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CJD 05-01
in reviewChief Justice Directive 05-01 — Access to Court Records
sha256 86d748410360770be57287a67546d3ba… · retrieved 7/18/2026, 8:49:36 PM · Chief Justice Directive — the Colorado Supreme Court's own administrative directive, loaded whole from the branch's listing (the curated CIVIL SET) · awaiting human verification flip (text is verbatim; the flip is the review gate)
Chief Justice Directive 05-01
Amended Effective November 10, 2025
SUPREME COURT OF COLORADO
Office of the Chief Justice
Chief Justice 05-01 Directive Concerning Access to Court Records
This directive sets forth the Judicial Department’s policy governing public access to court
records and other information. It seeks to grant the public reasonable access to court records
while simultaneously protecting privacy interests of the people whose information may be
subject to disclosure. In addition, this directive provides guidance to Judicial Department
personnel and promotes the accuracy and validity of the information in court records. All
requests to inspect or obtain copies of court records shall be made pursuant to the policy. The
policy shall also govern the completion of electronic court record requests. The policy shall be
entitled “Public Access to Court Records,” and shall be available to Judicial Department
personnel and to the public.
The Public Access Committee (“PAC”) shall periodically recommend amendments to the policy
to the Colorado Supreme Court. The Chief Justice will appoint a Judge to chair the PAC and a
Justice to serve as the PAC’s liaison to the Court. For purposes of this directive, the PAC will
focus on two categories of recommendations: (1) policies and procedures to facilitate the release
of accurate court records while protecting the privacy interests of people whose information may
be released; and (2) policies and procedures for recovering costs associated with making court
records available to the public.
This policy replaces previous Public Access Policies and is effective on the date listed below.
Done at Denver, Colorado this _ 6th day of November 2025.
Effective, November 10, 2025.
/s/
Monica M. Márquez, Chief Justice
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PUBLIC ACCESS
TO
COURT RECORDS
COLORADO JUDICIAL DEPARTMENT
Policy Amended
By the Supreme Court
Effective November 10, 2025
Attachment to CJD 05-01
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COLORADO JUDICIAL DEPARTMENT
PUBLIC ACCESS TO COURT RECORDS
Table of Contents
COLORADO JUDICIAL DEPARTMENT................................................................................ 1
PUBLIC ACCESS TO COURT RECORDS .............................................................................. 1
PURPOSE ....................................................................................................................................... 1
Section 1.00 - PURPOSE OF THE POLICY.............................................................................. 1
ACCESS BY WHOM ..................................................................................................................... 1
Section 2.00 - WHO HAS ACCESS UNDER THIS POLICY................................................... 1
GENERAL PROVISIONS AND DEFINITIONS .......................................................................... 3
Section 3.00 - GENERAL PROVISIONS .................................................................................. 3
Section 3.01 - CASE MANAGEMENT SYSTEM DEFINED................................................... 3
Section 3.02 - CUSTODIAN DEFINED .................................................................................... 3
Section 3.03 - COURT RECORD DEFINED............................................................................. 4
Section 3.04 - PUBLIC ACCESS DEFINED ............................................................................. 5
Section 3.05 - REMOTE ACCESS DEFINED........................................................................... 5
Section 3.06 - “IN ELECTRONIC FORM” DEFINED.............................................................. 5
Section 3.07 - SEALED COURT RECORD DEFINED ............................................................ 5
Section 3.08 - SUPPRESSED COURT RECORD DEFINED ................................................... 6
Section 3.09 - PROTECTED COURT RECORD DEFINED..................................................... 6
Section 3.10 - RESTRICTED COURT RECORD DEFINED ................................................... 6
Section 3.11 - COMPILED DATA DEFINED........................................................................... 8
Section 3.12 - AGGREGATE DATA DEFINED....................................................................... 8
Section 3.13- LIMITED COURT RECORD DEFINED……………………………………….8
ACCESS TO COURT RECORDS ................................................................................................. 8
Section 4.00 - APPLICABILITY OF POLICY .......................................................................... 8
Section 4.10 - GENERAL ACCESS POLICY ........................................................................... 9
Section 4.20 - COURT RECORDS SUBJECT TO REMOTE ACCESS................................... 9
Section 4.30 - REQUESTS FOR BULK DISTRIBUTION OF COURT RECORDS.............. 10
Section 4.40 - ACCESS TO AGGREGATE AND COMPILED DATA FROM COURT
RECORDS ................................................................................................................................ 10
Section 4.50 - DATA MATCH REQUEST .............................................................................. 14
Section 4.60 - COURT RECORDS EXCLUDED FROM PUBLIC ACCESS ........................ 15
TIMELINESS OF ACCESS ......................................................................................................... 18
Section 5.00 - ACCESSING COURT RECORDS ................................................................... 18
FEES ............................................................................................................................................. 19
Section 6.00 - FEES FOR ACCESS ......................................................................................... 19
OBLIGATION OF VENDORS .................................................................................................... 20
Section 7.00 - OBLIGATIONS OF VENDORS PROVIDING INFORMATION
TECHNOLOGY SUPPORT TO A COURT TO MAINTAIN COURT RECORDS............... 20
OBLIGATION OF THE COURT TO INFORM AND EDUCATE............................................. 20
Section 8.00 – INFORMATION ABOUT ACCESS TO COURT RECORDS........................ 20
Section 8.10 - DISSEMINATION OF INFORMATION TO THE PUBLIC ABOUT
ACCESSING COURT RECORDS .......................................................................................... 20
Section 8.20 - EDUCATION OF JUDGES AND COURT PERSONNEL ABOUT AN
ACCESS POLICY .................................................................................................................... 20
PROCESS TO CORRECT INACCURATE INFORMATION .................................................... 21
Section 9.00 - PROCESS TO CORRECT INACCURATE INFORMATION IN A COURT
RECORD .................................................................................................................................. 21
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Addendum A................................................................................................................................ 22
Addendum B.................................................................................................................................25
Addendum C.................................................................................................................................27
Addendum D.................................................................................................................................31
Addendum E.................................................................................................................................32
Addendum F .................................................................................................................................34
Addendum G.................................................................................................................................36
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COLORADO JUDICIAL DEPARTMENT
PUBLIC ACCESS TO COURT RECORDS
PURPOSE
Section 1.00 - PURPOSE OF THE POLICY
(a) The purpose of this policy is to provide the Colorado Judicial Department
(“Department”) with a comprehensive framework for public access to court records.
The policy provides for access in a manner that:
(1) maximizes accessibility to court records;
(2) supports the role of the judiciary;
(3) promotes governmental accountability;
(4) contributes to public safety;
(5) minimizes risk of injury to individuals;
(6) protects individual privacy rights and interests;
(7) protects proprietary business information;
(8) minimizes reluctance to use the court to resolve disputes;
(9) makes effective use of court and clerk of court staff;
(10) provides excellent customer service;
(11) does not unduly burden the ongoing business of the judiciary;
(12) protects individuals from the use of outdated or inaccurate information; and
(13) contributes to the body of knowledge of effective practices of courts and
criminal or juvenile justice agencies.
(b) This policy is intended to provide guidance to:
(1) litigants
(2) those seeking access to court records; and
(3) judges and other Department personnel responding to requests for access.
ACCESS BY WHOM
Section 2.00 - WHO HAS ACCESS UNDER THIS POLICY
Every member of the public will have access to court records as provided in this policy.
(a) “Public” includes:
(1) any person, business, non-profit entity, organization, or association;
(2) an entity that meets the criteria of Section 4.40(f);
(3) any government agency for which there is no existing federal statute or
regulation, state statute, court rule, or court order defining the agency’s
access to court records;
(4) media organizations; and
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(5) entities that gather and disseminate information for whatever reason,
regardless of any intent to make a profit, and without distinction as to the
nature or extent of access.
(b) Except where otherwise provided in this policy, “Public” does not include:
(1) Department staff, including: court employees, State Court Administrator’s
Office ("SCAO") employees, probation employees, and judicial officers;
(2) persons, vendors, or entities, private or governmental, that assist the court in
performing court or probation functions and only as it pertains to said
assistance;
(3) persons or government agencies whose access to court records is governed
by another federal statute or regulation, state statute, court rule, or court
order, or by a policy set by the State Court Administrator ("SCA"); and
(4) the primary parties to a case as defined by the custodian, their attorneys or
Colorado Licensed Legal Paraprofessional (LLP) in that case, other
authorized representative, or persons appointed by the court regarding
access to the court record in a specific case.
