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Since 2002, the Clerk's Office has scanned adult court documents that come into the Office as part of our Electronic Court Record. Starting in 2012, juvenile court documents have been scanned as well. To increase accuracy and efficiency, and improve the legibility and overall quality of our scanned images, we recommend the following document preparation guidelines:

  • Case Numbers
    • Ensure pleadings have the correct case number to prevent delays in processing.
    • Use standard format (CV2015-000123 or JG1234). In criminal cases, include the defendant identifier (CR2015-100123-001).
    • Avoid using multiple case numbers on a single document. If multiple numbers are used, provide a copy of the document for each case, and circle or check the correct case number on each copy. Do not highlight the correct case number, since the highlight may not be visible when scanned.
    • If no case number is checked, the document will be filled in the case with the lowest number.

  • File Stamp Space
    • Pursuant to Rule 2.15 of the Local Rules of Practice for Superior Court in Maricopa County, the upper right corner of documents must remain blank to allow for the Clerk's filing stamp.
    • All other document stamps, captions, letterhead, etc., must be placed elsewhere on the document. Documents which do not comply with the rule may be rejected by the Clerk.

  • Photographs, Vital Records Certificates, and Colored Ink
    • Photographs and Vital Records certificates generally do not scan well. In addition, highlighted text or light colored ink may not be visible after scanning. The scanning equipment processes these items using bi-tonal settings, so gray tones, color, and image detail will be lost. As a result, the document may no longer serve the purpose for which it was originally intended.
    • In order to better preserve the documents original appearance, these items may be filed electronically or, if appropriate, submitted in paper format as a courtroom exhibit.
    • Please remember that all documents, including those which are filed under seal, are disposed of after scanning and placement in the electronic court record.

  • CDs, DVDs, and Other Non-Standard Attachments
    • When filing documents, do not attach non-standard items such as CDs, DVDs, or other items that cannot be scanned. Items that do not comply with court rules for document filing may be submitted in physical format as a courtroom exhibit. Alternatively, the contents of CDs and DVDs may be filed electronically or in paper format.
    • All documents are disposed of after scanning and placement in the electronic court record. All attachments will be disposed of as well, regardless of their ability to be scanned.

  • Divider Sheets
    • Avoid using blank or colored paper as dividers. Instead, insert a page with descriptive text, such as "Exhibit A". If you must use colored paper, use pastel shades only.
    • Avoid using tabs on divider sheets. Tabbed pages cannot be scanned; if they are preferred, use only with the copy of the document sent to the judicial officer.

  • Back Sides of Pages
    • Pursuant to Rule 10(d) of the Rules of Civil Procedure for the Superior Courts of Arizona, all filings should have writing on only one side of the page.
    • Avoid placing text, stamps, or other information on the back sides of pages. The scanning equipment is set to capture both sides of the pages, but the back page will not be captured if the amount of information is minimal.

LRD: 03/15/2016
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