Title: IN THE MATTER OF RULES FOR PUBLIC A

State: montana

Issuer: Montana Supreme Court

Document:

co * * PILE

February 19

~ -

mesmo comy PBL SY FON
FILED

IN THE MATTER OF ADOPTING RULES. ) FEB 13 2007
FOR PRIVACY AND PUBLIC ACCESS TO )
COURT RECORDS IN MONTANA. )

In November 2005, this Court’s Commission on Technology (COT) established a
task force (the Task Force) to develop and recommend to the Montana Supreme Court
comprehensive policy and rules to gover electronic access to Montana's Court records.

| ‘The Task Force was instructed to develop its recommendations within the context of two

| fundamental rights guaranteed under Montana's Constitution: the Public's Right to

| Know, Article Il, Section 9, and the Right of Individual Privacy, Article II, Section 10.
‘The COT also directed that the Task Force be interdisciplinary and represent those

 

institutions and persons with the most stake in the policy and rules developed. To that
end, the Task Force was co-chaired by Judy Meadows, State Law Librarian, and Karen
Nelson, Judicial Branch Information Technology Director, and included as its members:

Barb Pepos, Richland County Clerk of the Justice Court; Ed Smith, Clerk of the Supreme

 

Court; Hon, Joe Hegel, District Court Judge, Sixteenth Judicial District; Ian Marquand,

KPAX; Nancy Sweeny, Clerk of District Court, Lewis and Clark County; Hon. Karen

| Orzech, Justice of the Peace, Missoula County; Chris Manos, Executive Director of the
State Bar of Montana; and Beth Brenneman, Montana Advocacy Program.

‘The Task Force met seven times between December 2005 and March 2006 in duly

noticed public meetings. In one or more of those meetings representatives of the courts

| and court administration, the media, and the Freedom of Information Hotline were also

| present. In this series of meetings the Task Force drafted policy and rules based on

guidelines published by the National Center for State Courts and the State Justice

Institute. The policy and rules were, as necessary and appropriate, modified in some

 

Db

007

 
 

jon and its statutory and jurisprudential
3s were presented to the COT on May 15, 2006,
| which unanimously approved the policy and rules forthe Supreme Court's consideration.
‘On May 23, 2006, this Court ordered that the policy and rules be submitted for public
‘comment; and, the comment period having closed on August 23, 2006, we directed that
the Task Force re-visit its recommendations in light of the comments received. That was
accomplished and certain changes tothe recommended policy and rules were made.
We have now considered the Task Force's recommendations, the comments
| received from the public, and, with our thanks and gratitude to the Task Force for is hard
| work and service, we adopt the following order:

| law. The Task Force’s recommendati

 

IT IS ORDERED that the Rules for Privacy and Public Access to Court Records in
Montana (the Rules) attached hereto as Exhi

 

it “A” are adopted. ‘The comments to the
| Rules are not adopted as rules but are provided for interpretational guidance only. The
| Rules shall be effective December 31, 2007, recognizing that certain rules or parts thereof
may become applicable only when the technology contemplated by the rule or part

 

 

IT IS FURTHER ORDERED that a copy of this Order wit the attached Word and
PDF document links be electronically published on the State Bar of Montana website,
hupziwww.montanabarorg, and on the website for the Judicial Branch,
hitp-/Avww.courts.mt.gov, and that a copy of this Order be published in the next available
issue of The Montana Lawyer. We leave ito the diseretion ofthe editor of The Montana
Lawyer whether to publish the actual draft rules in the hard copy of that publication.

 

Persons unable to access these documents electronically may request a paper copy of the
same through the State Law Library, P.O. Box 203004, Helena, MT, 59620-3004 (406-
444-1977) upon advance payment of reasonable photocopying and postage charges.

IT I$ FURTHER ORDERED that the Clerk of this Court give notice of this Order
either electronically or by U.S. mail to the following persons and organizations:

the Clerk of each District Court of the State of Montana;

 
- ~

ceach District Court Judge of the State of Montana;
the Judge of the Workers’ Compensation Court;
the Chief Judge of the Water Court;

the Supreme Court Administrator, who shall serve each of the judges of the Courts
of Limited Jurisdiction and each juvenile probation officer,

the Attorney General for the State of Montana, with the request that he serve each
Jaw enforcement agency or organization that he deems appropriate;

 

 

the chairperson of the Commission on Courts of Limited Jurisdiction;

the Presidents of the Montana Judges’ Association and the Montana Magistrates’
Association;

the Presidents of the Clerk of Court's Association for the Clerks of the District
Courts and the Clerks of the Courts of Limited Jurisdiction;

the Directors of the following Departments, with the request that they serve the
appropriate persons within their Departments: tration; Auditor;
Corrections; Fish, Wildlife and Parks; Justice; Livestock; Public Health and
‘Human Services; Public Instruction; and Transportation;

 

  

the State Appellate Defender and Chief Public Defender;
the Chairperson of the Public Service Commission;

the Legislative Counsel and Code Commissioner;

the President of the University System; the Dean of the University of Montana

School of Law; and the Commissioner of Higher Education, with the request that
they serve the appropriate persons within their institutions;

 

 

the Executive Director of the State Bar of Montana, with the request that he serve
appropriate persons and committees within that organization and that a copy of
this Order be published in the next available issue of The Montana Lawyer;

‘Task Force member Ian Marquand, with the request that he serve appropriate
persons, associations and organizations within the print and broadcast media and
the Freedom of Information Hotline. It is the Court’s hope that the print and
broadcast media will give appropriate coverage to this matter and will publicize

 
 

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the hyperlinks where interested persons may review the rules and commentary;
and

‘Task Force member Beth Brenneman on behalf of the Montana Advocacy
Program,

b
Dated this_\S) “day of February, 2007.

 

 
| Roles for Privacy and Wie Access to Court Records in Montana 5 Commentary

MONTANA SUPREME COURT
‘Access Rules with Commentary

‘TABLE OF CONTENTS

 

 

 

   

| PURPOSE, nnn sone 3
‘SECTION 1,00 - PURPOSE OF THE RULES ond
| WHO HAS ACCESS nannnnnenannnnnennnnnnT
SECTION 2.00 - WHO HAS ACCESS UNDER THE RULES .... a)
ACCESS TO WHAT .... rominmninnninninsnieannmnnimnnnnnnie 8
SECTION 3.00 ~ DEFINITIONS «.-.- sane 8

SECTION 3.10 - DEFINITION OF COURT RECORD

 

SECTION 3.20 - DEFINITION OF PUBLIC ACCESS 0
SECTION 3,30 - DEFINITION OF REMOTE ACCESS sents H
SECTION 3.40 - DEFINITION OF “IN ELECTRONIC FORM" 2
SECTION 4,00 - APPLICABILITY OF THE RULES sens BS
SECTION 4,10 - GENERAL ACCESS RULE . “4

‘SECTION 4.20 COURT RECORDS IN ELECTRONIC FORM PRESUMPTIVELY
SUBJECT TO REMOTE ACCESS BY THE PUBLIC... 16

SECTION 430 REQUESTS FOR BULK DISTRIBUTION OF COURT

RECORDS .. 0

 

‘SECTION 4.40 ~ ACCESS TO COMPILED INFORMATION FROM COURT
RECORDS ~ 19

 

SECTION 4.50~ COURT RECORDS EXCLUDED FROM PUBLIC ACCESS ..

 

SECTION 4.60 - REQUESTS TO PROHIBIT PUBLIC ACCESS TO
INFORMATION IN COURT RECORDS OR TO OBTAIN ACCESS TO
RESTRICTED INFORMATION

 

Page tof 2 February 2007
EXHIBIT A

 

 
WHEN ACCESSIBLE,
SECTION 5.00 - WHEN COURT RECORDS MAY BE ACCESSED

FEES ess

SECTION

SECTION

ales for Privacy andWiblic Access to Court Records in Montana Mf Commentary

 

 

IN 6.00 - FEES FOR ACCESS

IN 7.00 - OBLIGATION OF VENDORS PROVIDING INFORMATION

‘TECHNOLOGY SUPPORT TO A COURT TO MAINTAIN COURT RECORDS.

OBLIGATION OF THE COURT TO INFORM AND EDUCATE

 

‘SECTION 8.00 - INFORMATION AND EDUCATION REGARDING ACCESS

RULES

SECTION
‘ABOUT
SECTION
‘ABOUT

 

 

37

37

NN 8.10 ~ DISSEMINATION OF INFORMATION TO LITIGANTS,
‘ACCESS TO INFORMATION IN COURT RECORDS

IN 8.20 ~ DISSEMINATION OF INFORMATION TO THE PUBLIC
‘ACCESSING COURT RECORDS

SECTION 8.30 - EDUCATION OF JUDGES AND COURT PERSONNEL ABOUT
‘THE ACCESS RULES ...

SECTION

INFORMATION IN A COURT RECORD

IN 8.40 - EDUCATION ABOUT PROCESS TO CHANGE INACCURATE
39

SECTION 8.50 - PROCEDURE TO CORRECT, EXPUNGE, OR UPDATE,
INACCURATE INFORMATION .

FORMS.

SECTION 9.00 - FORMS.

 

 

‘SECTION 9.10 - PETITION FOR COMPILED INFORMATION TO WHICH

PUBLIC

Page 201 2

‘ACCESS HAS BEEN RESTRICTED.

February 2007

37

38

38

 

 
 

‘Rules for Privacy andPblic Access to Court Records ia Montana 3% Commentary

Purpose
Section 1.00 - Purpose of these Rules

‘The purpose ofthese rules is to provide a comprehensive framework for a policy on public
access to court records. These rules provide for access in a manner that:

(a) Maximizes accessibility to court records,
(b) Supports the ole ofthe judiciary,
(©) Promotes governmental accountability,

(@) Contributes to public safety,

(©) Minimizes risk of injury to individuals,

(0) Protects individual privacy rights and interests,

(g) Protects proprietary business information,

(i) Minimizes reluctance to use the court to resolve disputes,
(Makes most effective use of court and clerk of court staf,
(Provides excellent customer service, and

(6) Does not unduly burden the ongoing business ofthe judiciary.

 

‘The rules are intended for 1) litigants 2) those seeking access to court records, and 3) judges and
court and clerk of court personnel responding to requests for access.