(c) Attorneys or LLPs who have a release of information that meets the requirements of
Addendum E are entitled to access any court records listed in the release that the party
from whom the release was obtained would be entitled to access. However, prior to
releasing a court record pursuant to the release the custodian must redact sexual assault
victim and child victim/child witness identifying information from any restricted court
record as set forth in Section 3.10 and must comply with the redaction requirements of
Section 4.60(g).
(d) Except in case classes and case types listed in section 4.60(b)(1-9), and except as
excluded by paragraph (e) below, anyone who has a release of information that meets the
requirements of Addendum E is entitled to access any court records listed in the release
that the party from whom the release was obtained would be entitled to access. However,
prior to releasing a court record pursuant to the release the custodian must redact sexual
assault victim and child victim/child witness identifying information from any restricted
court record as set forth in Section 3.10 and must comply with the redaction requirements
of Section 4.60(g).
(e) Releases of information applicable to more than five individuals must comply with the
requirements of section 4.40(f) even if the request does not pertain to compiled or
aggregate data.
(f) If a defendant or probationer executes an otherwise valid release of information at the
request of a probation department to ensure the probation department can perform its
statutory functions, the release need not comply with the requirements of Addendum E.
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GENERAL PROVISIONS AND DEFINITIONS
Section 3.00 - GENERAL PROVISIONS
(a) A Public Access Committee (“PAC”) was established by this directive to recommend
policy regarding the court records to be released to the public from the courts, probation,
or the SCAO, regardless of the format in which they are maintained.
(b) No Department personnel shall permit a member of the public to use a computer, server,
or any other computing device for access to electronic court records unless authorized by
the SCA or his/her designee.
(c) Department personnel will use the standardized coding and input procedures for
electronic court records established by the SCAO. Any court record, either in electronic
or paper form, released in error to the public shall not be authenticated as an official court
record.
(d) If a Department employee believes a program or application associated with electronic
court records produces incorrect or erroneous results, the SCAO shall immediately be
informed.
(e) Public court records shall be available for inspection by any person at reasonable times,
except as provided in this Chief Justice Directive or as otherwise provided by federal
statute or regulation, state statute, court rule, or court order.
(f) The custodian of any court records may make policies governing the inspection of court
records that are reasonably necessary to protect the records and prevent unnecessary
interference with the regular discharge of the duties of the custodian or the custodian’s
office.
Section 3.01 - CASE MANAGEMENT SYSTEM DEFINED
“Case Management System” (“CMS”) means all Department information systems
designed to capture, monitor, and track court and probation content including filings,
events, calendar events, and documents, and to account for all financial information in the
case.
Section 3.02 - CUSTODIAN DEFINED
“Custodian” means the administrative authority designated by federal statute or
regulation, state statute, court rule, or court order as responsible for the control,
management, and release of the official record. The custodian or custodian’s designee
must adhere to all federal statutes or regulations, state statutes, court rules, or court orders
related to court records.
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(a) State Court Administrator
(1) The SCA is the official custodian of electronic data and is charged with the
safekeeping of the content that resides in the Department’s CMS. The SCA or
his/her designee, except as provided in Section 4.40(a)(2)(ii), is responsible
for completing all requests for information to be extracted from the
Department’s CMS consistent with the policies and procedures developed by
the Supreme Court.
(2) The SCA is not responsible for modifying the electronic court record unless
that task is delegated to the SCA by the Clerks of Court, the Chief Probation
Officers, or their designee.
(b) Clerks of Court
(1) The Clerks of Court are the official custodians of all case-related documents
or information filed and maintained in the official court records in their
individual jurisdictions.
(2) The Clerks of Court are responsible for assigning document or case security
levels consistent with section 4.60 or as directed by a court, and for
processing all requests they receive for documents filed in their specific
locations pursuant to this policy, federal statute or regulation, state statute,
court rule, or court order.
(c) Chief Probation Officers
The Chief Probation Officers are the official custodians of all probationer,
supervision, and pre-sentence investigation related documents or information
maintained in their individual jurisdictions.
Section 3.03 - COURT RECORD DEFINED
For purposes of this policy
(a) “Court record,” regardless of the format, includes:
(1) any document, information, audio or video recording, or other item that is
collected, received, and maintained by a court or Clerk of Court that is related
to a judicial proceeding;
(2) any document, information, audio or video recording, or other item that is
created, collected, received, or maintained by a probation department that is
related to a defendant or probationer;
(3) any item including index, calendar, docket, register of actions, certified
transcript, order, decree, judgment, or minute order, that is related to a judicial
proceeding; and
(4) any electronic record related to a judicial proceeding that is maintained in the
Department’s CMS.
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(b) “Court record,” regardless of the format, does not include:
(1) records maintained for the purpose of managing the administrative business
of the Judicial Branch of the State of Colorado pursuant to Rule 2 of
Chapter 38 of the Colorado Supreme Court Rules (P.A.I.R.R. 2);
(2) judicial officers’ notes and judicial work product related to the deliberative
process, draft opinions or orders, or internal memos;
(3) information gathered, maintained, or stored by a government agency or
other entity to which the court has access but which is not part of the court
record as defined in Section 3.03(a);
(4) court reporter notes; and
(5) all other records maintained by the Department not expressly defined as
court records in Section 3.03(a).
Section 3.04 - PUBLIC ACCESS DEFINED
“Public access” means that the public may inspect and obtain a copy of publicly accessible
information in a court record.
Section 3.05 - REMOTE ACCESS DEFINED
“Remote access” means the ability to electronically search, inspect, or copy information in a
publicly accessible court record without the need to physically visit a Department facility or
location.
Means of remote access include electronic systems maintained by both the Department and
external entities for the purpose of providing access to public information.
Section 3.06 - “IN ELECTRONIC FORM” DEFINED
Information in a court record “in electronic form” includes information that exists as:
(a) representations of text or graphic documents;
(b) images, videos, audio, or other digital content;
(c) data stored in a database or any other storage device or technology; or
(d) audio or digital recordings of an event or notes in an electronic file from which a
transcript of an event can be prepared.
Section 3.07 - SEALED COURT RECORD DEFINED
“Sealed court record” means any court record that is accessible only to judges, court staff, and
other authorized Department staff. Anyone seeking access to a sealed court record must obtain a
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court order. This provision is not intended to prevent a person or agency from viewing the name
index or electronic register of actions in a sealed case if the person or entity has been granted
read-only access pursuant to statute.
The release of a court record sealed or expunged pursuant to Colorado Revised Statutes, Part 7 of
Article 72 of Title 24, Sections 19-1-306 or 13-3-117, or to any other Colorado Revised Statute
which authorizes the sealing or expungement of a court record is governed by those statutory
provisions rather than by this policy. Anyone requesting access to sealed records pursuant to
Section 24-72-703(2)(d)(IV), C.R.S., must comply with Section 4.40(f) of this policy and
complete Addendum F to access compiled data or complete Addendum G to access individual
records at the courts.
Section 3.08 - SUPPRESSED COURT RECORD DEFINED
“Suppressed court record” means any court record that is accessible only to judges, court staff,
parties to the case (and, if represented, their attorneys or LLPs in that case), or other authorized
Department staff. Any other person seeking access to a suppressed court record must obtain a
court order.
Section 3.09 - PROTECTED COURT RECORD DEFINED
“Protected court record” means any court record that is accessible to the public only after
redaction in accordance with applicable federal statute or regulation, state statute, court rule, or
court order, and with Section 4.60(g) of this policy. Before redaction, a protected court record is
accessible only to judges, court staff, parties to the case (and, if represented, their attorneys or
LLPs in that case), or other authorized Department staff.
