NEWBURYPORT — Even the District Court has some spring cleaning to do.
Following a Supreme Court rule, Newburyport District Court will next month destroy hundreds of old court files, many of which have been collecting dust for more than 20 years. And if any of them belong to you, for a limited time you can retrieve a copy.
"Our courthouse is an archive building, which means it is not just our stuff here but files from all over the state," assistant clerk magistrate Alison Desmond said. "It is unnecessary to keep records longer than 20 years."
The court was recently audited to make sure all procedures were being followed. As part of the audit, the court has been cleared to destroy old files to make room for new ones.
Desmond said the files that have been in the basement of the courthouse and have been there quite a while. The last time court files were purged was six years ago.
"After advertising (as a legal notice) anyone is entitled to get their records," Desmond said. "They can come in and request a copy before they are destroyed."
John Reardon, director of records, said he has already started work separating docket sheets from files to be saved.
"It's a long process," Reardon said of sorting through the files. "Newburyport is one of three archive spots in the state. There are also archives in East Brookfield and Worcester. The Supreme Judicial Court archives at UMass Boston."
Reardon said his office is busting at the seems with files dating back hundreds of years.
"Some files we can never destroy," Reardon said, noting old cases and docket books. "Salem Superior Court files we can't destroy because of historical reasons; land court files we can never destroy."
Reardon said, for example, he tries to work with other courts such as Woburn District to send old files to Newburyport when possible to streamline things for next time they are able to destroy files.
"It's nearly impossible," Reardon said. "There are just so many files."
Reardon said once he gets all the files ready to purge, an outside company will come into the court and haul the files away for shredding.
"There is almost no room in our office, and upstairs the clerks already have no room for new cases," Reardon said. "This will make more room so we can move some of the files from upstairs downstairs."
According to the Supreme Court, Newburyport and Amesbury civil cases from 1978 through 1989 except those from May through December 1989 will be destroyed next month. Those cases from May through December of 1989 will be destroyed in January 2010.
Newburyport and Amesbury small claims cases from 1977 through 1989 except those from May through December 1989 will be destroyed next month. Those cases from May through December 1989 will be destroyed in January 2010.
Also to be destroyed are Amesbury juvenile cases from 1980 through 1984, and Amesbury Care and Protection cases from 1983 through 1989 in which the youngest child named in the petition has reached the age of 20.
While the bulk of the information in the files will be destroyed, each case's primary docket sheet will be kept indefinitely for record.
"Even the dismissed cases, we retain the docket sheets," Desmond said. "Some older records and old docket books we keep indefinitely as well. We do receive guidelines we follow (regarding what can be destroyed)."
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