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for Public
Access to Court Records

‘The objective of these rules isto provide maximum public accessibility to court records,
‘consistent with constitutional or other provisions of law and taking into account public policy
frests that are not always fully compatible with unrestricted access. Eleven significant public
policy interests are identified. Unrestricted access to certain information in court records could
result in an unwarranted invasion of personal privacy or unduly increase the risk of injury 10
individuals and businesses. Denial of access would compromise the judiciary's role in society,
inhibit accountability, and might endanger public safety.

 

‘These rules star from the presumption of open public accesso court records. In some
circumstances, however, the ight o privacy may require that acess to some records is
restricted. The rules reflect the view that any restriction to access must be implemented ina
‘manner narrowly tailored to serve the interests in open access. The premise underlying these
rules is that court records are open and accessible to the public. Open access serves many public
purposes. Open access support the judiciary in flfiling its roe in our democrat form of
{government and in our society. Open access alo promotes the accountability of the judiciary by
readily allowing the public to moaitor the perfomance ofthe judiciary

Page Sof 2 February 2007

 
 

Roles for Privacy an NPGblic Acces to Court Records in Montana 1 Commentary
‘Section 1.00 (Commentary cont.)
‘Other specific benefits of open court records are further elaborated inthe remaining subsections.

Subsection (a2) Supports the Role ofthe Judiciary. The role of the judiciary is to resolve
disputes, between private partes or between an individual or entity and the government,
according to a set of rules. Although the dispute is between two people or entities, or with the
government, having the process and result open to the public serves a societal interest in having a
set of stable, predictable rules governing behavior and conduct. The open nature of court
proceedings furthers the goal of providing public education about the results in cases and the
evidence supporting them. Another aspect of the courts dispute resolution function is
establishing rights as between parties ina dispute. The decision ofthe cour stating what the
rights and obligations ofthe parties are is as important to the public as to the litigants. The
significance ofthis role is reflected in statutes and rules creating such things as judgment rolls
and party indices with specific public accessibility.

 

Subsection (2X3) Promotes Government Accountability. Open cout reconds provide for
accountability in at least three major areas: 1 the operations ofthe judiciary, 2) the operations of
other overamental agencies, and 3) the enforcement of laws. Open court records allow the
public to monitor the performance of the judiciary and, thereby, hold it accountable, Public
access to court records allows anyone to review the proceedings and the decisions ofthe court,
individually, across eases, and atoss cours to determine whether the cout is meeting its role of
protecting the rule of law, and does so in a cost effective manner. Such access also promotes
srcater public trust and confidence inthe judiciary. Openness also provides accountability for
{governmental agencies that ae parties in court actions, oF whose activities are being challenged
ina cour action, Finally, pen court proceedings and open court records also demonstrat that
laws are being enforeed. This includes civil regulatory laws as wel as criminal laws.

 

‘Subsection (a)(4) Contributes to Public Safety. Open public access contributes to public safety
‘and compliance with the law. Availability of information about court proceedings and outcomes
allows people to become aware of individuals, circumstances or business propositions that may
‘pose a threat to their persons or their property. Open public access to information thus allows
people to protect themselves. Examples ofthis are criminal conviction information, protective
‘order information, and judgments in non-criminal cases. At the same time however, an effort
‘should be made to alert the public of the potentially serious problems that could be brought about
by the reliance upon incomplete information from yet unresolved cases, where allegations have
not been proven,

 

Public safety, physical and economic, is also enhanced to the extent open public access to court
records contributes to the accountability of corporations, businesses and individuals. Court cases
‘re one source of information about unsafe products, improper business practices or dangerous
conditions. Knowing this information is readily available to the public from court records is one
incentive for businesses and individuals to act appropriately. Open access to this information also
allows individuals and businesses to better protect themselves from injury.

 

Page dot 2 February 2007

 
 

Rates fr Privacy an¥MGblic Access Court Records in Montana 3% Commentary

Section 1.00 (Commentary, cont)

‘Subsection (a)(5) Minimizes Risk of Injury to Individuals. Other circumstances suggest
‘unrestricted access is not always inthe public interest. The interes in personal safety can be
served by restricting access to information that someone could use to injure someone else,
physically, psychologically or economically. Examples of actual injury to individuals based on
information obtained from court records include: intimidation of, or physical violence towards,
victims, witnesses, or jurors, repeated domestic violence, sexual assault, stalking, identity theft,
and housing or employment discrimination. While this does not require total restriction of access
10 court records, it supports restriction of access to certain information that would allow someone
to identify and find a person to whom they intend harm, This is an especially serious problem in
‘domestic violence cases where the abused person is secking protection through the court,

Subsection (a\(6) Protects Individual Privacy Rights and Interests. The countervailing public
interest to open public access isthe protection of personal privacy. The interest in privacy is
protected by limiting public access to certain kinds of information. The presumption of public
access isnot absolute. Considerations identified regarding privacy interests include: a specific,
legally protected privacy interest, the reasonableness (personally and objectively) of the
expectation of privacy, the seriousness ofthe invasion of privacy, and the legitimate public
interest in disclosure. Appropriate respect for individual privacy also enhances public trust and
confidence in the judiciary. Its also important to remember that, generally, atleast some ofthe
parties in a court case are notin court voluntarily, but rather have been brought into court by
plaintiffs or by the government. They have not consented to personal information related tothe
dispute being in the public domain. For those who have violated the law or an agreement, civilly
‘or criminally, an argument can be made that they have impliedly consented to participation and
disclosure by their ations. However, both civil suits and criminal cases are filed based on
allegations, soit cannot be presumed that individuals who find themselves in court as a
defendant in a case have acted improperly or wrongly as alleged by plaintiffs or by the
‘government.

For those who have not been charged with violation of the law, civilly or criminally, but are
‘subject to protective actions initiated by the government, such as those subject to involuntary
‘commitments, guardianship or conservatorship proceedings, implied consent to participation and
disclosure could not be similarly argued.

Finally, at times a person whois not a party tothe action may be mentioned in the court record,
‘Care should be taken that the privacy rights and interests of such a “third” person, such a8 a
‘minor involved in child protective proceedings, is not unduly compromised by public access to
the court record containing information about the person.

Subsection (a\7) Protects Proprietary Business Information. Another type of information to
Which access may be restricted is that related to the operations of a business. There may be a
compelling reason to protect trade secrets or other proprietary business information in a
particular ease, Allowing public access to such information could both thwart a legitimate
business advantage and give @ competitor an unfair business advantage. It also reduces the
willingness of a business to use the courts to resolve disputes.

Page Sof 2 February 2007

 
Rules for Privacy and Pic Access to Court Records in Montana WY Commentary

‘Subsection (a8) Minimizes Reluctance To Use The Court To Resolve Disputes. The public
Availabilty of information in the court record can also affect the decision as to whether to use the
Court to resolve disputes. A policy that permits unfettered public access might result in some
individuals avoiding the resolution of a dispute through the court because they are unwilling to
have information become accessible tothe public simply by virtue of it being in the court record.
‘This would diminish access to the courts and undermine public confidence inthe judiciary.
‘There may also be an unintended effect of encouraging use of altemative dispute resolution
‘mechanisms, which tend to be essentially private proceedings. If someone believes the courts are
| not available to help resolve their dispute, there is a risk they will resort to self-help, a response
the existence ofthe cours is intended to minimize because of the societal interest in the peaceful
| resolution of disputes.

|
|

| Subsection (a)(9) Makes Most Effective Use of Court and Clerk of Court Staff. This
| coesderaton relates to how access is provided rather than whether thee is acess, Staff ime is
Fequired to maintain nd provide public access to cout records, I records ae in electronic form,
Test tf time maybe needed to provide public acces. However, there cn be significant costs to
Convert records to clecronie frm inthe ist place and maintain them, Tere may also be
tied cots for cout personne! needed o provide appropriate secriy fr cout databases and 0
prevent hacker frm improperly accessing and altering court dntabases, These atonal aff
Ets may at east partly offset ny savings from iovements in workflow or frm es use
ota time to respond to records requests In providing public access the cour and clerk should
te mindful of Going iin way tht makes mow efecve use of ou and clerk of cur sf.
Use of staff may also be a relevant consideration in entlying the method for limiting access
under seton 4.602) Note thatthe rule doesnot require a cout to convert econ to elecronic
form, nor o make electonic records available remotely

‘The design of electronic databases used by the court is also relevant here. Court records
‘management systems should be designed to improve public access to the court record as well as
10 improve the productivity ofthe court's employees and judges and the clerk's office. What is
the added cost of providing both? The answer to this involves allocation of scarce resoutces as
well as system design issues. Ifthe public can help themselves to access, especially
electronically, less staff time is needed to respond to requests for access. The best options would
‘be to design a system to accommodate access restrictions to certain kinds of information without
court staff involvement (see discussion in Commentary to Section 3.20).

 

Suibsection (a\10) Provides Excellent Customer Service. An access rule should also support
excellent customer service while conserving court resources, particular court staf. Having
information in electronic form offers more opportunities for easier, less costly access to anyone
interested in the information. This consideration relates to how access is provided rather than
whether there is access.

Page 6 of 2 February 2007

 
 

Rates for Privacy nc Accesso Court Records in Monta Sf Commentary

Section 1.00 (Commentary; cont.)

Subsection (aX11) Does Not Unduly Burden The Ongoing Business Of The Judiciary. Finally,
‘an acess rule and is implementation should not unduly burden the cout in delivering its
fundamental service — resolution of disputes. This consideration relates to how access is provided
rather than whether there is access. Depending on the manner of public acess, unrestricted
public acces could impinge on the day-to-day operations ofthe cout. This subsection relates
more to request for bulk access (see section 430) or for compiled information (see section 4.40)
than to the day-to-day, one aa time requests (See section 1.00, subdivision (a}9)). Limited
public resources and high case volume also suggest that courts should not add to their curent
information burden by collecting information not needed for immediate judicial decisions, even
ifthe collection ofthis information facilitates subsequent use ofthe collected information
“Making information available in electronic form, and making it remotely accessible, requires
both staff and equipment resources. Courts receive a large volume of documents and other
‘materials daily, and converting them to electronic form may be expensive. As isthe case with all
public institutions courts have limited resources to perform their work. The interest sated in this
subsection attempts to recognize that acces snot fee that there may be more than ene
approach to providing, or restricting acess, and some appreaches are less burdensome than
others

‘Who Has Access
Section 2,00 - Who Has Access under these Rules

Every member of the public will have the same access to court records as provided in these rules,
subject tothe provisions of section 4.304) and 4.40(¢).

