HomeMy WebLinkAboutReports - 2022.11.17 - 37709
AGENDA ITEM: Budget Amendment Request for Compliance of SCAO Ruling to Redact Personal
Identifying Information (PII) in Probate Court Filings
COMMITTEE MEETING: Board of Commissioners
DATE: Thursday, November 17, 2022 7:10 PM - Click to View Agenda
ITEM SUMMARY SHEET
DEPARTMENT SPONSORED BY
Information Technology Gwen Markham
INTRODUCTION AND BACKGROUND
About the Mandate:
The State Court of Administrative Office (SCAO) Michigan Court Rule (MCR) 1.109(D)(9)
and MCR 8.11(H)(5) requires that PII information be redacted in probate documents as
listed in the rulings beginning January 1st, 2021. To be compliant with the Mandate,
software modifications must be completed in the Laserfiche platform court application to
allow the Probate Court to perform these redactions.
How Laserfiche is used at Oakland County:
The Laserfiche platform currently is the document management system at the following
Departments: Probate, Clerk Vitals, Clerk Legal, Friend of the Court, Circuit Court, Health,
and the Treasurer’s Office.
The Laserfiche system is Oakland County’s primary Document Management System and
has an internal redaction solution.
A similar request was completed for the County Clerk’s Office earlier this year. That request
included automated and manual redaction and was funded by the Board.
Solution:
The Laserfiche system will route document types identified to contain PII and send them to a
queue for manual redaction. The Probate staff will redact the documents in the Laserfiche
system and where they will be maintained in the court legal file.
Because the redactions will be made manually the cost to Oakland County is significantly
less than the Circuit Court changes. The majority of the effort for redaction will be done by
the Probate Court staff.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.858.5115 (office) or andrewsmb@oakgov.com, or the department contact persons listed for
additional information.
CONTACT
Mike Timm, Director Information Technology timmmr@oakgov.com
ITEM REVIEW TRACKING
Gwen Markham, Created -
Kristine Powers,
Aaron Snover,
Monica Tinsley,
Diana McBroom,
Solon Phillips,
Sheryl Johnson,
Aaron Snover,
Michael Keys,
Gwen Markham,
AGENDA DEADLINE: 11/17/2022 7:10 PM
COMMITTEE TRACKING
2022-11-02 Finance - Recommend to Board
2022-11-17 Full Board - Authorized
ATTACHMENTS
1. FY23 Probate Mandate Amendment Schedule A
November 17, 2022
RESOLUTION #2022-2217
Budget Amendment Request for Compliance of SCAO Ruling to Redact Personal Identifying
Information (PII) in Probate Court Filings
Sponsored By:
Gwen Markham, Commissioner
Chairperson, the Board of Commissioners recommends the following Board action:
Motion to authorize the appropriation and transfer of $61,290 from the General Fund (#10100) to the
Information Technology Fund (63600) for the required project; further, approve the FY 2023 Budget
amendment as described in the attached Schedule A.
Chairperson, the following Commissioners recommend the adoption of the foregoing Board action:
Gwen Markham.
COMMITTEE TRACKING
2022-11-02 Finance - Recommend to Board
2022-11-17 Full Board - Authorized
VOTE TRACKING - Board of Commissioners
Motioned by: Commissioner Kristen Nelson
Seconded by: Commissioner Michael Spisz
Yes: David Woodward, Michael Spisz, Karen Joliat, Kristen Nelson, Christine Long, Philip Weipert, Gwen
Markham, Thomas Kuhn, Chuck Moss, Marcia Gershenson, William Miller III, Charles Cavell, Penny
Luebs, Janet Jackson, Gary McGillivray, Robert Hoffman, Adam Kochenderfer (17)
No: None (0)
Abstain: None (0)
Absent: (0)
Passed
ATTACHMENTS
1. FY23 Probate Mandate Amendment Schedule A
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT REQUEST FOR SCAO RULING TO REDACT PERSONAL IDENTIFYING INFORMATION (PII) IN PROBATE COURT FILINGS
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)Cost Center (CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2023
Amendment
E General Fund Non Departmental Transfers FND10100 CCN9090101 SC760180 PRG196030 760000 Technology Projects-One Time $(61,290)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA63600 788001 Transfer Out – IT $61,290
Total Expenditures $-
R Information Technology IT Administration FND63600 CCN1080101 RC695500 PRG152000 BFA10100 695500 Transfer In - Gen Fund $61,290
Total Revenue $61,290
E Information Technology Application Services FND63600 CCN1080201 SC730373 PRG152010 730000 Contracted Services $28,125
E Information Technology Application Services FND63600 CCN1080201 SC731458 PRG152010 730000 Professional Services $33,165
Total Expenses $61,290
