Search Results
GS-12: Circuit Court
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 010433 | Adoptions: Completed Files | This series documents the legal process in which a person's rights toward natural parents are terminated and similar rights and duties toward adoptive parents are substituted. This series may include, but is not limited to: agreements, home studies, orders, petitions, and reports. | Permanent, In Agency | COV 63.2-1245 | 3/28/2024 | |
| 010434 | Adoptions: Incomplete Files | This series documents an attempt to change a person's legal rights toward natural parents that is not completed. This series may include, but is not limited to: agreements, home studies, orders, petitions, and reports. | Retain 10 year(s) after closed | Confidential Destruction | COV 17.1-213(B)(7) | 3/28/2024 |
| 010435 |
Agricultural Chattel Deeds of Trust: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 loans used to purchase an item of movable, agricultural personal property, with the loan secured by the chattel property and the lender holding ownership interest until the loan was repaid. This series may include, but is not limited to, chattel paper, deeds of trust, and releases. | Permanent, Archives | 3/28/2024 | ||
| 010438 | Bank Statements | This series consists of all statements of bank accounts in which funds of the clerk's office or of the court are deposited. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010443 | Bond Books: Post-1912 | This series documents the post-1912 written-under-seal obligation or promise given by executors, administrators, trustees, fiduciaries, commissioners, receivers and other officers to fulfill the duties of an office or responsibility; as well as all other bonds required to be recorded, such as suspending, appeal, injunction, attachment, and cost bonds. This series includes bonds. | Retain 75 year(s) after creation | Confidential Destruction | COV 17.1-230 | 3/28/2024 |
| 010442 |
Bond Books: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the pre-1913 written-under-seal obligation or promise given by executors, administrators, trustees, fiduciaries, commissioners, receivers and other officers to fulfill the duties of an office or responsibility; as well as all other bonds required to be recorded, such as suspending, appeal, injunction, attachment, and cost bonds. This series includes bonds. | Permanent, In Agency | COV 17.1-230 | 3/28/2024 | |
| 012041 | Capiases / Bench Warrants: Unexecuted - All Other | This series documents the authorization of the court to arrest an individual. This series may include, but is not limited to, capiases, bench warrants, and orders. | Retain until after order | Non-confidential Destruction | COV 19.2-76.1 | 3/28/2024 |
| 012040 |
Capiases / Bench Warrants: Unexecuted - Capital Murder (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the authorization of the court to arrest an individual on the charge of capital murder. This series may include, but is not limited to, capiases, bench warrants, and orders. | Permanent, In Agency | COV 19.2-76.1 | 3/28/2024 | |
| 010444 |
Capitation Tax Books: Paid and Delinquent (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents paid and delinquent poll taxes that were imposed on individuals. This series includes capitation tax books. | Permanent, Archives | 3/28/2024 | ||
| 010446 | Case Papers, Civil: District Court - Pre-Jan. 1, 1985 | This series documents district court cases concerning civil or private rights and remedies returned to circuit court for indexing and preserving. This series may include, but is not limited to, warrants in debt and unlawful detainers. | Retain 20 year(s) after event | Non-confidential Destruction | COV 16.1-116 | 3/28/2024 |
| 200794 | Cases, Ended: All - Post-1912 Permanent Significance | The series documents all civil and criminal cases including chancery, felonies, law, misdemeanors, traffic, Nolle Prosequi, and voluntarily withdrawn that were ended after 1912 and determined to have enduring, historical value. This series may include, but is not limited to: affidavits, affirmations, exhibits, indictments, information, pleadings, transcripts, warrants, and orders duplicated from the order books. | Permanent, In Agency | 3/28/2024 | ||
| 200793 |
Cases, Ended: All - Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
The series documents all civil and criminal cases including appointments, chancery, felonies, law, misdemeanors, Nolle Prosequi, suits to enforce liens, traffic, trustee, and voluntarily withdrawn that were ended before 1913. This series may include, but is not limited to: affidavits, affirmations, exhibits, executions (fieri facias), indictments, information, oaths and qualifications, pleadings, transcripts, warrants, and orders duplicated from the order books. | Permanent, Archives | COV 17.1-213(A) | 3/28/2024 | |
