COURT TECHNOLOGY COMMITTEE Members present Members present via conference call Staff The Chair called the meeting to order. The minutes of the December 10, 1999 meeting were approved with a correction on page 3, under 'Y2K update'. Change "Kurt provided an Y2K update" to "Kurt provided a Y2K update". Judicial Server Support Policy Based on the concept discussed at the previous meeting, Kurt provided an updated and formatted policy for the committee's approval. Several typographic and clerical changes were made as well as changes to the verbiage of several paragraphs. Penny moved that the committee approve the policy with the changes discussed and forward it to the Supreme Court for their approval using the appropriate method. Judge Medd second the motion. The motion carried. Kurt will make the changes and submit the policy to the Supreme Court. Training Issues Kurt provide background discussion regarding the training needs of the Judiciary. Kurt indicated that many groups within the judiciary have expressed the need for technology training, including clerks of court, juvenile personnel, Unified Court Information System (UCIS) users and others. It seems there are many people needing technology training and that a uniform approach to satisfying those needs would be beneficial and should be developed. The committee seemed to agree that there are technology training needs and asked Kurt to provide a more detailed analysis of needs and associated costs. PCSS & UCIS integration Kurt provided an update regarding efforts relating to PCSS (Professional Computer Software Services) and UCIS (Unified Court Information System) integration. In January, a meeting was held in Fargo to discuss the Court Administrator's intentions regarding integration. Subsequently, Kurt and Andrea met with Bob Holmbeck, Cass County Director of Information Services and others from his office to discuss integration possibilities. The results of that meeting were summarized in a letter to the newly formed PCSS and UCIS integration committee to serve as a starting point for discussion. A copy of that letter was attached to the agenda, as Attachment 3. Another meeting was held in Fargo on March 2nd to review the concept and discuss any alternatives or issues related to it. The focus of that meeting changed from what was intended to other issues such as mission statements, goals, and chairmanship. A majority of the personnel involved wanted a clear statement of goals for the committee and to know the Supreme Court's position on PCSS and UCIS integration. Kurt then provided five goal statements for the committee to review. Copies were faxed to Becky and Judge Leclerc. After minimal discussion, Judge Medd moved that the committee support the goals as listed and forward to the Supreme Court for their consideration. Judge Nelson second the motion. The motion carried unanimously. The chair will forward the goals to the Supreme Court. Email Usage Kurt mentioned there has been a few recent examples of "inappropriate" use of judicial email systems. The current email policy provides substantial latitude in employee's personal use of email. Kurt did not feel the policy needs to be reviewed or rewritten at this time, but eventually it may. The committee suggested Kurt meet with the Trial Court Administrative Personnel and stress that the use of "good manners" while using email is imperative and remind them that email is not confidential. It was also suggested that some type of email 'training' be given during the supervisors training this fall. No action was required by the committee. Juvenile system update Kurt provided an update regarding the implementation of the juvenile case management system. The system is installed and operational in all districts and juvenile courts statewide. A user committee has been established and recently held its first meeting. The success of each district's implementation is varied. Several courts have done quite well and are aggressively adopting the system while others are not as aggressive or successful. Appropriate training and commitment to the system is crutial to its success. Judge Schmalenberger asked if it was significantly slowing or hindering the performance of the juvenile secretaries. Kurt responded that in some districts, the secretary is responsible for all data entry and tracking. In those districts, it could be a workload increase. However, the system is designed for use by the court officers and that in those districts that function as such, the workload does not appear to be a substantial burden. No action was required by the committee. Digital Audio Recording project Judge Schmalenberger discussed the Digital Audio Recording system in South West Judicial District. The system is installed in all court rooms and is working well. The system is in use with tapes being used as backup. The practice of using dual system should be ended by month's end. He also mentioned that a new board would be added to the sound system's mixer to help with microphone 'gain' problems they've been experiencing. No action was required by the committee. Interactive Television Pilot Project An update regarding the Interactive Television Project was given. The systems have been ordered with delivery and installation expected by the end of March or early April. A fourth site, Mandan, was added, based on availability of funds. Also, the Executive Branch's Information Technology Department (ITD) has agreed to co-fund the purchase of a video gateway. This will allow ITD to use and test the technology as they prepare for interactive video installations within the executive branch. No action was required by the committee. Technology Impact from Clerks of Court Consolidation Kurt mentioned concerns about providing support to judiciary personnel with the potential addition of more than 100 personnel and computers through the clerks consolidation. He stated there are ongoing efforts within the technology department to explore new technologies that help better manage systems and support users. It was asked if the committee's official support for sufficient personnel would be beneficial. Although the committee's support would be necessary, previous cuts in staffing requests came from the Legislature and the Presiding Judges, even though the committee supported the requests. The committee directed Kurt to keep them informed as the clerk's of court issues become more definite and to have "system support" appear as a regular agenda item. Other Business Meeting with Attorney General's Office regarding integration Justice Sandstrom provided an overview of a recent meeting with the Attorney General's office personnel and Judicial personnel regarding possible integration between their information systems and the Judiciary's systems. He indicated that there was some discussion that a large criminal justice project would not be cost effective and would be difficult to sell. Rather, we need to tie our existing systems together. He also stated that there would need to be agreement and support from the State's Attorneys before there could be substantial integration with their systems. Kurt will continue working with the Attorney Generals office on integration possibilities.
Meeting Minutes from March 10, 2000
Judge Allan Schmalenberger, Chair Mr. Ted Gladden Doug Johnson for Judge Graff
Faye McIntyre Judge Joel Medd Penny Miller
Judge David Nelson Justice Dale Sandstrom Mr. Ted Smith
Judge Lawrence Leclerc Rebecca Absey
Kurt T. Schmidt