RECORDS OF CIRCUIT COURTS
1
Suggestions on Techniques
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WISCOBSDJ W.P.A.
aary 1, 1939
Technical Series Number 5
U ,s. Fe d Wcv|<;s Si<Z V>c u
JgRKS PROGRESS ADMINISTRATION
DiTWion of Women's and Professional
Proiects
f
RECORDS OF CIRCUIT COURTS
Suggestions on Techniques
PREFACE;
This circular is a brief outline of the procedures needed,
for the operation of a project to modernize the records systems of
the clerks of olrcuit courts* It sets forth in general terms, the
phases through which the project may pass in its operation. Its
purpose is to provide clerks of courts with assistance in the for¬
mulation of projects of this type,
OBJECTIVES AND USES:
This circular is designed as a guide to setting up new
indexes of plaintiffs, defendants, naturalization, liens, judgments,
and notaries public. It also outlines a Face Sheet or Case History
and Summary, Each type of work will be segregated so that a part of
the total work may be done as a separate project,
PROCEDURES: A, Index of Plaintiffs and Defendants
Perhaps the most useful secondary record in the Clerk of
Courts office is the index of plaintiffs and defendants. Usually this
record indexes only the principal plaintiff and principal defendant.
It is usually arranged chronologically under each of the 26 letters
of the alphabet.
Usually there are several volumes of the index, each vol¬
ume covering a period of years.
Because of the strictly alphabetical arrangement, it is
usually necessary to search several pages in several volumes to
locate a particular plaintiff or defendant. In many instances it
is impossible to locate a particular case because the index is run
on only the principal plaintiff and principal dofendant.
Three types of more modern plaintiff and defendant indexes have
been devised} all are suitable systems. The first and perhaps most
suitable type examines each case or judgment roll, making a plaintiff
card and defendant card for oaoh plaintiff and each defendant in every
case on file. Suitable cards follows
'
CASE NO.
RECORD BOOK
PLAINTIFF
VOL. PAGE
vs.
YEAR
Defendants
1
CASE NO.
RECORD BOOK
DEFENDANT
VOL. PAGE
vs.
YEAR
Plaintiffs
The cards in each case ore assorriblud with the card bearing the
principal plaintiff and defendant in front. Thoy are checked against
the source from which they have been made, sorted chronologically
within the 26 letters of the alphabet and then checked against the old
plaintiff and defendant indexes.
In setting up the new index, the cards are resorted alphabetically
so that both plaintiff and defendant cards are placed in the some file,
being distinguished only by color. Thus all of the cases in which a
particular porson or corporation is involved become grouped. Cards
relating to the same person or corporation are further sorted chrono¬
logically.
The cards may, if desired, be arranged in any of the alphabetical
subdivision indexes now current in office supply houses. The actual
number of subdivisions may vary from 26 to over 500. In the latter
case, each letter may be further subdivided by the second letter in
the surname, such as Ba, Be, Bo, etc., or even by the second and third
letter,1 such as Baa to Bam, Ban to Bar, Bas to Bay, Bea to Bel, etc.
The cards are then arranged chronologically within the alphabetical
subdivision.
If a new ledger system is desired, the alphabetical subdivision
index method should be used and the ledger sheets may be typed directly
from the cards.
A third system using the following cards has been set up and has
proved satisfactory.
. .
YEAR
PLAINTIFF
ATTORNEY' TOR
PLAINTIFF
COURT
RECORD
ORDER
BOOK
JUDGMENT
BOOK
NO.OF
FILE!
t
DTCTTTSTimmiT
1
YEAR
DEFENDANT
ATTORNEY FOR
TVR'F'PVN'n A ATT
COURT
pewit? r>
ORDER
Twvr
JUDGMENT
BOOK
NO. OF
FTT/E
I
1
PLAINTIFF
- -.,|,||| | | , 1L1 r x„ -
CASE NO.
Upon the examination of each case or judgment roll, the previously
prepared cards are examined; if the party involved has been involved in
an earlier case, the new case is simply added to the record card for
that individual. If a single party has been involved in several actions
*
as plaintiff or defendant, all actions plaintiff are placed on the
plaintiff card while all actions defendant are placed on the defendant
card.
All three of the above systems one currontly in use and each
is a great improvement over the older systems.
In indoxing criminal cases, only the defendant is indexed; the
card may be identical with the civil case card except as to color.
r5-r
The state is the plaintiff in all such cases and. is not indexed. A separ¬
ate criminal index is desirable but not necessary.
Divorce cases may use the same card as civil cases, except as to color
and may be indexed on either plaintiff or defendant but not on both as both
parties are of the same surname. A separate divorce index is desirable but
not necessary.
