JIS Data Dissemination Committee

March 31, 2000

Friday March 31, 2000
Meeting Minutes

Attendees:

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

Guests:
Justice Bobbe Bridge
Judge Dale Ramerman
Mark Weiss
Aldo Melchiori, Senate Judiciary Committee
Rowland Thompson, Allied Daily Newspapers
Diana Kramer, Washington Newspaper Publishers Association
Mae Waldron, Washington Newspaper Publishers Association
David Cuillier, Everett Herald
Tom Boyer, Seattle Times

Staff:
Brian Backus
Lynne Alfasso
Katherine Kuriyama
Alan Erickson

1. Minutes

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

2. Cowlitz County Clerk Request for Fee Waived Access for County Auditor

   The Committee approved granting the Cowlitz County Auditor's Office access to SCOMIS and waiving the fee. Access was approved solely for the purpose of the Auditor determining if a person who has registered to vote has any prior felony convictions. The Committee discussed the need of the election staff to know if a citizen has the right to vote. Currently, court staff is looking up this information for the election staff.

3. Appeal of D. Michael Tompkins

   Brian Backus presented some background information. The issue is the release of address information of defendants in criminal filings from the King County District Court (Shoreline Division). The other requested information may be disseminated in an index report under the provisions of the JIS Data Dissemination Policy (III.B.6). The initial consensus of the Committee was to hold on this request until policy determinations on what data is accessible are made. After a lengthy discussion of other policy matters, the Committee approved granting D. Michael Tompkins' request.

4. Data Dissemination Policy Revisions
   • Family Law Issues
     Mark Weiss, on behalf of the Washington State Bar Association Family Law Section Executive Committee (FLEC), discussed the information contained in his letter of February 9, 2000. Two primary issues were raised: 1) collection of information and 2) availability of information both in public court files and electronically. Specific proposals from the Bar were:
     • Remove the sensitive identification data from the Petition, the Order of Child Support, and all other mandatory forms. For database linking purposes, such necessary identification information can be obtained from a confidential identification sheet that is presently required in all family law filings.
     • Bifurcate the filing of a family law case into two court files, i.e. a public file and a sealed file. The public court file would contain the pleadings and any orders. The sealed would contain all other filings.
     • Treat parentage files (which are currently sealed) identically to other family law court files.
     • Limit electronic access to scanned documents in family law court files, except for court personnel and attorneys of record.

     The group discussed the FLEC recommendations. They noted:

     • The need to bring the domestic violence community into the discussion.
     • The need to have a consistent policy for both hard copy and electronic files.

     They discussed possible revisions to GR 15 that would identify the documents, which are and are not confidential and the possible differences in treatment between criminal and civil records.

   • Action
     • Judge Ramerman will take these issues to the Superior Court Judges' Association Family Law Committee and provide the subcommittee with a copy of draft revisions to GR 15.
     • Media representatives to prepare written comments and recommendations.
   • Data Element Analysis
     A JIS Data Element spreadsheet was handed out. The group discussed basing the analysis on categories or classes of cases or documents. Members wanted an opportunity to review the spreadsheet before more discussion.
5. Next Meeting

   The subcommittee decided to meet May 5, 2000 from 9:00 a.m. at the OAC Basement Conference Room.