Review & Actions
Proposed merges, splits and fixes behind the frameworkOperating Services 62 open 83 items
O.0015
Open
The task reads process and prepare, is it 2 separate tasks? The statutory references seems to reference issuing and mailing
(DD) Seminole: Pursuant to 49.10(b) F.S. for parties declared indigent, the "clerk of the court shall post" notices only in proceedings described in 49.011(4), (10), and (11).
Yes, under 49.10(b) for dissolution, adoption, and when personal service or notice is not required by the statutes or constitution of Florida or the US. (DK)
Decision: it is correct - need to update statutory refrences - is it the Clerk's responsibility to post publicly when a filer is indigent?
Create a separate task and Brian will work on statutory ref.
O.00159
Open
should be reworded to read something like prepare the index, calculate, invoice, and receipt cost of record on appeal . Currently the wording is a bit confusing and says "Collect the deposit".
should be broken up into two tasks-Prepare index for record on appeal and Calculate cost of record, invoice, and receipt payment.
O.0020
Open
Should be two tasks one for scheduling and another one for notification
(DD) Seminole: No, it would not affect CA cases for us. The only CA notices we would prepare/mail are for LOP's.
Believe .0020 should include CA for those hearings that are UCR reportable like Complex hearing types. But it would not include sending notices. Therefore .0238 to sent notices should be separate and is an additional task. (DK)
Decision: Create 0238 for prepare/provide NOHs and ensure statutory references are updated/correct; Poll the group to find out if this and 0020 affect CA
Update Cir. Civ. to Yes, and create a separate task for preparation. Schedule court events as required.
O.0023
Open
Should be merged into existing tasks for scheduling hearings and docketing (minutes)
Decision: Eliminated these tasks and update statutory references for 0099 and 117
O.0026
Open
Is this description accurate? Prepare?
Decision: Update statutory references to include AO or judicial request in "Other" column - Separate Prepare and/or process dismissal notices/dockets for lack of prosecution/service
O.0035
Open
To be reviewed
O.0047
Open
Is this an actual task or a combination of tasks into a checklist?
(DD) Seminole: We close the case when an order is signed regardless of what has or has not been filed. We do not have a cheklist.
(DK) Hernando doesn't complete a checklist. The discharge of a personal rep or a guardian may not close the case as someone else may need to be appointed. There are also other items for staff to review to determine if everyone has been paid, if there is a final inventory, etc.
Decision: Related to GA - awaiting experts
3/4/26 Team discussed and we need to have new proposed wording for this task - Recommended to ensure all tasks on the checklist are captured in the framework
Is this the correct use of ministerial task? Or is it something else?
Decision: 0060 Getting compliance & 00061 is proving compliance at time of stopUpdate statutory references for correctness and completeness - also review case types that are currently selected
O.0081
Open
This task is written to appear specific to child support - but it is, in essence, processing payments, should be merged and references kept
(JK) My thought is leave child support separate as that is a different receipting system?
(DD) Seminole: I see both sides, but if we are looking at tasks, isn't it still processing a payment regardless of the system?
(DK) In some areas I believe we separated child support issues. We should be consistent, one way or the other.
Decision: Include in other payment processing. (add references accordingly)
O.0082
Open
This task can be generalized to apply all case types, since we answer customer inquiries regarding all case types
(JK) Agree unless we want to keep separate due to this being housed in a different system?
(DD) Seminole: Agree generalized to all case types.
(DK) In some areas I believe we separated child support issues. We should be consistent, one way or the other.
Decision: Include with other cutomer inquiries. (add references accordingly)
O.0083
Open
This can be merged with O.0058
(JK) Process request for driver license suspension for non-payment of support (docketing), including preparation of notice of delinquency (prepare document send to obligor), processing motion to contest (docketing and route to judge), and sending suspension notice to DHSMV if applicable (merge with O.0057).
(DK) In some areas I believe we separated child support issues. We should be consistent, one way or the other.
Decision: Merge the suspension portion with O.0057 and ensure that the preparation of the notice of delinquency remains under prepared documents. No need to create a new notice of delinquency since it already exists in O.0084
O.0084
Open
This appears to be multiple tasks
(JK) Notice of Delinquency process:
-Track unpaid balance of any arrearage due
-Prepare applicable Notice of Delinquency
-Process Motion to Contest Delinquency (docketing and route to judge)
-Prepare applicable Final Judgment of Delinquency and send to Official Records for recording.
Decision: Reword this. Maybe use JK's wording.
O.0085
Open
This appears to be multiple tasks, but payoff statement should be kept separate:
Provide payoff statement as requested; Prepare and send Satisfaction of Judgment to Official Records for recording upon full payment
(JK) agree to separate payoff statement with statute 61.14(6)(f)1. Remove verbiage for prepare and send satisfaction to OR and add statutory reference 61.14(6)(f)2 to O.0032.
