October 3, 2023
Effective April 1, 2024
In re: Repeal of subdivision 4.07.1 of subdivision 4.07, entitled "Filing Information Sheet," of Court Operating Rule 4, entitled "Uniform Record Keeping System," and, in lieu thereof, adoption of a new subdivision 4.07.1 of subdivision 4.07, entitled "Filing Information Sheet."
ORDER
1. It is ordered that, effective April 1, 2024, subdivision 4.07.1 of subdivision 4.07 of Court Operating Rule 4 be and the same is hereby adopted to read as follows:
COURT OPERATING RULE 4.07 Filing Information Sheet
COURT OPERATING RULE 4.07.1 Filing Information Sheet Courts Using an Automated Case Management System Approved for Statewide Use by the State Judicial Records Committee Filing Information Sheet
2) The filing information sheet shall reflect the case type and contain the following information for each party occupying the position of or on the same side as the plaintiff or defendant, each decedent, or each ward/protectee in the case:
a) Party type;
b) Party name;
c) Date of birth if the party is a person;
d) Social security number if the party is a person and such information is reasonably available; and
e) Race/ethnicity and the source of such information if the party is a person and such information is reasonably available.
3) Responsibility for completing these sheets is with the parties, who shall make reasonable effort to provide full information.
4) Courts shall require the prosecuting or circuit attorney to file a filing information sheet for each criminal case filed. The filing information sheet shall contain defendant's name, address, date of birth, race/ethnicity and the source of such information, and charges. If reasonably available, the filing information sheet may contain defendant's social security number, height, weight, gender, hair color, eye color, and other information as needed by the court.
5) The filing information sheets are confidential records. For domestic relations cases, the filing information sheet shall be placed under seal and filed with the domestic relations case file. For all other probate, civil and criminal cases, the filing information sheet shall be filed in case number sequence and stored separately from the case file or destroyed upon entry of the information. If a court is scanning court documents, the confidential filing may be scanned and maintained at the appropriate security level and the original may be destroyed.
6) Filing information sheets shall not be required when the filing is made electronically, provided required information on party type, party name, date of birth, social security number, and race/ethnicity and the source of such information is contained in the electronic submission.
* * *
3. It is ordered that this order be published in the South Western Reporter.
4. The state courts administrator shall provide copies of this order to every presiding circuit court judge and circuit clerk and such other persons as the administrator deems appropriate.
___________________________
MARY R. RUSSELLChief Justice
Original source can be found here.