Security prior to JIMS integration with re:SearchIL (during "repository mode")
Security once JIMS is integrated with re:SearchILDisclaimer: Any information regarding the operations of re:SearchIL is based on our Goodin Associates' understanding of how re:SearchIL uses the data and documents we provide it. Goodin recommends that you confirm all such information with the AOIC or re:SearchIL staff. Ultimately, it's the AOIC who decides who sees secured cases/documents Why? When Tyler requests a case, we can't tell whether the request is from eFileIL or re:SearchIL. So to make sure that a cases is always available for e-filing, we return the case even if it's secured individually or based on case type/subtype (e.g. adoption and search warrant). This means that only re:SearchIL can control what someone sees on re:SearchIL. For this reason, we recommend you direct your questions on re:SearchIL document availability to the AOIC or re:SearchIL staff. Note
#1: When an entire case is secure, we are (as of spring 2019) changing
the names of case parties to "SECURED". Note
#2: Documents
which are individually secured in Imaging: the AO has allowed us
to exclude these from re:SearchIL, due to a technical problem we
pointed out on Tyler's end. But they could change their mind any
time. re:SearchIL is supposed to show only the court's documents, controlling access based availability on the court's security status flags.As noted in How re:SearchIL integration works), we notify re:SearchIL when there is a new document at the court, or a change in the case/document security. They are then supposed to request a new snapshot of all the data from the court. In the summer of 2018, Tyler stopped trying to weave in e-filed documents in with what the court told them about, because it was creating duplicates. Hopefully, that practice will continue. Setting the proper subtype should secure the caseAssuming the case has the proper subtype, JIMS and Judici will secure it in accordance with the Manual
on Recordkeeping (e.g. case type AD or subtype 419 for search warrants). It is the responsibility
of re:SearchIL to do the same. The Clerk should not have to secure each case individually.If a case is secured in JIMS you should not have to secure the documents in ImagingAppendix 3 of the Manual on Recordkeeping indicates which kinds of
documents should be secured. Goodin isn't aware of any other obligations to secure documents, other than
2(c) of Section L of the Manual on Recordkeeping (as follows) which clearly allows for case-level codes to control access to documents on impounded cases, saying: Any record of an impounded case that is maintained on an automated case management system, including any portion of the Basic Record such as the Record Sheet, may be restricted by the use of access codes limited to authorized personnel. re:SearchIL doesn't keep copies of your documentsThey only store the document index. They only get documents from the court when someone asks for it... and they don't keep that copy very long. Worried that you have cases or documents on re:Search which you secured in JIMS/Imaging, but not in re:Search?You're right to worry- since early on, and through spring 2019, re:Search did not always secure cases and documents when you secure them in JIMS/Imaging. So you may want to check re:Search a few hours after your update, and secure the case/document if they didn't. For more on how to do this, contact re:Search support using the e-mail address or phone number at the bottom of re:Search web pages. That being said, remember that the next time case parties, attorneys or documents are changed, re:Search requests a full snapshot of all the data, including case/document security status. So they might catch the security change after it was originally made at the court. Key limitations on court document access (as of mid-October 2018, though this will likely change)
If you put old documents on a case in Imaging, you may need to secure them, or the entire caseDocument which predate the filer's obligation to redact sensitive information, may show sensitive information to re:SearchIL users. As noted above, re:SearchIL isn't supposed to show anything prior to 7/1/2018. This makes it important for "old" documents to have an accurate re:SearchIL "document date". Here is how Goodin determines this:
This has a couple of security considerations for the Circuit Clerk in order to make sure re:Search doesn't give out sensitive information:
The AOIC suggests that you get an administrative order which allows you to secure a document or case when necessary (as described above). |