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JUDICIAL INFORMATION SYSTEM
COMMITTEE RULES (JISCR)
TABLE OF RULES
Rule
1 Judicial Information System
2 Composition
3 Staff
4 Budgets
5 Standard Data Elements
6 Reports
7 Codes and Case Numbers
8 Retention
9 Communications Link With Other Systems
10 Attorney Identification Numbers
11 Security, Privacy, and Confidentiality
12 Dissemination of Court Information
13 Local Court Systems
14 Control of Data Processing Equipment
15 Data Dissemination of Computer-Based Court Information
16 Record and Dissemination Data Processing
17 Effective Date
18 Adding Records to the Judicial Information System
RULE 1
JUDICIAL INFORMATION SYSTEM
It is the intent of the Supreme Court that a statewide Judicial
Information System be developed. The system is to be designed and operated
by the Administrator for the Courts under the direction of the Judicial
Information System Committee and with the approval of the Supreme Court
pursuant to RCW 2.56. The system is to serve the courts of the state of
Washington.
[Effective May 15, 1976.]
RULE 2
COMPOSITION
(a) Membership. The Judicial Information System Committee (JISC) shall be
appointed by the Chief Justice. The Chief Justice will consider for appointment
those individuals who have been suggested by representative groups and
associations from within the judicial system but shall not be bound thereby. In
addition, the Chief Justice shall consider for appointment only those
individuals who have demonstrated an interest and commitment to judicial
administration and to automation of judicial systems and functions. The
committee shall be composed of four members from the appellate court level
(Supreme Court and Court of Appeals), five members from the superior court
level, two of whom shall be members of the Superior Court Judges' Association,
and one of whom shall be a member of the Washington Association of Juvenile
Court Administrators, five members from the courts of limited jurisdiction
level, one of whom shall be a member of the Misdemeanant Corrections
Association, and three at large members from outside the judiciary, one of whom
will be a member of the Washington State Bar Association, one of whom will be a
member of the Washington Association of Sheriffs and Police Chiefs, and one of
whom will be a member of the Washington State Association of Prosecuting Attorneys.
(b) Terms of Office. The term of membership for those who are appointed to
represent specific organizations shall be for a term of 3 years with the
initial term as determined by lot, staggered so as to insure that an equal
number of terms expire each year. Any vacancy in the membership of the
committee shall be filled in the same manner in which the original appointment
was made and the term of membership shall expire on the same date as the
original appointment expiration date.
(c) Operation. The Supreme Court Justice shall be the chairperson. The
members of the committee shall elect a vice-chairperson from among themselves.
Meetings of the committee shall be called regularly and at a minimum of four
times per year at the discretion of the chair. Any members with two unexcused
absences from regularly scheduled JISC meetings during any calendar year shall
be requested to resign and the respective association shall appoint a successor
to fulfill the unexpired term. User advisory committees shall be established
for each level of court and will be representative of the users at each level.
Ad hoc committees shall also be established for the purpose of monitoring
specific projects undertaken by the Judicial Information System.
[Adopted effective July 1, 1976; amended effective July 1, 1987; June 4, 1996;
December 29, 1998; February 11, 2010.]
RULE 3
STAFF
Staff for the Judicial Information System Committee will be provided by
and be responsible to the Administrator for the Courts who will be charged
with providing operational, statistical, and other information to
legitimate and appropriate users of judicial information.
[Effective May 15, 1976.]
RULE 4
BUDGETS
The Administrator for the Courts, under the direction of the Judicial
Information System Committee, and with the approval of the Supreme Court,
shall prepare funding requests for personnel, hardware, and software as
required for a phased implementation of the Judicial Information System.
Any budget requests prepared by the Administrator for the Courts shall
address the issues of control and dissemination of data from court files,
developmental and operational priorities, a clear definition of operational
expenses and security, and privacy of information and facilities within the
system.
[Effective May 15, 1976.]
