1. Presented by Washington State Administrative Office of the Courts JIS Person Database and Business Rules Jan Hickey, JIS Education Services

2. c 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) Authority for the JIS Person Database

3. c JIS Person Business Rules Purpose 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. c JIS is a person centered system

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

7. c JIS Person Business Rule 1.40 Start in JIS for these causes of action & participants. Case Type Charge or Cause CodeParticipant Type Code S1DV chargesDEF, VCT S1Non-DV chargesDEF S2DVP, HAR, FPO, SXP, VAPPET, RSP, FHM, MNR S3CUS, DIC, FJU, MOD, OSC, PPSPET, RSP, FHM, MNR, PAR S5CHNOLD, NEW S5MOD, PAT, PURPET, RSP, FHM, MNR S7ARY, CNS, DEP, DDP, TER, TRUDEP, PAR, FHM, RSP,PET S8DV chargesDEF, VCT, PAR S8Non-DV chargesDEF For all other causes, start in SCOMIS. For all other participants, add in SCOMIS.

8. c JIS Person Business Rule 1.50 Convert to JIS for these causes and participants Case Type Charge or Cause Code S2MER S3DIN, DIS, INV, MDS, MSC, MWA, RIC, ROC, SEP Participant Type Code PET, RSP, FHM, MNR These causes of action are started in SCOMIS. But these case participants are converted to JIS if a protection-type order is issued.

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

10. c Person Related Tutorials Online

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

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

13. c 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. c 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. c 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. c Address Wars!

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

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

20. c 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. c 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. c Finding Address Documentation

23. c Why do AKA links matter?

24. c 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  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. c 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  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. c 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. c Finding AKA Documentation

28. c Why do duplicate persons matter?

29. c NPC consolidates duplicate person records 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 999 99999 Case: 98-1-00001-1 Case: 06-2-00002-2 Jones, John A IN 888 88888

30. c 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. Consolidate duplicate JIS person records with NPC

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

32. c 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. Results of NPC

33. c Finding NPC Documentation