08/25/2004
EDI RULES
CRIMINAL 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
11 The Criminal Header Record (00510) is the starting point for the collection of detail records on a criminal case.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
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
14 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.

Suggestions for the creation of uniquie identifiers:
1) County-Control-Ref# (IR 235) field of the Detail-Indictment-Record (00515) ---> could use the internal unique case number or unique docket#.
2) County-Control-Ref# (DM 166) field of the Detail-Defendant-Record (00530) ---> could use (IR 235) + unique internal defendant number.
3) County-Control-Ref# (DC 245) field of the Detail-Count-Record (00580) ---> could use (IR 235) + (DM 166) + unique internal count number.
 
VERSION: 3
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
21 The Criminal Docket Number consists of
1. Court-ID (HH 134)
2. District (HH 135)
3. Judicial District (HH 136)
4. County (HH 137)
5. Case-Year (HH 356)
6. Case-Number (HH 139)  OR pre-7/1/98 docket# (HH 141)
7. Local-Case-Number (HH 140)
and is unique within a court.
 
VERSION: 5
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
24 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 (00510), the associated case and all related detail records at the receiver s location will be deleted.
2) If "D" is used with a Detail-Defendant-Record (00530), the associated defendant record and all related detail records from 00540 through 00610 at the receiver s location will be deleted.
3) If "D" is used with a Detail-Count-Record (00580), the associated count record and all related detail records from 00590 through 00610 at the receiver s location will be deleted.
4) If "D" is used with a Detail-Count-Activity-Record (00590), the associated count activity record and child records from 00600 through 00610 at the receiver s location will be deleted.
5) If "D" is used with a Detail-Sentence-Record (00600), the associated sentence record and child record 00610 at the receiver s location will be deleted.
6) If "D" is used with any other Detail Record, only that Detail Record will be deleted.  
7) 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 (DM 169) of the Detail-Defendant Record (00530) was modified, the following would be necessary: 1)Record-Action-Code would be "A", and 2)re-population of Detail-Defendant 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.

DATA:
Detail-Defendant-Record (00530)
A) First Transmittal of Detail Record - currently stored in Data Warehouse
1|1|00530|4|A|3|4560|N|DOLITTLE|JOHN|DOE|JR|1|M|555457777|02151965|JACKSON|HINDS|MS|USA|*|*|450 HIGH STREET|*|JACKSON|MS|39047|USA|USA

B) Second Transmittal of Detail Record - replaces record in Data Warehouse
                                                            First Name of Defendant was Modified.
                                                            |
1|1|00530|4|A|3|4560|N|DOLITTLE|JAMES|DOE|JR|1|M|555457777|02151965|JACKSON|HINDS|MS|USA|*|*|450 HIGH STREET|*|JACKSON|MS|39047|USA|USA
 
VERSION: 9
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
25 Current data element is utilized for the purpose of linking the child detail record to an existing parent record, e.g. linking attorney record(s) to a defendant record as shown below;

A) Detail-Defendant-Record (00530 )
                           Lnk Fld [County Control Ref# (DM 166)]
                           |
1|1|00530|4|A|3|4560|N|SMITH|JOHN|DOE|JR|1|M|555457777|02151965|JACKSON|HINDS|MS|USA|*|*|450 HIGH STREET|*|JACKSON|MS|39047|USA|USA

B) Detail-Attorney-Record (00545) [Primary Attorney for Defendant]
                                        Lnk Fld [Defendant-Key (DA 578) pull data from  (DM 166)]
                                        |
1|1|00545|3|A|4|789C90|4560|05122000|N|N|99650|N|*|*|*|*|*|*|Y

C) Detail-Attorney-Record (00545) [Secondary Attorney for Defendant]
                                        Lnk Fld [Defendant-Key (DA 578) pull data from (DM 166)]
                                        |
1|1|00545|3|A|5|759C88|4560|05252000|N|N|99431|N|*|*|*|*|*|*|N
 
VERSION: 4
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
34 The back-end retrieval process will take into consideration the possibility that a corresponding case will not be available for reference within the data warehouse database at the time a Detail Sentence Concurrent-Consecutive Record (00610) is received.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
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
39 When creating a Detail-Sentence-Record (00600), there are a number of possible combinations for completing the Total-Time-Sentenced (SR 281), Time-To-Be-Served (SR 282), Time-Suspended (SR 591), and Probation-Time (SR 592) fields. A list of basic rules are shown below:

a) if Sentence-To-Life (SR 279) = 'Y'es, then  Total-Time-Sentenced (SR 281) and Time-To-Be-Served (SR 282)  may be required.
b) if Sentence-To-Death (SR 280) = 'Y'es, then (SR 281), (SR 282), (SR 591), and (SR 592) do not apply.
c) if Total-Time-Sentence (SR 281)  has a value, then (SR 281) = (SR 282) + (SR 591) -- if not equal, an error will be generated.
d) Probation-Time (SR 592) can be supplied when applicable.
e) Non-Adjudication time (SR 593) can be supplied when applicable.
 
