Notice of superior court records destruction

(a) Scope

"Records" of the superior court, as used in this rule, do not include records of limited civil, small claims, misdemeanor, or infraction cases.

(b) Notice

The superior court must give 30 days' written notice of its intent to destroy court records open to public inspection to entities maintained on a master list by the Judicial Council and to any other entities that have informed the court directly that they wish to be notified.

(c) Transfer to requesting entity

Records scheduled for destruction must be permanently transferred to the entity requesting possession of the records on written order of the presiding judge unless the request is denied for good cause shown. The cost of transferring the records must be paid by the requesting party.

(d) Request by two or more entities

If two or more entities request the same records, the presiding judge must order the transfer of those records to the entity that shows the greatest capability of caring for and preserving the records according to commonly recognized archival principles and practices of preservation and access, and that provides the greatest likelihood of making them available for historical or research purposes.

(e) Public access

No entity may receive the records unless the entity agrees to make the records reasonably available to all members of the public. Provision must be made for duplicating the records at cost.

(f) Destruction

If after 30 days no request for transfer of records scheduled for destruction has been received by the court, the clerk may destroy the records not designated for the historical and research program under rule 10.855, under a written order of the presiding judge of the court and in accordance with provisions of the Government Code.

(g) Extension of time

The time for retention of any of the court records specified in the notice may be extended by order of the court on its own motion, or on application of any interested member of the public for good cause shown and on such terms as are just. No fee may be charged for making the application.

(h) Forms

The court must use the following forms to implement the requirements of this rule:

(1) Notice of Intent to Destroy Superior Court Records; Offer to Transfer Possession (form REC-001(N), with a form on the reverse titled Request for Transfer or Extension of Time for Retention of Superior Court Records (form REC-001(R)), for optional use by the recipient of the notice; and

(2) Notice of Hearing on Request for Transfer or Extension of Time for Retention of Superior Court Records; Court Order; Release and Receipt of Superior Court Records (form REC-002(N)).

Chapter 11 renumbered effective January 1, 2008; adopted as Chapter 5 effective January 1, 2001; previously amended and renumbered as Chapter 10 effective January 1, 2007.