Hamilton County Circuit Court Sealing & Redaction Procedures

CRITICALCivil cases

E-Filers alone must ensure compliance with redaction rules and laws; the Clerk will not review each document for redaction.

It is the sole responsibility of E-Filers to be sure that all documents comply with the rules of this Court and the law requiring redaction of personal identifiers. The Clerk will not review each document of redaction.

CRITICALCivil cases

If a document must include an individual’s date of birth, only the year may be used.

(b) Dates of Birth. If an individual’s date of birth must be included in a document, only the year must be used;

CRITICALCivil cases

The Court may request social security or taxpayer identification numbers for administrative purposes, but any requested numbers must be kept out of the public record.

Social security and taxpayer identification numbers may be requested by the Court for administrative purposes. Such numbers, if requested, shall not be part of the public record.

CRITICALCivil cases

E-Filers must refrain from including or redact personal identifiers in publicly filed documents and exhibits, unless a statute requires their inclusion or the Court orders otherwise.

E-Filers must be sensitive to confidential and personal information filed publicly, not under seal. E-Filers shall refrain from including, or shall redact as follows where inclusion is necessary, the following personal identifiers from all documents filed publicly with the Clerk, including exhibits thereto, unless required by statute or otherwise ordered by the Court.

CRITICALCivil cases

The Authorized User is responsible for redacting all e-filed documents.

It is the responsibility of the Authorized User to redact all documents that are E-Filed.

CRITICALCivil cases

The filer is responsible for redacting or limiting access to electronic evidence containing personally identifiable, confidential, or proprietary information.

The Clerk of the Court will not remove or redact any electronic evidence containing personally identifiable information, confidential information or proprietary information. The filer submitting electronic evidence is responsible for redaction of such information, or limiting access to such information.

CRITICALCivil cases

For a document containing sensitive data that would otherwise be redacted, the E-Filer must hand-file the original, e-file the redacted version, and file the original with a motion to seal it.

When a document includes sensitive data that otherwise would be redacted, the E-Filer must hand-file the original and e-file the redacted version. Only the redacted version will be stored for public access. The original must be filed with a motion to place the original unredacted document under seal.

CRITICALCivil cases

If a document must include a Social Security number, only its last four digits may be used.

(a) Social Security Numbers. If a social security number must be included in a document, only the last four digits of that number must be used;

CRITICALCivil cases

An entire document to be placed under seal, when no redacted version is e-filed, must be hand-filed with the Clerk with a motion to seal.

If an entire document is required to be placed under seal, when no redacted document is E-Filed, it must be hand-filed with the Clerk and accompanied by a motion to place that document under seal.

CRITICALCivil cases

If financial account numbers are relevant, only their last four digits may be used.

(c) Financial Account Numbers. If financial account numbers are relevant, only the last four digits of these numbers must be used;

WARNINGCivil cases

When a minor’s identifying information must be protected from the public, the Authorized User should use a pseudonym in documents and file the actual names under seal.

(d) Names of Minors. If a case includes a minor this information needs to be protected from the public, the Authorized User should use a pseudo name in the documents and then file a sealed document with the actual names.

WARNINGCivil cases

E-Filers are advised to exercise caution with documents containing the listed personal, medical, financial, employment, proprietary, or trade-secret information; specific redaction directions apply to the listed identifiers and minor names.

Exercise caution when filing documents that contain the following: (a) Social Security Numbers. If a social security number must be included in a document, only the last four digits of that number must be used; (b) Dates of Birth. If an individual’s date of birth must be included in a document, only the year must be used; (c) Financial Account Numbers. If financial account numbers are relevant, only the last four digits of these numbers must be used; (d) Names of Minors. If a case includes a minor this information needs to be protected from the public, the Authorized User should use a pseudo name in the documents and then file a sealed document with the actual names. (e) Personal identifying number, such as a driver’s license number; (f) Medical records, treatment and diagnosis; (g) Employment history; (h) Individual financial information; (i) Proprietary or trade secret information;