Section 3.10 - RESTRICTED COURT RECORD DEFINED
(a) “Restricted court record” means:
(1) A court record in a criminal case that includes a charge of “sexual assault” as
defined by Section 24-72-304(4), C.R.S., or
(2) For records of offenses committed before January 1, 2024, a court record in
a criminal case that includes a child victim as defined pursuant to Section 24-
72-304(4.5), C.R.S., as it existed prior to August 7, 2023, for the following
offenses or attempts to commit these offenses:
i. Part 4 of Article 6 of Title 18, C.R.S. (Wrongs to Children)
ii. Internet sexual exploitation of a child under C.R.S. § 18-3-405.4
iii. Enticement of a child under C.R.S. § 18-3-305
iv. Internet luring of a child under C.R.S. § 18-3-306
v. Soliciting for child prostitution under C.R.S. § 18-7-402
vi. Pandering of a child under C.R.S. § 18-7-403
vii. Procurement of a child under C.R.S. § 18-7-403.5
viii. Keeping a place of child prostitution under C.R.S. § 18-7-404
ix. Pimping of a child under C.R.S. § 18-7-405
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x. Inducement of child prostitution under C.R.S. § 18-7-405.5
xi. Patronizing a prostituted child under C.R.S. § 18-7-406
xii. Human trafficking of a minor for involuntary servitude under C.R.S. §
18-3-503
xiii. Human trafficking of a minor for sexual servitude under C.R.S. § 18-
3-504(2); or
(3) For records of offenses committed on or after January 1, 2024, a court
record in any criminal case that does not solely involve traffic offenses and
that includes a child victim or child witness.
(b) Before any sexual assault victim identifying information has been redacted from a record
in such a case, the record is accessible only to judges, court staff, other authorized
Department staff, Colorado criminal justice agencies as defined by Section 24-72-302(3),
C.R.S., the named victim or victim’s designee or victim’s lawful representative as
defined by Section 24-4.1-302, C.R.S., and the parties to the case (and, if represented,
their attorney(s) in that case).
(c) Before any child victim identifying information described above in Section (a)(2) has
been redacted from a record in such a case, the record is accessible only to judges, court
staff, other authorized Department staff, Colorado criminal justice agencies as defined by
Section 24-72-302(3), C.R.S., the named child victim or their designee, the parties to the
case (and, if represented, their attorney(s) in that case), and the following individuals or
entities who are permitted to access child victim identifying information pursuant to
Section 24-72-304(4.5)(d)(I), C.R.S.:
(1) School districts;
(2) State institution of higher education police departments and authorized university
administrators pursuant to Section 23-5-141, C.R.S.;
(3) Assessment centers for children as defined in Section 19-1-103, C.R.S.; and
(4) Social services agencies as authorized by Section 22-32-109.1(3), C.R.S.
(d) Before any child victim/child witness identifying information described above in Section
(a)(3) has been redacted from a record in such a case, the record is accessible only to
judges, court staff, other authorized Department staff, Colorado criminal justice agencies
as defined by Section 24-72-302(3), C.R.S., the named child victim/child witness or their
designee, or named child victim’s lawful representative as defined in 24-4.1-302, C.R.S.,
the parties to the case (and, if represented, their attorney(s) in that case), individuals or
entities who obtain a court order for good cause pursuant to Section 24-72-304(4.5)(a.5),
and the following individuals or entities who are permitted to access child victim/child
witness identifying information pursuant to Sections 24-72-304(4.5)(a)(I) or (d)(I),
C.R.S.:
(1) Office of the State Public Defender;
(2) Office of the Alternate Defense Counsel;
(3) Office of Respondent Parents’ Counsel;
(4) Office of the Child’s Representative;
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(5) Municipal attorneys;
(6) County attorneys;
(7) School districts;
(8) State institution of higher education police departments and authorized
university administrators pursuant to Section 23-5-141, C.R.S.;
(9) Assessment centers for children as defined in Section 19-1-103, C.R.S;
and
(10) Social services agencies as authorized by Section 22-32-109.1(3), C.R.S.
(e) A court order is required for the release of sexual assault victim, child victim, or child
witness identifying information to any other requestor. A release of information is not
adequate.
Section 3.11 - COMPILED DATA DEFINED
“Compiled Data” means data that is derived from the selection or reformulation of specific
database fields within the Department’s CMS. It is a listing of individual court records that may
contain data elements as defined in Section 4.40(b). Except as otherwise provided in this policy,
Compiled Data shall not contain any names of parties associated with a case. Compiled Data
reports include all compilations of electronic court records that are public and reside in the
Department’s CMS. Notwithstanding Section 2.00, anyone seeking compiled data is treated as
the public.
Section 3.12 - AGGREGATE DATA DEFINED
“Aggregate Data” means summary information extracted from Compiled Data that eliminates
any case or party identifying information such as case numbers, case sequence fields, names,
addresses, or entity identification (“EID”) numbers.
Section 3.13- LIMITED COURT RECORD DEFINED
“Limited court record” means any court record that is accessible only to judges, court staff, the
party who filed the document (AKA “filing party”), and the party, parties, or person who has been
served with the document (and, if represented, their attorneys or LLPs in that case). Limited access
to the document is governed by court order or statutory requirements. Any other person seeking
access to a limited court record must obtain a court order.
ACCESS TO COURT RECORDS
Section 4.00 - APPLICABILITY OF POLICY
This policy applies to all court records, regardless of the format or the method of storage. This
policy also applies to Department data that is transferred electronically to other government or
private entities.
Additionally, this policy applies to all electronically filed ("e-filed") or served ("e-service")
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documents in accordance with the rules of the Supreme Court (C.R.C.P. Rule 121 Section 1 – 26,
C.R.C.P. Rule 305.5, Crim.P. Rule 49.5, and C.A.R. Rule 30); to e-filed documents maintained
at the respective courts; and to documents available through the public access terminals located
at a Department facility or location.
Section 4.10 - GENERAL ACCESS POLICY
Information in the court record is accessible to the public except as prohibited by Section 4.60.
Court records that are not publicly accessible pursuant to this policy, or federal statute or
regulation, state statute, court rule, or court order shall not be released by any government or
private entities with which the Department shares or transfers electronic court records.
Section 4.20 - COURT RECORDS SUBJECT TO REMOTE ACCESS
(a) Remote access to publicly accessible court records in electronic form as defined
in Section 3.06(c):
(1) Remote access to the following information in electronic court records is
permissible if the public is otherwise permitted access to that information
pursuant to this policy.
i. Litigant/party names of cases filed with the court;
ii. Listings of case filings, including the names of the primary parties; and
iii. Case information showing case number; judge assigned to the case;
county in which the case is assigned; scheduled date, time and location
of court proceedings; judgments, orders or decrees; charges, pleas,
findings, and sentences in criminal types of cases; and a listing of
documents filed in a case.
(2) Remote access to the following information in electronic court records is not
permissible due in part to the inability to protect confidential information. It
may be available in paper form at local courthouses:
i. Financial data (everything except the financial summary screen);
ii. Free text fields;
iii. Addresses, phone numbers, and other contact information for parties in
cases;
iv. Information related to victims of crime;
v. Information related to witnesses in cases; and
vi. Information related to impartial parties in cases.
(b) Remote access to publicly accessible court records in electronic form as defined
in Section 3.06 is only permissible:
(1) through the Department’s e-filing system or other systems maintained by the
Department, and contractual agreements; and
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(2) as displayed on the Department’s website in compliance with this policy or
other Chief Justice Order.
(c) Remote access to publicly accessible court records in electronic form as defined in
Sections 3.06(b) and 3.06(d) is not permissible.
Section 4.30 - REQUESTS FOR BULK DISTRIBUTION OF COURT RECORDS
Bulk data, for purposes of this policy, is defined as the Department’s entire CMS or a substantial
subset of the Department’s CMS that the SCA or his/her designee determines would create a
significant risk of circumvention of this policy if released. Bulk data is defined also to include
that subset of the entire CMS that remains after the extraction of all data that is confidential
pursuant to this policy, or federal statute or regulation, state statute, court rule, or court order. It
is the policy of the Department that bulk data not be released to individuals, government
agencies, or private entities.
Section 4.40 - ACCESS TO AGGREGATE AND COMPILED DATA FROM COURT
RECORDS
(a) Requests may be made for publicly accessible Compiled Data and Aggregate
Data that is derived from the Department’s CMS and that is not already available
pursuant to Section 4.20 or in an existing report.
Requests must be submitted using Addendum A.
(1) The data request shall:
i. identify what Compiled or Aggregate Data is sought;
ii. describe the purpose for requesting the Compiled or Aggregate Data; and
iii. explain measures for the secure protection of any Compiled or Aggregate
Data requested.
(2) Compiled Data and Aggregate Data shall only be released by the SCAO or its
designated agent.
i. Requests for Compiled Data and Aggregate Data received from the media,
the General Assembly, or a state agency, or that pertain to multiple
judicial districts must be submitted to and prepared by the SCAO.
ii. Requests for Compiled Data and Aggregate Data not received from the
media, the General Assembly, or a state agency that pertain to one judicial
district may be submitted to, prepared by, and released from that judicial
district or the SCAO. If data is requested from and released by a judicial
district, then that judicial district is deemed to be acting as a designated
agent of the SCAO in regard to that data request. In that instance, the data
request must be approved by the Chief Judge or Administrative Authority
of that judicial district, or his/her designee, prior to the release of any data.
