Kentucky

The following press release was received and is shared with all.

However, I have a simple suggestion for records retention.  Ask google (tm) how they are able to keep and preserve the amount of records they do; one plane ticket for one computer person and one legal person to California and the Google office should answer all the questions you would have.

Here's another thought - How about this --- All records scanned and stored at a central repository available to all on-line (for an access fee to cover the cost); and all paper records kept locally for a certain time period consistent with the needs of the public and the Commonwealth with access to the state digital repository at no charge through a computer terminal at each clerk's office in the state with a fee for authenticating and/or printing.

Welcome to the 21st Century.  And although there may be an "issue" regarding charging access to the government records on-line, then all you do is amend the law this next session.

Most offices have (or can have existing equipment upgraded or purchased converting the digital copiers to digital scanners).  The county land records are on-line already in some counties (may be all for all I know).

Also make a decision as to what records are to be scanned digitally if need be. 

Or if on-line access is an issue, then simply pick a paper destruction date and scan/save/store all "destroyed" records after a most liberal retention period.

By the way, did you note that no private attorneys or citizens are on this committee?  Just government lawyers, judges, employees, and officials.  But, the public is welcome to watch next Thursday.

Court Records Retention Committee meeting
Thursday, Nov. 6, 9:30 a.m., Administrative Office of the Courts
Why This is News: The Court Records Retention Committee is considering how the Kentucky court system retains, destroys and archives court records statewide. The CRRC held its first meeting Sept. 4 in Frankfort.

Who: The CRRC members represent those with an interest in the preservation of court records, including judges, attorneys, circuit court clerks and personnel from the Administrative Office of the Courts. The members are Court of Appeals Judge Thomas B. Wine, who chairs the committee; Jefferson County Family Court Judge Patricia Walker FitzGerald; Senior Judge Roger L. Crittenden; District Judge Brandy O. Brown, who serves Clark and Madison counties; Woodford County Circuit Court Clerk Tricia Kittinger; Fayette County Commonwealth?s Attorney Ray Larson; Fayette County Attorney Larry Roberts; Damon Preston, director of the Trial Division of the Kentucky Department of Public Advocacy; Kevin Smalley, manager of the AOC Division of Clerk Services; Jim Columbia, manager of the AOC Division of Records and Statistics; Brian Sudduth, supervisor of the AOC Division of Accessioning; and Barbara Teague, director of the Public Records Division of the Kentucky Department for Libraries and Archives.

What: Chief Justice of Kentucky John D. Minton Jr. formed the CRRC in late August to consider how the Kentucky court system should address records storage across the state. In 1977 the legislature gave the chief justice of Kentucky statutory authority to determine how court records are to be maintained.

The CRRC?s goals are to ensure community safety by keeping records prosecutors need to effectively prosecute individuals who have committed crimes against the commonwealth, to maintain criminal records that citizens may seek to have expunged and to appropriately spend limited state funds with regard to records storage.

The records retention process came to the forefront in late 2006 when the AOC, following current guidelines, destroyed records in Jefferson County. Prosecutors and others called for a change to the records retention policy, maintaining that the destruction of records eliminated information necessary for enhancing the charges of offenders and other significant uses. After a panel recommended changes to the policy, the AOC announced in April 2007 that the destruction of all court records would be halted statewide until the issue could be further reviewed.

When: Thursday, Nov. 6, 9:30 a.m.

Where: Administrative Office of the Courts, Building 12 conference room. The AOC is located at 100 Millcreek Park in Frankfort.

Contact: Jamie Ball, public information specialist, Administrative Office of the Courts, 502-573-2350, jamieball@kycourts.net