B. Index of Judgments and Liens
This index is a very desirable addition to the records of the clerk of
court. Two satisfactory improved methods are now in use in this state. Both
methods index on debtor only. Suitable cards for one of the methods follow:
JUDGMENT CARD
Debtor
Creditor
Book Page
Court
Amount Costs Total
Entered
Docketed
_ Att'y for Creditor
LIEN CARD
Debtor
Creditor
Book Page Total
Court
Amount Int. At
Work performed on
and between
Docketed
AttTy for Creditor
These cards are prepared from the Judgment docket and are verified
with the court record and judgment roll before being indexed in strict
alphabetical order. Indexes to liens and judgments are on cards of
different color and may be indexed separately or together. Thus all
liens and/or judgments against a particular person are grouped. When
the judgment or lien is satisfiod or becomes obsolete* the index cards
are removed from the active file and enter a dead file.
Another suitable card method utilizes the following cardj
DEBTOR
CREDITOR
ATTY. CREDITOR
VOL. PAGE
COURT AMT.
DOCKETED
NUMBER
IF
A LIEN, DESCRIBE
PROPERTY
As each judgment docket is examined, the previously prepared
cards are examined and the new cases are added to the card of the
party involved as a debtor in more than one judgment or lien.
C. Index of Notaries
The Index of Notaries Public is very simple and involves only
the preparation of a simple card from the examination of the certificate.
A suitable card follows:
NOTARY PUBLIC
t
CERTIFICATE ISSUED AT DATE
BY COMMISSION EXPIRES
REMARKS
Other information may be added to the card if desired,
D. Index of Naturalization
The Index of Naturalization may involve one or two indexes. Most
clerks are interested only in indexing final papers, ether clerks wish
also to index first papers. The project involves the preparation of
simple index cards upon examination of the certificates (or papers)
on file. A standard card has been devised for final papers:
Family Name
Given Name or Names
Address
Certificate No,(or Vol. & Page)
Title & Location of Court
Country of Birth or Allegiance
When Born (or A^e)
Date & Port of Arrival in U.S.
Date of Naturalization
Names & Addresses of Witnesses
Immigration
U.S. DEPARTMENT OF LABOR,
& Naturalization Service
FORM NO. 1-IP. 14-3202
-8-
Rovcrse Sido of Naturalization Card
ADDITIONAL INFORMATION IN COURT RECORD
Certificate Canceled (date & court)
Why canceled
- Expatriated Doceased
Other facts of record
This card is to be made in duplicate; one copy to be sent to the
Immigration and Naturalization Service Regional Office, at Chicago,
Illinois,, It is- the current policy of that office to supply upon re¬
quest the-cards, to be used for the clerk's indexes as well as for their
own use.
If first papers are to be indexed, the following is a suitable
cards
Family Name
Given Name
Address
Court
Date
Country of Birth or Allegiance
Date of Birth
Date and Port of Arrival in UtS,
Witnesses
The cards are usually filed in strict alphabetical order.
—
E. Faca Sheet or Case History and Summary
The Faoe Sheet or Case History and Summary is gaining wide
acceptance in this state. It is made in either >nc or two copies.
If made in one copy, it is attached to the case or judgment roll; if
made in two copies," the additional copy is bound and kept in a convenient
place at the desk of the clerk.
The Face Sheet is made up in pencil from the judgment roll or case.
It is checked against the case by some person other than the person
preparing. It is then checked against the court record and against
the judgment docket, and against any other record desired,
"When it has been checked completely, it is typed and attached
to the case. If duplicates are made, such duplicates are arranged by
file number and bound. A sample face sheet follows:
CLERK OF THE CIRCUIT COURT
SHEBOYGAN COUNTY, WISCONSIN
HISTORY RECORD AND DISPOSITION
CASE NO
File No
Court Record .....Page.
Judgment Book.... Page.
Judgment Docket Page.
Minute Book... Page.
Order Book Page.
Criminal Record Page.
Plaintiff
.VS.
Defendant
Plaintiff's Attorney
Defendant's Attorney
Presiding Judge Clerk
Filing Date of Summons and Complaint (Appeal).....
Filing Date of Judgment Docketed on
Amount of Judgment
Cause of Action
The following disposition was made of the above entitled action:
Court Jury
Date of Trial. Case ..Case.
DIVORCES:
Cause of Annulment or Divorce.
Contested. Default Granted to.
Number of children affected by the decree
Alimony
Custody of children to. Amount of Support allowed $.
Alimony or Support payable on...
CRIMINAL:
Section of
Charge —- Law violated
Sentence of the Court -
Defendant sentenced to —
Name of Institution
Amount of Restitution $...... Amount of Court Costs
Amount of Bail $ .......Amount of fine $
Remarks:
-11-
Tho simple clerical task of rejaokoting and rearranging the cases
may be added to the project. It may also bo the desire of the clerk
to check the papers in each case against the papers listed in the court
record, to be certain that the files are in perfeot order and in agree¬
ment with the court record.
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