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(3) All Compiled Data and Aggregate Data released outside of the Department
must comply with this policy. This includes the requirement that Addendum
A must be completed by the data requestor.
(4) All management reports generated from the Department’s CMS, and reports
created from any other applications that interface with the Department’s CMS
constitute Compiled or Aggregate Data. If a request is made to release these
reports outside of the Department, all provisions of this policy must be met.
(5) The SCA or his/her designee or a designated agent under Section
4.40(a)(2)(ii) may:
i. grant the request and provide the data if he/she determines, in his/her
discretion, that providing the data is consistent with the purpose of this
policy, that the resources are available to prepare the request, and that
providing the data is an appropriate use of public resources; and
ii. make the initial determination as to whether to provide Compiled Data
or Aggregate Data.
(6) The requestor will sign an agreement regarding the limitations and permissible
uses of the Compiled Data or Aggregate Data. See Addendum A.
(7) The SCA or his/her designee will prioritize data requests in the following
manner: requests from within the Department; requests from the General
Assembly; requests from other agencies that are essential to complying with
their statutory mandates; requests from agencies doing business with the
Department; and all other requests, including those from the media,
businesses, and private entities.
(b) Compiled Data and Aggregate Data may be released as follows:
(1) Except as provided in Section 4.40(f), data may be released in Aggregate
form but not in Compiled form in case classes/types:
i. Juvenile Delinquency (JD)
ii. Juvenile – Non Delinquency (JV)
iii. Probate (PR) protected proceeding case types:
a. Conservatorship-Adult or Minor;
Conservatorship/Guardianship-Adult or Minor;
b. Foreign Protected Proceeding;
c. Guardianship-Adult or Minor;
d. Other;
e. Registration of Foreign Order;
f. Single Transaction; and
g. Uniform Veterans’ Guardianship Act
(2) Data may be released in Compiled or Aggregate form in case classes/types:
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i. Civil (C)
ii. Civil (CV)
iii. Civil Water (CW)
iv. Criminal (CR)
v. Criminal Felony (F)
vi. Criminal Misdemeanor (M)
vii. Domestic Relations (DR)
viii. Probate (PR) Trust and Estate case types
ix. Small Claims (S)
x. Traffic (T)
xi. Traffic Infractions (R)
(3) Except as provided in Section 4.40(f), the following types of probation data
may be released in Aggregate form but not in Compiled form:
i. Type of termination
ii. Reason(s) for technical violations
iii. Supervision/risk levels
iv. Assessment scores (subtotal and total)
(4) Except as provided in Section 4.40(f), only information that is otherwise
accessible by the public may be released in Compiled form. Publicly accessible
information includes, but is not limited to, the following types of information:
i. Arrest or offense date and arresting agency
ii. Attorney assigned to a case
iii. Case number (which may include court type, court location, case year,
case class, case sequence)
iv. Case filing date
v. Case status
vi. Date of birth
vii. Events
viii. Filed charges
ix. Financial summary
x. Findings/Sentence information
xi. Gender
xii. Judge and division assigned to the case
xiii. Judgment amount ordered
xiv. Plea
xv. Race
xvi. Scheduled events and scheduled event status
(c) Compiled Data and Aggregate reports will be provided no more frequently than on a
monthly basis, unless exceptional circumstances exist and a mutual agreement exists
to provide data at other intervals, by the SCA, his/her designee or a designated agent
under Section 4.40(a)(2)(ii).
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(d) Notwithstanding the provisions of this policy, a civil judgment report will be created
on a monthly basis no later than the fifth day of every calendar month. It will be
available for release from the SCAO upon request and with the payment of any
applicable fees. The report will be compiled listing all civil judgments entered in the
previous calendar month and all civil judgments satisfied within the previous calendar
month. The report will display the following information related to each judgment:
case number, name of creditor(s), address of creditor (if entered in the Department’s
CMS), name of debtor(s), address of debtor (if entered in the Department’s CMS),
date of judgment, total amount of judgment, and date satisfied (if applicable).
(e) Non-publicly accessible data, including data with personal identifying information,
will not be provided to satisfy academic requirements for students.
(f) A government agency or commission, interagency group related to a judicial program
or practice, or other entity (requestor) may request Compiled or Aggregate Data that
contain specific identifying information for adults and/or juveniles (JD cases). The
SCA may delegate to his/her staff the authority to make the initial determination as to
whether to provide the requested Compiled or Aggregate Data.
(1) Before approving the release of this additional information, one or more of
the following conditions must be met:
i. The requestor has an agreement with the Department to complete
an internal review of a project or program.
ii. The requestor has identified the statutory mandate that requires
access to the data or the statutory authority that exists requiring a
program evaluation, and the requestor represents that specific
identifying information is necessary to complete the evaluation.
iii. The requestor is evaluating programs that are relevant to services
provided to court or probation clients.
iv. The requestor is supporting the operation of a judicial program or
practice.
(2) If at least one of the above conditions is met, the request may also be
subject to one or more of the following:
i. If the project is human subject research, the SCAO will determine
whether the project should have the approval or waiver of an
Institutional Review Board (“IRB”). The request will not be
granted until such time as an IRB has provided the approval or
waiver of the research project.
ii. Consent forms may be required from the subjects of the research
project.
iii. The requestor may be required to describe the purpose for
requesting the Compiled or Aggregate Data.
iv. The requestor may be required to explain provisions for the secure
protection of any Compiled or Aggregate Data requested, to which
public access is restricted or prohibited.
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(3) Requestors approved to receive the data pursuant to this section (f) will be
required to submit Addendum C concerning the protection and release of
electronic data. Requestors may be required to enter into a Memorandum
of Understanding if issues unique to the request are not adequately
covered by Addendum C.
(4) This policy recognizes that some Department programs and practices are
supported by interagency groups that include both Department and non-
Department members. When such a group, in the capacity of supporting
the Department program or practice, has an ongoing and legitimate
business need to access and review Compiled Data that contains specific
identifying information for adults and/or juveniles, all members of the
interagency group must enter into a Memorandum of Understanding
(“MOU”) regarding the protection and use of data. MOUs will be utilized
with these groups in lieu of Addendum C. MOUs will be executed with
the SCA and submitted to the Administrative Authority of the judicial
district operating the judicial program or practice.
(g) Notwithstanding the provisions of Section 4.40(f) of this policy, records that are
sealed pursuant to Article 72 of Title 24 or §13-3-117, C.R.S., shall be available in
compiled form from the SCAO or a single judicial district without a court order to
any person or agency for research purposes if the requirements of §24-72-
703(2)(d)(IV), C.R.S., are met and Addendum F is submitted in conjunction with the
request for Compiled Data.
Section 4.50 - DATA MATCH REQUEST
Data Matches may be performed only by the SCA or his/her designee. Requests must be
submitted as an electronic list of data capable of being matched against criminal (felony,
misdemeanor, and traffic) or juvenile electronic court records that are public or that the requestor
is authorized to access pursuant to this policy, federal statute or regulation, state statute, court
rule, or court order and that reside in the Department’s CMS. Except as provided in Section
4.50(e), requests must be submitted using Addendum B.
(a) Pursuant to §24-33.5-412(6), C.R.S., the Colorado Bureau of Investigation is
designated as the official repository for criminal history information. Therefore, Data
Match requests will not be processed for specific individual background checks. Any
attempt to compile a separate database (i.e., requesting a match of all or more than ten
(10) years of criminal records) will be denied.
(b) All requests are subject to approval by the SCA or his/her designee. The SCA or
his/her designee may grant the request and compile the data if he/she determines that
doing so is consistent with the purposes of this policy, the resources are available to
compile the data, and doing so is an appropriate use of public resources.
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(c) Data Match requests will be submitted to the SCAO. Upon receipt, the request will be
logged, reviewed for approval, and forwarded to appropriate personnel for
processing. The following information will be chronicled in a register: person and/or
organization submitting the request, contact person including name and telephone
number, what data was provided for matching, and for what purpose the data was
requested. The log also will be updated when the request is completed with the name
of the Department personnel who compiled the data, how long it took, and how much
the requestor was charged.
(d) Requests will be processed matching the submitted data to the Department’s CMS.
