Court Technology Committee
Supreme Court, Bismarck
Friday September 9, 2016
Hon. Dan Crothers, Supreme Court Justice
Hon. Rhonda Ehlis, Judge – Southwest Judicial District
Hon. Richard Geiger, Judge - Northeast 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 – North Central Judicial District
Hon. Jerod Tufte, Judge – Southeast Judicial District
Petra Hulm, Chief Deputy Clerk of Supreme Court
Michele Bring, Clerk of District Court – Burleigh County
Chris Iverson, Assistant Court Administrator – Unit 2
Larry Zubke, Director of Technology
Mike Hagburg, Staff Attorney
The meeting was called to order by Chair Crothers.
Approval of Minutes from July 15th, 2016 Meeting
Sally Holewa moved to approve the updated July 15th, 2016 meeting minutes. Rod Olson seconded the motion and the motion carried.
Court Technology Committee Future Vision and Budget Status
Larry Zubke stated that the technology budget as approved by the Court Technology committee had been forwarded to the Finance department for inclusion with the overall Court budget. No additional budget updates are known at this time. Larry also stated that he submitted the Court’s Information Technology plan for the next biennium to ITD.
Odyssey User Group update
Chris Iverson stated that the group is working on transferring the past meeting information from the old SharePoint site to the new website. Additional information on how to use the new site will follow when that is completed. Another task the group is working on is cleaning up various dropdown lists that contain past judges and staff in Odyssey and affect case file tracking reports. The business practice manual has also received some minor wording changes.
File and Serve – Public Portal Sub-committee update
Larry Zubke provided an update on behalf of Cammie Schock, the sub-committee chair. Larry stated that the sub-committee is now meeting once a month since completing the documents related to filing rejection reasons. At the August meeting, Cammie reviewed a new eFiling email format that is available to the Courts. The new format allows the Court to display more or less information if desired and allows customizing how information is displayed. The sub-committee agreed to install the new email format in the test system and evaluate its use. The sub-committee also discussed the new HTML5 File & Serve version. The sub-committee is working on ideas to better inform the users about its availability and where to find its training videos. In future meetings the sub-committee will be working on rolling out the updated documents related to filing rejections reasons to clerks and attorneys. The sub-committee will also be working on educating attorneys on how to use the copy envelope feature, how to use the attorney notification system and how to select which emails filers want to receive.
Sally Holewa asked if the approved reject reasons and information related to the attorney notification system had been forwarded to the Court for inclusion in the future Rule 3.5 changes. Additional follow-up will be done by Sally, Larry and Mike to ensure that gets done before the Joint Procedure Committee meets again.
Information Technology updates
Larry Zubke stated that the initial criminal e-filing project continues to progress. The solution that Tyler initially provided only allowed for one event and one document on the initial filing. Tyler has agreed to rewrite the software so that it will allow multiple events and multiple documents. The new software is expected in late November. A meeting was held with ITD, CJIS, attorney general’s IT staff and Tyler representatives to discuss the changes.
Work continues on the common statute table. The import tool Tyler provided does not work so we are waiting for a new tool so we can import 12.1 criminal offenses and begin testing them in the system.
The National Act Record Improvement Project (NARIP) team is finalizing the project charter and just starting to discuss which data will be sent and when. The goal is to complete this project before June 30, 2017. Justice Crothers asked if there is any dependency between this project and the common statute project. Sally Holewa replied that there isn’t a dependency. The purpose of this project is to eliminate the manual reporting or late reporting of dispositions that occur between the various state agencies and feds.
A couple of mini disaster recovery tests have been successfully completed. The committee agreed to continue with further testing.
Work continues on the DUI electronic search warrant system. A draft template was received to base the system from. The goal is to be completed by December 1, 2016. A demo is desired for the November Judicial Conference.
Adding Municipals to Odyssey
Larry Zubke explained several suggested changes to the memorandum of understanding (MOU) that is executed between a new municipal coming onto the Odyssey system and the State Court Administrator’s office. The committee discussed how to improve the training relationship with municipals, how to improve municipal data, and added additional wording changes to the MOU.
Rod Olson moved to approve the updated memorandum of understanding and to submit this to the Court for their consideration. Judge Rhonda Ehlis seconded the motion and the motion carried.
Larry will forward the document to the Court.
For the Good of the Order
Mike Hagburg stated that the Joint Procedure committee approved changes to Rule 41 that allow the Court to set policies to limit data access, data mining and data scraping of the website. Those changes have been forwarded to the Court for approval.
The Joint Procedure committee also discussed electronic public data access in general and may be suggesting revisions to Rule 41as it pertains to electronic data access.
Sally Holewa stated that the Court Services committee is also looking at electronic public access and Rule 41. Sally also stated that we don’t have a policy that sets criteria for determining who gets public access.
The meeting was adjourned by Justice Crothers. The next meeting is scheduled for November 18, 2016.