Decision: Provide a separate payoff statement (task); Remove verbiage for prepare and send satisfaction to OR and add statutory reference 61.14(6)(f)2 to O.0032.
O.0088
Open
Can this be combined with O.0028, seems like this includes multiple tasks
88: Process arrest orders for non-payment of support; Prepare Writ of Bodily Attachment; coordinate hearings within 24 hours of arrest
28: Prepare and/or process, and issue civil writs:
garnishment
replevin
attachment
distress
execution
(JK) Writ of Attachment is already included in O.0028; remove that verbiage from O.0088. Make this Processing arrests under Process Reopens. Citrus does not coordinate hearings for this, they just go to 1st appearance - not sure what other counties do but Schedule court event is O.0020 so maybe add the statutory reference there. We do receive habeas corpus (FS 79?) which is processed quickly and hearing is set. Add this to Writ Processing?
(DD) Seminole sends CC of writ to sheriff but does not coordinate hearings. They just go to 1st appearances.
Decision: SMEs needed. (pending) Verify if these hearings are being scheduled.
O.0089
Open
Very vague description - An opportunity to combine into one Prepare reports task that references the specific authorities per case look at O.0043
(JK) This may be in reference to check register - payments from the day but statutory reference is not correct
Decision: Add details to understand what the task is referencing. (verify statutory reference is correct)
O.0090
Open
(JK) I add this because the process "financial support" may need to be different
(JK) Recommend changing to "Satisfy reporting requirements" under process
Decision: Skip and discuss with Jen.
O.0092
Open
Unfamiliar with this task
(JK) Process: Satisfy reporting requirements; Procedure: Audit. I would recommend changing O.0091 to this also.
Decision: Update to Financial Processing.
Financial support.
Prepare and participate with annual audit (IV-D)
Data Collection(Process)
O.0096
Open
Is this the same as O.0016-18?
(JK) O.0094 & O.0096 could be combined
Decision: Eliminate O.0096 and review O.0094, O.0095 and O.0098. Provide form and assist; review and determine; documenting the status in the case; assessing and waiving the fees; notify PD
O.0098
Open
Should this be broken down? There may already be tasks that some of these fit into
(LT) would this also fall under .0094 and .0095?
Decision: Combine task O.0097 & O.0098 as the review process update thru column V
O.0099
Open
Seems like 2 separate activities
Decision: Two separate tasks
O.0109
Open
Includes multiple activities - create next court event may already be captures in O.0099
(DK) Why is County Civil included here?
Decision: Eliminate O.109
O.0118
Open
Is this the same as O.0031 for providing copies some of it is also included in O.0117
(DK) I'm not sure these are the same. I believe this is for courtroom processing and minutes to be distributed with perhaps the next court date, etc. This may include separate notices to bondsman as opposed to the typical court documents. Perhaps it can be combined.
O.0119
Open
Is this the same as O.0114? And also providing copies see O.0031
O.0120
Open
Seems like this is the same as providing copies in other situations, see O.0031
(DK) These are not the typical copies when it involves the injunction packets.
O.0122
Open
Is this the same as O.0072?
O.0125
Open
Is this the same as O.0057?
O.0128
Open
Is this the same as O.0058?
O.0129
Open
Is this the same as O.0072?
O.0131
Open
This includes various examples, but is it the same as another task?
O.0134
Open
Seems like this lists multiple examples, but the task itself is already list above, such as record, disburse copes, etc..
O.0135
Open
Is this the same as O.0075?
O.0136
Open
For tasks that read like this I would recommend that we decide if all docketing for filings is already captured in the update progress docket task, and this one, for example just "Process court ordered vehicle impound/immobilization notices for DUIs. A separate task could be to check the lien holder information unless it is all the same thing.
O.0137
Open
Same as above
O.0138
Open
Same as above
O.0139
Open
This lists multiple tasks, should be broken down
O.0141
Open
What does this task refer to? There are no references
O.0144
Open
Is this the same as O.0073
O.0147
Open
Are these tasks already captured elsewhere?
O.0149
Open
Is this the same as O.0145?
O.0150
Open
Is this 2 separate tasks?
O.0164
Open
Need to build this out.
O.0166
Open
Can this be merged with O.0139?
O.0174
Open
Prepare and process Petition to Transfer Evidence and an Evidence Chain of Custody form for criminal convictions involving firearms, weapons, obscene materials, narcotics or medication, etc. to transfer custody to Sheriff's Dept. . Return weapons, electric weapons or devices, or arms to any person acquitted of offenses within 60 days from and after the acquittal or dismissal upon filing of motion and issuance of court order; prepare forms and secure signatures; If defendant fails to retrieve item must be transferred to Sheriff
O.0175
Open
Why did we say no to some court types (in red)
(DD) Seminole: We believe they should be reflecting as "Y".
