The minutes of the May 25, 2001 meeting were approved as written.

Yakima County Clerk's Request for a Waiver of JIS Link Fees for Yakima Immigration and Naturalization Services Office-The subcommittee discussed the current exceptions to payment of the fees. Even though a number of federal agencies contract with OAC for JIS Link access, no federal agencies have a fee waiver. Ms. Kuriyama reported that she had talked to Kim Eaton about JIS Link and INS access. She sent general information, an application for JIS Link , and a copy of the JIS-Link contract to Ms. Eaton. Ms. Eaton was going to meet with the Yakima INS representative to discuss access to JIS Link. It was suggested that the Yakima INS office, a suboffice of the Seattle office, contract through the Seattle because the Seattle office is a WSP certified law enforcement agency. The request was tabled until OAC heard from INS.

DSHS Request for Waiver of the JIS Link Fees-The subcommittee reviewed the DSHS letter requesting a fee waiver. The subcommittee recognized that DSHS was recovering funds for the state. However, the group agreed that this work did not constitute "doing the business of the courts" and suggested that DSHS ask the legislature for funds to pay for JIS Link. Agencies currently have funds budgeted to pay other agencies for information and services. The subcommittee also suggested that OAC offer to help DSHS look at their JIS Link transactions to determine if there was a way to reduce their bill-ie. more efficiently use the system to look-up information.

Vacation of Records of Conviction-The subcommittee discussed the issue paper and the recent Supreme Court case, State of Washington v. Breazeale. The group agreed the Judicial Information System should mirror the legislative policy regarding dissemination of vacated convictions. It was suggested that a standard form motion and order sealing a case be developed. The group also discussed sealing the case like juvenile offender cases that don't show at all on public access screens. Tom Clarke pointed out that with the development of a Judicial Information Network, the business rules of WSP/law enforcement and JIS should be synchronized. The group discussed how sealed cases show currently in JIS. Concern was raised that changing legacy system programs would take funds away from the migration plan and development of new systems. Ms. Kramer asked how users of the new indexes that are updated quarterly should deal with sealed cases. The group suggested that the media should check the actual court records to verify the latest information.

Action items: AOC staff will:

• Research what the JIS system currently does when a case is sealed and how juvenile offender sealed cases are handled.
• Check and see if any other committees are working on this issue.
• Draft a form and procedure to be used to seal vacated cases. This procedure needs to take into consideration the need to screen completely conviction information (including related judgment cases) from the public and the need for some criminal justice participants to continue to have access.

Discussion of Proposed Comprehensive Court Rule-Judge Grosse presented the latest version of the draft rule. He modeled this draft after GR22 and added sections for sealed health information source documents and sealed proprietary information source documents. Also, paragraphs were added regarding notice, grievance procedure, process to correct records and electronic access.

Action Items

• Committee members will read the draft and make comments before the next meeting.
• AOC staff will draft language for sections that need to be completed.

The next meeting will be November 30, 2001 at 9:00 AM to approximately 10:30 AM.