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1369 - Juvenile Records to DOL Exchange
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| Request Status Summary |
| Request Status |
Authorized |
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| Request Detail |
| Requestor Name: |
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Cottingham, Kevin |
| Origination Date: |
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09/25/2023 |
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Recommended Endorser:
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AOC (endorses for other communities) |
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| Request Type: |
Mandated Change
Mandated Change
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| Which Systems are affected? |
Superior Court Management Information System (SCOMIS)
Data Warehouse
Juvenile and Corrections System (JCS)
Other
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| Other affected Systems / Business Processes |
DOL and DISCUS |
| Business Area: |
DOL
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| Communities Impacted: |
AOC
Family and Juvenile Law Judges
Juvenile Court Administrators
State Agencies
Public and Other Users
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| Impact if not Resolved: |
High |
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| What is the Business Problem or Opportunity |
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DOL (drivers records group) receives records of every juvenile adjudication regarding driving charges and provides them to requestors through various processes. When juveniles seal records, though, DOL is not a party specified for notifications, which presents an issue when they are to treat sealed juvenile cases “as if they never occurred.”
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| Expected Benefit: |
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The data warehouse group is currently sending reports of sealed juvenile cases to allow them to remove the cases from the public reports, but there are limitations. Some sort of exchange would be better-documented, potentially more secure, and probably more reliable.
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| Endorsement Detail
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| Endorsing Committee |
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AOC (endorses for other communities) |
| Endorser Name: |
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Escudero, Arsenio on behalf of AOC Endorsement Group |
| Origination Date: |
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09/26/2023 |
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| Endorsing Action: |
Endorsed |
| Endorser’s Explanation and Comments |
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This is a mandated request
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| AOC Analysis Detail
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| Analysis Date: |
12/12/2023
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| Request Rationale |
| Aligns with JIS Business Priorities, IT Strategies & Plans: |
Yes |
| Aligns with applicable policies and with ISD Standards: |
Yes |
| Breadth of Solution Benefit: |
Narrow |
| Cost Estimates |
| Cost to Implement? |
$16,800 |
| Feasibility Study needed? |
No |
| Court Level User Group |
| Non-JIS |
| Approving Authority |
CIO |
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| Request Summary: |
This request is to address the following problem:
DOL (drivers records group) receives records of every juvenile adjudication regarding driving charges and provides them to requestors through various processes. When juvenile records are sealed, though, DOL is not a party specified for notifications. This presents an issue when DOL should treat sealed juvenile cases “as if they never occurred.” This ITG is specifically focused only on superior court Case Type 8.
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| Business Impacts: |
This change will need to send Case Numbers (both Legacy case numbers and SC-CMS case numbers from Odyssey courts), Date Sealed, and Case Court Code information.
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| Summary of Proposed Solution |
AOC proposes to create an exchange or similar alternative that could be implemented to allow for better-documented, potentially more secure, and more reliable means to dissiminate information juvenile cases are sealed. An EDR-based data exchange solution will be explored in order to address this request. A notification could be sent to DOL that lists sealed juvenile cases and could evolve into an automated process from DOL to pull these record types.
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| Proposed Solution |
The Administrative Office of the Courts (AOC) would identify and implement a data exchange to allow DOL to cease displaying sealed juvenile case information from public reports. An exchange or similar alternative could be explored to allow for better documented, potentially more secure, and more reliable means to dissiminate and edit these types of cases. Frequency (daily, weekly, or monthly) of this exchange needs to be worked out with DOL.
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| Additional Systems Affected |
Superior Court Management Information System (SCOMIS)
Data Warehouse
Juvenile and Corrections System (JCS)
Other
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| Communities Impacted |
AOC
Family and Juvenile Law Judges
Juvenile Court Administrators
State Agencies
Public and Other Users
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| Confirmation of Endorsing Action Detail
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| Endorsing Committee |
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AOC (endorses for other communities) |
| Endorser Name: |
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Escudero, Arsenio on behalf of AOC Endorsing Group |
| Origination Date: |
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12/12/2023 |
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| Endorsing Action: |
Endorsed |
| Endorser’s Explanation and Comments |
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This is a mandated request to conform with legal requirement.
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| Court Level User Group Decision Detail
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| CLUG |
Non-JIS |
| Chair of Group |
Non-JIS CLUG |
| Date of Decision |
12/12/2023 |
| Decision |
| Decision to Recommend for Approval |
Unamimously recommended to the approving authority |
| Priority Processing Status |
Prioritized |
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| Scoring Detail |
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In making their decision, detailed score values were not provided by Non-JIS.
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| Pros & Cons (if vote is not unanimous) |
N/A
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| Additional Notes |
This is a mandated request to conform with a legal requirement. It is priortized as #1 for the Non-JIS CLUG.
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| Implementation Detail
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| Analysis Date: |
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Implementation Stage
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Authorized
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Prioritization Option:
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Prioritized
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Comments:
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This is a mandated request to conform with a legal requirement. It is priortized as #1 for the Non-JIS CLUG.
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