{In the official performance of their duties, the following people or entities, because of thei
employment or relationship to the cour, shall not have their acess restricted under Sections 4.0,
through 4.6:

(a) court or clerk of court employees;
(b) people or entities, private or governmental, who assist the court in providing

court services;

(©) agencies whose access to court records is defined by another statute, rule order
(of policy, and

(@) the parties o a case or their lawyers regarding access to the court recordin their

‘Task Force Commentary and Selected Text from CC}/COSCA Guidelines for Public
Access to Court Records

The point ofthis section isto explicitly state that access is the same forthe general public, the
‘media, and the information industry. Access docs not depend on whois seeking access, the
reason they want the information o what they are doing wit it. The section als indicates what
groups of people are not subject to access restrictions under these rules.

Page 7 of February 2007

 
 

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[Rees for Privacy and Public Access to Court Records in Montana with Commentary
‘Section 3.10 (Commentary. cont)
an automated register of actions, or an index of cases or partis,

‘Subsection (a)(3): The definition of court record includes some information and records
‘maintained by the court ind clerk of cour that is related to the management and.
administration of the court or the clerk's office, as opposed to a specific case. Examples
of this category of information include: intemal court policies, memoranda and
correspondence, court budget and fiscal records, and other routinely produced
administrative records, memos and repors, and meeting minutes. The Commentary to
subsection 4,60(b) discusses restriction of access to drafts and work products related to
court administration or clerk's office administration,

 

‘Subsection (b)(1): This subsection makes it clear thatthe rules apply only to information
related to court judicial proceedings. The types of information described are not court
records, nor is the court responsible for their collection, maintenance, or accessibility. If
the official who also serves as clerk of court has responsibilities for other information and,
records, for example records maintained as clerk and recorder, which do not relate to
specific judicial proceedings, these rules do not apply to these records. The laws and
access policies ofthe agency responsible for gathering and maintaining the information
‘govern access to such information.

‘Subsection (b)(2): The definition excludes information gathered, maintained or stored by
‘other agencies or entities that is not necessary to, or i not part of the basis of, a court's
decision or the judicial process. Access to this information should be governed by the
laws and access policy ofthe agency collecting and maintaining such information. The
ability ofa computer in a court or clerk's office to access the information because the
‘computer uses shared software and databases should not, by itself, make the court records
‘access rules applicable to the information. An example of this is information stored in an
integrated criminal justice information system where all data is shared by law
‘enforcement, the prosecutor, the court, defense counsel, and probation andl corrections
departments. The use of a shared system can blur the distinctions between agency records,
and court records. Under this section, ifthe information is provided to the court as part of
8 case or judicial proceeding, the courts access rules then apply, regardless of where the
information came from or the access rules ofthat agency. Conversely, ifthe information
{is not made part of the court record, the access policy applicable to the agency collecting
the data still applies even ifthe information is stored in a shared database,

  

Section 3.20 ~ Definition of Public Access

“Public access” means that the public may inspect and obtain a copy of the information in
« court record as provided by Montana law.
Page 10 of 2 February 2007

 
 

 

~ ~
Rules for Privacy and Pubic Access to Court Records im Montana with Commentary

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

This section defines “public access” very broadly. The unrestricted language implies that
access is not conditioned on the reason access is requested or on prior permission being
granted by the court. Access is defined to include the ability o obzain a copy of the
information, not just inspect it.The section does not address the form of the copy as
there are numerous forms the copy could take, and more will probably become possible
as technology continues o evolve,

Ata minimum inspection of the court record can be done atthe courthouse where the
record is maintained. It can also be done in any other manner determined by the court
that makes the most effective use of court staff, provides quality customer service and is
least disruptive to the operations of the court ~ that is, consistent withthe principles and
interests specified in section 1.00. The inspection can be ofthe physical record or an
electronic version of the court record. Access may be over the counter, by fax, by
regular mail, by e-mail or by courier. The section does not preclude the court from
‘making inspection possible via electronic means or other sites, ot remotely. It also
[permits a court to satisfy the request to inspect by providing a printed report, computer
disk, tape or other storage medium containing the information requested from the court
record. The issue ofthe cost, if any, must be paid before obtaining a copy is addressed in
section 6.0.

‘The section implies an equality ofthe ability to “inspect and obtain a copy" across the
public. Implementing this equality wil require the cout o address several sources of
inequality of access. Some people have physical impairments that prevent them from
‘using the form of access available to most ofthe public. The Americans with Disabilities
‘Act may requite the court or clerk to provide information in a form that i usable to
‘someone with s disability. Another problem has to do with the existence ofa “digital
divide’ regarding access to information in electronic form. The court should provide
‘equivalent access to those who do nat have the necessary electronic equipment to obtain
access. Finally, there isthe issue of the format of electronic information and whether iis
‘equally accessible to all computer platforms and operating systems. The court should
‘make electronic information equally available, regardless of the computer used to access
the information (in other words, in & manner that is hardware and software independent).

 

 

Another aspect of access isthe need to redact restricted information in documents before
allowing access to the balance ofthe document (see section 4.60 (a) and associated
commentary). In some circumstances this may be quite costly. Lack of, or insufficient,
resources may present the court with an awkward choice of deciding between Funding
‘normal operations and funding activites related to access to court records. As
technology improves itis becoming easier to develop software that allows redaction of
Page 1 of & February 2007

 
 

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[ales for Privacy and Public Access to Court Records in Montana with Commentary
Section 3.20 (Comonentar; cont)

pieces of information in documents in electronic form based on “tags” (such as XML
{ags) accompanying the information. When software to include such tags in documents
‘becomes available and court systems acquire the capability to use the tags, redaction will
become more feasible, allowing the balance of a document to be accessible with litle
effort on the part of the court.

Section 3.30 ~ Definition of Remote Access

“Remote access” means the ability to electronically search, inspect, oF copy information
ina court record without the need to physically visit the cour facility where the court
record is maintained,

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

The objective of defining the term “remote access” in Section 3.30 is to describe a means
of access that is technology neutral. The term is used in section 4.20 regarding
information that should be remotely accessible, The key elements are that: 1) the access
is electronic, 2) the electronic form of the access allows searching of records, as well as
viewing and making an electronic copy of the information, 3) a person is not required to
systems). This definition provides 2 term that is independent of any particular technology
‘or means of access, for example, the Internet or a dial-up system such asthe federal
court's PACERI system. Remote access may be accomplished electronically by any one
(or more of a numberof existing technologies, including dedicated terminal, kiosk, dial
service, or Intemet site. Attaching electronic copies of information to e-mails, and
‘mailing or faxing copies of documents in response toa letter or phone request for
information would not constitute remote access under ths definition

Section 3.40 ~ Defi

 

mn of “In Electronic Form”

Information in a court record that is defined in Section 3.10 includes: (a) electronic
‘representations of text or graphic documents; (b) an electronic image, including a video
image, of a document, exhibitor other thing; (c) data in the fields or files ofan electronic
‘database; or (4) an audio or video recording, analog or digital, of an event or notes in an

"PACER (Public Access to Court Electronic Records) isthe automated case management
information system used by the federal courts to provide information about court cases
that can be accessed remotely by a subscriber.

Page 12 0f 2 February 2007

 
 

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Roles for Privacy and Public Access to Court Records in Montana with Commentary
Section 3:40 (Cont)
electronic file from which a transcrip of an event can be prepared.

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘The breadth of the definition of “in electronic form” makes clear that te rule applies to
information that is available in any type of electronic form. The point of this section is to
‘define what “in electronic form” means, not to define whether electronic information can
bbe accessed or how itis accessed.

‘Subsection (a): This subsection refers to electronic versions of textual documents (for
‘example documents produced on a word processor, or stored in some other text format
such as PDF format), and pictures, charts, or other graphical representations of
information (for example, graphics files, spreadsheet files, etc.

‘Subsection (b): A document might be electronically available as an image of a paper
{document produced by scanning, or another imaging technique (but not filming or

icrofilming). This document can be viewed on a screen and it appears as a readable
document, but itis not searchable without the aid of OCR (optical character recognition)
applications that translate the image into a searchable text format. An electronic image
‘may also be one produced of a document or other object through the use of a digital
‘camera, for example in a courtroom as part of an evidence presentation system,

   

Subsection (c): Montana cours are increasingly using case management systems, data
‘warehouses or similar tools to maintain data about cases and cour activities. The rule
applies equally to this information eventhough itis not produced or available in paper
format unless a report containing the information is generated. This section, as well as
subsection (a), would also cover files created for, and transmitted through, an eletonic
filing system for court documents,

‘Subsection (): Evidence ean be in the form of audio or videotapes of testimony or
events. In addition audio and video recording. electronic recording and computer-aided
transcription systems (CAT) using court reporters are increasingly being used to capture
the verbatim record of court hearings and trial.

Section 4.00 - Applicability of the Rules
‘These rules apply to all court records, regardless of the physical form of the court record,

the method of recording the information in the court record or the method of storage of
the information in the court record,

Page 13 0 2 February 2007

 
 

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Roles for Privacy and Public Access to Court Records ia Montana with Commentary

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘The objective ofthis section i to make it clear thatthe rules apply to information in the
court record regardless of the form in which the information was created or submitted 10
the court, the means of gathering, storing or presenting the information, or the form in
which itis maintained. Section 3,10 defines what is considered to be part of the court
record, However, the materials that are contained in the court record come from a variety
of sources. The materials are offered and kept in a variety of forms. Information in
electronic form exists ina variety of formats and databases and can be accessed by &
variety of software programs. To support the general principle of open access, the
application of the policy must be independent of technology, format and software and,
instead, focus on the information itself,

Overview of Section 4.00 Provisions

‘Three categories of information accessibility are created inthe following sections of the
rules. The first reflects the general principle that information in court records is generally
‘presumed to be accessible (section 4.10). Second, there isa section that indicates what
information should be accessible remotely (section 4.20), Following these provisions are
sections on bulk release of electronic information (section 4.30) and release of compiled
information (section 4.40). A fifth category identifies information prohibited from public
access because of overriding privacy or other interests (section 4.50). Finally, having
defined what information is accessible and not accessible, there isa section that indicates
how to request the prohibition of access to information generally accessible, and how to
‘gain access to information to which public access is prohibited (section 4.60).

 

Section 4.10 — General Access Rule

(@) Information in the court record is accessible tothe public except as prohibited by
section 4.50 or section 4.60(a).

(b) There shall be a publicly accessible indication ofthe existence of information ina
court record to which access has been prohibited, which indication shall not
disclose the content ofthe information protected.