O.0182
Open
May be duplicate of O.0081 and O.0084
O.0183
Open
Should these tasks be split out? Interface and daily balancing
Citrus believes these should be two separate tasks
O.0185
Open
Look at O.0095 and determine how to re-write these tasks
O.0188
Open
Since part of this task is already captured in other tasks, this one should be about referring cases to collections
Citrus - remove this task; it is captured in O.0190 & O.0195
O.0195
Open
Is this the same as O.0057?
Citrus - yes, remove this task
O.0196
Open
Is this the same as O0151?
Citrus - no but it is the same as O.0152
O.0204
Open
Should these tasks be split out? Compute, assess, and collect
collection could be automated under task O.0182but computation and assessing would not be
O.0207
Open
Reword this task to Provide informational brochures on domestic violence when provided by local certified domestic violence centers
Citrus suggestion
O.0213
Open
Should "write" and "maintain be split out?
Citrus - writing cannot be automated but maintaining can be
O.0217
Open
What is this interface you speak of?
O.0219
Open
Should be multiple tasks
Citrus agrees that it should be separated out to: determining # of jurors, printing venire, mailing summons
O.0221
Open
Should be multiple tasks
Citrus agrees that it should be separated out to: check-in and swearing in - check in can be automated, swearing in cannot be automated
O.0222
Open
Should this be separate tasks
Citrus - separate out to: coordination of meals, lodging and parking, reconciling invoices after trials - none of these can be automated
O.0223
Open
Should this be separate tasks
Citrus suggestion
O.0227
Open
update process group to "mandated reporting" as this is on the Clerk's mandatory report list
Citrus suggestion
O.0229
Open
Updated this task from Validate and document potential juror failures to appear to remove the word potential; also updated automation to yes to account for counties with automated checkin
Citrus suggestion
O.0235
Open
Updated verbiate to include "bulk data": Review and respond to bulk data request to determine parameters and applicable systems/data fields
Citrus suggestion - also remove the word "review" as a review of public records requests should be covered in the matrix. Responding can be automated if a report is written for requestors to get it themselves
Should be merged into one, it is the same task - one manual and one via eportal
Decision: merge - change naming on 04 and add "if applicable" for efiling statutory reference
Should be merged into one, it is the same task - one small claims one is probate
Decision: delete 0008 and merge with 0004
O.0013
Applied
Should be split into 2 one for recording and one for preparing document
Decision: removing the recording to merge with 73; move statutory ref 55.503 to 73
O.0016
Applied
Should be split into 2 one for preparing paper filings to be processed and one for docketing and updating CMS, which would include eportal filings
Decision: Change 0016 to Verify and docket electronic filings-subsequent summons and subpoenas
O.0017
Applied
Should be just returning items via correction queue
Decision: Update statutory references to include E-Everything and all other references pertaining to the correction queue
O.0019
Applied
Seems redundant, the references can me moved to processing filings and updated CMS
Decision: Leave this as is
O.0030
Applied
This task seems vague and there are no statutory references
Decision: Eliminate task - no statutory reference and this is captured elsewhere
O.0034
Applied
Should be included in O.0031
Decision: Eliminate this task and move statutory references to 0031
O.0037
Applied
Not clear on what this task refers to
Decision: Related to GA - awaiting experts
3/4/26 Team discussed and decided this task can remain as it is. There are nuances to these and should not be merged. Just made one small working edit.
O.0054
Applied
Does this task need to read clearer
Decision: Update verbiage to Prepare, process, and serve certificate of sale or no sale
O.0055
Applied
Is this more than one task?
Decision: All one task - bulleted to outline clearer
O.0056
Applied
Is this more than one task?
Decision: Create 0239 for disbursing funds and 0056 is preparing, processing, and serving certificate of disbursement
O.0069
Applied
Should this be any different from other docketing?
Decision: Remove the school completion docketing encompassed under case closure
O.0071
Applied
What does this really refer to?
(DK) The statutory citation here is more for public records than court records. Would it be more accurate to include Fla. R. Gen. Prac. Jud. Admin 2.430 as well?
Decision: Update statutory references
O.0072
Applied
Seems like this task should have more statutory references
Decision: Missing statutory references
O.0073
Applied
If we split O.0013 this should be merged with it
Decision: Update statutory references
What is the difference between these 2?
(JK) Hernando and Citrus believe these are different tasks. (DK)
Update language for O.0074 to: Digitize and transmit scoresheets to DOC at least monthly by the 1st.
