JUSTIN Electronic Access Policy Manual Part A ... - Ministry of Justice

JUSTIN Electronic Access Policy 

Part A - Introduction Table of Contents 

Issued 

October 2003 

PART A - INTRODUCTION 

1.0 Purpose of this Manual 

CONTENTS 

2.0 How this Manual is Organized 

3.0 Purpose of the JUSTIN Electronic Access Policy 

4.0 Background 

4.1 What is JUSTIN? 

4.2 Why was JUSTIN developed? 

4.3 How is JUSTIN organized? 

5.0 Roles and Responsibilities 

Figure 2 – The JUSTIN Application 

5.1 Information Technology Services Division 

5.2 Governing Committees 

Figure 3 – JUSTIN Governance Structure 

5.3 JUSTIN Steering Committee 

5.3.1 Mandate 

5.3.2 The relationship between the JUSTIN Steering Committee 

and the JUSTIN Access and Security Committee 

5.4 JUSTIN Management Committee 

5.4.1 Mandate 

5.4.2 Relationship between the JUSTIN Management Committee 


Figure 5 – JUSTIN Management Committee Membership 

Revised 

1 of 2


Part A - Introduction Table of Contents 

6.0 JUSTIN Access and Security Committee 

Issued 

October 2003 

6.1 Mandate 

6.2 Scope of authority 

6.2.1 Policy and procedures 

6.2.2 Electronic access to information in JUSTIN 

6.2.3 Non-electronic access to information in JUSTIN 

6.3 Specific areas of responsibility 


6.3.2 Electronic access agreements 

6.3.3 Technical issues 

6.3.4 Legal issues 

6.3.5 Security issues 

6.3.6 Audit trails and audits 

6.3.7 Responding to suspected or confirmed unauthorized use of 

electronic access 

6.3.8 Revoking electronic access to JUSTIN 

6.4 Decision making process 

6.5 Reporting 

6.6 JUSTIN Access and Security Committee structure 

6.6.1 Membership 

6.6.2 Responsibilities of JACS Committee members 

6.6.3 Frequency of meetings 

6.6.4 Minutes, agendas and material for review 

Figure 6 – JACS Committee Membership 

Revised 



Part A - Introduction 1.0 Purpose of this Manual 

1.0 Purpose of this Manual 

Issued 

October 2003 

The primary purpose of this manual is to provide the JUSTIN Access and 

Security Committee with the policy and procedural guidance necessary in 

order for the Committee to manage electronic access to JUSTIN. 

The secondary purpose of this manual is to provide prospective or existing 

JUSTIN users with comprehensive information regarding the requirements 

for obtaining and maintaining electronic access to JUSTIN. 

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Part A - Introduction 2.0 How this Manual is Organized 

2.0 How this Manual is Organized 

Issued 

October 2003 

This manual consists of five parts. 

Part A: Introduction 

Part A contains: 

• Section 1.0 Purpose of this Manual 

• Section 2.0 How this Manual is Organized 

• Section 3.0 Purpose of the JUSTIN Electronic Access Policy 

• Section 4.0 Background, provides the context for the manual by 

providing an overview of JUSTIN, its purpose and what information is 

contained in JUSTIN 

• Section 5.0 Roles and Responsibilities, provides an overview of the 

governance structure for JUSTIN and clearly explains the different 

roles of the Information Technology Security Division, the JUSTIN 

Steering Committee, the JUSTIN Management Committee, and the 

JUSTIN Access and Security Committee, and 

• Section 6.0 JUSTIN Access and Security Committee, provides detailed 

information on the mandate, scope of authority, and specific areas of 

responsibility of the JUSTIN Access and Security Committee. 

Part B: Policy and Procedures, and Definitions and Acronyms 

Part B contains: 

• the policy and procedures that guide the JUSTIN Access and Security 

Committee regarding permitting or declining electronic access to 

JUSTIN 

• comprehensive information for prospective or existing JUSTIN users 

regarding the requirements for obtaining electronic access to JUSTIN 

and the consequences of unauthorized use of electronic access, and 

• the definitions and acronyms used in the policy. 

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Part A - Introduction 2.0 How this Manual is Organized 

Issued 

October 2003 

Part C: Policy and Procedures for Electronic Access to Court 

Records in JUSTIN 

Part C contains policy and procedures related specifically to electronic 

access to court record information in JUSTIN. 