(©) Alocal court may not adopt a more restrictive access policy or otherwise

restrict access beyond that provided for in these rules, nor provide greater access
than that provided for in these rules.

Page 14 of 42 February 2007

 
 

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Rules for Privacy and Public Access fo Court Records in Montana with Commentary

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

Subsection (a) states the general premise that information in the court record will be
publicly accessible unless access is specifically prohibited, There are two exceptions
‘noted, One exception is information in the court record that is specifically excluded from
public access by section 4.50. The second exception provides for those individual
situations where the court orders a part of the record to be restricted from access pursuant
to the procedure set forth in section 4.60(a).

‘The provision does not require any particular level of access, nor does it require a court to
provide access in any particular form, for example, publishing court records in electronic
form on a web site or dial-in database. (See section 4.20 on information that a court
should make available remotely.)

‘The provision, by omission, reiterates the concept noted inthe commentary to section.
2,00 that access is not conditioned on proper use, nor is the burden on requestors to show
they are entitled to access. Subsection (b) provides a way for the public to know that
information exists even though public access tothe information itself is prohibited. This
allows a member of the public to request access to the restricted record under section
4.60{b), which they would not know to do ifthe existence ofthe restricted information
‘was not known. Making the existence of restricted information known enhances the
accountability ofthe court. Hiding the existence of information not only reduces
‘accountability, it also erodes public trust and confidence in the judiciary when the
ccxistence ofthe information becomes known.

In addition to disclosing the existence of information that isnot available, there is
value in indicating how much information is being withheld. For many redactions this
‘could be as simple as using “placeholders,” such as gray boxes, when characters or
rnumbers are redacted, or indicating how many pages have been excluded if part or all of,
1 document is not accessible, Providing this level of detail about the information
‘contributes to the transparency and credibility of the restriction process and rules.

 

‘There are two situations where this policy presents a dilemma. One is where access is
restricted to an entire document and the other concerns a case where the entire file is
‘ordered sealed. This section requires the existence ofthe sealed document oF file to be
public, The problem arises where the disclosing of the existence of a document or case
involving a particular person, as opposed to some of the information inthe court record,
reveals the very information the restriction order secks to protect. One example would be
the ttle of a document in a register of actions which describes the type or nature ofthe
information to which access restrictions is being sought. These problems can be avoided,
to some extent, by using a more generic description in the caption of a document, using &

Page 15 of 2 Febreary 2007

 

 
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[Rls for Privacy and Public Access to Court Records in Montana with Commentary
‘Section 4.10 (Commentary, cont)

pseudonym, or some other unique identifier instead of the party's full or real name. This
section requires disclosure ofthe existence of sealed information in the interest of a more
‘open judicial record.

 

Section 4.10 (c) is provided for in the rules to promote consistency and predictability
‘across courts; it also furthers equal access to courts and court records

Section 4.20 — Court Records in Electronic Form Presumptively Subject to
Remote Access by the Public

‘The following information in court records should receive the highest priority for remote
‘access by the public if available in electronic form, unless public access is restricted
‘pursuant to sections 4.50 or 4.60(a):

Litigan/party indexes to cases filed with the court;
istings of new case filings, including the names of the parties;

Register of actions showing what documents have been filed in a case;
Calendars or dockets of court proceedings, including the case number and
caption, date and time of hearing, and location of hearing:

ce. Judgments, orders, or decrees in a case and liens affecting title to real property

  

aege

 

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘Several types of information in cour records have traditionally been given wider public
distribution than merely making them publicly accessible at the courthouse, Task force
‘members agreed thatthe types of information listed in Section 4.20 should receive the
highest priority for automation and remote access.

‘The summary or general nature ofthe information is such that there is litle risk of harm
‘to an individual or unwarranted invasion of privacy or proprietary business interests,

 

‘While not every court, or every automated system, is capable of providing this type of
access, courts are encouraged to develop the capability to do so. The listing of
{information that should be made remotely available in no way is intended to imply that
‘other information should not be made remotely available. Some court's automated
systems may also make more information available remotely to litigants and their lawyers
‘than is available to the public, but this is outside the scope of these rules

    

 

Page 16 0 February 2007

 

 
Rules for Privacy nnd Public Access te Court Records in Montana with Commentary
Section 420 (Commentary. cont)

Making certain types of information remotely accessible allows the court to make cost
effective use of public resources provided for its operation. Ifthe information is not
available, someone requesting the information will have to call the court or come down to
‘the courthouse and request the information. Public resources will be consumed with court
staff locating case files containing the record or information, providing it to the requestor,
and returning the case file to the shelf. IF the requestor can obtain the information
‘remotely, without involvement of court staff there will be less use of court resources.

In implementing this section a court should be mindful about what specific pieces of
information are appropriately remotely accessible. Care should be taken thatthe release
of information is consistent with all provisions ofthe access rules, especially regarding
‘petsonal identification information. For example, the information remotely accessible
should not include information presumptively excluded from public access pursuant to
section 4.50, prohibited from public access by court order pursuant to 4.60(a).

Subsection (e): One roe ofthe judiciary in resolving disputes isto state the respective
Fights, obligation and interests ofthe partis tothe dispute. This declaration of rights,
obligations and interests usually isin the form ofa judgment or other type of final order.
Judgments or final orders have often had greater public accessibility by a statutory
‘quirement that they be recorded ina “judgment rll” or some similar practice. One
reason tis is done is to simplify pubic access by placing all such information in one
place, rather than making someone step through numerous individual case files to find
them Recognizing such practices, the policy specifically encourages this information to
be remotely accessible if in electronic form.

 

‘There are circumstances where information about charges and convictions in criminal
ceases can change over time, which could mean copies of such listings derived from court
records can become inaccurate unless updated. These circumstances suggest that there be
disclaimer associated with such information, and that education about these possibilities
be provided to litigants and the public.

Section 4.30 — Requests for Bulk Distribution of Court Records

Bulk distribution is defined asthe distribution of all, ora significant subset, of the
information in court records, as is and without modification or compilation.

(@) Bulk distribution of information inthe court record is permitted for court records
that are publicly accessible under section 4.10 and not prohibited by state law.

(©) A request for bulk distribution of information not publicly accessible can be
‘made to the court where the identification of specific individuals is ancillary

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‘Rules for Privacy and Public Access to Court Records ia Montana with Commentary
Section 430 cont)

(©) tothe purpose of the inquiry. Prior to the release of information pursuant to
this subsection the requestor must comply with the provisions of section
4.40(0),

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

“This section addresses requests for large volumes of information in court records, as
“opposed to requesting information from a particular case or reformulated information
from several eases (see section 4.40). The section authorizes bulk distribution for

formation that is publicly accessible. I also sets out a method of requesting bulk
distribution of information to which public access is restricted.

“There are advantages to allowing bulk access to court records. Allowing the public to
‘obtain information from court records from a third party may reduce the number of
requests to the coun for the records. Fewer requests mean less court staff resources
devoted to answering inquiries and requests. However, there are costs associated with
‘making the records available, There may also be technology, as well as cost, issues in
providing bulk distribution of information. For example, a court's systems may not be
fable to identify and separate publicly accessible information from restricted information
in creating a copy of information for bulk distribution. Permitting bulk distribution of
information in this circumstance assumes providing the data will not interfere with the
‘normal operations ofthe court. There is also the ‘cost’ of reduced public confidence in
the judiciary from the existence of inaccurate, stale or incorrectly linked information
available through thied parties but derived from court records.

In allowing bulk data to be disseminated a court should be mindful not to gather
information that it does not need to fulfil its judicial role, even if those requesting bulk
information are interested in obtaining this information

Subsection (a). Bulk transfer is allowed for information that is publicly accessible under
these rules, however, task force members noted that § 26-109, MCA prohibits public
agencies from distributing or selling for use as a mailing list any list of persons without
first securing the permission of those on the list; and that a list of persons prepared by the
‘agency may not be used as a mailing list except by the agency or another agency without
first securing the permission of those on the list. There is no constitutional or other basis
for providing greater access to bulk requestors than tothe public generally, and this
section implies there should be no less access. Consistent with section 3.20, public
access, including bulk access, is not dependent upon the reason the access is sought or the
proposed use of the data. Court information provided through bulk distribution can be
‘combined with information from other sources. Information from court records may be

Page 18 of 2 February 2007

 
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Rules for Privacy and Public Access to Court Records in Montana with Commentary
‘Section 4.20 (Commentary, cont.)

linked with other information and may be used for purposes that are unrelated to why the
information was provided to the court inthe first place.

It's significant to note that transferring information in the court record into databases that
are then beyond the court's control creates the very real likelihood thatthe information
‘will, overtime, become incomplete, inaccurate and stale, or contain information that has
been removed from the court's records. Keeping information distributed in bulk current
‘may require the court to provide “refreshed” information on a frequent, regular and
periodic basis, This may raise issues of availability of court resources o do this.
‘Although creating liability or penalties on the third party information provider might
reduce the risk of stale or incorrect information being distributed, meeting this standard
still requires the court to provide updated and new information on a frequent basis.

 

‘A particular problem with bulk distribution of criminal conviction information has to do
‘with expungement policies, f the intent of an expungement policy isto “erase” a
conviction, the public policy may be impossible o implement ifthe information is
already in another database asa result of a bulk transfer of the information, An approach
‘needs to be devised that accommodates expungement and bulk distribution. Potential
mass access to electronic court information further highlights the question ofthe accuracy
of the courts records. This is particularly important for databases created by court or
clerk of court employees. The potential for bulk distribution ofthe information ina court
database will require courts and cletks to be even more vigilant about both the accuracy
of their databases and the timeliness of entering information into them.

‘Section 4.40 ~ Access to Compiled Information from Court Records

(a) Compiled information is that information that is derived from the selection,
aggregation or reformulation by the court of some of the information from more
than one individual court record.

(b) Any member ofthe public may request information compiled by the cour. This
‘compiled information must consist solely of information that is publicly
accessible, information that is not already available pursuant to section 4.20 or in
‘an existing report, and information that can be compiled through reasonable
efforts based on curently available resources and technology. The court may
delegate to its staff or the clerk of court the authority to make the initial
{determination as to whether to provide compiled information or to provide bulk
distribution of the requested information pursuant to section 4,30, and to let the
requestor, rather than the court, compile the information.