| 010445 | Cases, Ended: Civil - Habitual Offender | This series documents cases pertaining to declarations of habitual offender status and full restoration of driving privileges. This series may include, but is not limited to: affidavits, affirmations, complaints, depositions, motions, petitions, pleadings, reports, subpoenas, summonses, and transcripts. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(13) | 3/28/2024 |
| 010448 | Cases, Ended: Civil - Involving Land Ownership | This series documents civil cases, including divorces and suits to enforce liens, administered according to the system of equity and/or common law procedure that involves the ownership of land. This series may include, but is not limited to: affidavits, affirmations, pleadings, and transcripts. | Permanent, In Agency | COV 17.1-213(D) | 3/28/2024 | |
| 010450 | Cases, Ended: Civil - Post-1912 All Other | This series documents cases closed post-1912 that were administered according to the system of equity and/or common law procedure, including divorces. This series may include, but is not limited to: affidavits, affirmations, pleadings, services of process, transcripts, and orders duplicated from the order book. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 17.1-213(C)(1) | 3/28/2024 |
| 010452 | Cases, Ended: Civil - Post-1912 Discontinued or Dismissed | Documents civil (law and chancery) matters that are voluntarily dismissed, including non-suits, cases dismissed as settled and agreed, cases that are dismissed with or without prejudice, cases discontinued or dismissed under Section 8.01-335 and district court appeals dismissed under section 16.1-113 prior to 1988. This series may include, but is not limited to: affidavits, affirmations, pleadings, and transcripts. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(7) | 3/28/2024 |
| 010453 | Cases, Ended: Criminal - Dismissed / Nolle Prosequi | This series documents criminal cases that were dismissed by the judge, including acquittals, Nolle Prosequi, and those returned as not a true bill. This series may include, but is not limited to: exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(6), COV 17.1-213(C)(2) | 3/28/2024 |
| 010456 | Cases, Ended: Criminal - Felony Convictions, Non-Violent - Post-1912 w/ sentence <20yrs | This series documents the trying of post-1912 felony criminal cases NOT involving sexually and/or other violent offenses with a sentence of less than 20 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 17.1-213(C)(3)(i) | 3/28/2024 |
| 200813 | Cases, Ended: Criminal - Felony Convictions, Non-Violent - Post-1912 w/ sentence >20yrs | This series documents the trying of post-1912 felony criminal cases NOT involving sexually and/or other violent offenses with a sentence of or more than 20 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain until after end of sentence | Non-confidential Destruction | COV 17.1-213(C)(3)(ii) | 3/28/2024 |
| 200795 | Cases, Ended: Criminal - Felony Convictions, Violent Post-1912 w/ Sentence <50yrs | This series documents the trying of post-1912 felony criminal cases involving sexually and/or other violent offenses with a sentence of less than 50 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 50 year(s) after closed | Confidential Destruction | COV 17.1-213(C)(3)(a) | 3/28/2024 |
| 200796 | Cases, Ended: Criminal - Felony Convictions, Violent Post-1912 w/ Sentence >50yrs | This series documents the trying of post-1912 felony criminal cases involving sexually and/or other violent offenses with a sentence of or more than 50 years. This series may include, but is not limited to: ancillary misdemeanors, capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain until after end of sentence | Non-confidential Destruction | COV 17.1-213(C)(3)(b) | 3/28/2024 |
| 010459 | Cases, Ended: Criminal - Misdemeanors/Traffic, Post-1912 | This series documents traffic and misdemeanor cases, which involve offenses generally punishable by fine, penalty, forfeiture, or confinement in a facility other than a penitentiary, and includes cases commenced on a felony charge but concluded as a misdemeanor, as well as appealed from a district court. This series may include, but is not limited to: capiases, exhibits, indictments, information, orders duplicated from the order books, pleadings, and warrants. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(8) | 3/28/2024 |
| 010464 |
Charter Books (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documented the issuance of a charter granting permission to operate and transact business. These records now originate with the State Corporation Commission. This series includes Charter Books. | Permanent, Archives | 3/28/2024 | ||
| 010465 | Checks: Canceled | This series consists of all canceled checks showing payments from any funds in the clerk's custody or that of the court. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010467 |
