Presented by

Washington StateAdministrative Office of the Courts

JIS Person Database and

Business Rules

Jan Hickey, JIS Education Services

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Judicial Information System Committee Rule 18Specifies records are added to JIS for criminal, juvenile offender, infraction, and juvenile non-offender cases.

RCW 26.50.160Specifies 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 RulesRequire 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

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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.

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JIS is a person centered system

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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

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JIS Person Business Rules give the answer.

Where to start filing a case, in SCOMIS or in JIS?

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JIS Person Business Rule 1.40Start in JIS for these causes of action & participants.

Case Type

Charge or Cause Code Participant Type Code

S1 DV charges DEF, VCT

S1 Non-DV charges DEF

S2 DVP, HAR, FPO, SXP, VAP PET, RSP, FHM, MNR

S3 CUS, DIC, FJU, MOD, OSC, PPS PET, RSP, FHM, MNR, PAR

S5 CHN OLD, NEW

S5 MOD, PAT, PUR PET, RSP, FHM, MNR

S7 ARY, CNS, DEP, DDP, TER, TRU DEP, PAR, FHM, RSP,PET

S8 DV charges DEF, VCT, PAR

S8 Non-DV charges DEF

For all other causes, start in SCOMIS.

For all other participants, add in SCOMIS.

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JIS Person Business Rule 1.50Convert to JIS for these causes and participants

Case Type

Charge or Cause Code

S2 MER

S3 DIN, DIS, INV, MDS, MSC, MWA, RIC, ROC, SEP

Participant Type Code

PET, RSP, FHM, MNR

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.

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Person Business Rules Online

Court Resources > Manuals > Person Business Rules

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Person Related Tutorials Online

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Person Database Issues

Thorough Searching

Sharing Addresses

Names and Aliases

Consolidating Duplicate Person Records

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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”

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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

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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

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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

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Address Wars!

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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

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

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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

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Use the Address History (ADH) screen

Record a residential/physical address here. View the history of address changes.

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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.

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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

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Finding Address Documentation

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Why do AKA links matter?

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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

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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

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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

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Finding AKA Documentation

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Why do duplicate persons matter?

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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

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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

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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

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• 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

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Finding NPC Documentation