17. Bonds Q&A
1. What are we supposed to do with bonds that usually have DOB & SSN on them. These are written at the County Jail and/or by Bondsmen.
The currently approved State Judicial Records Committee bond form excludes personally identifiable information. Make sure the jail and bondmen have the correct form. Your court could consider an administrative order raising the security level of those documents.
2. The OSCA bond form has fields for confidential information on it. Who will be responsible for redacting this info before filing? We receive it from the sheriff, but are they technically "the filer?"
Bond forms generated in SMC will not contain personally identifiable information (PII). The form has been modified to remove PII was deployed the evening of June 15, 2023, with the regular monthly deployment.
3. Bond forms from our Police Department and all other police departments that we receive in the mail list their SSN & DOB. Will there be different codes we can scan these into so we (Court) will not need to Redact their info?
Bond forms generated in SMC will not contain personally identifiable information (PII). The form has been modified to remove PII and was deployed on the evening of June 15, 2023, with the regular monthly deployment. The Rule requires that the filer is the one who is responsible for redaction. For example, if the police department is filing the bond. They would be the individual required to redact the document when it’s filed with the court. Your court could consider an administrative order raising the security level of those documents.
4. Is there a way to have bond filings, BCSH, BPERC, BSUR, BROR set at a security level of 3 so the Sheriff will not be required to file redacted copies?
Any requests for changes to the default security level should be submitted to the State Judicial Records Committee.
5. If the court receives a bond that is unredacted, are we supposed to just scan it in as is? I'm not sure law enforcement will take on the responsibility to redact.
The filer is responsible for redacting. Follow your local practice. Your court could consider an administrative order raising the security level of those documents.
6. If our sheriff's department files bond paperwork with SSN, DOB should these include a cover sheet and have a cover sheet as well. Are you creating a new Payment Agreement Form?
If the sheriff department files documents that contain personal identifying information, the department responsible for redacting – follow local procedures. Payment plan request is currently a security level 3.
7. Bond forms in our court are not efiled, they are mailed. Are they supposed to efile bonds?
Law enforcement can get an Agency ID to eFile documents to the courts.
8. If the sheriff office redacts the bond information before sending to the courts. some of that information would be helpful to the courts. Ex: updated address.
2. The OSCA bond form has fields for confidential information on it. Who will be responsible for redacting this info before filing? We receive it from the sheriff, but are they technically "the filer?"
Bond forms generated in SMC will not contain personally identifiable information (PII). The form has been modified to remove PII was deployed the evening of June 15, 2023, with the regular monthly deployment.
3. Bond forms from our Police Department and all other police departments that we receive in the mail list their SSN & DOB. Will there be different codes we can scan these into so we (Court) will not need to Redact their info?
Bond forms generated in SMC will not contain personally identifiable information (PII). The form has been modified to remove PII and was deployed on the evening of June 15, 2023, with the regular monthly deployment. The Rule requires that the filer is the one who is responsible for redaction. For example, if the police department is filing the bond. They would be the individual required to redact the document when it’s filed with the court. Your court could consider an administrative order raising the security level of those documents.
4. Is there a way to have bond filings, BCSH, BPERC, BSUR, BROR set at a security level of 3 so the Sheriff will not be required to file redacted copies?
Any requests for changes to the default security level should be submitted to the State Judicial Records Committee.
5. If the court receives a bond that is unredacted, are we supposed to just scan it in as is? I'm not sure law enforcement will take on the responsibility to redact.
The filer is responsible for redacting. Follow your local practice. Your court could consider an administrative order raising the security level of those documents.
6. If our sheriff's department files bond paperwork with SSN, DOB should these include a cover sheet and have a cover sheet as well. Are you creating a new Payment Agreement Form?
If the sheriff department files documents that contain personal identifying information, the department responsible for redacting – follow local procedures. Payment plan request is currently a security level 3.
7. Bond forms in our court are not efiled, they are mailed. Are they supposed to efile bonds?
Law enforcement can get an Agency ID to eFile documents to the courts.
8. If the sheriff office redacts the bond information before sending to the courts. some of that information would be helpful to the courts. Ex: updated address.
The filer is supposed to submit a redacted copy of the document with either the confidential information on a CRIFS or an unredacted document attached to the CRIFS.
July 13, 2023