Commissioner of Accounts Records: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 settlements of estates and disbursements of decedents' assets per the responsibilities of a Commissioner of Accounts. This series may include, but is not limit to: fiduciary vouchers, inventories, appraisements, original accounts of sales, vouchers, lists of sales, and settlements of accounts. | Permanent, Archives | COV 17.1-231 | 3/28/2024 | |
| 010469 | Concealed Handgun Permitting | This series documents requests received from citizens for a permit to carry a concealed handgun and the approval or denial of that request. This series may include, but is not limited to: applications, identifications, notices of right to appeal, proof of training, and duplicate orders. | Retain 10 year(s) after decision | Non-confidential Destruction | COV 17.1-213(B)(2) | 3/28/2024 |
| 010472 |
Convicts, Register of (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series is a register of convicts who were held in a local jail. | Permanent, Archives | 3/28/2024 | ||
| 010473 |
Coroners and Inquests (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents coroner activities and inquests/investigations into the deaths of individuals who died by a sudden, violent, unnatural, or suspicious manner, or who died without medical attendance. This series may include, but is not limited to, inquisitions, depositions, and summonses. | Permanent, Archives | 3/28/2024 | ||
| 010477 | Deeds | This series documents the conveyance of realty and personal property and the official index of such transactions. This series may include, but is not limited to: assignments, bills of sale, certificates of satisfaction, certified copies of final judgments or decrees of partition, contracts, deeds, deeds of release, deeds of trust, grants, homesteads, leases, mechanics' liens, mortgages of real estate, notices of lis pendens, powers of attorney, quitclaims, and transfers. | Permanent, In Agency | COV 17.1-229, COV 17.1-223, COV 17.1-227 | 3/28/2024 | |
| 006224 | Deeds: Not Returned - Post-1912 | This series documents post-1912 original instruments that conveyed realty and personal property, but were not returned to the party entitled to claim. This series may include, but is not limited to: assignments, certificates of satisfaction, deeds, deeds of release, and deeds of trust. | Retain 1 year(s) after creation | Non-confidential Destruction | COV 17.1-223 | 3/28/2024 |
| 010478 |
Deeds: Not Returned - Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents pre-1913 original instruments that conveyed realty and personal property, but were not returned to the party entitled to claim. This series may include, but is not limited to: assignments, certificates of satisfaction, deeds, deeds of release, and deeds of trust. | Permanent, Archives | COV 17.1-223 | 3/28/2024 | |
| 010479 | Dockets | This series documents the courts' scheduled proceedings. This series may include, but is not limited to, dockets. | Retain until after no longer administratively useful | Non-confidential Destruction | 3/28/2024 | |
| 010480 |
Elections: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents citizen participation in pre-1913 elections. This series may include, but is not limited to, ballots, poll books, and voter lists. | Permanent, Archives | 3/28/2024 | ||
| 010481 |
Estrays (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documented loose, wandering animals, as well as boats or other vessels adrift, of which the owners were unknown. This series may include, but is not limited to, registers and certificates. | Permanent, Archives | COV 55-202 | 3/28/2024 | |
| 010483 | Executions (fieri facias): Post-1912 - Successfully Served | This series documents successfully served judicial orders issued post-1912 directing a sheriff to satisfy a judgment from a debtor’s property. This series may include, but is not limited to: writs, returns, and statements. | Retain 10 year(s) after event | Non-confidential Destruction | COV 17.1-213(B)(11), COV 8.01-446, COV 8.01-483 | 3/28/2024 |
| 010485 | Executions (fieri facias): Post-1912 - Unsuccessfully Served | This series documents judicial orders issued post-1912 directing a sheriff to satisfy a judgment from a debtor’s property, but were returned with a notation that the money cannot be made. This series may include, but is not limited to: writs. | Retain 2 year(s) after event | Non-confidential Destruction | COV 8.01-484 | 3/28/2024 |
| 010486 | Expungements | This series documents the court-ordered removal from access and the sealing of case records, and all respective references, pursuant to directives by the Department of State Police. This series may include, but is not limited to, case records, petitions, and orders of expungement. | Retain 3 year(s) after order | Confidential Destruction | COV 19.2-392.2 | 3/28/2024 |
| 010487 |
Federal Farm Loan Mortgage Book (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents mortgages executed to secure the payment of loans made by federal land banks under authority of the 1916 Federal Farm Loan Act. This series consists of Federal Farm Loan Mortgage Books. | Permanent, Archives | COV 17.1-235 | 3/28/2024 | |
