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131 - Electronic Data Exchange with Department of Health

Request Status Summary

Request Status

Awaiting Endorsement

Request Detail

Requestor Name:
	Sampson, Tom B
Origination Date:
	02/10/2012

Recommended Endorser:
	Washington State Association of County Clerks

Request Type:	Change or Enhancement
Which Systems are affected?	Superior Court Management Information System (SCOMIS)
Business Area:	Court Case Management
Communities Impacted:	County Clerks
Impact if not Resolved:	Medium
Impact Description:
Adding fields to capture the three new data items. Courts need to capture three additional data items. Development of a Data Exchange with DOH to eliminate a month end manual process at the courts.

What is the Business Problem or Opportunity

Superior Courts are required to provide information to the Department of Health – Registrar of Vital Statistics upon the issuance of a decree of divorce and legal separations (RCW 26.09.150), completions of adoptions (RCW 26.33.280), and person name changes (RCW ?). This is currently a manual process each court does individually. The Department of Health (DOH) is interested in pursuing a project where instead of receiving these paper forms each month from each individual court to receive this information electronically via a data exchange process with AOC/the courts. DOH would like to begin by receiving only divorce data electronically from AOC/the courts.

The data they need is:

· Court file number

· Type of decree: legal separation, dissolution of marriage, or declaration of invalidity

· Date of decree

· County of decree

· Name of husband, date of birth, birth state or county, residence address including county and state

· Name of wife, maiden name, date of birth, birth state or county, residence address including county and state

· Place of marriage

· Date of marriage

· Number of children born alive of this marriage

· Petitioner – husband, wife, both, or other

· Name of petitioners attorney or PRO SE

· Petitioner’s address

All this information is currently provide on the Petition for Dissolution of Marriage except birth state or country (for both husband and wife) and maiden name.

Expected Benefit:

The automation of this process would benefit both the courts and DOH. DOH would be benefited by the reduction of manual data entry and possible reduction in errors to data by reducing the keying. The courts would benefit by not having to process paper forms each month for sending to DOH and manually preparing these manual paper transmissions.

Any Additional Information:

This potential data exchange was identified when reviewing business process with the court clerk participants of the SC CMS project. It was identified that this can be implemented without the need of a new Case Management System since most all the data is already captured and can provide an immediate time and effort savings to the clerks.

DOH contact information: Staci Hoff 360.236.4371 Staci.Hoff@doh.wa.gov

Endorsement Detail

Endorsing Committee
	Washington State Association of County Clerks
Endorser Name:
	Williams, Heather
Origination Date:
	02/13/2012

Endorsing Action:	Return for Clarification
Endorser’s Explanation and Comments
This looks like it should go to the County Clerks for endorsement because the impacts are to them directly.