06/27/2005
EDI RULES
CIVIL ONLY
 
 
 
 

RULE RULE DESCRIPTION
1 The Administrative Office of Courts (AOC) has approved the Electronic Data Interchange (EDI) standards document for the electronic transmission of statistical information. The AOC also urges case management vendors to develop EDI export interfaces for courts that are required to report statistical data to the AOC.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
2 The "data element separator" is represented by a user defined hex value such as "|" (reference- hex: 1D, Oct: 035) ASCII character and must be placed between each Data element (field).

Example using a Criminal - Header Record (00510)
1 | 1 | 00510 | 6 | A | 3 | 12 | 1 | 18 | 2000 | 02222000 | * | 10022000 | N | *

Example using a Civil - Header Record (00010)
1 | 1 | 00010 | 2 | A | 39 | 17 | 1 | 1 | 2000 | 56879 | * | * | N
 
VERSION: 4
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
3 The "end-of-record separator" is represented by a user defined hex value such as ""  (reference - hex:EF , Oct:357 ) ASCII character and must be placed at the end of a record followed by a carriage return.

Example using a Criminal - Detail Indictment Record (00515)
1 | 1 | 00515 | 3 | A | 1 | 54612 | 04102000 | 99456

Example using a Civil - Detail Link2Nature Record (00064)
2 | 3 | 00064 | 3 | A | 10 | 5689 | 3489 | 59318
 
VERSION: 3
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
4 Null or blank fields must contain a single asterisk '*' (reference - hex: 2A or Oct: 052) ASCII character.

Example using the Criminal - Detail Fee Record (00525)
1 | 2 | 00525 | 4 | A | 4 | CR9876 | * | * | 7 | * | 535.95 | *

Example using the Civil - Detail Link2Party Record
2 | 3 | 00066 | 3 | A | 20 | 6789 | 88956 | 34653
 
VERSION: 3
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
5 The "data element separator", "end-of-record separator", and alphanumeric (null/blank field identifiers) must not appear within the content of any data element other than specified.

Example

Criminal: Invalid Detail Indictment Record (00515)
1|1|00515|3|A|1|56874|11*32000|4587|
                                         |                    | misuse of data element separator
                                         misuse of null identifier

Civil: Invalid Detail Link2Party Record ((00066)
2 * 3 | 00066 | 3 | A | 20 | 6789 | 88956 | 34653
   | misuse of data element separator
 
VERSION: 3
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
6 Civil header/detail records and criminal header/detail records may exist within the same transactional file.

Example
Transaction Record           (00001)
  Civil Header                      (00010)
       Detail Filing                  (00015)
       Detail Attorney            (00020)
  Civil Header Ending         (00499)
  Criminal Header                (00510)
       Detail Indictment         (00515)
       Detail Defendant          (00530)
  Criminal Header Ending    (00999)
Transaction End                  (99999)
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
8 Transaction and header records are mandatory within each transaction file. There may be (1-50) Header-Records per Transaction-Record and an unlimited number of detail records per Header-Record.

Example Diagram of a Transaction File:
Transaction-Record (only 1 per electronic file)
|       Header-Record (1..50 per transaction record)
|           ....detail records (1..Many per header record)
|       Header-Ending-Record
Transaction-End-Record
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
9 It is necessary that completed transactions be compressed and maybe encrypted before transmittal. Valid compression methods that can be used are the PKZIP or WINZIP formats. Any data that is considered confidential, classified, not public, etc. by State and/or Federal Laws must be encrypted using AOC approved methods before transmittal. Software and/or necessary hardware may be supplied to the courts of the State of Mississippi and/or designated state agencies in order to accomplish the compression, data encryption and transmittal of EDI Files.  Call the AOC (601-354-7406) or the Help Desk (601-359-3205) for more information.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
10 Electronic transaction files that have been compressed (winzip or pkzip format) can be forwarded to the AOC by utilizing one of the following three (3) methods:

1) transmittal via FTP to FTP://FTP.COURTS.MS.GOV,

2) transmittal via SMTP to SCATS@courts.ms.gov, or  

3) saved to diskette for mailing.  

The following naming conventions are required for electronic files and the transaction# (T 3) must be unique per physical file name set (note: set being the .EDI and .ZIP files).
(note: CaseType is the type of cases included in this EDI File.  C is used for Civil Cases, R is used for Criminal Cases.)

EDI ASCII FILE NAMING CONVENTION
     {sender-ID (T 5)} + _ + {CaseType} + _ + {Transaction# (T 3)} + .EDI
          example: 0322105_C_250.EDI CIVIL EDI FILE NAME EXAMPLE
          example: 0322105_R_250.EDI CRIMINAL EDI FILE NAME EXAMPLE

ZIP FILE NAMING CONVENTION
     {sender-ID (T 5)} + _ + {CaseType} + _ + {Transaction# (T 3)} + .ZIP
          example: 0322105_C_250.ZIP CIVIL ZIP FILE NAME EXAMPLE
          example: 0322105_R_250.ZIP CRIMINAL ZIP FILE NAME EXAMPLE

          (note: Multiple EDI files can be contained within one ZIP file.  The ZIP file name
           used is the name of the last EDI file added to the ZIP file
           in the ZIP File Naming Convention Above.)