Part D: Electronic Access Agreement Template 

Part D contains the Electronic Access Agreement Template. The JUSTIN 

Access and Security Committee uses this template for drafting electronic 

access agreements with bodies that have received approval in principle for 

electronic access to JUSTIN. The template contains some standard 

language used in all agreements but the specifics of each agreement are 

discussed and agreed upon between the parties on a case-by-case basis. 

Part E: Operational Documents 

Part E contains the operational documents associated with managing 

electronic access to JUSTIN including the: 

• JUSTIN Information and Application Package used by applicants for 

electronic access to JUSTIN 

• JUSTIN Access and Security Committee Evaluation Guide for 

Evaluating Applications for Electronic Access used by the JUSTIN 

Access and Security Committee when evaluating applications for 


• User Account Form that must be signed by every person with 


• form letters used by the JUSTIN Access and Security Committee for 

communicating with applicants for electronic access to JUSTIN, and 

the 

• memos issued by the JUSTIN Access and Security Committee 

regarding various procedures and guidelines regarding managing 

electronic access to JUSTIN. 

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Part A - Introduction 3.0 Purpose of the JUSTIN EA Policy 

3.0 Purpose of the JUSTIN Electronic Access Policy 

Issued 

October 2003 

The purpose of the Justice Information System (JUSTIN) Electronic 

Access Policy is to: 

• guide decision-making regarding permitting, declining or revoking 


• specify the issues that must be addressed when considering whether to 

provide electronic access to JUSTIN 

• ensure that JUSTIN security standards are appropriate and support 


• provide a process for identifying JUSTIN electronic access business 

requirements, and to 

• facilitate the exchange of information between criminal justice, law 

enforcement and judicial partners. 

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Part A - Introduction 4.0 Background 

4.0 Background 

Issued 

October 2003 

4.1 What is JUSTIN? 

The Justice Information System (JUSTIN) is an operational integrated 

criminal case management system and the electronic court record. It is the 

provincial repository of information about all adult and youth criminal 

cases arising in the province, from initiation through to disposition. 

JUSTIN also contains information about offences pursuant to provincial 

legislation. 

4.2 Why was JUSTIN developed? 

JUSTIN was developed for use by criminal justice agencies and the 

Judiciary for public safety purposes, law enforcement purposes, and the 

effective and efficient administration of the criminal justice system. The 

Provincial court also uses JUSTIN for criminal and civil trial scheduling. 

Through JUSTIN, information is shared and re-used by police, Crown 

counsel, court registries, Judicial case managers, corrections personnel and 

other justice agencies. 

4.3 How is JUSTIN organized? 

JUSTIN is comprised of modules that allow authorized users to view 

specified information in JUSTIN. The name of each module and its basic 

functionality is outlined in Figure 1. An illustration of the JUSTIN 

modules within the JUSTIN application is shown in Figure 2. 

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Issued 

October 2003 

Figure 1 – Description of JUSTIN Modules 

MODULE DESCRIPTION USED BY 

Report to Crown 

Counsel (RCC) 

Module 

The RCC module is used to submit and 

process Reports to Crown Counsel. 

Electronic access to the RCC Module 

automatically provides electronic access 

to the Courts Inquiry Module. 

Crown Module The Crown Module is used to prepare 

charge assessments and produce 

Informations and Indictments, which 

can then be forwarded electronically to 

Court staff. 

Electronic access to the Crown Module 



Courts Module The Courts Module is the electronic 

court record. It is used for case 

management and case tracking. It 

records information about the accused, 

charges, court appearances, documents, 

and results. It includes non-public 

information about pardoned convictions 

and about cases with publication or 

disclosure bans. 

Courts Inquiry 

Module 

Electronic access to the Courts Module 



The Courts Inquiry Module is used to 

search specific cases for information 

about court appearances and case 

results. It includes non-public 

information about pardoned convictions 

and about cases with publication or 

disclosure bans. 

