Draft minutes of face to face meeting 12-9-05

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Subject: Draft minutes of face to face meeting 12-9-05




From: "John M. Greacen" <>
To: "Electronic Court Filing Technical Committeee" <>
Date: Sat, 10 Dec 2005 20:00:54 -0700














Draft
Minutes of the Meeting of the Electronic Court Filing Technical Committee
(including conference telephone call)

Friday,
December 9, 2005    



Attending:

John
Greacen

Don
Bergeron

Robin
Gibson

Christoph
Hoashi-Erhardt 

Rex
McElrath

Michael
Robinson

Tom
Carlson



Brian
Hickman

James
Cusick



Jeff
Barlow





Report of the Court Document
Subcommittee-Rex McElrath and 



The subcommittee has held one telephone meeting
since its organizational session at the last face to face meeting.  That meeting discussed XSLFO.  The next meeting will be Jan. 17, 2006
at 2pm EST.  The subcommittee has postponed
work until January due to the press of ECF 3.0 work and the desire to have ECF
3.0 in final form to serve as a baseline for the subcommittee’s work.   has hired a new employee
with a background in XML to develop Georgia XML documents; he will be available
to support the subcommittee’s work.  



The subcommittee co-chairs asked whether the TC has
guidance for it on the relationship between court documents and ECF 3.0.  The TC instead asked the subcommittee to
develop a proposal on that topic and submit it to the TC for approval.  
asked the subcommittee to take into account in its work IEPDs developed by the  for State Courts.



Rex McElrath asked about the creation of a WIKI to
support the subcommittee’s work.  The TC referred him to Jamie Clark of
OASIS.  OASIS has begun several
tests of an OASIS WIKI approach.



Open Legal Standards Initiative



James Cusick will represent the technical committee
at a meeting in 
on January 31, 2006 called to discuss ongoing standards initiatives in the
legal arena and how they can be coordinated.  Don Bergeron will also participate.  It would be beneficial to have Roger Winter’s
overview document available for distribution at that meeting.



Future work to be done on ECF 3.0



To support testing and refining ECF 3.0, the TC
identified three tasks and assigned them to TC members:



Defining a formal mechanism for
the TC to receive feedback from reviewers and implementers – Robin Gibson
will work

     with OASIS to develop this
mechanism

Configuration management –
Don Bergeron will propose appropriate procedures for us to follow

Separately post all schemas
and other artifacts – The schemas are all included in one document today.
 Jim

     Cabral will work with Robin to separately
post them on the OASIS website.



The members present discussed the items listed in
the ECF 3.0 specification and in the Executive Summary for future addition to
the specification and developed the following listing of anticipated future
releases and their contents.  The
persons identified are responsible for determining the scope of work required
to enhance ECF 3.0 to include the listed additional features.



We concluded that no further work is needed on a password
signature profile or a password and PIN signature profile.  Both of these mechanisms are handled by the
Null Signature Profile already adopted by the TC.



3.x Support the use of XML to
submit all of the content for frequently used standard court forms in areas
such as child support and child dependency cases – The
work of the documents subcommittee will be incorporated in future releases of
ECF 3.x as it is completed.



3.0.x or 3.x Incorporate feedback
from ECF 3.0 implementations  The
TC as a whole will be responsible for reviewing and acting upon suggestions
from implementers.



3.1 Enhance support for appellate
case filings John Greacen and Rex McElrath
will determine the scope of additional work needed to ensure that ECF 3.0
supports case filings in intermediate appellate courts and courts of last
resort.  Non case related filings in
courts of last resort will be addressed by the subcommittee appointed to look
into non case related filings.



3.1 Enhance filings in additional
case categories from the NCSC State Court Guide to
Statistical Reporting including lower court appeals, civil traffic,
parking, and local ordinance violations   will determine the scope of
additional work required.



3.2  Develop a means for electronic service
of process (the delivery of documents such as summonses, subpoenas, and
warrants that establish a court’s jurisdiction over a party)  James
Cusick and Brian Hickman will determine the scope of additional work required.



3.3  Filings in administrative tribunals John
Greacen will attempt to recruit someone from the administrative law field to
help the TC determine the scope of work required.  



4.0  Consider how the ECF 3.0 specification
relates to other filings submitted to elected clerks of court such as deeds,
mortgages, liens and other real property instruments and security instruments
and liens on personal property  Roger
Winters, Jeff Barlowe and David Goodwin are requested to serve as a
subcommittee to contact the Property Records Industry Association to determine
what support, if any, ECF 3.0 needs to provide in these areas.