RULE 5
STANDARD DATA ELEMENTS
A standard court data element dictionary for the Judicial Information
System shall be prepared and maintained by the Administrator for the Courts
with the approval of the Judicial Information System Committee. Any
modifications, additions, or deletions from the standard court data element
dictionary must be reviewed and approved by the Judicial Information System
Committee.
[Effective May 15, 1976.]
RULE 6
REPORTS
The Administrator for the Courts shall furnish to the courts and clerks
of the state standard report formats as recommended and approved by the
Judicial Information System Committee. Records and reports either in
computerized or manual formats shall be in accordance with the standard
court data elements established by the Judicial Information System
Committee and consistent with the definitions contained therein.
[Effective May 15, 1976.]
RULE 7
CODES AND CASE NUMBERS
The Administrator for the Courts shall establish, with the approval of
the Judicial Information System Committee, a uniform set of codes and case
numbering systems for criminal charges, civil actions, juvenile referrals,
attorney identification, and standard disposition identification codes.
[Effective May 15, 1976.]
RULE 8
RETENTION
The Administrator for the Courts shall establish retention periods for
all computerized records based upon the recommendations of the Judicial
Information System Committee and consistent with state law.
[Effective May 15, 1976.]
RULE 9
COMMUNICATIONS LINK WITH OTHER SYSTEMS
The Judicial Information System will serve as the communications link
for the courts with all local, regional, statewide, and national noncourt
systems. The Judicial Information System shall perform all functions
relating to the transfer of computerized judicial data or information
except as specifically approved by the Supreme Court upon the
recommendations of the Judicial Information System Committee.
[Effective May 15, 1976.]
RULE 10
ATTORNEY IDENTIFICATION NUMBERS
The Office of the Administrator for the Courts will assign and maintain
a uniform attorney identification number consistent with the number
currently utilized by the Washington State Bar Association. The use of such
code numbers will be subject to rules promulgated by the Supreme Court upon
recommendations by the Judicial Information System Committee and the Board
of Governors of the Washington State Bar Association.
[Effective May 15, 1976.]
RULE 11
SECURITY, PRIVACY, AND CONFIDENTIALITY
All court record systems must conform to the privacy and
confidentiality rules as promulgated by the Supreme Court upon the
recommendation of the Judicial Information System Committee, which rules
shall be consistent with all applicable law relating to public records. Any
modifications, additions, or deletions from the established rules must be
reviewed by the Judicial Information System Committee and approved by the
Supreme Court. Additionally:
(a) Courts obtaining information from computerized files subject to
special security and privacy administrative rules or legislative direction
must insure that all such rules or legislative enactments are followed in
the handling of such information.
(b) In all automated systems, duplicate records must be prepared
regularly and stored separately and a transaction log kept of all record
changes covering the entire time period since the preparation of the last
duplicate set of records.
(c) The Office of the Administrator for the Courts will maintain a
library of court system documentation for the state. All automated
information systems which have received approval from the Supreme Court to
collect, store, and/or disseminate computerized judicial information must
submit to the Office of the Administrator for the Courts and maintain on
file a copy of all system documentation related to the collection, storage,
and dissemination of such information.
[Effective May 15, 1976.]
RULE 12
DISSEMINATION OF COURT INFORMATION
The Judicial Information System Committee will adopt rules, consistent
with all applicable law relating to public records, governing the release
of information contained within the Judicial Information System. Such rules
and any amendments thereto shall be forwarded to the Supreme Court and,
unless altered by the court or returned to the Judicial Information System
Committee for its further consideration and recommendations, shall take
effect 45 days after the receipt of such rules by the Supreme Court.
[Effective May 15, 1976.]
RULE 13
LOCAL COURT SYSTEMS
Counties or cities wishing to establish automated court record systems
shall provide advance notice of the proposed development to the Judicial
Information System Committee and the Office of the Administrator for the
Courts 90 days prior to the commencement of such projects for the purpose
of review and approval.
[Effective May 15, 1976.]
