{"jurisdiction": "us-ny", "code": "nycrr", "section": "200.23", "citation": "Uniform Rules § 200.23", "heading": "Recordkeeping requirements for town and village courts", "text": ["(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."], "official_source": "https://www.nycourts.gov/rules/part-200-uniform-rules-courts-exercising-criminal-jurisdiction", "from_official_api": false, "plain_english": "- **(a)** Each town/village court must maintain: **(1) case files** (all papers filed, orders, minutes/notes, and copies of anything forwarded elsewhere); **(2) an index of cases** with a **unique number per case** assigned at filing; and **(3) a cashbook** chronologically itemizing **all receipts and disbursements.** ★\n- **(b)** Except for parking violations, assign a **unique case number per defendant** and keep records including: defendant's name, address, and **date of birth if under 19**; the **statute/ordinance and section** of each charge; a brief description and **date** of each offense; **date of arrest**; **arresting agency/officer**; **date of arraignment**; prosecutor's and defense attorney's names/addresses; a **record of the arraignment** (charges read? rights advised? counsel assigned? plea? release form and **bail amount**? next appearance date); **NYSID number and court control number** for fingerprintable offenses; a summary of pre-trial actions; **witnesses sworn**; whether a **jury was waived**; each **disposition** (after trial and otherwise, with reasons); whether a **presentence report** was ordered and shared; the **sentence**; and a summary of **post-judgment** proceedings. ★\n- **(c)** OCA prepares and distributes a **model recordkeeping system.**", "retrieved": "2026-09-27", "url": "https://elyphived.com/us-ny/nycrr/200.23", "publisher": "Elyphived LLC"}