Municipal police, 

RCMP, and other law 

enforcement agencies 

Federal and Provincial 

Crown counsel 

Court Services Branch 

staff 

Courts Services 

Branch staff, criminal 

justice agencies, law 


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Issued 

October 2003 

MODULE DESCRIPTION USED BY 

(Courts) Public 

Inquiry Module 

Trial Scheduling 

System (TSS) Module 

Booking Maintenance 

Module 

(video conferencing) 

Booking Notification 

Module (video 

conferencing) 

Law Enforcement 

Availability (LEA) 

Module 

The Public Inquiry Module is used to 

search specific cases for information 

about court appearances and case 

results. It includes only public 

information that would normally be 

provided by the court registry, such as 

accused name, file number, charges, and 

court appearances. 

The TSS module is used for maintaining 

judicial administrative information 

including the courtroom calendar for the 

Provincial Court and for checking the 

availability of police officers and 

Crown witnesses. It is linked to the 

Crown and Courts Modules. 

The Booking Maintenance Module is 

used to book equipment for repair or 

other reasons. 

The Booking Notification Module is 

used to book video conferences, 

equipment, and rooms. 

The LEA Module is used to enter 

personnel availability for trial 

scheduling purposes. It is linked to the 

TSS Module, Crown Module and RCC 

Module. 

Reports Module The Reports Module is used to produce 

reports such as the Accused History 

Report and Court lists. 

Justice Administration 

System (JAS) Module 

The public through 

JUSTIN Public 

Inquiry Terminals 

(JPTs) and other 

permitted bodies. 

Judicial case 

managers 

Courts Services 

Branch staff 

Judicial case 

managers and Court 

Services Branch staff. 

Criminal justice 

agencies, law 


and the Judiciary 

Authorized JUSTIN 

users depending on 

their role 

Maintenance of JUSTIN tables. JUSTIN Data Quality 

Unit, Systems 

Services Unit 

(JUSTIN support 

group) and 

Information 

Technology Services 

Division. 

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PART A - Introduction 4.0 Background 

Law Enforcement Availability 

Module (LEA) 

Report to Crown Counsel 

Module (RCC) 

Issued 

October 2003 

Figure 2 – The JUSTIN Application 

These 4 modules are focused on trial scheduling 

Trial Scheduling System 

Module (TSS) 

Crown Module 

Reports Module Justice Administration 

System Module (JAS) 

These 3 modules contain information 

that is the electronic court record 

Courts Module 

Courts Inquiry 

Module (CI) 

Public Inquiry 

Module 

Booking 

Maintenance 

Module 

Booking 

Notification 

Module 

Revised Page 

4 of 4 

JUSTIN 

Public 

Terminals


PART A - Introduction 5.0 Roles and Responsibilities 

5.0 Roles and Responsibilities 

Issued 

October 2003 

5.1 Information Technology Services Division 

The Information Technology Services Division (ITSD), Ministry of 

Attorney General/Ministry of Public Safety and Solicitor General 

(MAG/MPSSG) occupies a unique role in relation to JUSTIN. ITSD has 

electronic access to JUSTIN but this electronic access is not pursuant to an 

electronic access agreement. This is because ITSD has electronic access to 

JUSTIN for the purposes of developing and maintaining the application 

including data quality control. ITSD does not have electronic access to 

JUSTIN for a criminal justice or law enforcement purpose. All ITSD staff 

and contracted workers, however, must sign an Account Access Form. 

Because ITSD staff and contracted workers sign an Account Access Form 

and have been permitted electronic access to JUSTIN, they are authorized 

users pursuant to the JUSTIN Electronic Access Policy and therefore the 

JUSTIN Electronic Access Policy applies to ITSD. 

5.2 Governing Committees 

Three committees share responsibility for managing specific aspects of 

JUSTIN operations. The three committees are the: 

• JUSTIN Steering Committee 

• JUSTIN Access and Security Committee (JACS Committee) 

• JUSTIN Management Committee. 

A brief overview of the mandate of the JUSTIN Steering Committee and 

JUSTIN Management Committee is included in this section for the 

purpose of clarifying the relationship between the JACS Committee and 

the JUSTIN Steering and Management Committees. 

A detailed overview of the mandate, decision-making process and 

committee structure for the JACS Committee is found in Part A, s. 6.0. 

The JUSTIN Governance Structure in shown in Figure 3, on the next page. 

