Information Sharing Committee Minutes August 10, :15 AM 10:00 AM National Harbor 3 Gaylord National Washington, D.C.
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1 Information Sharing Committee Minutes August 10, :15 AM 10:00 AM National Harbor 3 Gaylord National In Attendance: Chairman Gary Maynard (MD), Rick Raemisch (CO), Robert Coupe (DE), Charles Samuels (FBOP), Brent Reinke (ID), John Baldwin (IA), LaDonna Thompson (KY), Chris Epps (MS), Gary Lanigan (NJ), Colette Peters (OR), A.T. Wall (RI), Rollin Cook (UT), Harold Clarke (VA), Bernie Warner (WA), Ed Wall (WI), Harley Lappin (Associate), John Rees (Associate), Wayne Scott (Associate), Rick Seiter (Associate), Patrick McCreary (BJA), Gary Dennis (BJA), Bob Brown (NIC), BeLinda Watson (NIC), Chris Innes (NIC), Shaina Vanek (NIC), Tom Kane (FBOP), Ronald Brothers (MD DPSCS), Cynthia Bir (Univ. So. Cal.), Patrick Dunleavy (FBI N-DEx), James Mattise (LexisNexis), George Camp (ASCA), Patricia Hardyman (ASCA), Joe Fenton (ASCA), Dave Marcial (ASCA), Mary Marcial (ASCA), Wayne Choinski (ASCA), Lorna Bock (ASCA), Brittany Brothers (ASCA) Agenda Item Discussion Motions/Action Items Welcome and Introductions Review of Meeting Minutes Update and Discussion of the BJA KO14 and KO68 Justice Information Sharing Grants Chairman Gary Maynard (MD) welcomed members and guests to the Information Sharing Committee meeting and invited those present to introduce themselves. The minutes from the January 26, 2013 Information Sharing Committee were reviewed. No discussion. ASCA Co-Executive Director George Camp told members that ASCA has decided to partner with IJIS to complete the work for the Information Sharing Grants KO68 and KO14 that were awarded to ASCA. George noted that Bob May had been spearheading these projects for ASCA when he was ASCA Assistant Director. When Bob left ASCA to work for IJIS, there was a void in the ability of ASCA to provide technical expertise for the project, so the decision was made to partner with IJIS to complete the work of the grants. George told members that BJA approved the grant changes in May. George Camp (ASCA) introduced Patrick McCreary (BJA). The minutes of the January Meeting were approved by voice vote. Patrick McCreary (BJA) told members that he has been with BJA for thirteen years after a career in law enforcement with the Indiana State Police. Information Sharing Committee 1 August 10, 2013
2 Patrick explained that an opportunity exists to pool resources from several grants and cooperative agreements to be able to give the projects national influence and exposure using the existing cooperative agreements. The ASCA, IJIS, The National Governors Association (NGA), SEARCH and APPA will be partnered to complete the work of the KO68 grant and leverage the availability of funds from other grant and cooperative agreement awards. The pilot site selection solicitation to select up to four state pilots is being developed by NGA and should be released through the Governor s Offices soon. ASCA will also send the solicitation to ASCA Members. A companion solicitation will be used to select two local jurisdictions as pilot sites. Patrick McCreary said that technology today allows us to do things that we have not been able to do in the past and referred to the website IT.OJP.gov to search the OJP Justice Information Sharing website. Ron Brothers, Chief Information Technology Officer for the Maryland Department of Public Safety and Correctional Services, updated members about the efforts being made to complete the work of the KO14 Reentry Information Sharing Grant. Maryland DPSCS and the MD Alcohol and Drug Abuse Administration have had several teleconferences and are working to review and update the Service Specification developed by SEARCH in an earlier phase of the project. The project was put on hold until MD DPSCS implemented their new Offender Management System. As the project restarted there had been staff turnover at both agencies and ADAA is now undertaking a change in their technology. Ron told members that IJIS is in the selection process to bring on a technology group to help guide the implementation of the information sharing between the two groups. Ron also noted that it is unlikely that the implementation will be able to be accomplished before the grant period ends in September and an extension may be required. Joe Fenton (ASCA) updated members on the other two pilot sites from the KO14 grant. In Hampden County, MA, IJIS is in the process of conducting an implementation assessment of the information sharing system that has been Information Sharing Committee 2 August 10, 2013
