Intent:

To develop uniform rules for the management of data processing activities at all court levels.

To ensure the coordination of hardware and software acquisition and system development.

To define the relationship between the Administrative Office and individual courts with respect to data processing support.

To provide guidelines to local courts developing their own systems.

To establish information standards for the courts and other related agencies.

To establish priorities for developmental efforts in court automation.

Applicability:

This rule shall apply to all courts of record.

Statement of the Rule:

(1) The data processing policy governing courts of record shall be established under the direction of the Council through its Technology Committee.

(2) A central data processing staff person shall be available from the Administrative Office to serve the courts of record. The staff person shall follow priorities established by the Committee and shall be directed in developmental efforts by court system user groups established by the Committee. Staff will also seek the guidance of court executives and Boards of Judges with regard to court operations needing automation and to identify data processing requirements of the various courts.

(3) The Administrative Office shall coordinate the acquisition of compatible computer hardware and software in all courts of record. The superannuation of equipment shall be coordinated with the needs of other court locations; and major changes in equipment use will be approved by the Council through its Committee.

(4) Non-state-funded courts.

(A) Courts of record not funded in whole by the State of Utah and which rely upon local government data processing facilities or services provided by private contractors shall submit a program plan to the Committee for prior approval before proceeding with the development or implementation of any data processing systems for the court. The program plan will include but not be limited to the following information:

(i) General statement of need.

(ii) Operations and court functions to be automated.

(iii) Hardware needs (estimated).

(iv) Software needs (estimated).

(v) Timetable for development and implementation.

(vi) Impact statement, if automation does not occur.

(B) Courts relying upon local government and/or private contractors for data processing development, implementation, and maintenance will participate in such projects subject to the following guidelines:

(i) The court will define the parameters of system development and operation as budget will allow.

(ii) Supervision of operation and developmental support staff assigned to the court project will belong to the Court.

(iii) Control and ownership of software developed for court use becomes the property of the court and/or the local government entity. No multi-year license agreements will be entered into by the court.

(5) The Administrative Office will prepare standard data descriptions and edits, logical file structures, and communications procedures and protocols for approval by the Committee. These standards shall be developed in conjunction with other related state and local agencies, and shall ensure that courts and court-related governmental entities can share information in a cost-effective manner.

(6) The Committee will establish plans and priorities for data processing developmental efforts on a periodic basis. These plans and priorities shall be reviewed by the Council and upon acceptance by the Council included in the Annual Plan. Prior to submitting the plans and priorities to the Council, the Committee shall receive input from the following:

(A) the Judicial Council;

(B) the Boards of Judges;

(C) courts users and Steering Committees;

(D) court executives;

(E) local government officials.