 

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Roles for Privacy and Public Access to Court Records in Montana with Commentary
Section 440 (Cont)

(©) Compiled information that includes information to which public access has been
restricted may be requested by any member of the public pursuant to Section 4.60.
"The request shall be made on the form Petition for Compiled Information to
Which Public Access has been Restricted at Section 9.00 of these Rules, and shall
include a verified declaration that:

1) identifies what information is sought,

2) explains provisions for securing the protection of any information
requested to which public access is restricted or prohibited, and

3) states that while the information contained in the compiled data may be
synthesized, summarized or reformatted for scholarly or journalistic
purposes, the data itself will not be sold, published or otherwise
disseminated.

 

(@) the request is granted, the court may make such additional orders as may be
needed to protect information to which access has been restricted or prohibited

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘This section authorizes access to compiled information. The section describes how the
‘compiled information is requested, the requirements for obtaining compiled information,
and possible limitations on using the information,

‘The primary interests served by release of compiled information are supporting the role
of the judiciary, promoting the accountability of the judiciary, and providing public
‘education regarding the judiciary. Compiled data allows analysis and comparison of court
decisions across cases, across judges and across courts. This information can also educate
the public about the judicial process. It can provide guidance to individuals inthe conduct
of their everyday life and business. Although some judges may have legitimate concems
about misuse of compiled data, for example in comparing the decisions of judges, such an
Analysis is one approach to monitoring the performance of the judiciary.

 

Compiled data also allows the study ofthe effectiveness of the judiciary and the laws
‘enforced in courts, For example, the studies of delay reduction leading to improved case
management and faster case processing times were based on analysis of compiled data
from thousands of cases in over a hundred courts across the country. In allowing
compiled data to be disseminated a cour should be mindful not to gather information that
it does not need to Fulfill its judicial role, even if those requesting compiled information
are interested in obtaining this information.

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[Roles for Privacy and Public Access to Court Records in Montana with Commentary
Section 440 (Commentary cont)

Subsection (a) provides a definition of compiled information. Compiled information is
different from case-by-case access because it involves information from more than one
case. Compiled information is different from bulk access in that it involves only some of
the information from some cases and the information has been reformulated or
aggregated; i is not just a copy of al the information inthe court's records. Essentially
‘compiled information involves the creation of a new court record. In order to provide
‘compiled information a court generally must write a computer program to select the
‘specific cases or information sought in the request, or otherwise use Court resources to
identify, gather, and copy the information.

Generating compiled data may require court resources and generating the compiled
information may compete with the normal operations of the court for resources, which
‘may be a reason for the court not to compile the information. It may be less costly for the
‘court and less ofan impact on the court to, instead, provide bulk distribution of the
requested information pursuant to section 4.30, and let the requestor, rather than the
‘court, compile the information.

Subsection (b) addresses requests for information that is publicly available, Since public
‘esourees are used in responding to the request, the question for the court is whether
responding meets criteria established by the court for providing such information, and
whether the court will choose to expend available resources on the request

‘The reference in section 4.40(0) to section 4.20 and existing reports is intended to limit
the section's application to requests for compiled data that are not already routinely
prepared and made public, Party name indices, ot a screen that reports the results of a
‘name search of either civil or eriminal cases, are examples of compiled information that
already exist

 

Section 4.40(c) addresses requests for information that is not publicly accessible. Since
the information is not publicly accessible, the section provides for protections of the
restricted information,

‘The exception for “journalistic purposes” in subdivisions 4.40(c) is included as @
‘recognition that what journalism sells is information, and prohibiting a journalist from
selling the information may defeat the purpose of providing the information to the
{journalist in the first place.

‘Subdivision 4.40(¢) further identifies possible provisions for preventing improper
disclosure of restricted oF prohibited information. A state or individual court's policy

‘might also consider a requirement of a nondisclosure agreement that includes injunctive
relief and indemnities for improper disclosure. In order to get a court order releasing the

Page 21 of 42 February 2007

 

 
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Rules for Privacy and Public Access to Court Records in Montana with Commentary
Section 440 (Commentary cont.)
information the appropriate nondisclosure agreement must be signed by the requestor.

The enforcement of restrictions on the use of dissemination of information provided
presents additional issues that the courts must address, One option is for courts to refuse
to continue supplying compiled data to a certain organization, or on a certain subject, if
abuses occur, Another option is to create or strengthen, penalties for the release of,
information to which access is restricted under these rules.

‘The distribution of both publicly accessible and protected data also presents ancillary
issues. Analysis ofthe data without a full understanding of the meaning of the data
‘elements or codes used, of without a full understanding the limitations ofthe data, can
result in conclusions not substantiated by the data. To some extent this can be addressed
by explanatory information provided with the transmittal ofthe compiled information

 

‘Another concem arises with release of compiled data in electronic form. This is the
‘result ofthe nature of electronic records, which are an atypical subset of data from all
‘court records. As electronic versions of information become more available, skewing
arises between what is available in electronic form, versus paper form. Compiled data
from the electronic record may, therefore, not be representative ofall cases. The fact that
‘very litte information prior toa certain date is available in electronic form could also
cause significant skewing. If historical records are not scanned or otherwise converted
into electronic form, the electronic records will only be recent cases or newer information
in older cases. There are no obvious ways to avoid this problem, assuming the cost of
producing electronic versions of al existing records is prohibitive.

 

Finally, an extracted set of information is a snapshot of the information, whereas the
database from which the information is extracted is dynamic, constantly changing and
growing.

Section 4.50 ~ Court Records Excluded from Public Access

‘The following information in a court record is not accessible to the public:

(a) Information that is not to be accessible to the public pursuant to state law; and

(b) Information that is not to be accessible to the public pursuant to federal law.

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Rules for Privacy and Public Access to Court Records in Montana with Commentary
Section 4.50 (Cont)
(©) The following information is not available without leave of the court:

(1) Complete social security numbers;

2) Complete financial account numbers;

G) Fall names of minor children, unless state law requires a child's name to
be accessible to the publi

(4) Full bith dates of any person.

 

 

(4) Itis the responsibility ofthe filing party to comply with these rules to protect
private information,

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

“The objective ofthis section is to identify those categories of information to which public
‘access will be prohibited. The concept ofthe section is that for certain types of
information an existing statute, rule or case law expresses a policy determination, made
by the Legislature or the judiciary, thatthe presumption of public access has been
‘overcome by an individual's right to privacy, and that the prohibition of public access
applies on a categorical, as opposed to a case-by-case, basis,

 

“The section suggests two possible sources of restrictions on access to information. The
first is state law. ‘The following commentary provides several lists of categories that are
‘currently found in state statute, rule or case law. The second source is federal law,
although there are few, if any, such limitations. The inclusion of the various federal laws
in the Commentary that do restrict the distribution of some information, but have not
‘been found to apply to the distribution of court records, is intended to provide court
administrators with a convenient resource to ensure that administrators have an accurate
understanding of those federal laws so misapprehension ofthese provisions will not be an
‘obstacle tothe efficient and appropriate release of court records,

  

‘Subsection (a) - State law: Information that is not accessible to the public pursuant to
‘State law generally falls into two categories. First are case types where the records of the
‘entire court proceedings are presumptively sealed. These are:

1. Child Abuse and Neglect Proceedings and Proceedings Brought to Terminate
Parental Rights Based Upon Abuse or Neglect of the Child. All court records pertaining
to actions taken under Title 41, Chapter 3 are not open for public inspection unless the
‘court “finds disclosure to be necessary forthe fair resolution of the issue before it.” § 41-
3-205 (2), MCA;

 

 

ge 23 of 2 February 2007

 
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Rules for Privacy and Public Access te Court Records in Montana with Commentary
‘Section 4.50 (Commentary cont.)

2. Involuntary Commitment Proceedings pursuant to Title $3, pat 21, Mental
Iiiness. Court records in these matters must be sealed five days prior to release of,
respondent and only opened for “\good cause shown.” § 53-21-103, MCA,

3, Minor’s names, State law requires the disclosure of a minor's identity in some
‘circumstances, Disclosure may be required pursuant to a specific statutory mandate or
pursuant toa statutory provision applicable to both adults and minors where disclosure is
fequired and no exception forthe disclosure of a minor's identity has been established,
Examples of such provisions are the traffic regulation laws. See generally Title 61,
Chapter 8, MCA. In those situations where state law does not require the disclosure of
‘minor's names, the task force suppor the use of fictitious names to refer to minors
‘whose names would otherwise be included in court records accessible to the public, such
as victims or witnesses, We agree that the use of initials to accomplish this purpose,

ven Montana's modest population, does not accord the privacy warranted in these
situations.

 

4. Formal Youth Court Records. These records are physically sealed on the youth's
18th birthday, or, in cases where “jurisdiction of the court or any agency is extended
beyond the youth's 18th birthday, the records” are sealed when the extended jurisdiction
hhas ended. § 41-5-216 (1), MCA. Prior to this time, these records are

‘open to public inspection, except forthe “social, medical and psychological records,
‘Youth assessment materials, predispositional studies and supervision records of
‘robationer"-which may be accessed only by those designated in § 41-5-215 (2), MCA

However, medical records, fingerprints, DNA records, photographs, youth traffic
records, or “records in any case in which the youth did not fulfill all requirements of the
‘courts judgment or disposition” as well as records identified in § 42-3-203, MCA, and

'§ 45-5-624 (7), MCA are exempt from these sealing provisions. § 41-5-216 (4), MCA:

 

5, Informal Youth Court Records. Informal youth court records must aso be
physically sealed on the youth's 18th birthday, or, if jurisdiction has been extended, they
must be sealed when the jurisdiction has ended. § 41-5-216 (7), MCA.

However, these youth records may only be inspected by youth court personnel prior to
the youth's 18th birthday, and only when there is a new offense;

 

6. Conciliation Court Proceedings. All district court hearings or conferences under
this chapter shall be closed unless opened to inspection by partes or counsel upon
judicial order. §40-3-116, MCA.