Revised Page 




Issued 

October 2003 

Figure 3 – JUSTIN Governance Structure 

JUSTIN Steering Committee 

• approves annual plans 

• decides development and access issues that have been referred for 

review 

• confirms recommended enhancements to JUSTIN functionality 

JUSTIN Management Committee 

• manages JUSTIN development and 

releases 

• sets priorities for betterments and 

enhancements 

• manages inter-agency coordination 

JUSTIN Access and Security 

Committee 

• develops JUSTIN electronic access and 

security policy and procedures 

• permits or declines applications for 


• identifies JUSTIN business 

requirements as they relate to electronic 

access and security 

• manages requests for non-electronic 

access to information in JUSTIN 

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October 2003 

5.3 JUSTIN Steering Committee 

5.3.1 Mandate 

(a) The mandate of the JUSTIN Steering Committee is to provide 

overarching management and direction to the JUSTIN Management 

Committee and the JACS Committee. This includes: 

i. approving annual plans 

ii. confirming recommended enhancements to JUSTIN functionality 

iii. signing-off policy developed by the JACS Committee 

iv. resolving any electronic access issues referred from the JACS 

Committee to the JUSTIN Steering Committee, and 

v. resolving any development issues referred from the JUSTIN 

Management Committee to the JUSTIN Steering Committee. 

5.3.2 The relationship between the JUSTIN Steering Committee 


(a) The Chair of the JACS Committee sits as a subject-matter expert on 

the JUSTIN Steering Committee and reports on the work of the JACS 

Committee at each JUSTIN Steering Committee meeting. The Chair 

of the JACS Committee represents all bodies participating on the 

JACS Committee in his or her JUSTIN Steering Committee role. 

(b) The JUSTIN Steering Committee reviews and signs-off JUSTIN 

electronic access policy. 

(c) The JUSTIN Steering Committee reviews and resolves any issue 

referred to the JUSTIN Steering Committee by the Chair of the JACS 

Committee. 

The membership of the JUSTIN Steering Committee is shown in Figure 4, 

on the next page. 

Revised Page 




Figure 4 – JUSTIN Steering Committee Membership 

Body and position Representative at time of 

JUSTIN EA Policy sign-off 

Corrections Branch, MPSSG 

Brian Mason 

Provincial Director, Strategic Planning & Corporate 

Programs 

Court Services Branch, MAG 

Assistant Deputy Minister (Chair) 

Court Services Branch , MAG 

Director, Business Development & Change Management 

Chair, JUSTIN Access and Security Committee 

Court Services Branch , MAG 

Chair, JUSTIN Management Committee 

Criminal Justice Branch, MAG 

Assistant Deputy Attorney General 

Federal Prosecution Service, BC Region, Department 

of Justice 

Director, Federal Prosecution Service 

Information and Technology Services Division, 

MAG/MPSSG 

Executive Director 

Police Services Division, MPSSG 

Director 

Provincial Court Judiciary 

Director, Judicial Administration 

Office of the Chief Judge 

RCMP 

OIC, “E” Division 

Informatics Operational Support 

Supreme Court Judiciary 

A/Director, Judicial Administration 

Youth Justice Policy and Support Branch, Ministry of 

Children and Family Development 

Director, Youth Justice Policy and Support Branch 

Issued 

October 2003 

Rick McCandless 

Virginia Day 

Donna Ginther 

Robert Gillen, Q.C. 

Bob Prior 

Frank D'Argis 

Kevin Begg 

Mike Smith 

Insp. Keith Davidson 

Alix Campbell 

Steve Howell 

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October 2003 

5.4 JUSTIN Management Committee 

5.4.1 Mandate 

(a) The mandate of the JUSTIN Management Committee is to oversee the 

technological management of JUSTIN during ongoing development 

and in operations. This includes: 

i. focusing on interagency coordination 

ii. managing the evolution of the system with a view to increasing 

efficiencies 

iii. ensuring the system remains relevant to, and current with, the 

users' lines of business, and 

iv. ensuring that the technical specifications of JUSTIN enable 

compliance with legislation and policy. 

5.4.2 Relationship between the JUSTIN Management Committee 


(a) The Chair of the JACS Committee sits as a member of the JUSTIN 

Management Committee and reports on the work of the JACS 

Committee. The Chair represents all bodies participating on the JACS 

Committee. 

(b) The Chair of the JUSTIN Management Committee sits as a member of 

the JACS Committee and reports on the work of the JUSTIN 

Management Committee. The Chair represents all bodies participating 

on the JUSTIN Management Committee. 