          MULTIPLE EDI FILES IN ONE ZIP FILE NAMING EXAMPLE
               0322105_C_251.EDI - 0322105_C_300.EDI are 50 EDI files
                that can be added to the ZIP file named 0322105_C_300.ZIP.

Call the Help Desk (601-359-3205) for more information.
 
VERSION: 3
MODDATE:08/19/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
12 This is a MANDATORY field and must contain valid information.  Data elements containing invalid information within a mandatory field will be rejected which will cause the transaction, header, and/or detail record(s) to be processed as an error. All errors will be logged and reported to the sender for correction and retransmittal.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
13 Information supplied must be unique within a case.
 
VERSION: 2
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
15 The data within a unique identifer of an existing transaction can not be changed within a lower court s computer system nor within an external system.  The purpose of the unique identifer is to maintain a constant and readily discernable link to a case and related records in order to make changes or deletions within the data warehouse.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
16 This refers to any transaction number which has been transmitted by a court and may not be reused with future transactions. The Transaction number is used for reporting and tracking purposes.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
17 This is a sequentially-generated number which must be recycled in accordance with the data element s requirements.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
18 A Data Element may contain from a minimum to a maximum number of bytes but can not fall outside the given parameters.  Each data element is defined as one of the following data types:

[Character]: each byte represent a single alphanumeric character (byte for byte).
Example using Criminal Data Element (DM 168) Last Name, Characters (1/50)
| JAKE |   ----  only used 4 of the 50 available bytes.

[Numeric]:  4 bytes (signed 32 bits) can contain a number from ( -2,147,483,648 .. 2,147,483,647 ), 2 bytes (signed 16 bits) can contain a number from (  -32,768 .. 32,767).
Example using Criminal Data Element (DM 344) Attorney Bar#, Numeric (2/4)
| 99245 |

[Decimal]:   For Example, 4 bytes (signed 32 bits) can contain a number from ( 1.5 x 10^45 .. 3.4 x 10^38 ) and 8 bytes (signed 64 bits) can contain a number from ( -922,337,203,685,477.5808 ...  922,337,203,685,477.5807... ).
Example using Criminal Data Element (FE 324) Amount, Decimal (4/8) | 10450.35 |
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
19 Out-of-state attorney (pro hac vice) must be represented by an eligible Mississippi Firm/Attorney (M.R.A.P 46b). If an out-of-state attorney s bar number is used with a case, it must not conflict with a Mississippi  Attorney s bar number and must be unique for that individual within the lower court s data structure.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
22 The detail-filing record is a mandatory record within a civil-header record. There may be unlimited number of detail records per detail-filing record.
 
VERSION:
MODDATE:03/24/2000
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
38 EDI Version Control is utilized to process various versions of transaction, header, and detail records created by client EDI interfaces. A version number will be attached to each transaction, header, and detail record in order to represent that entity s version number. The client will be responsible for using the correct version number for a created EDI record. If an incorrect version number is placed with a different record layout, the record will fail.

CRIMINAL EDI VERSIONS WITH VERSION CONTROL

RECORD                                                  POSITION          DATE        VERSION
Transaction                                                 00001          5/24/2001            4
Transaction                                                 00001          2/10/2004            5
Header                                                         00510          2/26/2002            5
Header                                                         00510          2/10/2004            6
Detail-Indictment                                        00515           1/10/2001          2
Detail-Indictment                                        00515           2/10/2004          3
Detail-Fee                                                    00525           3/1/2002            3
Detail-Fee                                                    00525           2/10/2004          4
Detail-Defendant                                         00530           2/26/2002          3
Detail-Defendant                                         00530           2/10/2004          4
Detail-Defendant-Alias                              00540           1/10/2001          2
Detail-Defendant-Alias                              00540           2/10/2004          3
Detail-Attorney                                          00545           1/10/2001           2
Detail-Attorney                                          00545           2/10/2004           3
Detail-Arrest                                                00550          2/26/2002           3
Detail-Arrest                                                00550          2/10/2004           4
Detail-Bond                                                 00560          1/10/2001            2
Detail-Bond                                                 00560          2/10/2004            3
Detail-Confinement                                      00570          2/26/2002          3
Detail-Confinement                                      00570          2/10/2004          5
Detail-Count                                                00580          2/26/2002            4
Detail-Count                                                00580          2/10/2004            5
Detail-Count-Activity                                  00590       3/01/2002             5
Detail-Count-Activity                                  00590       2/10/2004             7
Detail-Sentence                                           00600           3/1/2002            4
Detail-Sentence                                           00600           2/10/2004          5
Detail-Sentence-Concurrent-Consecutive  00610         3/1/2002           6
Detail-Sentence-Concurrent-Consecutive  00610         2/10/2004         7
Header-Ending                                             00999          1/10/2001           2
Header-Ending                                             00999          2/10/2004           3
Transaction-End                                          99999        2/2/2001              3
Transaction-End                                          99999        2/10/2004            4
 
VERSION: 5
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
41 The Civil Docket Number consist of
1. Court-ID
2. District
3. Judicial District
4. County
5. Case-Year,
6. Case-Number OR pre-1/1/94-docket#
7. Local-Case-Number
and is unique state-wide for all Chancery and Circuit Courts.
 