| 010488 |
Fee Books: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents taxes and fees for certain services paid to clerks and sheriffs. | Permanent, Archives | 3/28/2024 | ||
| 200797 | Financial Accounting System (FAS) Reporting | This series documents the financial matters transacted on automated financial accounting systems (FAS) and the reports generated for audit purposes. This series may include, but is not limited to: coversheets, reports, and worksheets. | Retain 6 month(s) after audit | Non-confidential Destruction | 3/28/2024 | |
| 010491 | Financial Statements to Compensation Board | This series documents the fees, allowances, commissions, salaries, and other compensation or emolument of office reported monthly to the State Compensation Board. This series may include, but is not limited to, statements and correspondence. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV 17.1-283 | 3/28/2024 |
| 010492 | Financing and Continuation Statements (Uniform Commercial Code) | This series documents security interests in collateral used to secure a financed debt that are filed to provide notice to other creditors of such interest, as well as any continuation or the termination of security interests prior to their expiration. This series may include, but is not limited to, financing, continuation, and termination statements. | Retain 5 year(s) after termination | Non-confidential Destruction | COV 8.9A-515 | 3/28/2024 |
| 010521 |
Free and Enslaved People (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents Black people and people of color with free status prior to 1866, and may include information about enslaved people. This series may include, but is not limited to, certificates and volumes entitled "Register of Free Negroes and Mulattoes." | Permanent, Archives | 3/28/2024 | ||
| 010496 | Garnishments | This series documents the collection of a monetary judgment by execution against a third party defendant to obtain satisfaction of indebtedness. This series may include, but is not limited to: hearing exemption claim forms, suggestions, summonses, answers, proofs of service, and proofs of funds. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(10) | 3/28/2024 |
| 012046 | Habeas Corpus, Writ of | This series documents petitions showing by affidavits or other evidence that the petitioner is detained without lawful authority. This series may include, but is not limited to: affidavits, correspondence, petitions, and writs. | Retain 20 year(s) after closed | Non-confidential Destruction | COV 8.01-654 - 667 | 3/28/2024 |
| 010498 |
Incorporation, Certificates of (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the creation and registration of a corporation with state government. This series includes certificates and Charter Books. | Permanent, Archives | 3/28/2024 | ||
| 010499 | Indexes to Permanent Records | This series documents the alphabetically or chronologically arranged references to the contents of permanent series or collections of documents or volumes. This series includes indexes. | Permanent, In Agency | COV 17.1-223, COV 17.1-249 | 3/28/2024 | |
| 010501 |
Insane: Persons Declared, and Commitments (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents individuals who were declared insane and/or committed to an institution due to mental illness, including involuntary commitments. This series may include, but is not limited to: the former pre-1969 confidential “Record Book of Mentally-Ill, Epileptic, Inebriate and Mentally Deficient Persons.” | Permanent, Archives | 3/28/2024 | ||
| 010503 | Judgments: 1913 - June 30, 2021 | This series documents the process and determination of a court in resolving a monetary dispute filed with the court between and including 1913 and 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 20 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 200798 | Judgments: Penalties - Circuit Court | This series documents judgments constituted by monetary penalties, other than fines, that are imposed by a circuit court, effective from the date of the of the judge's order. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 60 year(s) after order | Non-confidential Destruction | COV 8.01-446, COV 19.2-341 | 3/28/2024 |
| 200799 | Judgments: Penalties - General District Court | This series documents judgments constituted by monetary penalties, other than fines, that are imposed by a general district court, effective from the date of the judge's order. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 30 year(s) after order | Non-confidential Destruction | COV 8.01-446, COV 19.2-341 | 3/28/2024 |