(c) The JACS Committee identifies the access and security business 

requirements and provides these requirements to the JUSTIN 

Management Committee in the form of recommendations for JUSTIN 

modifications. 

The membership of the JUSTIN Management Committee is shown in 

Figure 5, on the next page. 

Revised Page 




Figure 5 – JUSTIN Management Committee Membership 

Body and position Representative at time of JUSTIN 

EA Policy sign-off 


Rod Fisher 

Manager, Information Technology 


Donna Ginther 

Director, Vancouver Law Courts (Chair) 


Virginia Day 

Director, Business Development & Change 

Management 


JUSTIN Coordinator 

Federal Prosecution Service, B.C. Region, 

Department of Justice 

Crown Counsel, JUSTIN Coordinator 

Information Technology Services Division, 

MAG/MPSSG 

Manager, Justice Programs 


Program Manager 


JUSTIN Information Manager/Trial Co-ordinator 

Royal Canadian Mounted Police 

NCO ic Review Analyst Section 


Manager, Trial Coordination, Supreme Court 

Youth Justice Policy and Program Support, 

Ministry of Children and Family Development 

Youth Justice Consultant 

JUSTIN Access and Security Committee 

Chair 

JUSTIN Data Quality Committee 

Chair 

JUSTIN Management Group 

Manager 

Issued 

October 2003 

Debbie Harris 

Garth Smith 

Jeff Gauthier 

Frank Potter 

Jim Kurtz 

Sgt. Don Smith 

Cindy Friesen 

Charisse Moore 

Virginia Day 

Dan Chiddell 

Debbie Spouler 

Revised Page 



PART A - Introduction 6.0 JUSTIN Access and Security Committee 

6.0 JUSTIN Access and Security Committee 

Issued 

October 2003 

6.1 Mandate 

(a) The JUSTIN Access and Security Committee (JACS Committee) 

provides a forum for discussion and decision-making regarding 

matters for which it is responsible. The mandate of the JACS 

Committee is to: 

i. manage electronic access to information in JUSTIN 

ii. manage non-electronic access to information in JUSTIN, and 

iii. respond to JUSTIN-related access and security issues as they arise. 

6.2 Scope of authority 


(a) The JACS Committee develops and signs-off JUSTIN electronic 

access policy and procedures and forwards the policy to the JUSTIN 

Steering Committee for final sign-off. 

(b) The Judiciary, through the [Judicial] Access Policy Working 

Committee, or other designate, reviews and signs-off JUSTIN 

electronic access policy as it relates to electronic access to court 

records in JUSTIN. 

6.2.2 Electronic access to information in JUSTIN 

(a) The JACS Committee has the authority to make decisions regarding 

permitting or declining electronic access to applicants requesting 

electronic access to JUSTIN. 

(b) The Judiciary has the sole authority to approve electronic access to, 

and disclosure of, court records in JUSTIN. This authority is 

exercised through the judicial representatives on the JACS Committee. 

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6.2.3 Non-electronic access to information in JUSTIN 

(a) The JACS Committee has the authority to make decisions regarding 

permitting or declining access to information in JUSTIN in accordance 

with applicable law or policy. 

(b) The Judiciary has the sole authority to approve access to, and 

disclosure of, court records in JUSTIN. This authority is exercised 

through the judicial representatives on the JACS Committee. 

6.3 Specific areas of responsibility 


(a) Developing the policy, procedures and forms necessary to respond to 

requests for electronic access to JUSTIN and to electronic access 

issues. 

(b) Developing the policy, procedures and forms necessary to respond to 

requests for non-electronic access to information in JUSTIN. 

(c) Updating the JUSTIN Electronic Access Policy as required. 

(d) Identifying the appropriate steps for resolving policy issues that arise. 

(e) Identifying new policy issues as they arise and resolving, re-directing 

or referring them to the JUSTIN Steering Committee as appropriate. 

(f) Identifying the access and security business requirements for JUSTIN 

and providing these requirements to the JUSTIN Management 

Committee in the form of recommendations for JUSTIN 

modifications. 

(g) Ensuring that electronic access to JUSTIN is in compliance with 

government privacy policy (e.g. ensuring that a Privacy Impact 

Assessment is completed and filed). 

