Scheduled on Friday, September 16, 2016 @ 10:00 AM
Agenda
Court Services Administration Committee
Friday, September 16, 2016
10:00 a.m. – 2:00 p.m.
ND Supreme Court Training Center (1st Floor), Room 133
State Capitol, Bismarck
10:00 a.m. – 10:10 a.m. Call to Order and Introduction of Members and Guests
A. Approval of August 9, 2016, Minutes
B. Committee Objectives:
a. Develop overarching policy statement regarding retention of and access to electronic court records
b. Establish a document retention schedule that addresses the dual goals of responsible record retention and future access needs
c. Create a document management plan that permanently retains critical documents and deletes non-critical documents after a specified period of time
d. Update applicable administrative rules and orders relating to court records
10:10 a.m. – 10:45 a.m. Small group general policy statement discussion and reporting
A. General discussion of goals and priorities for electronic records:
a. Retention
b. Destruction/Disposition
c. Public (or non-public) access
A.Materials:
a. Questions posed by JTC Resource Bulletin: Developing an Electronic Records Preservation and Disposition Plan, pg. 2 -5.
b. Arizona Report of the Advisory Committee to Develop Policies for Retention, Destruction, and Access to Electronic Court Records
c. Pennsylvania Record Retention
d. Pennsylvania Public Access Policies
e. Utah State Court Records Retention Schedule
10:45 a.m. – 11:30 a.m. Access and Retention of Electronic Court Records
A.Presentation by Susan Hoffer, Clerk of District Court, Ward County
B. Materials:
a. Access and Retention of Electronic Court Records, Report by Susan Hoffer
Lunch Break
12:00 p.m. – 12:30 p.m. Report on Digital Record Assessments, Sally Holewa and Larry Zubke
A.Materials:
a. Digital Continuity Checklist
b. Digital Preservation Capability Self-Assessment
c. Records Management Program Review
12:30 p.m. – 2:00 p.m. Group Discussion of Electronic Records Retention and Access Issues A.Discussion of policy questions posed by JTC Resource Bulletin and CCJ/COSCA Guidelines
a. Scope of records under consideration
i.Definition of “court records” ii.Audio records
b. Methods of records retention and destruction
c. Length of time records are available to the public online, or to non-public users
i.Public access – fee per view
d. Historical value of certain court records
i.Archiving
B. Define subcommittees and subcommittee goals
C. Materials:
a. “Court Records” Definition Memorandum
b. JTC Resource Bulletin: Developing an Electronic Records Preservation and Disposition Plan
c. Developing CCJ/COSCA Guidelines for Public Access to Court Records: A National Project to Assist State Courts