| 200801 | Judgments: Post-June 30, 2021 | This series documents the process and determination of a court in resolving a monetary dispute filed with the court on or after 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 10 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 200800 | Judgments: Post-June 30, 2021 - Child Support Non-payment | This series documents the process and determination of a court in resolving a monetary dispute over the non-payment of child support filed with the court on or after 6/30/2021. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Retain 20 year(s) after creation | Non-confidential Destruction | COV 8.01-251(A), COV 8.01-446 | 3/28/2024 |
| 010502 |
Judgments: Pre-1913
Series Status: Defunct, Permanent
|
This series documents the process and determination of the court in resolving a monetary dispute. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Permanent, Archives | COV 17.1-232 | 3/28/2024 | |
| 200802 | Judgments: Restitution | This series documents court-ordered restitutions that are docketed as judgments and are not subject to any statute of limitations. This series may include, but is not limited to, abstracts, confessions, originals, and judgment docket books. | Permanent, In Agency | COV 8.01-446, COV 19.2-305.2(B) | 3/28/2024 | |
| 010504 | Juror Lists | This series documents individuals eligible to serve on a jury; including a grand jury, multi-jurisdictional grand jury, and escheat inquest; as determined by a locality's jury commissioners or judge, using registered voters, licensed drivers, and/or other lists; and the submission of the list to the clerk. This series may include, but is not limited to, lists and questionnaires. | Retain 3 year(s) after submission | Non-confidential Destruction | COV 8.01-345 | 3/28/2024 |
| 010506 | Land Taxes | This series documents the taxes charged by a locality for land in its jurisdiction, ownership of the property, and payment of the taxes. This series may include, but is not limited to, books, microforms, and electronically stored data. | Permanent, In Agency | COV 58.1-3310 | 3/28/2024 | |
| 010507 | Licenses: Hunting, Fishing, and Trapping | This series documents the payment of fees by individuals to the Department of Wildlife Resources for the license(s) to hunt, fish, and/or trap. This series may include, but is not limited to, receipts and reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 3/28/2024 | |
| 010510 |
Lien Books: Mechanics and Miscellaneous (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents liens or encumbrances upon, but not limited to, condominium units; common interest community lots; the offspring of bulls, jackasses, and stallions; and the franchises and property of transportation and other companies. This series may include, but is not limited to, mechanics and miscellaneous liens. | Permanent, Archives | COV 17.1-229, COV 55.1-1966, COV 55.1-1833, COV Title 43, Chap. 5 | 3/28/2024 | |
| 010509 | Liens, Suits to Enforce: Post-1912 - Personal Property | This series documents claims, encumbrances or charges on personal property for payment of debt, obligation or duty and includes mechanics' and miscellaneous liens. This series may include, but is not limited to: complaints, orders, proofs of service, and responses. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(9) | 3/28/2024 |
| 010511 | Marriage Applications, Licenses, and Register | This series documents the authority granted to a couple to be married and the certification, if returned, that the marriage was solemnized. This series may include, but is not limited to, applications, licenses, certificates, and cohabitation registers. | Permanent, In Agency | COV 32.1-267, COV 20-20, COV 17.1-233 | 3/28/2024 | |
| 010512 |
Medical Register (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents physicians and dentists who practiced within the locality. This series may include, but is not limited to, registers. | Permanent, Archives | 3/28/2024 | ||
| 010513 | Military Inductions and Discharges | This series documents the inductions, discharges, and any memorials of residents who were members of U.S. military forces. This series may include, but is not limited to, certificates, DD-214s and other forms, registers, and reports. | Permanent, In Agency | COV 17.1-261 - 265 | 3/28/2024 | |
| 010515 | Minister Appointments: Post-1912 | This series documents the post-1912 appointments of ministers to perform marriage ceremonies within a specified jurisdiction. This series may include, but is not limited to: applications, petitions, ordinations, and correspondences. | Retain 10 year(s) after order | Non-confidential Destruction | COV 17.1-213(B)(3), COV 20-23 | 3/28/2024 |
| 010514 |
Minister Appointments: Pre-1913 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents the pre-1913 appointments of ministers to perform marriage ceremonies within a specified jurisdiction. This series may include, but is not limited to, applications, petitions, ordinations, and correspondences. | Permanent, Archives | COV 17.1-213(A) | 3/28/2024 | |
