BRB's Public Records Blog

Makeup of Death Master File Changed

Makeup of Death Master File Changed Effective November 1, 2011, the Social Security Administration (SSA) is no longer including state death records in the SSA's Master Death File (DMF). The law governing this action is found at www.ssa.gov/OP_Home/ssact/title02/0205.htm. Section 205(r) prohibits the SSA from disclosing state death records it receives, except in limited circumstances. Since it can no longer add these entries, the SSA further decided to remove 4.2 million existing state records from the DMF. This removal represents a little over 4.7% of the entire database. One of the significant pieces of information that the state records data added to the DMF was the last known residence (state, county) of a subject. Please note that the SSA does not have a death record for all persons. The DMF as a verification tool is good, but the absence of a particular person does not guarantee the person is alive.

The FBI Will Lower Fee for Fingerprint Searches

Authorized users requesting fingerprint-based Criminal History Record Information (CHRI) checks for certain noncriminal justice purposes will see a lower fee starting March 19, 2012. The charge for a CHRI check when submitting fingerprints will decrease by $2.75, and if for a volunteer there is a $.25 decrease. For example the current fee in effect for electronic submission by authorized users will decrease from $19.25 to $16.50. The fee for Centralized Billing Service Providers (CBSPs) will decrease from $17.25 to $14.50. The fee for "volunteers" will decrease from $15.25 to $15.00, and if CBSP then $13.25 to $13.00. This new fee should lower the cost when the FBI performs the fingerprint search for background checks performed by state occupational licensing boards and also for the issuance of HAZMAT endorsements for commercial driver licenses. More information about this decrease is viewable on the Federal Register at www.gpo.gov/fdsys/pkg/FR-2011-12-20/html/2011-32544.htm.

Collin County Texas

The Texas Collin County District Clerk recently announced a new web-based service for attorney and law firms to access court records and files. The subscription fee is based on the number of attorneys in the firm. See www.co.collin.tx.us/district_clerk/index.jsp

 

At present, Collin County Texas currently offers the public a basic search and an advanced search of the court record index. Both are free, neither provide case documents. The Basic Search provides a name search showing a basic information list for all case types simultaneously. The Case Record Inquiry system provides a Register of Actions with case details. These searches can be used to search for active and some historical cases held in any of the Collin County District, County Court at Law, including Probate, or Justice Courts.

Sidebar About Collin County Ranchers and Brands
Texas requires cattle raisers and livestock owners to register their brands in the county or counties in which they operate. Every 10 years, Texas requires that these brands be re-registered. The brand re-registration period began Aug. 31, 2011, and concludes Feb. 29, 2012. Collin County has automated this process and is the first county to enable online registration and searching of Brands, Marks and Tattoos. The search site is at http://apps.collincountytx.gov/dnnpub/mbt/Home.aspx. Ranches are presented in alpha order of the last name of the owner of the livestock.
Although Texas does not have a statewide brand registry database, the Texas and Southwestern Cattle Raisers Association (TSCRA) does have a limited brand search at www.tscrabrands.com/default.aspx.

Oregon Motor Vehicle Records

In late 2011, the Oregon Department of Administrative Services (DAS) signed an agreement with NIC, Inc. that enables NIC to provide E-Government services on behalf of Oregon State Agencies. Effective April 1, 2012, the local NIC affiliate will be the designated DMV source to provide electronic driving records to approved entities. The fee for an electronic driving record will be $9.68.

Until April 1st 2012 when the new system is operational, qualified customers may still access Oregon driving records via the real time connection through AAMVAnet. These customers have established a Record Inquiry Account and are able to request the 3-year employment record, the 3-year non-employment record, or the combined "court print." The fee for this program is $2.00 per record with a onetime set-up fee of $2,500. For more information, contact the Records Policy Unit at 503-945-7950.

Manatee County District Court, Florida

The 12th Judicial Circuit (Desoto, Manatee, and Sarasota counties) recently unveiled a new paperless, electronic case management system in Manatee County. The "Manatee Model" was designed for judges, attorneys and county officials to better manage case files through the judicial process. This has lead to a new online search site for public records that now includes images of case files. The site at www.manateeclerk.org/Home/tabid/57/Default.aspx provides a name search with an initial index that shows a DOB as an identifier. From the index one can choose to view any number of documents. Images for felony cases go back to June 2, 2001, for misdemeanor to January 2003, for civil to July 18, 2012. Criminal traffic and traffic infractions are also shown.

This new system will set a baseline standard for other counties in FL as they upgrade their case management systems and provide document images online. Sarasota County is planning to soon place its court record images online to the public while adopting the Manatee Model. For more information about the Manatee Model visit www.manateeclerk.com/Home/ManateeMethod.aspx.

The access system in place now for approved high volume requesters and vendors is the Advantis System. The fee is $11.00 per record, billing is monthly. Search is by license number only (not by name). Requesters must sign a User Agreement and be approved by the Driver Services Branch.

South Dakota Court Records

The South Dakota Legislation is considering a request by the Chief Justice to increase the fee of a court record search from $15.00 to $25.00. HB1058 was passed by the South Dakota House of Representatives and is now being considered by the Senate.

Most South Dakota courts do not allow the public to perform a name search in person. Searches must be performed by the clerk. The Office of the State Court Administrator asks all mail requests be directed to the processing center at: Union County Clerk of Court, 209 East Main, Ste 230, Elk Point, SD 57025. 605-356-2132, fax 605-356-3687. However, know that the state will periodically change the designated county for the processing center.

The State Court Administrator's Office provides a service for ongoing requesters who have multiple searches for criminal, civil and probate records. To set up a commercial account, contact Jill Gusso, Director, Public Information, State Court Administrator's Office, 500 East Capitol Ave, Pierre, SD 57501, 605-773-4874, fax is 605-773-8437. Her email is jill.gusso@ujs.state.sd.us. Neither processing system above contains information from the Tribal Courts.

A copy of HB1058 is viewable at http://legis.state.sd.us/sessions/2012/QuickFind.aspx.