JIS Data Dissemination Committee
May 30, 2012
JISC DATA DISSEMINATION COMMITTEE
May 30, 2012
Judge Wynne called the meeting to order and the following items of business were discussed.
1. Minutes of January 12, 2012
Action: It was moved, seconded, and passed to approve the Minutes of January 12, 2012.
2. Request by the Washington Department of Social and Health Services Special Commitment Center (DSHS/SCC) for Fee-Waived JIS-Link Access
The Committee considered the request of the DSHS/SCC for fee-waived JIS-Link access. The DSHS/SCC houses persons who are civilly committed as sexually violent predators. The DSHS/SCC is a WSP- certified criminal justice agency under RCW 10.97. Ms. Denny stated that the residents of the DSHS/SCC often have ongoing criminal proceedings and JIS-Link access would help staff to track those proceedings, to know what the residents’ court obligations are and to help keep track of the residents. The Committee discussed whether they had the authority to grant a fee waiver. It was noted that this Committee has the authority to decide questions of access to JIS-Link and that historically that has included whether the fees should be waived. The Committee also discussed the appropriate security level for the requestor. Level 22 access would provide the DSHS/SCC the same access as law enforcement agencies and the state Department of Corrections.
Action: It was moved, seconded, and passed to approve the request of the DSHS/SCC for fee- waived access to the JIS-Link at security level 22. Staff will prepare an agreement for signature by the DSHS/SCC providing the terms and conditions of the access.
Ms. Denny left the teleconference at this time.
3. Request of Snohomish County Office of Public Defense for Access to the Judicial Access Browser System (JABS)
The Committee considered the request of the Snohomish County Office of Public Defense (OPD) for access to JABS. OPD, which is part of the county executive branch, provides pretrial services to the superior and district courts and also manages the appointment of assigned defense counsel. OPD does not directly serve as defense counsel for any individual clients. OPD will be using the new Adult Static Risk Assessment (ASRA) to provide information to the courts on bail/release decisions. Because JABS is easier to use than JIS-Link, and because JABS provides compiled warrant information, which JIS-Link does not, the OPD would like access to JABS.
It was noted that JABS was originally created for use solely by the courts. However, several years ago, access to JABS was extended by this Committee to prosecutors and public defenders that use electronic citations in their courts because electronic citations are not displayed in JIS-Link but are displayed in JABS.
Action: It was moved, seconded, and passed to allow the Snohomish County Office of Public Defense to have access to JABS for the purpose of using the information to prepare assessments for the courts using the ASRA. The level of access will be level 22, which is the same level provided to the Spokane Office of Pretrial Services in January 2012 for this purpose.
4. Adult Static Risk Assessment (ASRA) and JABS Access
At the January, 2012, JISC Data Dissemination Committee meeting, staff was asked to prepare a draft policy which would give agencies access to JABS for purpose of preparing assessments for the court using the ASRA. The Committee members reviewed the draft policy prepared by staff and discussed the ASRA. Committee members decided they would like a demonstration of ASRA and information on why JABS access is being requested for use with the ASRA.
Action: Staff will request that a demonstration of the ASRA tool be provided at the next Data Dissemination Committee meeting.
5. The Defendant Case History (DCH) Screen and the Display of Sealed Juvenile Case Information
At its September 30, 2011 meeting, the JISC Data Dissemination Committee formed a workgroup to consider the issue of the display of the existence of sealed juvenile offense cases on the JIS defendant case history (DCH) screen. Ms. Miner, Mr. Holmes, and Judge Heller served on this workgroup (the DCH Workgroup.)
Although the DCH is not publicly disseminated under the JIS Data Dissemination Policy (DD Policy), the Policy provides that a copy of the DCH may be given to the subject of the record or their designee upon written request accompanied by a signed waiver of privacy.1
When an individual or the individual’s designee is given a copy of the DCH by the court, the DCH includes information on the existence of sealed juvenile cases because the individual or designee is given a copy of the DCH screen display which is available to the court. However, RCW 13.50.050 (14) provides the following restrictions on access to information about sealed juvenile cases:
The issue considered by the Workgroup was whether the copy of the DCH screen given by the court to the subject of the record or his/her designee should not include information about the existence of a sealed juvenile case.
Committee members considered the following two recommendations of the DCH Workgroup:
Action: It was moved and seconded that the Committee adopt both recommendations. After discussion, it was moved to amend the motion to only recommend approval of recommendation number one, to allow the court to print out a “view” of the DCH screen for the defendant and/or the defendant’s designee that does not include information about the existence of sealed juvenile cases. There motion to amend was seconded, and the amended motion passed.
6. ITG 41 – Retention and Destruction of CLJ Records in the Judicial Information System
The AOC project manager for ITG 41, Kate Kruller, asked that two representatives from this Committee be appointed to the project steering committee. The steering committee will provide court business expertise and project monitoring to the AOC staff working on this project. Judge Wynne appointed Judge Heller and Judge Rosen to the project steering committee. The Data Dissemination Committee agreed that Judge Heller and Judge Rosen can also represent the DMCJA on the project steering committee, if the DMCJA asks them to serve.
7. Other Business
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