02. Scanning Old Documents Q&A
1. When scanning and uploading documents on older cases, for example cases from 2006, will the documents be available to the public since they are uploaded after July 1, 2023? If so, can we as clerks raise the security levels without a judge’s order?
If you are scanning documents and attaching them to a document code from 2006, the filing date would be the 2006 date. Staff should double check the filing date. If you are attaching the document now to an old docket code, it would not be available remotely. However, if you use a date of July 1, 2023 or after as the filing date the document will be available (viewable) publicly.
2. If a modification is filed with the court, the court may scan the old document or judgment on or after July 1st. Will the document show remotely?
When scanning old documents, the original filing date should be used. If the original filing date is before July 1, 2023, or if the security level on the document is a 3 or above, the document will not be available remotely. If the security level of that document is public (security level 1), the document will be available for viewing at the public access terminal.
If you are scanning documents and attaching them to a document code from 2006, the filing date would be the 2006 date. Staff should double check the filing date. If you are attaching the document now to an old docket code, it would not be available remotely. However, if you use a date of July 1, 2023 or after as the filing date the document will be available (viewable) publicly.
2. If a modification is filed with the court, the court may scan the old document or judgment on or after July 1st. Will the document show remotely?
When scanning old documents, the original filing date should be used. If the original filing date is before July 1, 2023, or if the security level on the document is a 3 or above, the document will not be available remotely. If the security level of that document is public (security level 1), the document will be available for viewing at the public access terminal.
3. We still use a hard copy docket sheet. When we scan that sheet after the case is disposed/closed, what dockets code should be use? Do we redact that as well when we scan it?
We would have to look and see what docket code they are currently using when scanning in the docket sheet. If there is personal identifying information or confidential information and the court is filing the document, then the court should be scanning a redacted and an unredacted copy to the case.
We would have to look and see what docket code they are currently using when scanning in the docket sheet. If there is personal identifying information or confidential information and the court is filing the document, then the court should be scanning a redacted and an unredacted copy to the case.
November 16, 2023