| 010517 | Minutes Books: Court | This series documents rough drafts of orders. This series may include Minute Books, Memorandum Books, and Records of Proceedings. | Permanent, Archives | 3/28/2024 | ||
| 010516 | Minutes: Board of Supervisors | This series documents meetings of a county's Board of Supervisors from the time period when the circuit court clerk was the clerk to the board. This series may include, but is not limited to, minutes and indexes. | Permanent, In Agency | 3/28/2024 | ||
| 010520 | Name Changes: Post-1912 | This series documents a person's application for and a court's post-1912 order granting the person a change of name, which also includes the resumption of a maiden name. This series may include, but is not limited to, applications, correspondence, and orders. | Retain 10 year(s) after order | Non-confidential Destruction | COV 8.01-217, COV 17.1-213(B)(5) | 3/28/2024 |
| 010523 | Oaths and Qualifications: Post-1912 | This series documents post-1912 affirmations, attestations, oaths, qualifications, and pledges by/of individuals binding them to perform a particular act; and includes notary appointments. This series may include, but is not limited to, affidavits, affirmations, applications, and orders. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | COV 17.1-213(B)(12) | 3/28/2024 |
| 010524 | Orders | This series documents the courts' appointments, decrees, judgments, orders, proceedings, and qualifications in adoption, chancery, civil, common-law, criminal, juvenile, and trust fund matters, and may include rules of court. This series consists of permanent orders, which may be in book, electronic, or micrographic format, and include any clerk's order book. | Permanent, In Agency | COV 17.1-123 - 125 | 3/28/2024 | |
| 010525 | Orders: Juvenile | This series documents confidential court proceedings and actions involving juveniles, and includes orders. This series includes Juvenile Order Books. | Permanent, In Agency | COV 16.1-302(B) | 3/28/2024 | |
| 010527 | Partnership Certificates and Fictitious Name Certificates | This series documents persons or entities conducting business under an assumed or fictitious name that filed a certificate for such with the circuit court clerk prior to January 1, 2020, or those that have filed to release control of the assumed or fictitious name. This series may include, but is not limited to, certificates, certificates of release, and registers. | Permanent, In Agency | COV 59.1-74, COV 59.1-70.1(B) | 3/28/2024 | |
| 010437 | Payment Requests / Chart of Allowances | This series documents the payment requests submitted to the Office of the Executive Secretary and its allowances for forensic/medical analyses/examinations/tests and for services provided by conservators, court-appointed attorneys/counsel/representatives, court reporters, guardians ad litem, interpreters, mediators, multi-jurisdiction grand juries, Sheriffs, substitute judges/prosecutors, and witnesses. This series may include, but is not limited to: invoices, forms, time sheets, vouchers, and waivers. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | COV Title 19.2 Chapter 10 | 3/28/2024 |
| 010530 | Petitions: Appointment of Trustee - Post-1912 | This series documents the post-1912 appointment of testamentary trustees through will petitions, inter vivos trusts, construction trusts, and church trustees holding title to real estate, but does not include those papers that are part of a will. This series may include, but is not limited to, board minutes, petitions, and property descriptions. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 17.1-213(B)(4) | 3/28/2024 |
| 010466 | Petitions: Citizen - Change Form of County Government | This series documents the request by citizens of a county, via a petition filed with circuit court, for a voter referendum on adopting an optional form of government, and the outcome of the process. This series may include, but is not limited to, petitions, resolutions, notices, and certifications. | Permanent, In Agency | COV 15.2-301 | 3/28/2024 | |
| 010471 | Petitions: Special Conservator of the Peace | This series documents persons seeking appointment to police specified geographical locations, who have been so qualified by the Dept of Criminal Justice Services, and for whom a background investigation has been completed. This series may include, but is not limited to, applications, petitions, certificates, and reports. | Retain 10 year(s) after last action | Non-confidential Destruction | COV 17.1-213(B)(12), COV 19.2-13 (A) | 3/28/2024 |
| 010531 | Plats and Maps | This series documents specific land and topographic areas showing locations and boundaries of real estate that may be cross-referenced in the Deeds, and may also document clam and oyster grounds. This series consists of plats and maps. | Permanent, In Agency | COV 17.1-236, COV 28.2-632, COV 28.2-553 | 3/28/2024 | |