Only records with positive matches (name and date of birth) will be returned, and an
electronic list of matches will be provided to the requesting person or organization.
Only publicly accessible electronic court records in the criminal (felony,
misdemeanor, and traffic) libraries will be provided in the matched data.
(e) Data Matches shall not be performed for juvenile data unless the requestor meets the
requirements of Section 4.40(f). A Data Match request for juvenile data must be
submitted using Addendum C.
(f) The requestor will sign an agreement regarding the limitations and permissible uses
for the matched data. See Addendum B.
Section 4.60 - COURT RECORDS EXCLUDED FROM PUBLIC ACCESS
(a) Information in court records is not accessible to the public if federal statute or
regulation, state statute, court rule, court order, or this policy prohibits disclosure of
the information.
(b) Court records in the following case classes and case types are not accessible to the
public, unless the court orders otherwise, or if permitted under Section 4.40(f) of this
policy:
(1) Adoption
(2) Dependency & Neglect
(3) Judicial Bypass
(4) Juvenile Delinquency, except as provided in Section 19-1-304, C.R.S.
(5) Mental Health
(6) Paternity
(7) Probate Protected Proceedings:
i. Conservatorship-Adult or Minor;
ii. Conservatorship/Guardianship-Adult or Minor;
iii. Foreign Protected Proceeding;
iv. Guardianship-Adult or Minor;
v. Other;
vi. Registration of Foreign Order;
vii. Single Transaction; and
(8) Uniform Veterans’ Guardianship Act Relinquishment
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(9) Truancy
(b.5) For all case classes and case types listed in this §4.60(b) except for (b)(3) Judicial
Bypass cases, Department personnel are authorized to disclose only the case number and
next appearance date and solely in response to a request that includes the name of a party
to the case. If the requestor provides additional identifying information such as an address,
or a date of birth, it may be used to facilitate identification of the case, but Department
personnel must not disclose this information to a requestor.
(c) If the relevant court record is protected or restricted, the record is not accessible
until the custodian has reviewed the record for release in compliance with this policy.
(d) The following items are examples of suppressed court records commonly filed with
the court or included in a probation file. A suppressed court record's release is subject
to the restrictions of Sections 2.00(c), 2.00(d), and 3.08. If a pleading or filing itself
refers to a suppressed court record, that pleading or filing shall be accessible to the
public unless the court orders otherwise.
(1) Application for Public Defender, Court Appointed Counsel, or Guardian
Ad Litem (JDF 208) or Juvenile Delinquency Application for Public
Defender (JDF 219) and supporting documents
(2) Birth certificates, except as provided in Title 19, C.R.S.
(3) Child abuse investigation reports
(4) Credit reports
(5) Deposited Wills (Will of a living person) released on or after March 3,
2025
(6) Domestic Relations:
i. Financial Statements/Financial Affidavits;
ii. Financial Documents;
iii. Memoranda of Understanding;
iv. Parenting Plans;
v. Qualified Domestic Relations Orders; and
vi. Separation Agreements
(7) Driving history or driving record reports provided from the Department
of Revenue
(8) In a court’s file: drug/alcohol treatment documents, evaluations, test
results, and reports
(9) In a probation department’s file: information related to drug/alcohol
treatment, including but not limited to treatment documents, evaluations,
test results, and reports
(10) Evaluations and reports filed by Child and Family Investigator (§14-10-
116.5, C.R.S.); Child’s Legal Representative (§14-10-116, C.R.S.); or
relating to the Allocation of Parental Responsibilities (§14-10-127,
C.R.S.)
(11) Genetic testing information
(12) In a court’s file: medical and mental health documents prepared by a
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medical or mental health provider
(13) In a probation department’s file: medical and mental health information,
including but not limited to medical and mental health documents
prepared by a medical or mental health provider
(14) Medical marijuana registry application or card
(15) Paternity tests
(16) Presentence reports (PSIR), including attachments, updated PSIRs, and
alcohol evaluation reports, provided by probation to the court
(17) Psychological and intelligence test documents
(18) Scholastic achievement data on individuals
(e) The following items are examples of sealed court records commonly filed with the
court or included in a probation file. A sealed court record's release is subject to the
restrictions of Section 3.07. If a pleading or filing itself refers to a sealed record, that
pleading or filing shall be accessible to the public unless the court orders otherwise.
(1) Death certificates
(2) Exhibits or materials that are dangerous or contraband
(3) HIV/AIDS testing information
(4) Juror questionnaires
(5) Motion to Proceed Informa Pauperis/Motion to File without Payment of
Filing Fees (JDF 205), Request and Authorization for Payment of Fees
(JDF 207), or Request to Reduce Payment for ODR Services and
Supporting Financial Affidavit (JDF 211), and supporting documents
(6) National Crime Information Center (“NCIC”) or Colorado Crime
Information Center (“CCIC”) printed reports
(7) Case information sheets that contain a social security number
(8) Colorado Adult Protective Services (“CAPS”) check authorization forms
and results
(9) Filings required for guardianships and conservatorships pursuant to §15-
14-110(2)(a), C.R.S.
(f) Notwithstanding Sections 4.60(d) and (e), unless a court orders otherwise or an
exception is noted below, access to the following court records in the possession of a
probation department shall be released only to the person in interest (and, if
represented, his or her attorney in the case containing the record at issue), the
prosecuting attorney in the case containing the record at issue, or anyone whose
access is authorized under Section 2.00(c) or Section 2.00(d).
(1) Information related to drug/alcohol treatment, including but not limited to
treatment documents, evaluations, test results, and reports.
(2) HIV/AIDS testing information - A probation department shall not release
this information to anyone other than the defendant/probationer in the
absence of a court order or a release of information that complies with
Section 2.00(c) or Section 2.00(d).
(3) Medical and mental health information, including but not limited to
medical and mental health documents prepared by a medical or mental
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health provider
(4) Medical marijuana registry application or card - The probation
department shall not release a medical marijuana registry application or
card, or a copy thereof, to anyone other than the defendant/probationer in
the absence of a court order or a release of information that complies with
Section 2.00(c) or Section 2.00(d).
(5) National Crime Information Center (“NCIC”) or Colorado Crime
Information Center (“CCIC”) printed reports - A probation department
shall release these reports in a manner that is consistent with 28 C.F.R. §
20.21 and any other applicable legal authorities.
(6) Probation chronological records (narratives)
(7) Records obtained by a probation department from a third party pursuant to
a release of information signed by a probationer or defendant.
(g) Access to pleadings or documents that contain the following information will be
provided after appropriate redaction of the information. Unless the information is
personal to a party that has signed a release of information that meets the
requirements of Addendum E, pleadings or documents requested by a person who
possesses such a release are not exempt from the redaction requirements unless the
person who submits the release of information is an attorney or LLP. Requests for
protected court records shall be handled administratively and shall not require a court
order unless otherwise required by Sections 4.60(b) through (f).
(1) Data or information restricted by court order in specific cases
(2) Driver license numbers
(3) Financial account numbers (This provision does not require redaction when
only the last four digits of an account number have been provided to identify
an account if it does not reveal the entire account number.)
(4) Personal identification numbers (e.g., passport, student ID, state ID (“SID”),
etc.)
(5) Social Security Numbers (“SSN”), including partial SSNs
(6) Tax Identification Numbers
TIMELINESS OF ACCESS
Section 5.00 - ACCESSING COURT RECORDS
(a) Court records in electronic form to which remote access is allowed shall be available,
subject to unexpected technical difficulties or normal system maintenance announced
in advance. Electronic court records may be available during extended hours.
(b) Court records will be available for public access in the applicable custodian’s office
during hours established by the court, probation, or the SCA.
(c) Upon receiving a request for access to court records, the custodian will
provide the court records. Such a request shall be handled administratively and shall
not require a court order, except as required by Section 4.60. The custodian may
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require the requesting person to complete a written request for the court record. If a
request does not provide information sufficient to identify the record sought, the
custodian may deny the request.
(d) If the court records cannot be provided upon request, the custodian will provide the
records within three business days. If extenuating circumstances prevent the
custodian from providing the requested records in three business days, the custodian
may have an additional seven business days to respond.