6.3.2 Electronic access agreements 

(a) The primary responsibilities of the JACS Committee in relation to 

JUSTIN electronic access agreements are: 

i. reviewing applications for electronic access and approving them in 

principle (Part B, 3.2.7(a) JUSTIN Electronic Access Agreements) 

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ii. identifying which bodies will be a party to an electronic access 

agreement (Part B, s. 3.2.7(b) JUSTIN Electronic Access Agreements) 

iii. identifying which JACS Committee member(s) will be responsible 

for drafting an electronic access agreement (Part B, s. 3.2.7(b) JUSTIN 

Electronic Access Agreements) 

iv. providing guidance and advice during the drafting of JUSTIN 

electronic access agreements (Part B, s. 3.2.7(c) JUSTIN Electronic Access 

Agreements) 

v. reviewing issues that cannot be resolved by the parties during the 

drafting of an electronic access agreement (Part B, s. 3.2.7(d) JUSTIN 

Electronic Access Agreements), and 

vi. addressing policy, legal or technical issues that arise once an 

agreement is implemented and the issue cannot be resolved 

between the parties (Part B, s. 3.2.9(a) JUSTIN Electronic Access Agreements) 

6.3.3 Technical issues 

(a) Identifying new technical issues as they arise and addressing them as 

appropriate. 

6.3.4 Legal issues 

(a) Identifying legal issues related to electronic access as they arise and 

addressing them as appropriate. 

6.3.5 Security issues 


JUSTIN security are: 

i. conducting a sensitivity analysis of information in JUSTIN in 

order to assign a security designation to the information (Part B, s. 6.2.3 

Security for Electronic Access to JUSTIN) 

ii. setting policy on security clearance requirements for users (Part B, s. 6.2.6 

Security for Electronic Access to JUSTIN) 

iii. requesting a review of JUSTIN security tools by Information 

Technology Services Division in response to unauthorized use of 

electronic access or other triggering event (Part B, s. 6.1.3 Security for 

ElectronicAccess to JUSTIN), and 

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iv. requesting that the Information Technology Services Division 

undertake a review of JUSTIN security standards in order to ensure 

that they remain sufficient and cost-effective and that they support 

electronic access that is consistent with the provisions of 

applicable law, policy or directives (Part B, s. 6.2.2(e) Security for 

Electronic Access to JUSTIN). 

6.3.6 Audit trails and audits 


JUSTIN audit trails and audits of access are: 

i. determining what transaction (e.g. viewing, creating, modifying 

and deleting) relating to specified information in JUSTIN will 

create an audit trail (Part B, s. 7.1.3 Audit Trails and Audits for Electronic 

Access to JUSTIN), and 

ii. determining the frequency and scope of compliance audits for the 

purpose of monitoring compliance (Part B, s. 7.2.6(c) Audit Trails and 

Audits for Electronic Access to JUSTIN). 

6.3.7 Responding to suspected or confirmed unauthorized use of 



responding to suspected or confirmed unauthorized use of electronic 

access are: 

i. determining whether to suspend the electronic access of a body or 

party pending the result of an investigation. (Part B, s. 8.2.7(a)(b) 

Unauthorized Use of Electronic Access to JUSTIN). 

ii. determining whether to suspend the electronic access of a body or 

party where the investigation concludes that an unauthorized use 

occurred (Part B, s. 8.2.12(a) Unauthorized Use of Electronic Access to JUSTIN), 

and 

iii. requesting a review by the investigating body or party if the JACS 

Committee is not satisfied with the investigation, its results, or the 

action taken as a result of the investigation (Part B, s. 8.2.14 Unauthorized 

Use of Electronic Access to JUSTIN). 

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6.3.8 Revoking electronic access to JUSTIN 


revoking electronic access to JUSTIN are: 

i. recommending to a body or party that an authorized user's 

electronic access be revoked (Part B, s. 9.2.3 Revoking Electronic Access to 

JUSTIN), and 

ii. recommending to the JUSTIN Steering Committee that a body or 

party's electronic access be revoked. (Part B, s. 9.2.6 Revoking Electronic 

Access to JUSTIN). 

6.4 Decision making process 

(a) Meetings of the JACS Committee will be conducted informally, with 

decision making by consensus. 

(b) The Chair of the JACS Committee, or their delegate, may put forward 

an issue or decision to a later meeting if, in the Chair's sole discretion, 

the number of JACS members present is not sufficient, or if those 

members present are not the members best qualified to discuss or 

decide an issue. 

