Florida Court Clerks & Comptrollers 2015 Fall Conference Records & Information Management

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1 Florida Court Clerks & Comptrollers 2015 Fall Conference Records & Information Management

2 Introductions Format Topic Overview Case Studies Questions & Discussion

3 Courts v Official Records People PC s Paired OR System - Vendor InHouse Other Standards & Resources

4 Redaction is defined by Chapter (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.

5 Social Security Numbers FS (5)(a)(5) Bank Account, Debit, Charge and Credit Card Numbers FS (5)(b) FS (2) Court Records FS (3) Official Records

6 COURT RECORDS ch (2)(e) the clerk of the court must keep social security numbers confidential and exempt as provided for in s (5)(a), and bank account, debit, charge, and credit card numbers exempt as provided for in s (5)(b), without any person having to request redaction.

7 OFFICIAL RECORDS ch (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 (5)(a), and to keep complete bank account, debit, charge, and credit card numbers exempt as provided for in s (5)(b), without any person having to request redaction.

8 Electronic access to Official Records ch 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.

9 In-House System w/redaction Tools OR Document Business Process Sequence Responsibility Coming Soon! Courts Document Business Process Paper v erecording Sequence Responsibility VOR

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12 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)

13 Automated? Manual? Combination? Questions Other Perspectives?

14 How is a death certificate redacted, when presented as an attachment? Volusia Example:

15 How are DL Numbers and DOB treated? Redacted in OR? Redacted in Courts?

16 How are archived images maintained? Microfilm v cd? Redacted v Native?

17 Which users are permitted to redact? All or Designated?

18 Are redactions tracked/indexed? Authority? Requester? Date?

19 In what sequence of the business process does redaction happen? Routine Workflow? Up Front? End Process? VOR? Real time v After-the-Fact?

20 Rule PUBLIC ACCESS TO AND PROTECTION OF JUDICIAL BRANCH RECORDS Rule MINIMIZATION OF THE FILING OF SENSITIVE INFORMATION

21 Florida Statutes Public Records, Chapter 119 Florida Rules of Court Court Records, Rule PRIA Property Records Industry Association Redaction Best Practices adopted 12/10/ 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

22 Florida Court Clerks & Comptrollers website Best Practices > Courts > BP Confidential Judicial Records Appendix to BP Confidential Judicial BP Electronic Viewing and Release of Court Records Administrative Orders Supreme Court AOSC & AOSC Access Security Matrix

23 Liz Whitaker (Volusia) (386) ext 8228 Cindy Guerra (Palm Beach) (561) Karene Leworthy (Manatee) (941)