7, Parentage Proceedings. All hearings or trials held under Title 40, part 6 must be
held in closed court without admittance of any person other than those necessary to the

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Rules for Privacy and Public Access te Court Records in Montana with Commentary
Section 480 (Commentary, cont.)
action, All records other than the Final judgment are only subject to inspection by

‘Consent of court and al interested persons or in exceptional cases, only upon an order
“for good cause shown.” § 4046-120, MCA;

 

8, Adoption Proceedings. All papers and records concerning adoption “must be kept
fs apermanent record of the court and must be withheld from inspection,” and may only
be distributed pursuant toa court order when good cause is shown, pursuant tothe state
statutory provisions regarding the collection of vital statistics or for purposes of child
Support enforcement and other narrow circumstances provided within Title 42, Chapter 6,
part 1. § 42-6-101, MCA;

9, Proceedings Regarding the Abuse or Neglect of Elderly Persons and Persons with
Developmental Disabilities. All actions presumed confidential and not released to public
unless by court order or action of law. § 52-3-813, MCA:

10. Proceedings Under Parental Notice of Abortion Act. This statute has been
‘enjoined from enforcement by the First Judicial District Court of Montana. A minor
petitioning to judicially bypass parental notification must be provided the option of using
§ pseudonym or initials and all documents related tothe petition are confidential and are
‘not available tothe public. § 50-20-212(3), MCA:

11, Guardianship and Conservatorship Proceedings. Such proceedings must be
closed if requested by the person alleged to be incapacitated or his or her counsel. § 72-
5-315 (4), MCA:

12. Grand Jury Proceedings. Courts “shall order a hearing on matters affecting a
‘grand jury proceeding to be closed.” § 46-11-307, MCA. Disclosure of these

{s limited and generally may not be made to the public unless authorized by
the district court, § 46-11-317, MCA;

13, Investigative Subpoena Proceedings. These proceedings are subject to the same
secrecy and disclosure provisions as grand jury proceedings. § 46-4-304 (2), MCA:

14, Dissolution of Marriage, Criminal Conversation or Seduction. Courts are
authorized to exclude everyone from the courtroom except the officers of the court, the
pasties, their witnesses, and counsel forthe trial of any issue of fact in these proceedings,
§3-1-313 2), MCA;

15. Supervision Proceedings by Insurance Commissioner. All records of the
proceedings of actions taken under § 33-2-1321 and § 33-2-1322 are to be confidential,
lunless the district court orders otherwise, § 33-2-1323, MCA.

Page 25 0f 42 February 2007

 

 
 

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Ras for Privacy and Public Access to Court Records in Montana with Commentary
Section 450 (Commentary, cont)

‘The Second category is information contained in court records that are not sealed, which
state law recognizes as sufficiently private to prohibit public access:

1. The address, telephone number, or place of employment of a victim of a criminal
offense ot a member ofthe victim's family if the victim requests confidentiality, unless
this information “is of the location of the crime scene" or disclosure of this information
“is required by law, is necessary for law enforcement purposes, or is authorized by a
district count upon a showing of good cause,” § 44-5-311 (1), MCA;

 

2. Allinformation identifying the victim of certain sexual crimes, unless that
information “is of the location of the crime scene” or the disclosure of this information
“is required by law, is necessary for law enforcement purposes, or is authorized by &
district count upon a showing of good cause.” § 44-5-311 (3), MCA, These crimes are
sexual assault, § 45-5-502, , sexual intercourse without consent, § 45-5-503, MCA,
indecent exposure, § 45-5-504, MCA, and incest, §45-5-507, MCA;

 

3. Addefendant’s DNA information disclosed during a criminal proceeding. §§ 44-6-
106, 108, MCA;

4. Videotapes that are part ofthe record in cases involving sexual offenses.
‘Videotapes “which are part of the court record are subject to a protective order of the
court forthe purpose of protecting the privacy of the victim.” § 46-15-403, MCA;

 

5. Pre-sentence investigation reports, pursuant to § 46-18-113, MCA;

6. Notice by prosecutor of other crimes, wrongs or acts. Notice must be filed and
sealed until the time of trial or until a plea of guilty or nolo contendere is entered by the
defendant. § 46-13-109 (3), MCA;

7. Confidential criminal justice information. Dissemination of confidential criminal
Justice information is restricted to criminal justice agencies, to those authorized by law to
receive it, and to those authorized by court order upon a writen finding thatthe demands,
of individual privacy do not clearly exceed the merits of public disclosure. § 44-5-303,

MCA;

 

8. Will filed with court, A will filed with the court must be sealed and kept
‘confidential during the testator's lifetime. § 72-2-535, MCA;

9. Writs of attachment, ‘The fact ofthe filing of the complaint or the issuing of such
attachment cannot be disclosed to the public until after the filing of return of service of
attachment. § 27-18-111, MCA:

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Rules for Privacy and Public Access te Court Records in Montana with Commentary
Section 4.50 (Commentary cont)

10, Medical information provided for marriage license, All medical certificates,
laboratory statements and reports and information provided pursuant to 40-1-203 through
40-1-209 are confidential and may not be disclosed to anyone other than state or local
health officials. § 40-1-208, MCA;

11, Confidential information in certificate of marriage or dissolution of marriage.
Disclosure of confidential information in certificate of marriage or dissolution of
‘marriage for statistical purposes is prohibited unless disclosure is specifically authorized
by law for statistical or research purposes or unless ordered by a court. § 50-15-121 (6),
MCA;

12, Confidential information in birth records. Disclosure of “confidential
information” in birth records for medical or health use is prohibited unless disclosure is
specifically authorized by law for statistical or research purposes or unless ordered by a
court. § $0-15-121 (6), MCA.

 

Subsection (b) Federal Law: There are several types of information that are commonly,
itincorreetly considered tobe protected from public disclosure by federal law.

Although the laws or regulations may prohibit a federal agency, federal employees, or
‘certain otber specifically designated parties from disclosing certain information, the
‘prohibitions generally do not extend to disclosure by state courts where the information
has become a part ofthe court record. Parties should take note that these federal laws or
regulations may apply to them when they introduce restricted information onto the court
recor, which may require the individuals to request the court to restrict access under
sections 4.50 or 4.60(a). Each category is discussed below.

‘Social Security Numbers. Although there may be restrictions on federal agencies
disclosing Social Security Numbers (SSNs), they do not apply to state or local agencies
‘such as courts. One provision of the Social Security Acts does bar disclosure by state and
local governments of SSNs collected pursuant to any law enacted on or after October 1,
1990, 42 U.S.C. § 405(¢)2C\viiXD. Assuming the section is applicable to state courts
‘(here is some question about tis) it would only apply to laws authorizing courts to
collect SSNs that were adopted after this date. One possible example of this may be the
Jaw passed in the mid 1990s to facilitate child support collection that requires inclusion of
SSNs in orders granting dissolution of marrage, establishing child support or
determining paternity. 42 U.S.C. § 405(¢\2XCVGi). There does not appear to be any
‘consensus as to whether the non-disclosure provision applies to, or is superseded by, the
‘newer collection requirement.

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Roles for Privacy and Public Access to Court Records in Montana with Commentary

‘Section 450 (Commentary cont)

Federal income or business tax returns. Federal law prohibits disclosure of tax returns by
federal agencies or employees, but the prohibition does not extend to disclosure by
others.

iducational information protected by federal law, FERPA protects information about
students receiving federal aid from disclosure by a university or public school system, but
it does not address disclosure of such information in a court record. 20 U.S.C. § 1232.

Health and medical information, The Health Insurance Portability and Accountability Act
‘of 1996 (HIPAA) and regulations adopted pursuant to it limit disclosure of certain health
related information about people by certain healthcare entities. 42 U.S.C. § 13204; 45
CER. Part 160 and 164, Whether the limitation extends to state court records is not
clear, however, state courts are not included within the definition of health care entities
that are covered by HIPAA. There are also federal restrictions regarding information in
alcohol and drug abuse patient records and requiring confidentiality of information
acquired by drug court programs. 42 U.S.C. § 290 dd - 2.

Criminal History Information. There are federal regulations generally restricting the use
of criminal history information contained in criminal records repositories maintained by
executive branch agencies, particularly non-conviction information, to criminal justice
purposes. The provisions do not extend to information once it becomes part of a court
record in a case; nor do they extend to court records containing criminal conviction
information.

Americans with Disabilities Act. Federal regulations implementing the Americans with
Disabilities Act provides that employers must segregate and keep confidential all
information regarding medical examinations of employees required by the employer that
are job-related and consistent with business necessity. 42 U.S.C. § 12112, 29C.FR. §
1630.14 (eX). Thus, tothe extent that personnel records of court employees are
idemtfied as court records under these rules, federal law would prohibit the distribution of
those records to the public.

Research Involving Human Subjects. There are federal regulations establishing practices
‘nd, in certain circumstances, prohibiting disclosure of certain personal identifier
information gathered in the course of federally funded research on human subjects. 28

 

CER. Part 46 and 45 CER, section 46, This does not apply to information gathered by
‘a State court in the normal course of judicial business, but it might apply to individuals
requesting information from court records for research purposes under section 4.30 (bulk
access) oF section 4.40 (compiled access). 28 C.FR. § 46.101 (by(4.

Page 28 of 2 February 2007

 
 

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ales for Privacy and PublicAccess to Court Records in Montana with Commentary
Section 430 (Commentary cont)

‘Subsection (c) Finally, the task force determined that there are few if any circumstances
‘where merits of public disclosure of social security numbers, financial account numbers,
‘minor children and birth dates would outweigh the privacy interests implicated. Thus, in
light of the absence of specific state or federal protection of such information when
‘contained in court records that are otherwise accessible tothe public, the task force feels
is necessary to include this protection in these court rues,

 

 

‘There are a variety of ways to comply with this rule. The taskforce believes that the
following are the most effective ways to accomplish this purpose:

1. Social security numbers, The task force recommends the disclosure of no more
than the est four digits ofthe social security number. However, as the task force does
‘not have the specific expertise to determine the implications of the publication of just
partial social security numbers upon the individual's privacy interests, this
recommendation is provisional. The task force would recommend to the Court that
<uring the public comment period, a special invitation be made to members of the public
‘who have this specific expertise so the implications of even partial disclosure of social
security numbers can be thoroughly explored.

2, Financial account numbers. The task force supports the disclosure of only the
last four digits of any such account. As with the prior recommendation, however, this
recommendation is provisional: the task force does not have the specific expertise to
<etermine the implications of the publication of paral financial account numbers upon
the individual's the privacy interests. The task force would recommend to the Court that
during the public comment period, a special invitation be made to members of the public
‘who have this specific expertise so the implications of even partial disclosure of financial
account numbers can be thoroughly explored.

 

3, Minor’s names. In those situations where state law does not otherwise require
the disclosure of minor's names, the task force supports the use of fictitious names 10
refer to children victims or witnesses in court records accessible tothe public. We agree
‘that the use of initials to accomplish this purpose does not, given Montana's modest
population, accord the privacy warranted in these situations

4, Full birth dates of any person. The task force suppor the disclosure of only
the bith year, and not the month or date of bith.

