JIS Person Database and Business Rules

1. JIS Person Database and Business Rules Jan Hickey, JIS Education Services

2. Authority for the JIS Person Database Judicial Information System Committee Rule 18 Specifies records are added to JIS for criminal, juvenile offender, infraction, and juvenile non-offender cases. RCW 26.50.160 Specifies records are added to JIS in certain causes to prevent the issuance of competing protection orders in different courts and to give courts needed information for issuance of [protection] orders. Court Rules Require person identifying data in charging documents. Limited Jurisdiction Court Criminal Rule CrRLJ 2.1(b)(3)(ii) Superior Court Criminal Rule CrR 2.1(a)(2)

3. JIS Person Business RulesPurpose and Scope • To maintain the accuracy and integrity of the JIS Person Database • To ensure a complete case history for each person recorded on the database These rules apply to all courts using the Judicial Information System (JIS) including appellate courts, county clerks, juvenile departments, limited jurisdiction courts (administration and probation), and superior courts.

4. JIS is a person centered system

5. Key Person Database Concepts • Matching Person exists in JIS • Matching court’s source document? • Use person as case/referral participant • Matching Person does not exist in JIS • Create a new person record • All courts share person records • Duplicate person records result in inaccurate case history

6. Where to start filing a case, in SCOMIS or in JIS? JIS Person Business Rules give the answer.

7. JIS Person Business Rule 1.40Start in JIS for these causes of action & participants. For all other causes, start in SCOMIS. For all other participants, add in SCOMIS.

8. JIS Person Business Rule 1.50Convert to JIS for these causes and participants These causes of action are started inSCOMIS. But these case participants are converted to JIS if a protection-type order is issued.

9. Person Business Rules Online Court Resources > Manuals > Person Business Rules

10. Person Related Tutorials Online

11. Person Database Issues • Thorough Searching • Sharing Addresses • Names and Aliases • Consolidating Duplicate Person Records

12. Searching Thoroughly • Use the Search Name Duplicate (SND) screen effectively • Alpha vsPhonetic searches • Search with PINs • Do not include Address in search criteria • “Less is More”

13. Alpha Search • Assumes all spelling is correct • A partial first name is trouble (Rob vs Robert) • Considers punctuation, special characters, spaces • DOB can assist in search • Using a PIN may return other names or spellings • Default search method for Superior Courts and CLJs

14. Phonetic Search • Exact spelling not required • Can use a diminutive first name (Al vs Albert) but don’t use a partial or single name (Alb vs Albert) • Ignores punctuation, special characters, spaces • If DOB is used, returns names within 13 months • Using PINs will return more possibilities • Default search method for Juvenile Departments

15. Searching for Ron… In JIS there is a person for RON M ABEL. This is how his JIS Person record looks. You have an Information with the name RONALD MARVIN ABEL and a birth date of 01-01-1950

16. Address Wars!

17. Person Business Rules About Addresses • 8.01 Mailing Address Is Required • 8.02 Residence Address Is Optional • 8.03 Use Standard Address Abbreviations And Data Entry Procedures • 8.10 Case Participant Address To Be Kept Current • 8.11 Use Of Person Address Fields Is Restricted • 8.12 Use Address Status Code To Indicate Address Change Reason • 8.13 Use Address Status Code To Flag Inadequate/Undeliverable Address • 8.14 Addresses For Multiple Persons May Be Changed • 8.20 Secretary of State Confidential Address Program • 8.30 When JIS Person Records Without Addresses Are Allowed

18. Why Courts Change “Good” Addresses • Department of Licensing data import • DOL screen scrape returns a residence address • DOL address may be old • Collection Notices, LFO Billing, CLJ Hearing Notices – Need Mailing Address • CLJ Warrants – Need Residence Address • Courts may change correct mailing address to residence address because of Warrant

19. Use the Address History (ADH) screen Record a residential/physical address here. View the history of address changes.

20. Use the Related Address/Phone Change (RAPC) screen Copy Address/Telephone information from one person record to other names in a True/AKA group or in a group of related family members.

21. To Avoid Address Wars • Understand different needs of different courts and court levels • Communicate and Cooperate • Use JIS tools for addresses correctly • Try to comply with Person Business Rules

22. Finding Address Documentation

23. Why do AKA links matter?

24. Person Business Rules About Names • 2.30 Enter Only Individual or Business Names in JIS • 2.40 One Person Name Only Per Individual Field • 5.10 DOL Name Spelling Prevails • 5.20 When Spelling Changes Are Disallowed • 5.30 First and Middle Names May Be Enhanced

25. Person Business Rules about Aliases • 3.20 JIS True Name Shall Match The Source Name • 4.10 Criteria For Creating an AKA • 4.20 AKA Different Name When SID# Matches • 4.30 AKA Different Spelling Of Names • 4.40 and 4.50 AKA Old Name For Name Change

26. Different Name or AKA? • John Jones vs Jack Jones • John A Jones vs John Z Jones • Albert Jones vs Bert Jones • John Jones vs Johnny Jones • John A Jones vs Johnny Jones • Jack Johns vs Jack Johnson • Miss Mary Jane Jones vs Mrs. Mary Jane Smith

27. Finding AKA Documentation

28. Why do duplicate persons matter?

29. NPC consolidates duplicate person records Jones, John A IN 999 99999 Case: 98-1-00001-1 Case: 06-2-00002-2 Jones, John A IN 999 99999 Case: 98-1-00001-1 Case: 06-2-00002-2 Case: 05-3-00003-3 Case: 02-5-00005-5 Jones, John A IN 888 88888 Case: 05-3-00003-3 Case: 02-5-00005-5 Jones, John A IN 888 88888

30. Consolidate duplicate JIS person records with NPC • NPC is similar to the AKA process in that one person record is determined to be the TRUE record. • NPC is different from the AKA process in that no PINs are moved. • NPC is different from the AKA process in that it is case and participant specific.

31. JIS Person Business Rules governing the NPC process: 10.10 Responsibility for JIS person record consolidation 10.20 Consolidate duplicate person records 10.21 Criteria for consolidating person records 10.31 Criteria for correcting case/person links 7.10 Associate PINs with True Name 8.10 Keep addresses current

32. Results of NPC • A Statewide Case/Person Change Audit Report is automatically routed to the court whose case was acted upon. • For a Superior Court case, the SCOMIS Names screen is updated. • For a Court of Limited Jurisdiction case, a case docket entry is made noting the change.

33. Finding NPC Documentation