Issues regarding court data security/confidentiality


Security prior to JIMS integration with re:SearchIL (during "repository mode")

  1. Only e-filed documents are available.
  2. Whenever you secure a  case/document in JIMS/Imaging, you need to secure it manually in re:SearchIL.
  3. If you put items such as the following into Imaging after 7/1/2018, you should secure them manually, because they could contain sensitive information.
    1. Old  case files (all or a portion)
    2. Exhibits
    3. Written/paper record sheets


Security once JIMS is integrated with re:SearchIL

Worried that you have cases or documents on re:Search which you secured in JIMS/Imaging, but not in re:Search?

  • Remember: the next time a case parties, attorneys or documents are changed, re:Search requests a full snapshot of all the data

Key limitations on court document access (as of mid-October 2018, though this will likely change)

  1. re:SearchIL access is limited to Clerk staff, judges and the attorneys of record on the case, though the AOIC says that the public will have access someday.  
  2. JIMS does not yet provide secure documents or documents from secure cases, as per AOIC direction due to open issues about re:SearchIL security practices.
  3. JIMS and re:SearchIL both added features to make sure we don't show documents from prior to the 7/1/2018 re:SearchIL mandate, because:
    1. Some Clerks operated in repository mode prior to that date and aren’t confident that things were getting secured manually back then.
    2. If JIMS updates re:Search on an old case from a time prior to when SCR 138 put the burden of redaction on filers, unsecured documents containing confidential information not redacted by Clerks would wind up public.

Proper subtype is vital to case security

JIMS knows what case subtypes are to be secured initially, in accordance with the Manual on Recordkeeping and other sources- the court does not need to set up any sort of customized rules.

So who is responsible for setting the subtype to trigger JIMS to secure it?  If the case is e-filed, then the filer does. But if the case is created directly in JIMS, then Clerk staff does this.
  • This is particularly important on search warrants, to make sure such cases aren't made public on re:SearchIL or Judici. Courts presently entering such cases manually should consider requiring filers to e-file them, as required under Supreme Court order M.R. 18368

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