Or. Admin. R. 166-150-0130 - Justice and Family Courts
(1)Civil Files Series documents
cases heard in the Justice Court relating to small claims and civil filings up
to $2500.00. Records include original charge, filing of plaintiff, hearing
records, satisfaction, penalty bio-sheet, records of payment, correspondence,
motions, judgments, orders, and petitions. (Minimum retention:
(a) Retain records prior to 1940 permanently
(b) Retain records after 1940 6
years as long as there is no outstanding judgment)
(2)Couples Counseling/Mediation
Client Files Records document the counseling and mediation process for
couples experiencing marital problems or who have formally filed for separation
or dissolution. Record may contain information on couples' history, financial
information, session notes, reports to the Court, if applicable, and
summarizations of any agreements reached by the couple through mediation.
(Minimum retention: 6 years after completion of counseling/mediation sessions
or dissolution of marriage)
(3)Criminal Files Series
documents cases heard in the Justice Court relating to misdemeanors, criminal
felonies arraigned and if in custody, and violations. Records include original
charge, filing of plaintiff, hearing records, satisfaction, penalty bio-sheet,
records of payment, correspondence, motions, judgments, orders, and petitions.
(Minimum retention:
(a) Retain records prior
to 1940: Permanently
(b) Retain
records after 1940: 6 years as long as there is no outstanding
judgment)
(4)Docket Books Series used to
track cases through the Justice Court. Information includes docket number,
plaintiff and defendant names, date filed, and scheduled hearing and trial
dates. (Minimum retention:
(a) Retain records
prior to 1940: Permanently
(b)
Retain records after 1940: 6 years as long as there is no outstanding
judgment)
(5)Marriage Records Documents
licenses issued and solemnization of marriages by the Justice Court. Includes
(Health Division, Vital Records Unit) Record of Marriage, Consent to the
Marriage of a Minor, Affidavit that there is no Parent or Guardian in Oregon,
Waiver of Waiting Period, and related records. The official copy of the
marriage license is filed with the county clerk. (Minimum retention:
(a) Retain Clerk's copy: Permanent
(b) Retain court copy: 1 year after filed
with the clerk)
(6)Parent Education Client Files
Records document the classes for parents who file for divorce or
separation or changes in custody or visitation. Records include payment
history, class attendance information, and copy of completion certificate.
(Minimum retention: 6 years after class completion)
(7)Search Warrants Series
documents an official order issued by the Justice Court to legally search
private property to aid in the investigation of law enforcement officials.
Information includes judge's name, date, and purpose of warrant. (Minimum
retention: Retain 2 years after warrant served or recalled by the
court)
(8)Traffic
Citations Series is used to document the full payment of traffic fines
in court. Information includes citation number, amount paid, whom citation
issued to, infraction type, issuing officer, and receipts. (Minimum retention:
Retain 3 years after citation paid in full)
(9)Youth and Family Mediation Case
Records Record documents mediation provided to families and youths for
conflict resolution. Record may contain family and youth backgrounds and
histories, any criminal histories, mediator session and case notes and reports,
and court reports if applicable. (Minimum retention: Until youth(s) reach 21
years of age)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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