Pennsylvania Code
Title 204 - JUDICIAL SYSTEM GENERAL PROVISIONS
Part VI - JUDICIAL COUNCIL OF PENNSYLVANIA
Subpart E - ADMINISTRATION OF JUSTICE GENERALLY
Chapter 173 - UNIFORM AND PROCEDURES, INDEXES AND DOCKETS
Section 173.2 - Minimum standards for recording of documents in offices receiving criminal filings
Current through Register Vol. 54, No. 44, November 2, 2024
(a) General rule. The minimum standards for the maintenance of records in criminal proceedings (other than juvenile) by offices receiving criminal filings shall be as follows:
Defendant name
Defendant address
Unique Court Number
Offense Tracking Number
Sex
Birth date
AOPC number, if attorney
Race
Date transcript received
Alias information
Co-defendant name
Unique Court Number or linkage to other defendants
Affiant and witness name
Affiant and witness address
Date of offense
Complaint, warrant or summons date
Arrest time and date
Preliminary charges-statute reference ("Pa.C.S." citation if Crimes Code of other Consolidated Pennsylvania Statutes offense; otherwise citation of Act of Assembly)
Preliminary arraignment date
Preliminary hearing date or waiver
Disposition of each charge
Continuances before Common Pleas Court, by whom, date and reason
Charge
Indictment or information number if used
Waiver of arraignment and/or Grand Jury
Date of arraignment
Grand Jury action and date
Pre-Trial motions and arrest
Current amount of bail
Type of bail and date
Bonds person, or other surety
Reductions or increases
Bench warrants
Date issued
Judge name and code number
Date defendant returned
Forfeitures
Date issued
Amount received
Bail reinstatement
Date
Judge name and code number
Amount
Commitment in default or without bail
Where and when
Plea
Initial
Final
Type of trial, beginning and ending dates and duration
Judge name and code number
Assistant district attorney name and AOPC number
Defendant attorney type or waiver
Date of mistrial
Date of verdict
Verdict or disposition on each count
Number of continuances, date and reason
Date of action
Judge name and code number
Length of participation in program
Amount of fine and costs
Date of termination from program
Successful completion or violation
Date court ordered pre-sentence investigation and/or psychiatric evaluation
Investigation prepared by Commonwealth or county
Date pre-sentence investigation submitted
Date of sentence
Sentence Judge and code number
Minimum term and maximum term each charge or count
Days
Months
Year
Date the sentence to commence
Credit for time served
Sentence
Lying-in expenses
Probation length
Probation type (Commonwealth or county)
Restitution, amount and date paid
Type of fine, amount, due date
Costs
On county
On defendant
On prosecutor
Record of costs paid, date and amount
Post conviction proceedings and decision
Violations of probation
Date of warrant to commit
Date of request for warrant for violation
Date of hearing and results
Date Motions for new trial and/or arrest of judgment filed
Date of Order directing transcription of Notes of Testimony
Date of filing Notes of Testimony
Date Notes of Testimony certified
Date and decision of trial court
Date appeal to appellate court
Date complete record transmitted to appellate court
Date and order of appellate court
Date and identification of each document placed in case file
(b) Scope. The minimum standards set forth in subsection (a) of this section shall apply to all offices adopting computer or other electro-data processing systems, and the traditional docket shall be discontinued and shall be replaced by such manual and machine-aided processing procedures as may be appropriate. The same minimum standards may also be adopted by any office employing manual procedures. Any office may include additional data elements if local practice or custom dictates.
(c) Modifications. Any office subject to the requirements of subsection (a) of this section may with the written approval of the Administrative Office make modifications in or deletions of data elements prescribed therein.