VERSION:
MODDATE:03/29/2002
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
47 Child support amounts and terminations are collected in the following ways;

I. CHILD SUPPORT AMOUNTS
Amounts can be collected per paying parent and/or children records. However total amounts must be supplied for the paying parent record.

Example:
If the father is ordered to pay child support for two children in the amount of $500 per month, then the amount field for the father s child support record would equal $500. Also, each child s records could have the amount field show $250 but is not required.

II. CHILD SUPPORT TERMINATION
If child support is terminated for any reason (emancipated, different living arrangements, age limit reached, etc..), then the amount field for the paying parent must be supplied showning the adjusted amount. Also, a detail-child-support-record for the associated child(ren) must be supplied that contains the child-support-terminated field (CS 650) set to "Y"es and reason-for-termination field (CS 660) completed.

Example:
If a father pays child support for two children ($500) but one child starts living with the father. The father has child support amended to only pay support for one child ($250). Detail-child-support-records would be supplied as follows;
1. record showing the adjusted total amount ($250) for the father.
2. record showing child-support-terminated field (CS 650) equal "Y"es and reason-for-termination (CS 660) for the associated child record.
3. record showing amount ($250) for the associated child record.

III. AMOUNT DISTRIBUTION
If amounts are not supplied per child, then an equal division of the total amount field of the paying parent will be assumed for all supplied child records.
 
VERSION:
MODDATE:03/29/2002
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
48 This uniquely identifies a case record within the lower court s case management system and must adhere to the following rules:
1) CANNOT be reused to initially identify another case record.
2) MUST BE reused for the purpose of retransmitting a previously transmitted case record.
 
VERSION:
MODDATE:03/13/2002
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
49 The Civil Header Record (00010) is the starting point for the collection of detail records on a civil case.
 
VERSION:
MODDATE:03/29/2002
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
50 The Record-Action-Code field of the Header and Detail Records are used to determine the type of processing performed at the time of data retrieval. Record-Action-Codes utilized are "A" for addition and "D" for deletion which adhere to the following rules:

DELETION Rules
1) If "D" is used with a Header-Record (00010), the associated case and all related detail records at the receiver s location will be deleted.
2) If "D" is used with a Detail-Filing-Record (00015), the associated filing record and all related detail records from 00020 through 00070 at the receiver s location will be deleted.
3) If "D" is used with a Detail-Disposition-Record (00060), the associated count record and all related detail records from 00064 through 00070 at the receiver s location will be deleted.
4) Before the deletion of record(s) at the receiver s location, the existing record(s) will be written to a history file.

ADDITION Rules
1) If "A" is used with a Header or Detail Record, the related record(s) will be added or updated at the receiver s location.
1a) If the record exist at the receiver s location, then the existing record will be written to a history file and the new record will overwrite the existing record. Because of the overwrite operation, the transmitter is responsible for repopulating all data elements of the newly transmitted record.
1b) If the record does not exist at the receiver s location, the record will be added to the database.

Example of a retransmitted modified detail record:
if the First-Name Field (DP 80) of the Detail-Part Record (00050) was modified, the following would be necessary: 1)Record-Action-Code would be "A", and 2)re-population of Detail-Party data elements. Next, the receiver would process the detail record as follows: 1) If record exists, then write old record to history and then overwrite existing record, OR 2) If record does not exist, then add new record.

Example:
Detail-Party-Record (00050)
A) First Transmittal of Detail Record - currently stored in Data Warehouse
1|1|00050|3|A|5|1256|5698|P|P|N|Y|8787|SMITH|JOHN|DOE|*|*|W|M|568794412|01121965|JACKSON|HINDS|MISSISSIPPI|USA|N|*|*|*|*|*|*|*|550 NORTH STREET|P.O.BOX 120|JACKSON|MISSISSIPPI|39201|USA|05251999|N|*|Y

B) Second Transmittal of Detail Record - replaces record in Data Warehouse
                                                                                First Name of Party was Modified.
                                                                                |
1|1|00050|3|A|5|1256|5698|P|P|N|Y|8787|SMITH|JAMES|DOE|*|*|W|M|568794412|01121965|JACKSON|HINDS|MISSISSIPPI|USA|N|*|*|*|*|*|*|*|550 NORTH STREET|P.O.BOX 120|JACKSON|MISSISSIPPI|39201|USA|05251999|N|*|Y
 
VERSION:
MODDATE:03/29/2002