VERSION: 4
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
40 A Detail-Sentence Record (00600) must be created for each Sentence-Type (SR 278) which includes; 1) Initial Sentence/Presentation of Case, 2) Revocation, and 3) Re-Trial.  Each sentence type represents the circumstances in which the court implemented and/or modified the defendant s sentence record.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
42 The Criminal Header Ending Record (00999) marks the end of detail record collection for a criminal case.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
43 This uniquely identifies a data element within an area of a case.
 
VERSION: 3
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
44 A Detail-Sentence-Concurrent-Consecutive-Record (00610) must be created if the sentencing of a defendant runs concurrent or consecutive with another sentence within the same case or on a different case.

A) An example of consecutive sentencing on the same case is shown below:
SAME CASE (Consecutive Sentencing)
The defendant was indicted under 3 counts of armed robbery and was sentence to 20 years on each count with count 2 running consecutive to count 1 and count 3 running consecutive to count 2.

DATA:
Header-Record (00510)
1|1|00510|6|A|3|12|1|18|2000|256|*|L856|N|*

Detail-Defendant-Record (00530)
1|1|100530|4|A|1|56987|N|DOE|JOHN|*|*|1|M|856451278|05121965|JACKSON|HINDS|MS|USA|4456|*|NORTH STATE STREET|*|JACKSON|MS|39201|USA|USA

Detail-Count-Record (00580)
1|1|00580|5|A|2|889547|56987|1|97-3-79|*|N|*|*|*|*|0000567899|3  (COUNT 1)
1|1|00580|5|A|3|889558|56987|2|97-3-79|*|N|*|*|*|*|0000567899|3  (COUNT 2)
1|1|00580|5|A|4|889569|56987|3|97-3-79|*|N|*|*|*|*|0000567899|3  (COUNT 3)

Detail-Count-Activity-Record (00590)
1|1|00590|7|A|5|767655|889547|11062000|5656|15|*|33|*|*|*|*|N
1|1|00590|7|A|6|767656|889558|11062000|5656|15|*|33|*|*|*|*|N
1|1|00590|7|A|7|767657|889569|11062000|5656|15|*|33|*|*|*|*|N

Detail-Sentence-Record (00600)
1|1|00600|5|A|8|96784|767655|1|97-3-79|*|*|*|*|*|N|N|7280|7280|0|364|0|N|*|*|11062000|5656|3535|3  (COUNT 1 SENTENCE)
1|1|00600|5|A|9|97785|767656|1|97-3-79|*|*|*|*|*|N|N|7280|7280|0|364|0|N|N|*|*|11062000|5656|3535|3  (COUNT 2 SENTENCE)
1|1|00600|5|A|10|98786|767657|1|97-3-79|*|*|*|*|*|N|N|7280|7280|0|364|0|N|N|*|*|11062000|5656|3535|3  (COUNT 3 SENTENCE)

Detail-Sentence-Concurrent-Consecutive-Record (00610)
1|1|00610|7|A|11|548723|97785|2|1|3|12|1|18|2000|256|*|L856|*  (COUNT 2 TO RUN CONSECUTIVE WITH COUNT 1)
1|1|00610|7|A|12|548834|98786|2|2|3|12|1|18|2000|256|*|L856|*  (COUNT 3 TO RUN CONSECUTIVE WITH COUNT 2)
 
VERSION: 5
MODDATE:02/11/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
46 Fee records that are associated with count activity records must have the count-activity-key (FE 322) and  defendant-key (FE 321) fields supplied.
 
VERSION: 2
MODDATE:02/10/2004
 
 
 
 
 
 
 
 
 
 
 
RULE RULE DESCRIPTION
51 When a code field has a related description field, either the code or the description field must be supplied. If the code field is populated, the code must be referenced in the related AOC master table. If the description is populated, the description must clearly describe the represented case data. However, if neither of the two field are populated, then the record will be rejected with an error.

Example: Using the Fee-Type (FE 323) and Fee-Type_Description (FE 664) Fields.
|5|*|  OR  |*|ATTORNEY FEES|

NOTE:
|*|*| - This would be invalid.
 
VERSION: 2
MODDATE:02/10/2004