A finding that extenuating circumstances exist must be communicated by the custodian to the
requestor. Extenuating circumstances exist only when:
(1) the record requested is in active use, in storage, or otherwise not readily available;
or
(2) the custodian or the person best situated to respond to the record request is
temporarily unavailable; or
(3) a broadly stated request is made that encompasses all or substantially all of a large
category of records and the request is without sufficient specificity to allow the
custodian reasonably to prepare or gather the records within the three-day period; or
(4) a broadly stated request is made that encompasses all or substantially all of a large
category of records and the custodian is unable to prepare or gather the records within
the three-day period because all or substantially all of the resources necessary to
respond to the request are dedicated to meeting an impending deadline or to a period of
peak demand that is either unique or not predicted to recur more frequently than once a
month; or
(5) the request involves such a large volume of records that the custodian cannot reasonably
prepare or gather the records within the three-day period without substantially
interfering with the custodian’s obligation to perform other responsibilities
FEES
Section 6.00 - FEES FOR ACCESS
(a) Clerks of Court, probation departments, and the SCAO may charge a fee for access to
court records consistent with Chief Justice Directive 06-01 and Addendum D to this
CJD. The costs shall include: administrative personnel costs associated with providing
the court records; direct personnel costs associated with programming or writing queries
to supply data; personnel costs associated with testing the data for validity and accuracy;
maintenance costs associated with hardware and software that are necessary to provide
data as expressed in Computer Processing Units (“CPU”); storage costs; network costs;
and operating costs of any reproduction mediums (i.e., photocopies, CDs, flash or thumb
drives, etc.). To the extent that public access to electronic court records is provided
exclusively through a vendor, the SCAO will ensure that any fee imposed by the vendor
for the cost of providing access is reasonable. The authorization to charge fees does not
imply the service is currently available. See Addendum D for details on hourly fees.
(b) The custodian may notify the requestor that the record is available but will only be
produced once the custodian either receives payment or makes arrangements for receiving
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payment for all costs associated with records research, retrieval, redaction, copying, and
transmission and for all other fees lawfully imposed.
OBLIGATION OF VENDORS
Section 7.00 - OBLIGATIONS OF VENDORS PROVIDING INFORMATION
TECHNOLOGY SUPPORT TO A COURT TO MAINTAIN COURT RECORDS
(a) If the SCAO contracts with a vendor to provide information technology support to gather,
store, or make accessible court records, the contract will require the vendor to comply
with the intent and provisions of this access policy. For purposes of this section, “vendor”
includes a state, county, or local governmental agency that provides information
technology services to a court or the SCAO.
(b) By contract, the vendor and any successive contractors with the vendor will be required
to comply with the requirement of Sections 8.00, 8.10, and 8.20 to educate litigants, the
public, and its employees and subcontractors about the provisions of this access policy.
(c) By contract, the vendor will be required to notify the court of any requests for Compiled
or Aggregate Data, or bulk distribution of data, including the vendor’s requests for such
data for its own use. Release of data in this manner is prohibited unless each request is
individually approved by the SCA or his/her designee.
OBLIGATION OF THE COURT TO INFORM AND EDUCATE
Section 8.00 – INFORMATION ABOUT ACCESS TO COURT RECORDS
Information in the court record is accessible to the public unless prohibited by this policy, or by
federal statute or regulation, state statute, court rule, or court order.
Section 8.10 - DISSEMINATION OF INFORMATION TO THE PUBLIC ABOUT
ACCESSING COURT RECORDS
The Department will develop and make available to the public information about how to obtain
access to court records pursuant to this policy.
Section 8.20 - EDUCATION OF JUDGES AND COURT PERSONNEL ABOUT AN
ACCESS POLICY
The Courts, SCA, Court Executives, Chief Probation Officers, and Clerks of Court will ensure
that all staff within their office or district are educated and trained to comply with this access
policy so that their respective offices or districts respond to requests for access to information in
the court record in a manner consistent with this policy.
The Chief Judges in each district shall ensure that all judges and magistrates in their district are
informed about this access policy.
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PROCESS TO CORRECT INACCURATE INFORMATION
Section 9.00 - PROCESS TO CORRECT INACCURATE INFORMATION IN A COURT
RECORD
(a) To request court records to be corrected in the Department’s CMS, the following steps
must be taken:
(1) An individual with a complaint or concern about the accuracy of a court
record shall lodge the complaint with the SCAO or the Clerk of Court in the
appropriate county, who may require the complaint to be submitted in writing.
(2) The SCAO or the Clerk of Court or his/her designee will investigate the issue,
determine where in the Department’s CMS the correction should be made, and
correct the electronic court record(s) when appropriate.
(3) Once corrected, the Clerk of Court or his/her designee will note the correction
made in the register of actions if appropriate.
(4) The SCAO or the Clerk of Court or his/her designee will notify the individual
either of any actions that are taken to correct the situation or that the request
was denied.
(5) There are no other administrative appeals in these situations.
(b) If, in the course of managing a case, the court identifies a clerical or data entry error in
the court record, the court may make appropriate corrections to the court record. It is
recommended that an entry be added in the Department’s CMS identifying the change to
the court record.
Comments regarding this policy may be submitted in writing to:
Public Access Committee
State Court Administrator’s Office
1300 Broadway, Suite 1200
Denver, CO 80203
Or by email to: public.access@judicial.state.co.us
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Addendum A
COMPILED or AGGREGATE DATA REQUEST
CONCERNING THE RELEASE OF ELECTRONIC DATA
Pursuant to CJD 05-01 Section 4.40: Colorado Judicial Department Public Access Policy
Requested By: ________________________________________Date:___________________
Agency/Organization: _________________________________________________________
Agency/Organization(s) if more than one requestor and data will be shared among a group of
requestors (List all who will have access):
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_______________________________________________________________________
Mailing Address of primary requestor:
_____________________________________________________________
Telephone Number: ___________________email: __________________________________
Data Requested: ______________________________________________________________
____________________________________________________________________________
Timeframe of data being requested (e.g., Fiscal Year 2015; calendar year 2010 through calendar
year 2014):
____________________________________________________________________________
____________________________________________________________________________
Intended use of data: ___________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
I have read the Colorado Judicial Department’s Public Access Policy and understand the
limitations and permissible uses of this data.
I understand and agree to the following:
(i) The Compiled Data will not be sold or otherwise distributed, directly or indirectly, to
third parties unless all parties receiving data and requesting to only share the data among
them, sign this Addendum and agree to its terms;
(ii) The Compiled or Aggregate Data will not be used, directly or indirectly, to sell a product
or service to an individual or the general public or, to solicit business for pecuniary gain;
(iii)There will be no copying or duplication of Compiled or Aggregate Data provided unless
all parties receiving data and requesting to share the data among them, sign this
Addendum and agree to its terms;
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(iv)Compiled Data will not be made available on the Internet;
(v) The data received are current as of the date and time that the data are gathered and are
subject to change; and
(vi) Recipients of Compiled or Aggregate Data are prohibited from tampering with or modifying reported data.
I understand the limitations of this data related to data entry. Though every effort is made to
enter data in an accurate and standard form, records may not appear in the released data due to
clerical coding issues. I understand there is a cost recovery fee that will be assessed for the
compilation of data.
I hereby release from liability and waive my right to sue the Judicial Department and its
employees and agents for any claimed loss of privilege or other claimed injury due to disclosure
of allegedly confidential or privileged information.
Date___________________________________
Signature _____________________________________________________________
Print Name:___________________________________________________________
Title:_________________________________________________________________
For Agency/Organization (if any)___________________________________________
☐ By checking this box I am indicating I need the responsive records to be accessible (e.g.
compatible with a screen reader or other assistive technology.)
If an entity intends to share data under (i) and (iii) above, representatives of all with whom data
will be shared must also sign below. Separate pages referencing this request may be used.
Date___________________________________
Signature _____________________________________________________________
Print Name:___________________________________________________________
Title:_________________________________________________________________
For Agency/Organization (if any)___________________________________________
Date___________________________________
Signature _____________________________________________________________
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Print Name:___________________________________________________________
Title:_________________________________________________________________
For Agency/Organization (if any)___________________________________________
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Addendum B
DATA MATCH REQUEST
CONCERNING THE RELEASE OF ELECTRONIC DATA
Pursuant to CJD 05-01 Section 4.50: Colorado Judicial Department Public Access Policy
Requested By: ________________________________________Date:___________________
Agency/Organization: _________________________________________________________
Mailing Address: _____________________________________________________________
Telephone Number: ___________________email: __________________________________
Data Requested: ______________________________________________________________
____________________________________________________________________________
Intended use of data: ___________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
I have read the Colorado Judicial Department’s Public Access Policy and understand the
limitations and permissible uses of this data. understand and agree to the following:
(i) The data will not be sold or otherwise distributed, directly or indirectly, to third parties;
(ii) The data will not be used, directly or indirectly, to sell a product or service to an
individual or the general public;
(iii)There will be no copying or duplication of the data provided;
(iv)The data will not be made available on the Internet;
(v) The data received are current as of the date and time that the data are gathered and are
subject to change; and
(vi)Recipients of matched data are prohibited from tampering with or modifying reported
data.
