(a) Each town and village court shall maintain:
(1) case files containing all papers filed, orders issued, any minutes or notes made by the court of proceedings or testimony, and a copy of any original documents or papers forwarded to another court or agency;
(2) an index of cases with a unique number assigned to each case when filed; and
(3) a cashbook which shall chronologically itemize all receipts and disbursements.
(b) In each case, except for parking violations, the court shall assign a unique case number for each defendant. In addition to the papers filed and orders issued, the court shall maintain records which shall include the following information:
(1) the defendant’s name, address, and date of birth if under the age of 19;
(2) the State law or local ordinance, including section number, of each offense charged;
(3) a brief description of each offense charged and the date of its alleged commission;
(4) the date of arrest;
(5) the name of the arresting agency or officer;
(6) the date of arraignment;
(7) the name and address of the prosecutor and the defendant’s attorney;
(8) a record of the arraignment proceedings, including the following entries: whether the charges were read to the defendant; the constitutional and statutory rights of which defendant was advised; whether counsel was assigned; the plea entered by defendant; a summary of other actions taken by the court at arraignment, including the form of release and amount of bail set; and the date of the next scheduled appearance;
(9) the defendant’s NYSID number and court control number, where available, for fingerprintable offenses;
(10) a summary of all other actions taken and proceedings conducted before trial;
(11) the names and addresses of all witnesses sworn;
(12) whether the defendent waived a jury;
(13) each diposition after trial, and each disposition other than by trial and the reasons therefor;
(14) whether a presentence report was ordered and made available to the defendant or the defendant’s attorney;
(15) any sentence imposed by the court; and
(16) a summary of all post-judgment proceedings.
(c) A model recordkeeping system which complies with the requirements of this Part will be prepared and distributed by the Office of Court Administration.
Historical Note
Sec. filed Feb. 16, 1988 eff. April 1, 1988.