JIS Data Dissemination Committee

October 27, 2000

Friday, October 27, 2000
Meeting Minutes

Attendees:

JIS Data Dissemination Subcommittee Members:
Judge C. Kenneth Grosse, Chair
Judge James R. Heller
Judge Thomas Wynne
Judge Clifford Stilz
Judge Michael E. Donohue
Siri Woods

Guests:
Dennis Hausman, Justice Information Network
Mike Vandiver, WASPC
Laird Hail, SMC
Diana Kramer, Washington Newspaper Publishers Association
Tom Boyer, Seattle Times

Staff:
Mary McQueen
Tom Clarke
Brian Backus
Bev Yokoyama
Katherine Kuriyama
Alan Erickson

Minutes

1. Minutes

   The minutes of the July 28, 2000 meeting were approved as written.

2. Special Request
   

   Clark Bailey Request for Law Enforcement Access to JIS-Link (level 22 access)-Judge Stilz talked about the authority cited by Mr. Bailey in his letter. The subcommittee reviewed the list of additional screen/information accessible by law enforcement. It was pointed out that Mr. Bailey could get the information on a case-by-case basis if he had a signed release. Blanket statewide level 22 access was denied.

   • Action-Send letter denying request. (Kathy Kuriyama)

   Yakima County Clerk Request for Public Defender Access to Yakima County Juvenile Dependency Cases-The subcommittee discussed the statutory restrictions on Juvenile Dependency Cases. The subcommittee agreed that the public defender can have access on a case-by-case basis to case that fall within the access exceptions but the current security system does not allow case-by-case access. The request is denied.

   • Action-Send letter denying request and have current access to Juvenile Dependency Cases revoked. (Kathy Kuriyama)
   • Action-Research any other Juvenile Dependency access exceptions to general policy and report to subcommittee. (Kathy Kuriyama)
3. New Business
   

   Third Party Access to JIS-Data West/West Group issue-The subcommittee discussed the issue paper and agreed that Data West was in violation of its contract and Data Dissemination Policy. The subcommittee agreed that OAC should write a letter to Data West giving them 30day notice to remedy the violation or their contract will be terminated. Data West can either amend the Data West-West Group contract to include the contract obligations contained in the JIS license or require West Group to enter into a separate license agreement with OAC. Data West can appeal to the Data Dissemination Subcommittee.

   • Action-Draft 30day-notice letter to Data West. (Bev Yokoyama)
   • Action-Research audit provision and rationale behind the requirement. (Kathy Kuriyama)
   • Action-Develop commentary for Data Dissemination Policy. (Tom Clarke and Kathy Kuriyama)
   JIS-Link Contracts-OAC Authority to Deny or Revoke Access-The subcommittee discussed the issue paper and asked OAC to develop a business rule based on sound contracting principles. The business rule should be consistently applied. Mary McQueen indicated that in emergency situations she could make a decision to revoke or deny.
   • Action-Develop business rule on JIS-Link contracting practices. (Bev Yokoyama)
4. Old Business
   

   Expanded Standard Public Index Report-Brian Backus presented a brief report on the status of the new standard index project.

   Status of Proposed Legislation/Rule Changes to Address Personal Information in Family Law Cases-Judge Grosse presented a report on the Privacy Work Group's October 25, 2000 meeting. The Privacy Work Group will be meeting again on November 15, 2000. The recommendations from the work group will be brought to the Data Dissemination Subcommittee for discussion and action.

5. Next Meeting
   The November 17, 2000 meeting is cancelled. The next meeting will be December 1, 2000 at 9:00 AM (just prior to the JIS Committee Meeting which is tentatively scheduled for 10:00 AM).