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4) Anattorneyorentityappointedby acourtor judicialagency toprovidelegal <br />representation to alitigant inajudicial oradministrative proceeding doesnot <br />becomeajudicial agencybyvirtue ofthatappointment. <br />5) Aperson orentity entrusted byajudicialofficer, court, orjudicial agencywith the <br />storageandmaintenance ofits public records, whether part ofajudicial agencyor <br />athirdparty, isnotajudicial agency. Suchperson oragencymay not respondto <br />arequestforaccesstoadministrativerecords, absentexpress written authority <br />fromthecourtorjudicialagencyorseparateauthorityincourt ruletogrant access <br />tothedocuments. <br />COMMENT: Judiciale-mails and otherdocuments sometimesresideonITservers, <br />someareinoff-sitephysicalstoragefacilities. Thisprovisionprohibits anentitythat <br />operatestheITserverfromdisclosing judicialrecords. Theentityis merelyabailee, <br />holding therecordson behalfofa courtorjudicialagency, ratherthananownerofthe <br />records havingindependentauthorityto release them. Similarly, if acourtorjudicial <br />agencyputsitspaper recordsin storagewithanotherentity, the otherentitycannot <br />disclose therecords. In eitherinstance, itisthecourtorjudicial agency thatneedsto <br />makethedecisionasto releasing therecords. Therecords requestneedstobeaddressed <br />bythe <br />havingcontrolovertheITserverorthestorage area. Ontheotherhand, ifacourtor <br />judicialagency archives itsrecords withthestatearchivist, relinquishingbycontractits <br />ownauthority astodisposition of therecords, thearchivist wouldhaveseparate authority <br />todisclose therecords. <br />Because of is paragraph <br />6) wouldapplytoelectronic records, suchase-mails (andtheir metadata) <br />andtelephone records, among awiderange ofotherrecords. <br />l) Exemptions. Inadditiontoexemptions referredto insection (j), thefollowing categories <br />ofadministrative recordsareexemptfrompublicaccess: <br />1) Requestsforjudicialethics opinions; <br />2)Minutes ofmeetings held exclusivelyamongjudges, alongwithanystaff; <br />COMMENT: Meetingminutesdonotalwayscontaininformation thatneedstobe <br />withheldfrompublicaccess. Courtshavediscretion whethertorelease meeting minutes, <br />because anexemption fromthis rulemerelymeansthatadocument isnot requiredto be <br />disclosed. Disclosure would beappropriate if thedocument doesnotcontain information <br />ofa confidential, sensitive, or protected nature. Courtsandjudicialagencies are <br />encouraged to carefullyconsiderwhethersome, or all, oftheirmeetingminutesshould be