Electronic Access sub-Committee members
The Chair mentioned that new member Sally Holewa, South Central District Court Administrator was unable to attend today’s meeting, making welcome of new members unnecessary.
Judge Medd/Faye Mcintyre moved/second that the minutes of the previous meeting be approved as distributed. The motion passed.
Enhanced Records Management System
Kurt updated the group on the status of the Enhanced Records Management System (ERMS) project. The Request For Proposals (RFP) has been released. Proposals are due by July 30, 2004 with a contract to be signed in late August for a pilot implementation in 2 counties. The pilot project is to begin in September with completion prior to July 1, 2005.
Assuming a successful pilot project, budgetary amounts for expansion of the pilot project will be included in the budget request for the 2005-2007 biennium.
No action required.
IT Plan Update
Kurt reviewed the new IT plan, explaining that ITD’s format has changed significantly and the new format is basically a list of projects.
Judge Schmalenberger noted that Stark County has been removed from the list of sites to install interactive television systems and requested that Stark County be reconsidered for an interactive television system.
Judge Medd inquired about wireless plans. Kurt indicated that budgetary amounts could be included for wireless in the budget without having a separate project listed in the IT Plan.
There was brief discussion about the priority assigned to each project. Kurt mentioned that the assignment of priority was mandatory in the system and is based on what is believed to be the importance placed on the projects. There were no objections to the priorities listed.
Public Access to Electronic Court Records Draft Rule
Ted Gladden/Jack McDonald moved/second to delete “a policy on” from line 5.
The motion passed.
Jack McDonald/Justice Sandstrom moved/second to delete “In the sole discretion of the custodial judge,” from lines 118-119 and to capitalize the “A” in An” on line 119.
The motion passed
On lines 75 – 78, the committee directed staff to alter the language to reflect who is to make the determination. The intent is to use language to include the Supreme Court and Municipal Courts.
The committee discussed concerns about notes being public. The consensus seemed to be that they are not public.
Penny Miller/Jack McDonald moved/second to add “and court personnel” to line 212.
The motion passed.
In response to concerns raised by Mr. Boeck, the committee directed Staff, with assistance from Penny to review policies that may restrict access to court records. The concerns were that this draft rule is an attempt to be the rule controlling access to electronic records and that there should not be a policy that contradicts this rule.
Proposal for providing access to electronic records
The draft proposal from 2003 was briefly reviewed without significant input.
The committee directed Kurt to begin working on the technical implementation details and on a draft contract.
The meeting adjourned.
The next meeting is scheduled for September 10, 2004 in Bismarck.