RULE 14
CONTROL OF DATA PROCESSING EQUIPMENT
Data processing for courts shall be processed on computer equipment
managed and controlled by the courts. In exceptional instances where
extreme care has been taken to insure the integrity of the internal
function of the courts, explicit approval may be obtained from the Supreme
Court upon the recommendation of the Administrator for the Courts and the
Judicial Information System Committee to utilize facilities not totally
managed and controlled by the courts.
[Effective May 15, 1976.]
RULE 15
DATA DISSEMINATION OF COMPUTER-BASED
COURT INFORMATION
It is declared to be the policy of the courts to facilitate public
access to court records, provided such disclosures in no way present an
unreasonable invasion of personal privacy and will not be unduly burdensome
to the ongoing business of the courts.
Due to the confidential nature of some court information, authority
over the dissemination of such information shall be exercised by the
judicial branch. This rule establishes the minimum criteria to be met by
each information request before allowing dissemination.
(a) Application. This rule applies to all requests for computer-based
court information submitted by an individual, as well as public and private
associations and agencies. This rule does not apply to requests initiated
by or with the consent of the Administrator for the Courts for the purpose
of answering a request vital to the internal business of the courts.
(b) Excluded Information. Records sealed, exempted, or otherwise
restricted by law or court rule may not be released to the general public
except by court order.
(c) Data Dissemination Committee. Rescinded.
(d) Data Dissemination Policies and Procedures. The Administrator for
the Courts shall promulgate policies and procedures for handling
applications for computer-based information. These policies and procedures
shall be subject to the approval of the Judicial Information System
Committee.
(e) Information for Release of Data. Information which must be supplied
by the requestor and upon which evaluation will be made includes:
(1) Identifying information concerning the applicant;
(2) Statement of the intended use and distribution;
(3) Type of information needed.
(f) Criteria To Determine Release of Data. The criteria against which
the applications are evaluated are as follows:
(1) Availability of data;
(2) Specificity of the request;
(3) Potential for infringement of personal privacy created by release
of the information requested;
(4) Potential disruption to the internal, ongoing business of the
courts.
(g) Cost. The requestor shall bear the cost of honoring the request for
information in accordance with section (d).
(h) Appeal. If a request is denied by the Administrator for the Courts,
the requestor may appeal the decision to the Judicial Information System
Committee in accordance with section (d). The Judicial Information System
Committee shall review and act upon the appeal in accordance with
procedures promulgated by the Committee for this purpose.
[Adopted effective March 20, 1981; amended effective July 1, 1987.]
RULE JISCR 16
RECORD AND DISSEMINATION DATA PROCESSING
The Administrative Office of the Courts shall be responsible
for the recording and dissemination of decisions concerning the
policies of the Supreme Court in the area of data processing,
except for such policies as relate to the preparation of
appellate court opinions and their publication in the official
law reports which are the responsibility of the Washington Court
Reports Commission.
[Former Rule 15 renumbered as Rule 16 effective March 20, 1981;
amended effective January 3, 2006.]
RULE 17
EFFECTIVE DATE
These rules, with the exception of rule 2, shall take effect on May 15,
1976. Rule 2 shall take effect on July 1, 1976, and until such time, the
Superior Courts Management Information System (SCOMIS) Committee formed on
February 21, 1974, shall continue to function as directed by this court.
[Former Rule 16 renumbered as Rule 17 effective March 20, 1981.]
RULE 18
ADDING RECORDS TO THE JUDICIAL INFORMATION SYSTEM
In all courts adding records to the Judicial Information
System, for all persons on whom a juvenile or adult criminal
offense, infraction, or a juvenile non-offender case is filed, a
record will be created in the person data base according to rules
and procedures adopted by the Judicial Information System
Committee. Provided, truancy records associated with a juvenile
who has no other case history, and records of a juvenile's
parents who have no other case history, shall be removed from the
Judicial Information System when the juvenile is no longer
subject to the compulsory attendance laws under Chapter 28A.225 RCW.
[Adopted effective March 18, 1994; amended effective July 22, 2001.]
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