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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 Document Management System, and 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 guidelines:

  • 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.

  • Photographs
    • Photographs generally do not scan well. The scanning equipment processes photographs using bi-tonal settings, so gray tones and image detail will be lost, and the photograph may no longer serve the purpose for which it was originally intended. Since original photographs will be shredded after scanning, it is best to submit them to the judicial officer directly.

  • Case Numbers
    • Ensure pleadings have the correct case number to prevent delays in processing.
    • Use standard format (CV2015-000123); 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, circling or checking the correct case number on each copy. If no case number is checked, the document will be placed on the lowest case 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.

  • 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 side of pages. The scanning equipment is set to capture content on the back side of the page; however, if the amount of information is minimal, the back side of the page may be deleted automatically by the scanning software.

  • CDs, DVDs, and Other Non-Scannable Attachments
    • When filing documents, do not attach non-standard items such as CDs, DVDs, or other items that cannot be scanned. Their contents or any items that do not comply with Court rules, should either be filed electronically or, if appropriate, submitted in physical format as a courtroom exhibit. Non-standard items that cannot be scanned will be disposed of.
LRD: 02/13/2015
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