employee Profile - (F6)Permanent
Employee Request for Leave of AbsencePermanent
GrievancesPermanent
Personnel Transaction FormPermanent
Request for Classification Review Questionnaire -Form - (F14)Permanent
Request for New Position Questionnaire - (F13)Permanent
Tuition Remission FormPermanent

 

6. Inactive Personnel Files

Record or FormRetention Period
Personnel files of employees who have voluntarily or involuntarily left the employment of the Trial Court.Until 75th Birthday, if known, or,  60 years after date of first personnel action.

Miscellaneous Administrative Records

Record or FormRetention Period
Administrative Directives, BulletinsRetain while in effect.
Calendar (court list, daily list , daily trial list, etc.)Option of court.
Charitable Trust Report5 years
Clerk-Magistrate Hearing Papers (not part of case file)1 year
Correspondence - Non Case-related3 years
Courthouse Incident Reports7 years
Criminal Statistics Reports to Department of Correction5 years
Docket Book IndicesPermanent
Hospital Records Receipts1 year after disposition of case
Judge's Notes or Daily DiariesIndividual Judge's Discretion

Juror-Related Papers:

Juror Questionnaire
(G. L. c. 234A ss. 22 & 23)

Grand Juror Financial Questionnaire
(G. L. c. 234A s.52)

Office of Jury Commissioner Records
(G. L. c. 234A s. 72)

 

Originals (after voir dire) after final disposition of case. Counsel copies after voir dire.

1 year after discharge of Grand Jury

 

3 years

 

Marriage Petitions (without delay)Permanent
Medical Examiner ReportsPermanent