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Roles for Privacy and Public Access te Court Records in Montana with Commentary

Section 4.60 - Requests to Prohibit Public Access to Information in Court
Records or to Obtain Access to Restricted Information

@

©

©

‘A motion or request to prohibit public access to information in a court record may
be made by any party toa case, the individual about whom information is present
in the court record, the clerk of court, or on the cours own motion. The court
‘must decide whether there are sufficient grounds to prohibit access by
determining whether the demand of individual privacy clearly exceeds the merits
‘of public disclosure.

‘The court should require that a party file a motion o protect the information, with
the information to be protected in a sealed envelope lodged, but not filed, with the
‘court. Ifthe court grants the motion or request, the information will be filed
under seal. Ifthe court denies the request the party wll have the option to file
the information with knowledge that it will be accessible to the public.

In restricting access the cour will use the least restrictive means that will achieve
the purposes of the access rules and the needs ofthe requestor.

‘A request to obtain access to information in a court record to which access is
‘prohibited under section 4.50 or 4.60(a) of these rules may be made by any
‘member of the public of on the court's own motion upon notice as provided in
subsection 4.60(c). The court must decide whether there are sufficient grounds 10
prohibit access by determining whether the demand of individual privacy clearly
‘exceeds the merits of public disclosure. When the request is made for bulk or
‘compiled information to which public access has been prohibited under Section
4,50 and 4.60 (a) of these rules, the court should consider the actions provided in
section 4.40 (c) when making such a determination.

 

‘The following is the process for making requests described in 4.S0(a) and 4.50 (b)
Where that process is not provided in statue or ease law. The request shall be
‘made by a written motion to the court. The requestor will give notice to all,
parties in the case except as prohibited by law. ‘The court may require notice to be
‘given by the requestor or another party to any individuals or entities identified in
the information that isthe subject ofthe request. When the request is for access
{0 information to which access was previously prohibited under section 4.60(a),
the court will provide notice tothe individual or entity that requested that access
‘be prohibited either itself or by directing a pacty to give the notice.

Page 39 of February 2007

 
 

 

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Rules for Privacy and Public Access to Court Records in Montana with Commentary

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘This section lays out the basic considerations and processes for prohibiting access to
otherwise publicly available information (often referred to as sealing), or opening access
to restricted information (whether restricted under section 4.50 or section 4,60(a)). The
language incorporates the presumption of openness, and the need for sufficient grounds
to overcome the presumption. The section also specifies the mechanism for making the
request and directs the court to use the least restrictive approach possible when restricting
public access, The section reflects that the consideration must be made by the court on a
case-by-case bass

‘Subsection (a) allows anyone who is identified in the court record 10 request prohibition
cof public access. This specification is quite broad, including a witness in a case or
someone about whom personally identifiable information is present in the court record,
‘but who isnot a party tothe action. While the reach of the rule is quite broad. this is
required to meet the intent of subsection 1.00 (a)(6) regarding protection of individual
privacy rights and interests, not just the privacy rights and interests of parties to a case.
Protection is availabe for someone who is referred to inthe case, but does not have the
‘options or protections a party to the case would have,

‘Subsection (a) provides only for prohibiting access to information, not prohibiting access
to the existence of the information. Section 4.10(b) specifically provides thatthe
‘existence of information to which access is prohibited will be publicly accessible.
Subsection (a) does not have any restrictions regarding when the request can be made,
implying it can be done at any time.

 

‘This subsection provides that itis the court that will decide whether access will be
prohibited. Even if all parties agree that public access to information should be
prohibited, this is not binding on the court, which must still make the decision based on
the applicable law.

‘Subsection (a) also addresses what access is permitted between the time a request to
prohibit access is made and the court rules on the request. This is particularly critica if
the request is made simultaneously with the filing of the information It is also more
critical where the parties represent themselves and are unaware of appropriate

procedures. A court should require that a party file a motion to prohibit access with the
information to be protected in a sealed envelope being lodged, but not fled, with the
‘court If the court grants the request, the information can be fied with prohibition to
prohibition of access, or not filing it. In order to avoid the misuse of such a provision 10
Achieve atleast temporary restriction, a court should establish procedures that provide for
‘prompt consideration of a request to prohibit access.

Page 31 of 2 February 2007

 

 
 

 

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Rules for Privacy and Public Access to Court Records in Montana with Commentary
‘Section 4 604Comonentry ont)

‘The last paragraph to subsection (a) requires the court to seek an approach that minimizes
the amount of information that cannot be accessed, as opposed to an “all or nothing”
approach. This is directed atthe question of what ro do about a document or other
‘material in the court record that contains some information to which access should be
prohibited along with other information that remains publicly accessible. The issue
becomes one of whether it is technically possible to redact some information from a
‘document and to allow the balance of the document to be publicly available. Less
restrictive methods include redaction of pieces of information in the record, sealing of
only certain pages of a document, as opposed to the entire document, or sealing of a
document, but not the entire file. As noted previously (see commentary under section
3.20) newer technologies permit tagging of information in an electronic records ina way
that readily allows electronic redaction of pieces of information in an electronic
document, and courts are encouraged to obtain this capability when acquiring new
systems. As discussed in the commentary to section 4.10, other approaches to restricting
access to names would preferably include using pseudonyms or other unique identifier
rather than a full or real name.

 

In addition to whether it is technically possible, there may be an issue of whether itis
feasible to redact information ina record, and whether the court or cletk has the resources,
todo so, The work needed to exhaustively review a large file or document to find
information to be redacted may be probibitive, such that access to the whole file or
document would be restricted, rather than attempting redaction,

‘There is information that may be contained in court records which has not been protected
in state statute, but may raise significant privacy interests that individuals may seek to
protect pursuant to this section.

 

1. Medical records; State v. Nelson, (1997) 283 Mont, 231, 242, 941 P.2d 441, 448.
‘These records may include descriptions or analysis of a person's DNA or genetic
‘material, biometric identifiers, psychological evaluations, examination, diagnosis,
‘evaluation or treatment records and photographs. In addition to court files in connection
‘with a specific case, such information may also be found jury questionnaires (see
discussion below);

 

2. Identity of a witness where the physical safety of the witness is in actual jeopardy
and no less restrictive means of protecting the right to privacy are available. Great Falls
Tribune v. District Court, (1989) 238 Mont. 310, 319, 777 P-2d 345, 350. Other
individuals who may similarly be in actual jeopardy could include victims in stalking or
cor domestic violence cases, informants or potential or sworn jurors in a criminal case.
Such identifying information may include telephone number, address, email address or
place of employment;

Page 32 0 2 February 2007

 

 
 

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Roles for Privacy and Public Access to Court Records in Montana with Commentary
Section 460 (Comomentary cont)

3. Financial information that provides identifying account numbers on specific
‘assets liabilities, accounts, or credit cards. Such information may be found within jury
‘questionnaires, applications fled to request the waiver of court fees or the appointment of
‘counsel at public expense, and child support enforcement documents;

4, Fall addresses of children who are victims or wit

 

 

‘5. Photographs and other admitted exhibits depicting violence, death, or children

‘subjected to abuse:
6, State income or business tax returns;

7. Personnel records, Montana Human Rights Bureau v. City of Billings, (1982) 199
Mont 434, 443, 649 P.2d 1283, 1288;

 

‘Search warrants and affidavits prior to the return on the warrant;
9. Arrest warrants and affidavits prior to the arest of the person named;
10, Proprietary business information, § 30-14-406 (2005), MCA:

Judi

 

I work product;
12, Court administration and clerk of court work product;
13, Certain court administration records;

14, Information gathered or created during the investigatory phase that is related to
the performance, misconduct or discipline of a lawyer, which had been deemed
‘confidential pursuant to Rule 20 of the Rules of Lawyer Disciplinary Enforcement;

15. Information gathered or created during the investigatory phase that is related to
the performance, misconduct or discipline of a judicial officer, which had been deemed
confidential pursuant to Rule 7 of the Rules of the Judicial Standards Commission;

16, Information gathered or created during the investigatory phase related to alleged
‘misconduct by entities or individuals regulated by the judiciary.
‘Subsection (b) specifically allows a court to consider providing access to information to
‘which access is categorically prohibited under section 4.50, as well as specific
information in a court record to which access has previously been prohibited by a court
‘pursuant to section 4,60(a), This subsection addresses those situations where the reasons

ye 33 of 82 ebruary 2007

 

 
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Rules for Privacy nnd Public Access to Court Records in Montana with Commentary

Section 460 (Commentary com)

for prohibiting access no longer apply or have changed so thatthe merits of public
disclosure ofthe information now outweigh the interest privacy.

‘Subsection (b) provides a standard and procedure for reviewing a previous decision 10
prohibit public access iaformation. Subsection (b) also provides that “any member of
the public” can make the request for access to prohibited information. This term is

defined broadly in section 2,00, and includes the media and business entities as well as

individuals.

 

‘Subsection (c) contemplates @ writen motion seeking to prohibit, or gain, access.
‘Although a motion is specified, the section is silent as to the need for oral argument oF
‘estimony, leaving this up tothe court, Notice is required to be given to all parties by the
requestor, except where prohibited by law.” The subsection gives the court diseretion to
reqjirenotie to be given to others identified in the information that i the subject of the
Tequest If public access tothe information was restricted by a prior request, the
ubsection requires the court to arrange for notice to be given to the person who made the
prior request. The process for seeking review by an appellate court is not specified in the
policy, as the normal appeal process for a judicial decision is assumed to apply.

When Accessible
‘Section 5.00 - When Court Records May Be Accessed

(@) Cour records wil be available for public access in the courthouse during hours
‘established by the court. Court records in electronic form to which the court
allows remote access under these rules will be available for access atleast during,
the hours established by the court for courthouse access, subject to unexpected
technical failures or normal system maintenance announced in advance.

(b) Upon receiving a request for access to information the court will espond within a
reasonable time regarding the availability of the information and provide the
information within a reasonable time.