3 operating there. The initial information shows that the system is underutilized and there are changes and updates planned to make the system more accessible to users. In Rhode Island, the project stalled because there was concern about sharing of confidential information between agencies. That project resulted in a task group, headed by IIR, working to develop a privacy sharing template that is a guide for agencies to use when developing information sharing projects. The template is in draft form and has been reviewed by the group and should be released soon. Patrick McCreary (BJA) commented that the template developed by the working group will be a useful guide on privacy issues as agencies set up information sharing programs. SEARCH Health Care Information Sharing Project Joe Fenton (ASCA) updated members of the committee about the SEARCH Justice/Health Care Information Sharing Grant where ASCA is a partner organization. The project is similar to the KO14 and KO68 projects where pilot sites are selected to explore and implement information sharing between corrections agencies and health care field. Two pilot sites have been selected; PIMA County, AZ and Baltimore, MD City Jail and a third site may be added. The work to meet with the pilot sites to begin the process of developing Service Specifications is just getting started. John Baldwin (IA) referred members to a VERA developed website where there are useful ideas about how to bridge these struggles of sharing information. John Baldwin (IA) represented ASCA on the work group that helped develop the website jhconnect.org. Fusion Center Discussion Committee members discussed the growing effectiveness of their state fusion centers in being able to share information between agencies about such things as to notify parole and law enforcement when security threat group members are released and to notify parole when a parolee is arrested. FBI N-DEx Update Patrick Dunleavy (FBI N-DEx) updated members of the committee on the progress the FBI National Data Exchange (N-DEx) program has made. The N-DEx currently has over 200 million records entered including data from four corrections Information Sharing Committee 3 August 10, 2013
4 agencies that have begun to enter data into the N- DEx. Patrick said that five other corrections agencies are in the mapping phase of identifying information that will be shared in the N-DEx, and several other agencies have expressed interest in contributing data and are in discussions. Patrick Dunleavy (FBI N-DEx) told members that a subject matter expert group from corrections and probation/parole, identified by ASCA and APPA, has been selected to further refine what information would be helpful to be entered and shared between corrections, probation/parole and law enforcement. Patrick noted that there must be reciprocation of information for the system to be useful to those who are committing to enter data. Joe Fenton (ASCA) said that West Virginia, Mississippi, Indiana, and Nevada were representing the four regions of ASCA. Patrick Dunleavy (FBI N-DEx) told members that Belinda Cumpston is providing updates about the N-DEx to ASCA and those updates are being posted to the ASCA website on the Information Sharing Committee About the Work page: ASCA Website Traffic Update Joe Fenton (ASCA) updated members on the website traffic from January 2013 through June Joe reported that the weekly average of the number of the weekly visitors, the number of unique visitors and the number of page views, all increased over the same time period in Joe reported that the Susan M. Hunter Scholarship application period from February 1 to March 31 results in a significant increase in traffic to the Susan M. Hunter page of the website. Joe Fenton (ASCA) told members that the University of Phoenix had requested to use links from the ASCA website as part of some of their classes and more recently asked to use the ASCA website as a resource for some of their classes. New PBMS Dashboard Patricia Hardyman (ASCA) demonstrated the two new reports available, Rates of Administrative Segregation and Protective Custody and Rate of Inmate on Inmate Sexual Assault. These reports Information Sharing Committee 4 August 10, 2013
5 were added recently to provide information in response to the increased interest in these topics. Patricia said that other enhancements to the Dashboard were being investigated, including the addition of a national standard that can be added to the comparison graph/table. ASCA Surveys Report January 2013-June 2013 June 2013 Current Issues Survey Adjournment Joe Fenton (ASCA) reported that from January 1, 2013 through June 30, 2013 there were thirty-nine surveys conducted on behalf of ASCA and member agencies. The average response rate on the surveys was 56 percent for that period. Joe referred to a report of the surveys requested for the period on the ASCA website and also told members that there is a report on the ASCA website that tracks the agency response rate by survey. Both Mississippi and Maryland have responded to 100% of the surveys in Joe Fenton (ASCA) reported that the June 2013 current issues survey response time had been extended and the responses are just being compiled. Joe reported that a summary of the top four current issues identified by the thirty responding agencies is available on the ASCA website and a full current issues report will be developed and distributed to members and partner agencies and associations. The meeting was adjourned at 10:00 AM. Minutes Recorded by: Joe Fenton (ASCA) Information Sharing Committee 5 August 10, 2013
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