Update language for O.0075 to: Include digitized scoresheets with uniform judgments and sentences to DOC
Decision: 3/4/26 Team agreed with comments and we made edits to clarify the tasks
O.0078
Applied
Seems redundant there is case update (docketing) and case financials - can be merged with O.0017 and a task related to processing case financials
(JK) This is specific to Child Support and should remain separate
Decision: 3/4/26 Team proposed an update to the task and included that these are updates to the local and statewide syste,
O.0080
Applied
This task seems vague - describe better
(JK) Statute does not seem accurate 61.14, 61.1301?
Decision: 3/4/26 Team discussed that we should reword the task to include local and statewide systems and it is not tracking as much as it is updating.
Need to review and decide what these tasks are and how they should be included on the list
(LT) .0104 - any party to a non criminal traffic infraction may make a recording of the hearing...recording of proceeding made by party shall be delivered immediately to the Clerk who shall secure and file it. Certified copy of such recording shall be furnished be the clerk and transcribed for an appeal if ordered by a party at that party's expense by an official court report.
.0105 I feel like is two different things. Reviewing of the written plea of not guilty and waiver of arraignment would cancel the arraignment and continue to next hearing; The reading of the charges would occur when the case is heard in court if the written plea and waiver is received prior to court the reading would not occur. Should this include Juvenile cases as well?
Decision: O.0104 is to be re-written to clearly define the actual task: A self-made recording by the defendant shal be accepted, filed, and secured....
O.0105 - updated juvenile delinquency to yes, updates process groups, process, and procedure.
Update to Rules of Traffic Proc. needs to be updated.
Jessica removed, "reading of the charges".
Look for Rules of Juv Proc.
O.0116
Applied
Seems like this could be a statutory reference for other activities, but not an activity by itself
(DK) Not clear why this is separately cited as a courtroom activity. Would it not fall under the traditional judicial assignment requirement under 2.215(b)(4) and 2.215(b)(6)?
Decision: Update task to define transferring the case for change of venue.
Updated procedure to "transfer case"
Statutory/Rule references to be updated
Managing Services 1 open 1 item
M.0002
Open
Should these be separate tasks and keeping in mind they may have been addressed in another task
Citrus
Enabling Services 3 open 3 items
E.0023
Open
Does "maintain" mean making updates which is manual or when no changes have to be made and the mapping is done, but jobs may run to ensure the workflow is uninterrupted
Citrus
E.0026
Open
managing the correction queue/abandoned queue is not the Clerk's role; however, other queues need to be manually checked for pleadings that are stuck - should this task be updated with those queues?
Citrus
General 20 open 20 items
0.00152
Open
Should this be two separate
Citrus - If this is separated the order to seal/expunge could be automated and the service should be included in a task for service; include statutory references for sealing/expunging
0.00157
Open
Does this really apply to Family (warrant recall) Also, should this task be split out from prepare and process
Citrus - If this applies to Family should it say Writ of Bodily Attachment as well? Also, process could be automated; prepare cannot
0.0032
Open
To be reviewed
0177-0180, 0181,0189, 0193
Open
Additions to Matrix that need to be incorporated
Open
anything missing from appeals-I think all the tasks are included. However I suggest that Task ID 159 should be reworded to read something like prepare the index, calculate, invoice, and receipt cost of record on appeal . Currently the wording is a bit confusing and says "Collect the deposit". Perhaps task 159 should be broken up into two tasks-Prepare index for record on appeal and Calculate cost of record, invoice, and receipt payment.
Open
anything missing from jury
Open
Data quality processes
Open
Effective - 7/1/2018
Open
Vulnerable Adult - HB 1059 (Rows 372-408)
Effective 3/9/2018
Open
RPO's (Gun Bill) SB 7026 (Rows 118-115 on original matrix)
Decision: F.S. 790.401 (multiple subsections)
Effective 7/1/2018
Open
Misdemeanor prearrest diversion programs (rows 94-99 on original matrix)
Decision: F.S. 901.41(3)(a), F.S. 901.41(3)(b)
Effective 7/1/2019
Open
Juvenile prearrest diversion programs (rows 104-105 on original matrix)
Decision: F.S. 985.12(2)(a), F.S. 985.12(2)(b)5.
Effective 7/1/2020
Open
Possession of Real Property - HB 631 (Rows 107-110 on original matrix)
Decision: F.S. 82.05(2)
Effective 7/1/2021
Open
Guardianship - HB 1187 - (Rows 112-116 on original matrix)
Decision: F.S. 744.368(5), F.S. 744.3701(4), F.S. 744.444(17)
I'm not sure this is missing - have we looked at the Clerk's Mandatory Report list to ensure we have all tasks captured and to adjust the column for "Process Group" to Mandated Reporting (Citrus)
Open
issue marriage licenses
Open
Missing
Open
Process payroll - there are other things we must do due to federal law such as labor laws etc…
Open
Renumber all tasks when the updates are all done - currently some numbers are unused:
Open
Technology support - triage tech issues, cyber security, managing user accounts and profiles, network, databases, data centers and storage, application support
Open