COURT TECHNOLOGY COMMITTEE
March 12, 1999
Judge Allan Schmalenberger, Chair
Justice Dale Sandstrom
Judge Joel Medd
Members Present via Conference Call
Kurt T. Schmidt
Judge Schmalenberger called the meeting to order.
Judge Leclerc moved that the minutes from the December 18th 1998 meeting be approved as distributed. Judge Medd second the motion. There was no discussion. THE MOTION PASSED.
Digital Audio Recording
Ted Gladden discussed a pilot project for Digital Audio Recording with the committee. Currently Ted is working with Ardean Ouellette and Judge Schmalenberger in the SWJD to develop specifications and strategies for implementation. Demonstrations from 3 vendors are expected to be scheduled for the near future.
The end result of this pilot project will be a cost benefit analysis to answer the question of whether the digital audio recording should be expanded to other sites.
An overview of the technology indicates that a single LAN-based server will be used to record the entire court proceedings on a hard drive. Multiple channels are used to allow for individual recording of each person. In addition to recording the proceeding, the recorder and judge can make separate annotations that are stored along with the recording. Once stored on the server the recording can be accessed via any PC on the LAN and potentially distributed to external entities via a diskette, network or web site.
There was discussion about open records and security concerns regarding the availability of and access to the judge's annotations. It was explained that as with paper records, the Judges notes are not part of the case file and are not accessible to the public.
Funds for this project are to come from the current biennium. The project is to be completed by June 30, 1999.
Judge Medd moved that the Committee support the project. Justice Sandstrom second the motion. THE MOTION PASSED.
RFP for Systems Analysis
Kurt discussed the progress of the RFP for systems integration analysis. The RFP is complete and has been distributed the week of March 8th. Distribution lists were derived primarily from lists maintained by the NCSC and available via their web page. Proposals are due on March 31. All work must be completed this biennium.
It was mentioned that Kurt should send copies of the RFP to Judge Leclerc and Becky Absey.
The RFP is posted on Judicial web site at www.ndcourts.gov/rfp
No action was required by the committee
Justice Sandstrom provided a brief update of the budget status. The House Appropriations Committee made substantial reductions in the budget, including elimination of the FTE for the Help Desk Operator and the District Court portion of the systems integration project. Requests have been made to the Senate Appropriation Committee to restore portions of the funds. The committee has not yet finalized their work.
Juvenile System Update
Kurt discussed work being done regarding a Juvenile case management system. The PC-based system currently under development has been tabled. A work group has been established to guide the purchase or development process. To date, the group has met to develop a needs assessment document and view demonstrations of available systems.
Options being considered are: Continuing with the PC-based system, with significant changes to the database; Modification of the AS400 based system used by SCJD or purchase of an 'off-the-shelf' system provided by a vendor.
A decision is expected soon. Implementation will begin shortly thereafter and must be completed by December of this year as the current AS400 based system used by SCJD is not Y2K compliant.
UCIS Database Migration
Kurt stated that the AS400 hardware and software were updated in February and that as of March 1, 1999 SEJD is using the UCIS database residing on the Judiciary AS400 in Bismarck. The migration went very well. This now brings the total to 5 districts using the same database on the Judiciary AS400 in Bismarck.
District Web Pages
As directed at the last meeting, Kurt and Ted Gladden solicited input regarding district court web ideas from the Trial Court Administrative Personnel. At the last meeting of that group, the only suggestion presented was from Wally Kowitz. He stated he would like to see some acknowledgment of the Juvenile Court.
In addition, the Court Technology Committee discussed the following as potential items to include on the district portion of the judicial web site: court schedules; hours of operation; general contact and building information; an explanation of judges rotation as discussed in the pamphlet done by SCJD and policy manuals for some districts.
Kurt provided an update of draft policy 213 and information about additional changes suggested. Several minor changes were made to the policy as result of the suggestions.
Ted Gladden moved that the policy be sent to the Supreme Court for their approval. Judge Medd second the motion. Discussion indicated that a few clerical errors be corrected prior to sending it to the Supreme Court. THE MOTION PASSED.
Kurt provided an updated copy of policy 215 and information about additional changes suggested. After substantial discussion, it was decided that Kurt should visit with the people who made the suggestions to clarify their intent and report back at the next meeting.
UCIS Access Agreement
Several suggestions were made regarding the draft access agreement. Kurt is to implement the changes discussed and provide an updated copy for the next meeting.
Word Processing Standards
Kurt asked the committee for their direction regarding a single word processor standard. Apparently, the committee had taken the position several years ago that WordPerfect was to be the single, standard word processor used by the Judiciary. However, several districts now have significant installed bases of MS Word as well as WordPerfect. Furthermore, some of the districts are requesting upgrades to the MS Word products and prior to purchase, Kurt wanted to verify the committee's position.
It was mentioned that these districts migrated to MS Word as a cost-saving option when MS Word was being given away free with the purchase of some brands of computers.
Justice Sandstrom stressed the importance of using WordPerfect to ensure compatibility with established templates.
Kurt was directed to review what is currently being used in the districts and report back to the committee.
As directed at the last meeting, Judge Schmalenberger established terms for the committee members by first soliciting for volunteers for the expired terms and then pulling names to fill the remaining terms.
Judge Riskedahl indicated his willingness to accept one of the expired terms. Ray Gedeon resigned from the committee. Keithe Nelson was selected as the other member to receive an expired term.
Terms expiring on 12/31/1999 were given to Rebecca Absey; Penny Miller; Justice Sandstrom and Judge Medd.
Terms expiring on 12/31/2000 were given to Ted Smith; Judge Schmalenberger; Judge Graff and Judge Leclerc.
Justice Sandstrom moved that terms be established as indicated. Judge Medd second the motion. Discussion directed that Judge Schmalenberger develop and submit a list of potential appointees to the Chief Justice. THE MOTION PASSED.
There is a conflict with September's meeting date. After significant discussion, it was decided to keep the date the same but move the meeting time to 1:00 PM.
Minot and UCIS
Kurt explained that he had received a request from the City of Minot inquiring about their options regarding receiving updates to the UCIS application. It appears that the support burden for UCIS is more than they anticipated. Kurt has been in contact with them and is awaiting their response.
Byrne Grant continuance
Ted mentioned that the Byrne Grant is complete. Consideration is now being given to data transfers beteen SAMS and UCIS to transfer case related data when the data does not reside on the same AS400. The Attorney Generals Staff is being asked to take a leadership role with any continuation of this initiative.
Judge Schmalenberger adjourned the meeting.
The next meeting is set for June 4th in Bismarck.