How to Transfer Court Records | Boxing Records | Transferring Records
Circuit and probate Court Clerks maintain case files, indexes, and other court records, in accordance with MCR 8.119 and the Michigan Trial Court Records Management Standards. The following retention schedules govern the retention and disposition of court records:
*NOTE: The Retention Schedule for Circuit Court records is currently under review. Please contact the Archives of Michigan before transferring for further guidance.
Contacting Archives staff is the first step in any records transfer. Staff will need to know what type of records, date ranges and how many records you are seeking to transfer. We will help you identify any materials that the Archives will take, or what records will come to us in the future. You can contact the Government Records Unit at govarchives@michigan.gov.
To help in this process, Archives staff may require your office to fill out a transfer form to identify what types of records and date range that they encompass. Once the archives staff has approved the transfer form then your office can prepare the records for transfer.
Most paper records will need to be boxed before transfer. The Archives can work with your office to provide standard cubic foot boxes for transfers.
Depending on the type of record, packaging records will differ slightly. The two most common records that are transferred from Circuit and Probate courts are case files and court calendars.
There are two common formats for case files. Older case files can be found in a 4” x 9” envelope, and in this form are found in vertical file cabinets. These case files should be packed in two rows across the length of the box, with the lowest case number in the front of the box in the first row (left row). The rows should be filled from front to back. Once both rows are filled fill the space on the side with three small rows. Remember to keep the case files in order from front to back, left to right.
The other common format of case files is found in legal sized (8.5” x 14”) folders, and may be found in file cabinets, hanging files, boxes and numerous other places. These case files should be packed in case number order, from front to back in each box.
Once fully packed, fold the back flap first, then both side flaps and final fold the front flap on top of both side flaps. Then tape the top flap down with 2-inch packing tape.
These volumes (often called libers, ledgers or books) should not be pack into boxes, due to their size. Provide archives staff with an organized list of each individual volume for the archives, using information on the spine of the volume, or from the top of the page. We will help you coordinate the pickup of these volumes, either through a site visit or through DTMB freight services.
Archives staff will provide hybrid labels with record group information filled out by the Archives, and space for you to write the box number and record range. Box labels are applied to the front of the box in the space for a “Gummed Label”.
After all of the boxes have been packed, and volumes accounted for, Archives staff will work with you to arrange for the records to be picked up. Please be sure to indicate any information relevant to the loading of materials. For instance, if your building has a loading dock or garage that can be accessed, parking locations and building services that staff should be aware of.
Depending on the distance, and size of the collection to be transferred, Archives staff may arrange for DTMB-Freight Services to pick up the collection's materials.
Once the records have been transferred and have been accessioned, the Government Records unit will provide a finalized transfer form detailing all records that were transferred and provide a record group (RG) number for your offices future reference.
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