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Florida Court Clerks & Comptrollers 2015 Fall Conference Records & Information Management
Florida Court Clerks & Comptrollers
2015 Fall Conference
Records & Information Management
Introductions
Format◦ Topic Overview
◦ Case Studies
◦ Questions & Discussion
Courts v Official Records
People – PC’s – Paired
OR System - Vendor – InHouse – Other
Standards & Resources
Redaction is defined by Chapter 119.011(13) F.S.
“Redact” means to conceal from a copy of an original public record, or to conceal from an electronic image that is available for public viewing, that portion of the record containing exempt or confidential information.
Social Security Numbers FS 119.071(5)(a)(5)
Bank Account, Debit, Charge and Credit Card Numbers FS 119.071 (5)(b)
FS 119.0714(2) Court Records
FS 119.0714(3) Official Records
COURT RECORDS ch. 119.0714(2)(e)
“…the clerk of the court must keep social security numbers confidential and exempt as provided for in s. 119.071(5)(a), and bank account, debit, charge, and credit card numbers exempt as provided for in s. 119.071(5)(b), without any person having to request redaction.
OFFICIAL RECORDS ch. 119.0741(3)(a)1.
If such record is in electronic format, on January 1, 2011, and thereafter, the county recorder must use his or her best effort, as provided in paragraph (d), to keep social security numbers confidential and exempt as provided for in s. 119.071(5)(a), and to keep complete bank account, debit, charge, and credit card numbers exempt as provided for in s. 119.071(5)(b), without any person having to request redaction.
Electronic access to Official Records – ch. 28.2221 F.S.
(5)(a) No county recorder or clerk of the court may place an image or copy of a public record, including an official record, on a publicly available Internet website for general public display if that image or copy is of a military discharge; death certificate; or a court file, record, or paper relating to matters or cases governed by the Florida Rules of Family Law, the Florida Rules of Juvenile Procedure, or the Florida Probate Rules.
In-House System w/Redaction Tools
OR Document Business Process◦ Sequence
◦ Responsibility
◦ Coming Soon!
Courts Document Business Process◦ Paper v eRecording
◦ Sequence
◦ Responsibility
◦ VOR
Courts & OR Centralized Processing
Automated w/Manual Review & Acceptance
Workflow – Rules / Candidates◦ Knowledge Base◦ Number Patterns & Masks – Clues – Rules◦ Document Type Review
Viewable on Request (VOR)
Automated? Manual? Combination?
Questions
Other Perspectives?
How is a death certificate redacted, when presented as an attachment?
Volusia
Example:
How are DL Numbers and DOB treated?
Redacted in OR?
Redacted in Courts?
How are archived images maintained?
Microfilm v cd?
Redacted v Native?
Which users are permitted to redact?
All or Designated?
Are redactions tracked/indexed?
Authority?
Requester?
Date?
In what sequence of the business process does redaction happen?
Routine Workflow?
Up Front? End Process? VOR?
Real time v After-the-Fact?
Rule 2.420. PUBLIC ACCESS TO AND PROTECTION OF JUDICIAL BRANCH RECORDS
Rule 2.425. MINIMIZATION OF THE FILING OF SENSITIVE INFORMATION
Florida Statutes – Public Records, Chapter 119
Florida Rules of Court – Court Records, Rule 2.420
PRIA – Property Records Industry Association
Redaction Best Practices adopted 12/10/2014 www.pria.us
Created by PRIA’s Records Access & Privacy Policy Committee
Florida Court Clerks & Comptrollers website – Best Practices > Records > Official Records >
Best Practices Redaction Requests Procedures
Redact Form
BP Exemptions for Public Records Chart www.flclerks.com
Florida Court Clerks & Comptrollers website – Best Practices > Courts >
BP Confidential Judicial Records
Appendix to BP Confidential Judicial www.flclerks.com
BP Electronic Viewing and Release of Court Records
Administrative Orders Supreme Court
AOSC 15-18 & AOSC 14-19 Access Security Matrix www.flcourts.org
Liz Whitaker (Volusia) (386)822-5024 ext 8228 [email protected]
Cindy Guerra (Palm Beach) (561)355-6219 [email protected]
Karene Leworthy (Manatee) (941)741-4007 [email protected]
