What are the changes to the Courts of Limited Jurisdiction (CLJ) Archiving and Destruction process due to the ITG 41 project?

In order to implement ITG 41, AOC will take the following steps:

  1. Discontinue the Courts of Limited Jurisdiction (CLJ) archival process March 4, 2013:
  2. Restore all CLJ cases from archive to active status. March - July 2013:
    • This included approximately seven (7) million cases and has been completed.
  3. Continue to run the existing case destruction process on CLJ cases that are still archived and provide the Destruction of Records Reports (DORR) during this time. March - July 2013.
    • Only cases in archive status can appear on the Destruction of Records Report (DORR) under the current rules.
    • As all cases have been moved to the active tables there will NOT be any that appear on the DORR. 
    • AOC created a new BOXI report "Cases Disposed 3 Years Ago" which is available as of the May 8, 2013 BOXI Release.  The report will identify JIS cases which are eligible to have their paper files destroyed.
  4. Update the Destruction of Records Report (DORR) to run using the Initial Retention Schedule: Began in April 2015 with the pilot courts and completed on October 1, 2015.
    • Add electronically filed tickets (eTickets and VRV violations) to the existing rules.
    • Add SXP and STK cases to the list of cases that never destroy.
    • The new rules will be implemented utilizing pilot courts first.  
    • The Destruction of Records process and updated DORR will be run for all remaining CLJ Courts following the pilot.
    • All cases filed in the parking sub-system follow the Parking case-type rules and are destroyed after 5 years.
  5. A new permanently retain case flag was made available in JIS on October 5, 2015.  When the Destruction of Records process begins using the Final Retention Schedule some non-conviction criminal cases will be deleted from JIS, pursuant to the AOC Retention Schedule Policy approved by the Judicial Information System Committee (JISC) in 2014.  The JISC approved this permanently retain case flag to allow judges to retrain individual cases, if they meet the policy's criteria, regardless of the destruction rules.  The case flag will be available on the Case Disposition (CSD) screen and will be defaulted to No. In order to set the flag to Yes, a judge's initials, reason code, AND a docket entry will be required. See the JIS Online Manuals Case Disposition Recording for more information.
  6. During pre-implementation activities, the project team discovered some additional items that needs to be addressed. As a result, the implementation of the Final Retention Schedule has been delayed and further action will need to be taken by each court. Notification was sent in April 2016, asking courts to analyze reports regarding RCW 10.05.010 Deferred Prosecution (10.05 DP) for cases that need to be marked for permanent retention on the Case Disposition screen (CSD). Also, notification was sent in July 2016, regarding Domestic Violence (DV) cases that need to be flagged correctly in JIS. Courts are required to return a Data Clean-up Change Request (DCCR) form indicating the reports have been processed and/or request that AOC run an automatic program to mark the flag on the applicable cases.
  7. Implement Final Retention Schedule: July 2016 - May 2017 for all CLJ courts.
    The following changes have been made between the Initial Retention Schedule and the Final Retention Schedule:
    • Non conviction criminal cases will be destroyed after 10 years.
    • Non conviction DV criminal and any DV infraction cases will be destroyed after 15 years.
    • Small Claims cases will be retained for 10 years (previously was 5 years).
    • Cases with trust transfers will now be Reported on the DORR as well as listed on the Exception Report.
    • Cases with the last updated timestamp will now be three months in the past, not 12 months in the past. Cases that will never purge according to the Final Retention Schedule will be given a high date (12/31/2099) behind the scenes in JIS. This will assist the DOR process in going faster in the future scheduled runs.
    • The summary totals listed at the bottom of the reports have been changed.
    • Transferred cases with following Finding / Judgment codes will be destroyed after 5 years:
      • BO
      • CV
      • D with reason code of FD
  8. In May 2017, the ITG 41 project completed implementation of changes to the Destruction of Records process. Beginning July 2017, the DOR Process will begin running on scheduled basis and courts should expect to be completed every two to three months. The Destruction of Records Reports and Exception Reports will appear in the court's print domain.

See the bottom of this answer for a link to the Retention Schedules.

For more information, see also:

eService Answer - Changes to the Destruction of Records Report
eService Answer - Changes to the Destruction of Records Exception Report
eService Answer - The Destruction of Records Process May Impact Consolidated Courts (CLJ)
Manual Page Case Disposition Recording - Permanently Retain Case Flag

This eService Answer will be updated as each step in the implementation process is completed or if additional information becomes available.

RN id: 2304