I understand the limitations of this data related to data entry. Though every effort is made to
enter data in an accurate and standard form, records may not appear in the released data due to
clerical coding issues. I understand there is a cost recovery fee that will be assessed for the
compilation of data.
I hereby release from liability and waive my right to sue the Judicial Department and its
employees and agents for any claimed loss of privilege or other claimed injury due to disclosure
of allegedly confidential or privileged information.
Date___________________________________
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Signature _____________________________________________________________
Print Name:___________________________________________________________
Title:_________________________________________________________________
For Agency/Organization (if any)___________________________________________
☐ By checking this box I am indicating I need the responsive records to be accessible (e.g.
compatible with a screen reader or other assistive technology.)
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Addendum C
DATA REQUEST
CONCERNING THE RELEASE OF ELECTRONIC DATA
Pursuant to CJD 05-01 Section 4.40(f): Colorado Judicial Department Public Access Policy
Requested By: ________________________________________Date:___________________
Agency/Organization of Requesting Party, if applicable:
_________________________________________________________
Agency/Organization on behalf of whom data request is being made, if
applicable:_________________________________________________________________
Mailing Address: _____________________________________________________________
Telephone Number: ___________________email: __________________________________
Data Requested (identify specific data elements):
____________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Timeframe of data being requested (e.g. Fiscal Year 2015; calendar year 2010 through calendar
year 2014):
____________________________________________________________________________
____________________________________________________________________________
*If seeking access to sealed data as part of this request and you qualify pursuant to Section 24-
72-703(2)(d)(IV), C.R.S., you must also complete Addendum F of this Directive.
The following applies to this request:
There is a statutory mandate (identify specific statute_________________________) that
requires access to the data.
Statutory authority exists requiring a program evaluation. That statutory authority is
___________________________________________________________________.
Furthermore, I represent that specific identifying information is necessary to complete the
evaluation.
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I am evaluating programs that are relevant to services provided to court or probation clients.
The services
are:___________________________________________________________________________
_____________________________________________________________________________.
I am supporting the operation of a judicial program or practice,
namely________________________________________________________________________
_____________________________________________________________________________.
Has an Institutional Review Board (IRB) approval been obtained? ___Yes ___No
If no, has IRB approval been requested? ____Yes ____No
Has IRB approval been waived? ____Yes ____No
If IRB approval has not been requested or waived, is it your intent to request IRB approval or
waiver? ____Yes ____No ____Not applicable
Provide the following attachments:
____ Project Overview (approximately 1 page describing the purpose for requesting the
Judicial Department data, the intended outcome(s) of the study or use of the data [i.e.
what will be learned as a result of the study or use of the data] and the study design being
employed, if applicable);
____ Consent forms to be used with study participants, if applicable;
____ Approval or waiver from an IRB, if applicable.
I understand and agree to the following:
i. The data may be used only for the purposes specified above;
ii. The data are current as of the date and time that the data are gathered and are subject
to change;
iii. The data will not be sold or otherwise distributed, directly or indirectly, to third
parties;
iv. The data will not be used, directly or indirectly, to sell a product or service to an
individual or the general public;
v. The data will not be copied or duplicated;
vi. The data will not be made available on the Internet;
vii. The data will not be tampered with or modified other than through analytical
processes necessary to accomplish the study design or use of the data as described
above;
viii. The data will not be provided to anyone without prior authorization from the Judicial
Department;
ix. The data will be kept confidential by every person working with the data or on the
research, including subcontractors;
x. Any reports generated utilizing the data will exclude identifying information and
results will be reported in the aggregate unless authorized by the SCA or his/her
designee;
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xi. If the data is confidential or is otherwise not accessible by the public pursuant to
federal statute or regulation, state statute, court rule, court order or this policy, every
person working with the data or on the research, including subcontractors, will
undergo and pass a criminal background check that shows no violation of federal,
state, or local criminal codes that would adversely affect the person’s ability or fitness
to access Judicial Department data and view confidential information. Determinations
regarding passing the background checks(s) shall be at the sole discretion of the
Judicial Department;
xii. Each person working with the data or on the research will provide the Judicial
Department with a completed “Colorado Judicial Department Authorization for
Release of Information” allowing the Judicial Department to conduct the background
check;
xiii. The Judicial Department will complete the background check at no cost to the entity
receiving the data; and
xiv. The Judicial Department may assess a cost recovery fee for the compilation of data.
I hereby release from liability and waive my right to sue the Judicial Department and its
employees and agents for any claimed loss of privilege or other claimed injury due to disclosure
of allegedly confidential or privileged information.
Date___________________________________
Signature _____________________________________________________________
Print Name:___________________________________________________________
Title:_________________________________________________________________
For Agency/Organization (if any)___________________________________________
☐ By checking this box I am indicating I need the responsive records to be accessible (e.g.
compatible with a screen reader or other assistive technology.)
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For internal use only:
Project overview provided to Judicial Department? ____Yes ____No
Consent forms required by Judicial Department? ____Yes ____No
Consent forms reviewed and approved? ____Yes ____No ____N/A
IRB approval or waiver required by Judicial Dept.? ____Yes ____No
Copy of IRB approval or waiver obtained by Judicial Dept.?
IRB:____ Approval ____ Waiver ____N/A
Background checks completed? ____Yes ____No
Date requesting entity was notified of results of background check: __________________
If any background checks did not clear project staff, specify who is excluded from working with
Judicial Department data:
_________________________________________________________________________
_________________________________________________________________________
Judicial Department contact person for this project:
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Addendum D
COST RECOVERY FORMULA
CONCERNING THE RELEASE OF ELECTRONIC DATA
Pursuant to CJD 05-01 Section 6.00: Colorado Judicial Department Public Access Policy
This recovery formula is established pursuant to the authority granted to the Public Access
Committee by Chief Justice Directive 05-01 and is consistent with that directive unless otherwise
specifically indicated. The formula is intended to provide guidance to the Judicial Department as
it responds to requests for information.
Costs shall be consistent with those allowed in CJD 06-01. The following additional costs
associated with the release of electronic data may be recovered:
(i) Information Technology (IT) staff hours will be charged at $70.00 per hour. Hours
will be rounded to the nearest half hour (including but not limited to writing
programs, writing and/or running complex queries to create, cleanse, format and/or
extract the necessary data);
(ii) Data Analyst hours will be charged at $50.00 per hour. Hours will be rounded to the
nearest half hour (including but not limited to writing and/or running queries,
formatting, reviewing, and cleansing data for accuracy and validity);
(iii) CDs or other medium used for providing the data to the requestor;
(iv) Postage;
(v) Envelopes;
(vi) Administrative time, which includes: court clerk time, secretarial time, billing time
(calculating the billing, creating and mailing, and tracking payments received),
request tracking, etc.; and
(vii) Processing fee which would recover the maintenance costs associated with the
hardware and software that are necessary to provide the data as expressed in
Computer Processing Units (“CPU”) – calculated by the quantity of time the system
is in use to run the query and compile the requested data.
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Addendum E
CONTENTS OF RELEASE OF INFORMATION TO OBTAIN COURT RECORDS
A release of information (ROI) obtained by the requestor from a party and presented to the
custodian to obtain court records which the party would be permitted to access but which are
otherwise not accessible by the public pursuant to this policy, federal statute or regulation, state
statute, or court rule must, at a minimum, specifically request the items listed below, if
applicable. A general release will not suffice.
Unless the ROI is presented by an attorney, or an LLP as provided in Section 4.60(g) of CJD 05-
01, certain types of personal identifying information shall be redacted by the custodian unless
the information is personal to the party from whom the requestor obtained the ROI.
Any request for drug or alcohol treatment records, including but not limited to treatment
documents, evaluations, test results, and reports, must comply with the requirements of 42 C.F.R.
Part 2 (Confidentiality of Substance Use Disorder Patient Records). Likewise, any request for
medical or mental health records must comply with the Health Insurance Portability and
Accountability Act ("HIPAA") regulations in 45 C.F.R. Parts 160 and 164.