(c) Where the JACS Committee reaches a consensus decision a committee 

member may request that their specific comments on the issue be 

recorded in the minutes. 

(d) If the JACS Committee cannot reach a consensus decision, the matter 

will be referred to the JUSTIN Steering Committee for resolution. 

(e) Where a matter is referred to the JUSTIN Steering Committee for 

resolution, JACS Committee members will be designated to prepare 

briefing materials outlining the issue and the varying positions on the 

issue. This will be forwarded to the JUSTIN Steering Committee for 

consideration and final decision. 

6.5 Reporting 

(a) The JACS Committee provides regular status reports to the JUSTIN 

Management Committee. These are done either verbally or in writing 

and include information regarding: 

i. those agencies or organizations that have been approved for 


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ii. the number of current applicants for electronic access to JUSTIN 

and the status of the applications 

iii. the number of applications for non-electronic access to information 

in JUSTIN and the status of the applications 

iv. legal or policy issues that may be of interest to the JUSTIN 

Management Committee, and 

v. technical issues that may require resolution by the JUSTIN 

Management Committee. 

(b) The JACS Committee provides quarterly status reports to the JUSTIN 

Steering Committee. These are written reports and include a summary 

of the information reported to the JUSTIN Management Committee as 

well as other issues at the discretion of the Chair of the JACS 

Committee. 

6.6 JUSTIN Access and Security Committee structure 

6.6.1 Membership 

(a) The JACS Committee has 10 decision-making members designated by 

their body (see Figure 6). Other subject-matter experts from 

participating bodies as well as guests may be invited to attend the 

JACS Committee meetings as required. 

(b) The JACS Committee selects its Chair from among its members. The 

Chair will sit for a 12-month term. A Chair may be re-selected 

indefinitely. 

6.6.2 Responsibilities of JACS Committee members 

(a) JACS Committee members will: 

i. consider the broad objectives of JUSTIN when making decisions 

as a member of the JACS Committee 

ii. participate in the development of JUSTIN electronic access policy 

and procedures 

iii. represent the interests of their body 

iv. ensure that the work of the JACS Committee and the implications 

of each committee member's participation are effectively 

communicated to that member’s body 

v. make decisions regarding JUSTIN electronic access policy, 

procedures and requests on behalf of the body that they represent 

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vi. consult with and obtain approvals, as necessary, from the 

appropriate members of their body regarding drafting and signing 

JUSTIN electronic access agreements, and will 

vii. report to the JACS Committee on issues that may be of interest to, 

or have an impact on, the bodies represented by the other JACS 

Committee members. 

6.6.3 Frequency of meetings 

(a) The JACS Committee will meet monthly or more frequently as 

required. Meetings will be in Victoria with members attending via 

conference call when they cannot attend in person. Date, time and 

location of regularly scheduled meetings to be confirmed 

approximately one month in advance. 

6.6.4 Minutes, agendas and material for review 

(a) Previous meeting's minutes, and the agenda and material to be 

reviewed for the next regularly scheduled meeting will be sent to 

JACS Committee members by the Chair, or designate, approximately 

one week in advance of the next meeting. All members are responsible 

for submitting agenda items to the Chair, or designate, no later than 

one week prior to a scheduled meeting. 

The membership of the JACS Committee is shown in Figure 6, on the next 

page. 

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Issued 

October 2003 

Figure 6 – JACS Committee Membership 

Body and position Representative at time of JUSTIN 

EA Policy sign-off 


Rod Fisher 

Manager, Information Technology 


Director, Business Development & Change Management 


Crown Counsel 

Federal Prosecution Service, B.C. Region, Department 

of Justice 

Crown Counsel, JUSTIN Coordinator 

Information and Technology Services Division, 

MAG/MPSSG 

Manager, Justice Programs 


Program Manager, representing the Municipal police 


Systems Business Manager, Provincial Court 

Royal Canadian Mounted Police 

IT Security Consultant 


Law Officer, Supreme Court 

JUSTIN Management Committee 

Chair 

Virginia Day (Chair) 

Richard de Boer 

Garth Smith 

Jeff Gauthier 

Frank Potter 

Jim Kurtz 

Janet Dumycz 

Judith Hoffman 

Donna Ginther 

Revised Page

JUSTIN Electronic Access Policy Manual Part A ... - Ministry of Justice

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