| 010532 | Plats: State Highway | This series documents the layout and composition of an area of land showing location and boundaries of land parcels compiled by the Virginia Department of Transportation. This series consists of state highway plats. | Permanent, In Agency | COV 17.1-238, COV 17.1-236 | 3/28/2024 | |
| 012031 | Processes, Service of | This series documents the process of delivering orders and decrees to parties subject to court action. This series may include, but is not limited to: receipts, process books, rules, subpoenas, summonses, warrants, and writs. | Retain 1 year(s) after last action | Non-confidential Destruction | COV 17.1-215 | 3/28/2024 |
| 012033 | Receipt Books: Manual | This series consists of all official receipt books showing receipt of any funds in a clerk's custody or that of the court. | Retain 3 year(s) after audit | Non-confidential Destruction | COV 17.1-211 | 3/28/2024 |
| 010475 | Trial Recordings: Criminal Cases Appealed | This series documents the verbatim recording of an appealed criminal trial by either a court reporter or by a mechanical/ electronic device. This series may include, but is not limited to, original shorthand notes or other records, and original recordings. | Retain 5 year(s) after event | Non-confidential Destruction | COV 19.2-165 | 3/28/2024 |
| 010476 | Trial Recordings: Criminal Cases Not Appealed | This series documents the verbatim recording of an unappealed criminal trial by either a court reporter or by mechanical/ electronic devices. This series may include, but is not limited to, original shorthand notes or other records, and original recordings. | Retain 10 year(s) after closed | Non-confidential Destruction | COV 19.2-165 | 3/28/2024 |
| 200803 | Unclaimed Property | This series documents tangible and intangible property, including restitution, considered to be abandoned or unclaimed; the exercise of due diligence to identify and locate the owner; and the required submission of reports to the State Treasurer or designee. This series may include, but is not limited to, correspondence and reports. | Retain 5 year(s) after submission | Confidential Destruction | COV 55.1-2537, COV 55.1-2524 | 3/28/2024 |
| 200804 | Volunteer Fire Fighters Relief | This series documents the members of any organized, operating fire-fighting company within the locality who serve without pay and may be entitled to financial relief in the event of their volunteer-related death or injury, and the receipt of that list by the clerk's office. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 27-42 | 3/28/2024 |
| 200805 |
Voters: Pre-1965 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents voters who were registered by race prior to the 1964 Civil Rights Act; also titled "Lists of Colored Voters" or "Lists of White Voters." This series may include, but is not limited to, lists and registers. | Permanent, Archives | 3/28/2024 | ||
| 012034 | Warrants: Search - Non-case Related | This series documents the authorization of a search for and seizure of any property that constitutes evidence sought, but which does not pertain to a case on file in the clerk's office. This series may include, but is not limited to, affidavits, orders, and warrants. | Retain 10 year(s) after end of calendar year | Non-confidential Destruction | COV 17.1-213(B)(11), COV 19.2-57 | 3/28/2024 |
| 012043 | Will and Fiduciary Books | This series documents a decedent's estate, and the distribution of its assets, conservatorships, guardianships, and foreclosure accountings. This series may include, but is not limited to: wills (including originals), inventories, appraisements, fiduciary’s vouchers, original accounts of sales (foreclosure), qualifications, bonds, vouchers, lists of sales, heirs, and settlements of accounts. | Permanent, In Agency | COV 17.1-231, COV 64.2-509 | 3/28/2024 | |
| 200806 | Wills, Estates, and Fiduciaries Files | This series documents the portion of the estate, probate, and fiduciary records that are not recorded in the Will or Fiduciary Book. This series may include, but is not limited to: probate tax returns, probate information form, memorandum of facts, oaths, waivers of qualification, and death certificates. | Permanent, In Agency | 3/28/2024 | ||
| 200807 | Wills: Lodged | This series documents wills lodged by or for living persons for safekeeping in a clerk’s office. This series may include, but is not limited to, wills and finding aids. | Retain 100 year(s) after receipt | Confidential Destruction | COV 64.2-409 | 3/28/2024 |
| 012044 | Witnesses | This series documents the appearances of witnesses before court. This series may include, but is not limited to: books and lists. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 3/28/2024 | |
| 012045 |
Writings Partially Proved (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents writings and other instruments that have been only partially proved. This series may include, but is not limited to, recorded and unrecorded deeds. | Permanent, Archives | COV 17.1-234 | 3/28/2024 |