Unless the Release of Information is presented by an attorney, or an LLP the following shall not
be provided by the custodian pursuant to an ROI unless the information is personal to the party
that signed the ROI:
(1) Application for Public Defender, Court Appointed Counsel, or Guardian
Ad Litem (JDF 208) or Juvenile Delinquency Application for Public
Defender (JDF 219) and supporting documents
(2) Birth certificates, except as provided in Title 19, C.R.S.
(3) Credit reports
(4) Domestic Relations:
(i) Financial Statements/Financial Affidavits;
(ii) Financial Documents;
(5) Driver license numbers
(6) Driving history or driving record reports provided from the Department of
Revenue
(7) In a court’s file: drug/alcohol treatment documents, evaluations, test
results, and reports
(8) In a probation department’s file: information related to drug/alcohol
treatment, including but not limited to treatment documents, evaluations,
test results, and reports
(9) Evaluations and reports filed by Child and Family Investigator (§14-10-
116.5, C.R.S.); Child’s Legal Representative (§14-10-116, C.R.S.); or
relating to the Allocation of Parental Responsibilities (§14-10-127, C.R.S.)
(10) Financial account numbers
(11) Genetic testing information
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(12) HIV/AIDS testing information
(13) In a court’s file: medical and mental health documents prepared by a
medical or mental health provider
(14) In a probation department’s file: any medical or mental health
information, including but not limited to medical and mental health
documents prepared by a medical or mental health provider
(15) Medical marijuana registry application or card
(16) Paternity tests
(17) Personal identification numbers (e.g., passport, student ID, state ID
(“SID”), etc.)
(18) Presentence reports (PSIR), including attachments, updated PSIRs, and
alcohol evaluation reports, provided by probation to the court
(19) Probation chronological records (narratives)
(20) Psychological and intelligence test documents
(21) Scholastic achievement data on individuals
(22) Social Security Numbers (“SSN”), including partial SSNs
(23) Tax Identification Numbers
The following are available for release if specifically listed on the ROI:
a. Child abuse investigation reports
b. Domestic Relations Cases:
i. Memoranda of Understanding;
ii. Parenting Plans;
iii. Qualified Domestic Relations Orders;
iv. Separation Agreements; and
v. Evaluations and Reports filed by Child and Family Investigator (§14-10-116.5, C.R.S.);
Child’s Legal Representative (§14-10-116, C.R.S.); or relating to the Allocation of
Parental Responsibilities (§14-10-127, C.R.S.)
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Addendum F
COMPILED DATA REQUEST
CONCERNING THE RELEASE OF ELECTRONIC SEALED DATA FOR
RESEARCH PURPOSES
Pursuant to CJD 05-01 Section 4.40(g): Colorado Judicial Department Public Access Policy
Requested By: ________________________________________
Date:___________________
State of Colorado Agency or Organization of Requesting Party, if applicable:
_________________________________________________________or
State of Colorado Agency or Colorado governmental subdivision with whom requestor is under
contract and on behalf of whom data request is being made, if applicable:
_________________________________________________________________
Mailing Address of requestor:
_____________________________________________________________
Telephone Number of requestor: ___________________
Email of requestor: __________________________________
If under contract with a Colorado agency or Colorado governmental subdivision, name and email
address of contact person at agency/ governmental subdivision:
Contact Name_______________________________________________________________
Contact Email Address: ________________________________________________________
Data Requested (identify specific data elements):
_____________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Timeframe of data being requested (e.g., Fiscal Year 2015; calendar year 2010 through calendar
year 2014):
____________________________________________________________________________
I and/or my agency (hereinafter “I”) am conducting research and meet the requirements of
Section 24-72-703(2)(d)(IV), C.R.S., and I understand and attest to the following under penalty
of perjury:
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(A) I am employed by the state of Colorado or am under contract with the state of Colorado
or other Colorado governmental subdivision and am authorized by the state or
subdivision to conduct the research;
(B) I will ensure that all documents containing identifying information will be maintained in
secure locations and access to such documents by unauthorized persons will be
prohibited, that no identifying information is included in documents generated from the
research conducted, and that all identifying information is deleted from documents used
in the research when the research is completed;
(C) I will only release any data received under this Agreement in aggregate form.;
(D) If I intend to publicly report de-identified aggregate information about criminal justice
issues, the information would be inaccurate without the inclusion of sealed record
information;
(E) If applicable, the purpose of my research cannot be accomplished without the inclusion
of de-identified sealed record information; and
(F) If applicable, I am conducting the research and also conducting data maintenance or data
linkage on behalf of a custodian of criminal justice records, and I require access to
identified sealed record information.
Date_____________________________________
Signature _________________________________________________________
Print Name________________________________________________________
Title______________________________________________________________
for Agency/Organization (if any) _______________________________________
☐ By checking this box I am indicating I need the responsive records to be accessible (e.g.
compatible with a screen reader or other assistive technology.)
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Addendum G
RECORDS REQUEST
CONCERNING THE RELEASE OF SEALED COURT RECORDS FOR
RESEARCH PURPOSES
Pursuant to CJD 05-01 Section 3.07: Colorado Judicial Department Public Access Policy
Requested By: ________________________________________
Date:___________________
State of Colorado Agency or Organization of Requesting Party, if applicable:
_________________________________________________________
State of Colorado Agency or Colorado governmental subdivision with whom requestor is under
contract and on behalf of whom data request is being made, if
applicable:_________________________________________________________________
Mailing Address of requestor:
_____________________________________________________________
Telephone Number of requestor: ___________________
Email of requestor __________________________________
If you are employed by a Colorado State Agency, you must provide State
Department/Agency Photo Identification and a contact name, state e-mail address, and
phone number at your state department/agency.
State of Colorado Department/Agency Contact Name: _____________________________
Contact state email: _______________________________________
Contact phone number: ____________________________________
If under contract with a Colorado agency or Colorado governmental subdivision, name and e-
mail address of contact person at agency/subdivision:
Contact Name_______________________________________________________________
Contact Email Address: ________________________________________________________
If under contract with a Colorado agency or Colorado governmental subdivision to
conduct research, must provide verification (e.g., a copy of the contract, MOU, or
authorization letter for sealed court record access from the Colorado agency or Colorado
governmental subdivision and on official letterhead of that agency or subdivision.)
If under contract with a Colorado agency or Colorado governmental subdivision, must
show government issued photo identification.
Sealed Records Requested (identify specific records):
____________________________________________________________________________
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__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
I and/or my agency (hereinafter “I”) am conducting research and meet the requirements of
Section 24-72-703(2)(d)(IV), C.R.S., and I understand and attest to the following under penalty
of perjury:
(A) I am employed by the state of Colorado or am under contract with the state of Colorado
or other Colorado governmental subdivision and am authorized by the state or
subdivision to conduct the research;
(B) I will ensure that all documents containing identifying information will be maintained in
secure locations and access to such documents by unauthorized persons will be
prohibited, that no identifying information is included in documents generated from the
research conducted, and that all identifying information is deleted from documents used
in the research when the research is completed;
(C) I will only release any data received under this Agreement in aggregate form.;
(D) If I intend to publicly report de-identified aggregate information about criminal justice
issues, the information would be inaccurate without the inclusion of sealed record
information;
(E) If applicable, the purpose of my research cannot be accomplished without the inclusion
of de-identified sealed record information; and
(F) If applicable, I am conducting the research and also conducting data maintenance or data
linkage on behalf of a custodian of criminal justice records, and I require access to
identified sealed record information.
Date_____________________________________
Signature _________________________________________________________
Print Name________________________________________________________
Title______________________________________________________________
for Agency/Organization (if any)_______________________________________
☐ By checking this box I am indicating I need the responsive records to be accessible (e.g.
compatible with a screen reader or other assistive technology.)
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FOR INTERNAL PURPOSES ONLY
Name of Judicial Department Person Verifying Information:
Photo Identification Matches Requestor
If applicable, verification (e.g., contract or MOU from State agency or State
governmental subdivision identifies requestor /requestor’s organization for purposes of
conducting research or authorization for sealed record access from the Colorado agency or
Colorado governmental subdivision and on official letterhead of that agency or
subdivision.)
Contact made with State Agency via email or phone and confirmed requestor is
authorized to access sealed records for purposes of research.
-- 42 of 42 --Verbatim from the official publication; the only normalization is removal of the publisher's page headers. Verify against the official source for filing-critical use — court publications change without notice.