Municipal Clerk Manual – Courts without JIS - Chapter 1 -Administrative Procedures: Indexes to Cases

Clerk Handbooks

Municipal Clerk Manual – Courts without JIS

		Section/Rule:	1.3
Subject:	Chapter 1 -Administrative Procedures	Publication / Adopted Date:	September 1995
Topic:	Indexes to Cases	Revised / Effective Date:	September 2020

Municipal Clerk Manual
Without JIS
Chapter One - Administrative Procedures

1.3 - Indexes To Cases

References
Statutes: 511.440, 511.500 and 511.510, RSMo
Supreme Court Rules: N/A
Court Operating Rules: 4 and 8
Publication Date: September 1995
Revised: September 2020

Introduction

Case index records are to be maintained on all municipal cases.

A case index required by COR 4.09 should be maintained for each case filed including traffic or non-traffic violations. The index should include the full name of the defendant, the case number, the date the case was filed with the court, and the case disposition.

COR 4.14 requires for the judgment index the name of the defendant, judgment or sentence date and a summary of the judgment or sentencing order. Confidential cases shall be accessible only to authorized personnel.

Clerk’s Duties/Procedures of Manual Case Processing Divisions

1. Prepare a separate case index card for each case.

2. Record the following required information on each record:

2.1. Full name of the defendant.

2.2. Case number.

2.3. Date filed.

3. File the case index card alphabetically by last name.

4. A summary of the judgement and sentence following disposition.

Closed Index Records (COR 4.24)

1. Maintain case index records for cases that are sealed or made confidential by order of the court in a separate, confidential case index file. Do not file them in the regular case file index or allow public access.

Record Retention (COR 8.04.06)

All index records for all ordinance cases: permanent (index records that are stored as electronic data in an approved automated case management system where the information is properly documented and backed-up may be retained permanently in that electronic format).