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘This section requires a court to specify when court records are accessible. The rules
direct as a minimum, that remote access be available atthe same times as records are
faccesvible atthe courthouse. This section does not preclude or require “after hours”
‘access t0 court records in electronic form. Court are encouraged to provide access to
records in electronic form beyond the hours access is available at the courthouse, with a

Page 4 of 82 February 2007

 
 

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Roles for Privacy and Public Access to Court Records in Montana with Commentary

Section 5.00 (Commmentecomt)

‘goal of twenty-four hours a day, seven days a week. However, iis not the intent ofthe
rules to require courts to expend money or other resources to make remote access
‘possible outside of normal business hours. The section acknowledges that access to
clectronic records may occasionally not be available during normal business hours
because of unexpected interruptions to information technology systems, crashes, and
‘during planned interruptions such as for back-up of databases, software upgrades or
‘maintenance, or hardware upgrades or maintenance.

‘Subsection (b) addresses the question of how quickly the information will be made
available, There are a number of factors that can affect how quickly the court responds to
‘request and provides the information, assuming itis publicly accessible. The response
will be slower ifthe request is non-specific, is for a large amount of information, is for
information that isin offsite storage, or requires significant amounts of court resources
to respond to the request. The objective is to have a prompt and timely response to a
request for information

Fees

Section 6.00 ~ Fees for Access

(@) Disclosure or distribution of documents is subject to the payment of applicable
fees asset by statute,

(b) The court may charge a fee for bulk distribution or compiled information in
accordance with stat law. To the extent that public access to information is provided
exclusively through a vendor, the court wll ensure that any fee imposed by the vendor
forthe cost of bulk and compiled information is reasonable and covers the vendor's actual
costs.

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘This section recognizes that providing access o information in court records does
‘consume court resources. Access is not without cost. Statutory fees of the clerk of
district court are enumerated in § 25-1-201, MCA. The preparation and access to the
‘transcript of proceedings is within the authority ofthe court reporter, not the court. In
such instances the existing state laws and rules governing the cost ofthe transcript, in
paper or electronic form, apply. See § 3-5-608, MCA.

 

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[Roles for Privacy and Public Access to Court Records in Montana with Commentary

Section 6.00 (Commentary cont

Fees for bulk access pursuant to section 4.30 or compiled access pursuant to section 4.40,
‘which require special programming or actions because the information is not regularly
available inthe form requested, shall be calculated in accordance with § 2-6-110, MCA.
This section also provides that if access is provided exclusively through a vendor, any fee
imposed must be reasonable.

Section 7.00 -- Obligation of Vendors Providing Information Technology
Support to a Court to Maintain Court Records

(a) _Ifacourt contracts with a vendor to provide information technology support to
‘gather, store, or make accessible court records, the contract will require the
‘vendor to comply with the intent and provisions of these access rules. For
purposes ofthis section, “vendor” includes a state, county or local governmental
agency that provides information technology services toa court as well a private
contractors.

(b) By contract the vendor will be required to comply withthe requirement of
sections 8.10, 8.20, 8.30, 8.40 and 8.50 to educate litigants, the public, and its
cmployees and subcontractors about the provisions of the access policy.

(©) By contract the vendor will be required to notify the court of any requests for
‘compiled information or bulk distribution of information, including the vendor's
requests for such information for its own use. Accordingly, rules 4.30 and 4.40
apply.

 

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

This section addresses situations where information technology services are provided to a
court by another agency, usually i the executive branch, or by outsourcing of court
information technology services to non-governmental entities. The intent is to have the
rules apply regardless of who is providing the services involving court records. Implicit
in these rules is that court records are under the control ofthe judiciary, and thatthe
judiciary has the responsibility to ensure public access to court records and to restrict
access where appropriate.

‘The section provides a standard applicable to vendors as well asthe cours, Regulating
vendors is also relevant to the issue of liability of the court for release of information that
‘causes harm, particularly if thee is no judicial immunity regarding adoption or
implementation of a local policy.

Page 36 of 2 February 2007

 
 

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Roles for Privacy and Public Access to Court Records in Montana with Commentary
Section 7.00 (Commentary cont}

‘Subsection (a): “Information technology support” is meant to include a wide range of
activities, including records management services or equipment, making and keeping the
‘verbatim record, computer hardware or software, database management, web sites, and
communications services used by the court to maintain court records and provide public
access to them. It would also apply to vendors who are only providing access to a copy of
electronic court records maintained by the court itself or by an executive branch agency.

‘Vendor compliance is particularly important where the vendor's system is the only means
of accessing the information. The court must ensure thatthe vendor is not using the
‘exclusive control of access to limit access, whether through fees, technology
requirements, ora requirement to sign a “user agreement,” particularly if it imposes
restrictions on the use of the information thatthe court could not impose. Subsection (b):
‘The requirements ofthe rules regarding a vendor educating its employees or

igants, and the public are in addition to any inceative to do so provided
‘or indemnity provisions of applicable law or the contract or agreement

 

   

withthe court

‘Subsection (c): This subsection requires vendors to notify the court of requests for bulk
information (pursuant to section 4.30) or compiled information (pursuant to section 4.40),
‘The court must receive this notice in order to properly control the release of information
in its records

Obligation of the Court to Inform and Educate
Section 8.00 ~ Information and Education Regarding Access Rules
Section 8.10 — Dissemination of Information to Litigants about Access to

Information in Court Records

‘The court will make information available to litigants and the public that information in
the court record about them is accessible to the public, including remotely and how to
request to restrict the manner of access orto prohibit public access.

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Roles for Privacy and Public Access to Court Records in Montans with Commentary
‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

This section recognizes tha litigants may not be aware that information provided to the
court, by them or other parties in the case, generally is accessible tothe public, including,
possibly, bulk downloads. Litigants may also be unaware that some ofthe information
‘may be avilable in electronic form. possibly even remotely. This section requires the
«courts to inform litigants about public access o cout records so they can make efforts to
protect their privacy throughout the proceedings. Such a requirement ensures that the
public is provided the information necessary to protect ther interests.

 

    

This section also specifically requires the court to inform litigants ofthe process for
requesting restrictions to the manner of access under section 4.50, and to inform litigants
about how to request prohibition of public access to information in their case pursuant 10
section 4.60. This would be especially important in cases involving domestic violence,
sexual assault, stalking, or requests for protective orders, and witnesses where there is a
greater risk of harm to individuals

Section 8.20 Dissemination of Information to the Public about Accessing
Court Records

‘The Cour will develop and make information available to the public about how to obtain
access to court records pursuant to these rules.

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

Public access to court records is meaningless ifthe public does not know how to access
the records. This section establishes an obligation on the cour to provide information 10
the public, which should include jurors, victims, witnesses and other participants in
{judicial proceedings, about how to access court records.

 

‘Section 8.30 — Education of Judges and Court Personnel about the Access
Rules

All Courts and cletks of court shall ensure that their personnel comply with these access
rules and respond to requests for access in a manner consistent with the rules

‘Task Force Commentary and Selected Text from CCJ/COSCA Guidelines for
Public Access to Court Records

‘This section mandates thatthe court and clerk of court educate and tran their employees
to be able to properly implement an access policy. Properly trained employees will
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Rules for Privacy and Public Access to Court Records in Montana with Commentary
Section 8:30 (Commentary; cont)

provide better customer service, facilitating access when appropriate, and preventing,
access when access is restricted or prohibited. When properly trained, there is also less
risk of inappropriate disclosure, thereby protecting privacy and lowering risk 10
individuals from disclosure of sensitive information. Training should also be provided to
‘employees of other agencies, or their contractors, who have access to information in court
records, for example as pat of shared integrated criminal justice information systems.

 

‘Section 8.40 — Education about Process to Change Inaccurate Information in
a Court Record

All Courts will inform the public ofthe rules by which the court will correct, expunge or
update inaccurate information

Section 8.50 ~ Procedure to Correct, Expunge or Update Inaccurate
Information

‘An individual who believes that a case record contains clerical errors may submit a
‘written request for correction to the court, cles of cour, or other custodian who
‘maintains the record, witha copy served on al partes tothe ease. Stuch request shall be
‘no longer than two pages in length. The custodian shall promptly do one of the
following:

(a) Correct a clerical error for which no court order is required: (b) forward the request to
the court to be considered informally; or (c) forward the request tothe party or participant
‘who submitted the record containing the alleged clerical error who in tur may seek
appropriate relief from the court. Upon forwarding under clause (b), the court may either
correct the error on its own initiative or direct that the request will only be considered
pursuant to a motion requesting correction. The court's direction may also establish
appropriate requirements for a motion. The request for correction authorized in the rule
‘need not be exhausted before other relief is requested

 

 

‘Task Force Commentary and Selected Text from CC}/COSCA Guidelines for
Public Access to Court Records

Court records are as susceptible to errors or incomplete information as any other public
record, Section 8,40 and 8.50 establishes the method for reviewing information in court
records and making any changes or additions to make the record more accurate or
complete.

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Roles for Privacy and Public Access to Court Records in Montans with Commentary
‘Section 9.00 ~ Forms

Section 9.10 Petition for Compiled Information to which Public Access has
been Restricted.

‘Task Force Commentary on Rule 9.00
Its anticipated that more Forms will be necessary fo assist both the courts and litigants in

providing pubic access to court records while protecting individual privacy interests.
Form 9.10 is included atthe outset as it will be required under Section 4.40.

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Roles for Privacy and Public Access to Court Records in Montane with Commentary

Petition for Compiled Information
‘To Which Public Access Has Been Restricted

Pursuant to Section 4.40(c) ofthe Rules for Privacy and Public Access to Court,

Records in Montana, the undersigned represents and petitions as follows:

2

Petitioner's full name:

Petitioner's residential address:

 

Petitioner's phone number: (__)

Petitioner represents the following business, institution or organization:

Address of Business, institution or organization:

 

Phone number of business, institution or organization: (

‘The information sought is described as follows:

‘The provisions for securing the protection of the above information are as
follows:

Petitioner states that while the information in the above compiled data may be
synthesized, summarized or reformatted for scholarly or journalistic purposes, the
data itself will not be sold, published or otherwise disseminated.

Page st of February 2007

 
 

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Roles for Privacy and Public Access te Court Records in Montana with Commentary
10. Petitioner understands that a court of competent jurisdiction may make such

additional orders as may be needed to protect information to which access has
been restricted or prohibited.

Petitioner

‘Verification
State of
County of,
‘The undersigned, being first duly sworn, on oath, swears (or affirms) that__he__she is
the Petitioner named above, that __he she has read the Petition, and that the
statements made in the Petition are rue
Petitioner

Signed and swom to (or affirmed) before me on (date)
By (name of Petitioner)

“Notary Public forthe State of Montana

Printed Name of Notary

Residence of Notary

Expiration Date of Notary Commission

Page 42 0f 2 February 2007