Wash. Jud. Info. Sys. Comm. R. 13

Preamble

This rule provides guidance to Washington State superior courts, superior court clerks,

Courts of Limited Jurisdiction, and the Administrative Office of the Courts (AOC) when a local

court intends to use an alternative electronic court record system in lieu of using the statewide

court record system and to facilitate sharing of statewide court data relied on for judicial

decision-making and public safety.

(a) An “electronic court record system” is any electronic court data technology system that

is a source of statewide court data identified in the Judicial Information System (JIS) Data

Standards for Alternative Local Court Record Systems Policy (“JIS Data Standards Policy”).

(b) If an alternative electronic court records system is implemented in a superior court

jurisdiction, the presiding judge and county clerk will be consulted and included for purposes of

compliance with this rule.

(c) Counties or cities may implement alternative electronic court record systems in

compliance with procedures established by the Judicial Information System Committee (JISC).

Courts wishing to implement alternative electronic court record systems shall provide advance

notice of their intent to the JISC and AOC at least 90 days prior to the start of the procurement

process for the purpose of review and coordination.

(d) Courts implementing an alternative electronic court record system shall meet the

requirements outlined in the JIS Data Standards Policy. AOC, on behalf of the JISC, will provide

the courts and/or clerk with all necessary information and requirements needed to support the

local court’s implementation of the alternative electronic court record system and data exchange

into the statewide data repository.

(e) As soon as practicable after selection of an alternative electronic court record system,

the court will provide AOC with a project schedule and detailed plan for integration with the

statewide data repository and will also provide ongoing updates and changes to the project

schedule and plan.

(f) The local court and/or county clerk agree to coordinate with AOC on data mapping to

ensure data quality standards are met for successful data exchange between the alternative

electronic court record system and the statewide data repository.

(g) AOC and the court and/or clerk will meet to establish an agreed upon timeline for

transfer of data into the statewide data repository, which should not exceed more than two

months after implementation of the alternative electronic court records system, unless agreed

upon by the court, clerk, and AOC.

(h) Individual courts and/or county clerks are responsible for arranging resources for

implementing and maintaining locally procured electronic court record systems and for

programming and testing local systems that interface with the statewide data repository.

(i) The court, clerk, and AOC agree to address and resolve any identified issues that may

impact implementation of the alternative electronic court record system and successful exchange

of data into the statewide data repository.

(j) AOC will provide sufficient notice to the courts and clerks using alternative electronic

court record systems to allow for adoption of any necessary changes to the JIS Data Standards

Policy, legislative requirements, or required business and technical changes.