Court Technology Committee
Supreme Court, Bismarck
Friday April 21, 2017
Hon. Dan Crothers, Supreme Court Justice
Hon. Jerod Tufte, Supreme Court Justice
Petra Hulm, Chief Deputy Clerk of Supreme Court
Michele Bring, Clerk of District Court – Burleigh County
Hon. Rhonda Ehlis, Judge – Southwest Judicial District
Sally Holewa, State Court Administrator
Susan Hoffer, Clerk of District Court – Ward County
Rod Olson, District Court Administrator – Unit 2
Lee Ann Barnhardt, Director of Education & Communication
Hon. Daniel Narum, Judge – Southeast Judicial District
Hon. Doug Mattson, Judge – Northwest Judicial District
Hon. Daniel Narum, Judge – Southeast Judicial District
Chris Iverson, Assistant Court Administrator – Unit 2
Aaron Miller, Tyler Technologies
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
Mike Hagburg, Staff Attorney
The meeting was called to order by Chair Crothers.
Approval of Minutes from September 9th, 2016 Meeting
Petra Hulm moved to approve the September 9th, 2016 meeting minutes. Rod Olson seconded the motion and the motion carried.
Information Technology updates
Initial criminal e-filing project
Larry Zubke reported that we continue to work with CJIS and ITD on the initial criminal e-filing project. According to the project plan, the scheduled completion date is June 30th, 2017. Larry is uncertain if this deadline is achievable at this point. The initial scope of the project included electronic transmission from Highway Patrol and the Tracs system in addition to Justware. HP and Tracs have been removed from scope for now due to the complexities and timeline of the project.
Justice Crothers questioned if there would be training needed for the clerks prior to the rollout. Larry stated that the clerks will be reviewing the initial criminal filings from a different location within Odyssey itself and that training would take place as we get closer to implementation.
Common statute table project
Larry reported that titles 12.1 and 19 are currently being tested with hopes of putting it into production on May 5th. The state’s attorneys have updated their forms with the “behind the scenes” code that the clerks will utilize in order to enter the offense into Odyssey. CJIS is responsible for making any updates as a result of legislative sessions. Title 39, which is a bit more cumbersome, is anticipated to be complete and in production on June 13th.
Larry explained that Odyssey 2016 was supposed to be a major rewrite to the system however Tyler has stated that Odyssey 2018 will now be the version to anticipate the revised coding. Odyssey 2016 was only installed in 2 Texas counties and not made available elsewhere. 2017 will be the next major release available. Early adopters can install it in July and the release will be available to everyone else in October.
Larry stated that we will likely be looking at taking a 2014.3 release in order to take advantage of some updates to Session Works. We will not pursue this however, until we have the criminal e-filing project up and running.
Electronic search warrant system
Larry reported that the electronic search warrant system was placed into production in January in 2 pilot counties, Grand Forks County and Nelson County. There has yet to be a warrant submitted into the new system. Justice Crothers requested that it be made available to additional counties. Larry will work on this.
Larry reported that a group has been meeting to review updates to the current Supreme Court website. Several individuals met with Wyoming’s IT department on the process they went through to rewrite their site. Wyoming is currently considering supplying ND with their code. Justice Crothers encouraged the committee to submit ideas and/or concerns to Larry or Justice Tufte. Rod requested that someone from the trial courts be a part of future meetings. He gave an example of wanting to put case flow and policy plans for each district on the website. Attorneys have requested this information but providing them with a paper copy is only as current as the day it was given.
Larry stated that the IT budget was approved by the legislature as submitted.
Disaster Recovery testing status
Larry reported that the disaster recover testing was a success. Everything was moved over on a Thursday night and it was business as usual on Friday. There were no reports of any troubles. Everything was moved back on Saturday morning.
Odyssey User Group update
Chris Iverson reported that Michele Bring has replaced Lois Scharnhorst, Andi Schimke replaced Tracy Hines, Judge Schmidt replaced Judge Racek on the Odyssey User Group.
Proposed N.D.R.Ct Rule 3.5 changes
Chris reported that a suggestion had been made to amend N.D.R.Ct Rule 3.5 to include a paragraph that requires attorneys to subscribe to the automatic notification system as a means to service, which was previously approved. The outstanding issue was to identify which events would be required to subscribe to. Mike stated that there are few rules that address service made by the court. Chris provided a handout of a poll she took regarding which events should be included. Cammie questioned if documents not being attached to the notification was a concern. Larry stated a link to secure public access is included on the bottom of the email. Mike Hagburg stated that Joint Procedures will be discussing this next week as well and we should consider waiting for those results. If approved, he stated rather than sending it to the Court with the annual rules package we may want to consider sending it to the Court separately with a recommendation that it be referred back to the Court Technology Committee. He stated the time frame for approval would be the same either way.
Further discussion was had on attorneys having to select all codes for notification in the event that the incorrect filing code was used. This would ensure that they received notification. Justice Tufte suggested allowing them to select the filing codes most important to them and displaying those at the top of the email and everything else be placed at the bottom.
Cammie reminded the committee that on behalf of the File & Serve User Group, she had submitted revisions to the e-filing rejection guidelines last summer. The Court Technology Committee wanted to submit both these guidelines and the attorney notification changes to the Court at the same time.
Memo to Court Technology regarding Non-filed case documents
Chris explained that the User Group was tasked with suggesting procedures to identify documents within the record that were refused for filing as a result of State v. Cox, 2017 ND 23. Sally questioned why we wouldn’t type a letter to the filer stating that those documents could not be filed and why, to obtain a more accurate record. Chris said that the User Group did discuss this option as well.
The committee decided this was an isolated incident. Sally stated that administration would be addressing the issue.
Chris stated that the issues list has been moved from SharePoint to a new website. The group has also been working on updating guardianship forms and processes that come from the guardianship workgroup.
File and Serve – Public Portal Sub-committee update
Cammie Schock reported that due to Britta Helland leaving the courts, there is now an opening on the File & Serve sub-committee for one e-file user from the trial court who is not a clerk of court. Cammie received a recommendation for Jacquie Moe who is a Juvenile Secretary in Unit 1. The File and Serve User Group Charter states that members will be appointed by the Chair of the Court Technology Committee, in consultation with committee members. There was no additional discussion regarding appointing Ms. Moe. Justice Crothers stated he will work with Cammie on the appointment.
Cammie stated the group has been working on revising additional File & Serve documentation. A new and improved email template for submitted, accepted, rejected and service emails has been installed into production. The emails are in a better format and draw more attention to important pieces of information.
Susan Hoffer questioned if there was documentation regarding the contact list and that attorneys are responsible for updating their own list. Cammie will look into this.
For the Good of the Order
The meeting was adjourned by Justice Crothers. The next meeting is scheduled for August 11th, 2017.