4.0  Non case related filings such as
marriage licenses, wills, notary applications, bond authority, and bond limits
in trial courts and bar admissions, bar discipline, rulemaking and other such
activities in courts of last resort The
same subcommittee is requested to determine how ECF 3.0 can support the filing
of documents that are not related to a particular case.



4.0  Support future releases of the GJXDM and
the National Information Exchange Model (NIEM) The
TC will rely on Tom Carlson and Robin Gibson, who are members of the XSTF, and , who participates in the governance of
NIEM, to keep the TC apprised of developments.  We anticipate a major GJXDM release
within the next six months that will significantly change the way relationships
are handled.  We will need to make
substantial changes to ECF 3.0 to remain in compliance with GJXDM.  



All persons with assignments listed above are asked
to report back to the TC on the list prior to the January 10th TC
conference call.  





Testing of the specification and
profiles.  



The co-chairs will approach all vendors who
participate in the TC and efiling.com and ask them to consider test implementations
and interoperability demonstrations of ECF 3.0.  
will make a presentation at the Forum for the Advancement of Court Technology for
the same purpose. We will seek an opportunity to appear before CITOC to make a
similar request.



It would be highly advantageous to have an open
source reference implementation of the specification in addition to vendor
implementations. A reference implementation of a specification becomes the normative
example of the specification.   is
possibly interested, but could not begin an implementation for five to six
months.  The co-chairs will approach
Ron Bowmaster in  and John Barrett in  to see if they
would be willing to serve in that role. 




Refining the Court Filing Blue
Requirements Document.



The TC will not invest the resources needed to revise
the Blue Requirements document.  



,
 and  are participating in a Department of Justice
messaging standards strategy group.  They will report back any additional
thinking on non-functional requirements that we may want to incorporate in a
future ECF 3.0 release.  We will
include ’s summary
of TC decisions on ECF 3.0 as a supplemental requirements document.  Tom should provide this document to
Robin for posting as a TC document. 




Face-to-Face meetings for 2006



The members present set the following dates and
meeting places for face to face meetings in 2006.



February 23-24, 2006 in  in conjunction with the CITOC
meeting.  John Greacen will ask Bob
Roper for a place on the CITOC agenda for Thursday morning, February 23d.  We will invite the CITOC members to join
us on Friday afternoon and have a discussion with them concerning broader
participation in the TC by court automation managers and staff. John will ask
Christopher Smith to arrange for meeting space at the California AOC.



May 13-14, 2006 in  in conjunction with the OASIS
symposium.   John will contact
OASIS to let them know we intend to meet at a separate location due to the $30
per head charge imposed by OASIS.  John
will ask Christopher Smith to arrange for space at the California AOC.



September 21-22, 2006 in .  James Cusick will host the meeting.



Early December 2006 (specific dates not yet known) in
 in conjunction
with the NCSC e-Courts conference.



Additional efforts to communicate
with court leaders and vendors




will seek an opportunity for a presentation at the NACM annual meeting in July
in .  Roger Winters reports that there are no
opportunities to make a presentation at ARMA this year. 



Robin suggested that we may want to develop a
brochure on ECF 3.0 to have available at conferences and vendor shows.  We ask Roger Winters to look into that
possibility, after he has completed his overview document.



John Greacen and  agreed to revise the Executive Summary to submit as an
article in eFiling Report.



TC resource needs



John Greacen asked whether the members want to ask
the LegalXML Member Section for additional consultant services for the coming
year.  The consensus was that until
we have completed the “scoping” exercises for enhancements to ECF
3.0 we have no identified need for consulting services.  The ECFTC has been supported generously
by the Member Section over the past year. 
We do not have a need for ongoing, unspecified consulting support in
2006. 



Liaison to OASIS WS Policy and
Domain Independent Assertion Language TCs. 
These new OASIS TCs may
produce additional ideas for dealing with Court Policy.  The TC asks  and Don Bergeron to review the charters and work of
these TCs and report back to the TC on the utility of appointing a liaison to
one or both of them. 



Updating voting membership roll




The members present asked the officers to purge the
voting membership roll of persons who are no longer eligible for voting status
according to the OASIS TC process and to add persons who have recently become
active as voting members.



Any members requesting changes or additions to these
minutes, or to the minutes for Thursday, December 8th, should notify
Robin Gibson within 5 days.





John
M. Greacen

Greacen
Associates, LLC

HCR 



505-289-2164

505-289-2163
(fax)

505-780-1450
(cell)






















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