Courtroom oom T Technol olog ogy Texas Association of Counties - - PowerPoint PPT Presentation

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Courtroom oom T Technol olog ogy Texas Association of Counties - - PowerPoint PPT Presentation

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Courtroom oom T Technol olog ogy Texas Association of Counties OFFICE of COURT ADMINISTRATION Catalyst for Change: Supreme Court Mandate December 2012: Supreme Court Mandates Civil E-Filing through eFileTexas.gov

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OFFICE of COURT ADMINISTRATION

Courtroom

  • om T

Technol

  • log
  • gy

Texas Association of Counties

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OFFICE of COURT ADMINISTRATION

Catalyst for Change: Supreme Court Mandate

December 2012: Supreme Court Mandates Civil E-Filing through eFileTexas.gov

http://www.supreme.courts.state.tx.us/miscdocket/12/12920600.pdf

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OFFICE of COURT ADMINISTRATION

TX E-Filing: Today

Summary:

  • 254 mandatory counties live with

non-criminal E-Filing

Filings accepted in:

  • 254 Counties
  • Supreme Court
  • Court of Criminal Appeals
  • All Civil Appellate Courts
  • E-Filing available to 100% of the

population in Texas

Legend

Permissive Mandatory

Dallam Hartley Oldham Deaf Smith Collings- worth Hardeman Foard Wilbarger Wichita Gaines Clay Montague Cooke Grayson Fannin Lamar Red River Bowie Cass Marion Harrison Morris Titus Franklin Delta Hunt Wood Camp Gregg Panola Rusk Ellis Smith Navarro Hill Hood Somer- vell Shelby Sabine Newton Orange Jefferson Chambers Galveston Brazoria Matagorda Calhoun Aransas Nueces Kleberg San Patricio Kenedy Willacy Cameron Hidalgo Starr Zapata Jim Hogg Brooks Duval Webb La Salle McMullen Bee Dimmit Frio Zavala Maverick Jim Wells Live Oak Goliad Victoria Wharton Bexar Val Verde Real Terrell Sutton Kimble Bandera Kerr Kendall Comal Guadalupe Hays Brewster Presidio Pecos Jeff Davis Reeves Culberson Hudspeth El Paso Crockett Schleicher Andrews Ward Loving Earth San Saba Lampasas Mills Hamilton Blanco Williamson Travis Milam Lee Bastrop Caldwell Lavaca Colorado Austin Washington Burleson Fayette Waller Brazos Grimes Madison Robertson Leon Polk Tyler Jasper San Augustine San Jacinto Walker Montgomery Liberty Hardin Harris Fort Bend Coryell McLennan Bell Falls Freestone Limestone
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OFFICE of COURT ADMINISTRATION

Criminal Mandate

The Court of Criminal Appeals chose to mandate e-filing in criminal matters in June 2016

  • I mpacts all 254 counties
  • Graduated scheduled roll-out, based on county

population

  • Begins in July 2017 and ends in January 2020
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OFFICE of COURT ADMINISTRATION

5

The Challenge

Summary

  • Counties utilize different Case

Management Systems (CMS)

  • Document handling varies

between Counties

  • Traveling judges have a

difficult time viewing eFiled documents in multiple counties

Legend

NetData KellPro iDocket Local Government Solutions Hill Country Software Tyler Technologies

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OFFICE of COURT ADMINISTRATION

6 Empowered by Tyler Technologies

re:SearchTX Overview

Summary

  • Search for case records

through all jurisdictions across the state of Texas

  • View the register of

actions of a case including parties, attorneys, case events and more

  • View all case

documents online

* Note: Only documents that flow through eFileTexas will be available in re:SearchTX

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OFFICE of COURT ADMINISTRATION

7 Empowered by Tyler Technologies

Data

re:Search – Repository Model

Filer EFSP Clerk CMS Judge Attorney of Record

Summary

  • Case metadata and documents will be

passed to re:Search from OFS

  • The documents will be copies of the

file stamped document and can be considered the “unofficial record”

  • Courts may upload additional

documents to re:Search and can manage the security directly from within re:Search

  • Provides a free document management

system and online presence to Courts that is integrated with OFS

  • These documents may be purchased

for a price determined by the Court

  • All revenues from document purchase

transactions would go to the

  • riginating jurisdiction

Filer Prepares Documents

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24X7 Submission to EFSP of Choice

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Filing Prepared for Clerk Review

3

Clerk Accepts

  • r Rejects

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Stamped Documents Passed to CMS and Filer

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Documents and Meta Data Passed to re:Search

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24X7 Access to Documents

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eFileTexas Step re:SearchTX Step

Legend

Authorized User

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OFFICE of COURT ADMINISTRATION

8 Empowered by Tyler Technologies

Data

re:Search – I ntegrated Model

Filer EFSP Clerk CMS Judge Attorney of Record

Summary

  • An integration is established between

the CMS and re:Search

  • Metadata in re:Search is obtained from

OFS filings

  • Documents are fetched, on-demand

from the CMS and are not stored within re:Search

  • Metadata will be passed to re:Search

from the CMS for filings that bypass OFS

  • These documents may be purchased

for a price determined by the State

  • All revenues from document purchase

transactions would go to the

  • riginating jurisdiction
  • Broadens the audience seeking access

to electronic court records Filer Prepares Documents

1

Filing Prepared for Clerk Review

3

Clerk Accepts or Rejects

4

Stamped Documents Passed to CMS and Filer

5

Metadata Passed to re:Search

6

Users Search & Make Requests for Documents

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eFileTexas Step re:SearchTX Step

Legend

24X7 Submission to EFSP of Choice

2

Documents are fetched from CMS

8

Authorized User

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OFFICE of COURT ADMINISTRATION

Additional Processes

Case Management & Scheduling In-Court Activity Financial Management Paper Files Mailed Notices & Calendars Cash Payments Signed Documents

With e-filing, business begins electronically.

Self Represented Litigants Attorneys Intake and Docketing

But as work progresses, many processes still force an exit to paper. Justice partners must collaborate to re-think process flow in an electronic environment

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OFFICE of COURT ADMINISTRATION

Types of Courtroom Technology

  • Sound system
  • Hearing Impaired Amplification
  • Projector / Screen
  • Juror / attorney screens
  • Evidence presentation

equipment

  • Teleconferencing equipment
  • Videoconferencing equipment
  • Judicial Tools
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OFFICE of COURT ADMINISTRATION

Judicial Tools Agenda

  • Judge’s Business Perspective
  • Capabilities of Judicial Tools
  • Planning to Implement a Judicial Tools System
  • Sample Judicial Tools Model and Roadmap
  • Demonstration
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OFFICE of COURT ADMINISTRATION

Judge’s Business Perspective

  • Case Management vs. Electronic

Records Management

  • Clerk’s Office vs. the Bench

Focus should be on providing tools to assist judges in movement and resolution of cases

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OFFICE of COURT ADMINISTRATION

Capabilities of Judicial Tools System

  • What are the business needs of judges?
  • What tools will meet those needs?
  • Design that addresses workflow.
  • Needed in 3 core work environments:
  • Bench dockets
  • Trials and hearings
  • Chambers
  • Configurable
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OFFICE of COURT ADMINISTRATION

Workflow and Decisionmaking

  • Paper workflow has been developed over centuries
  • Electronic workflow changes everything

High Volume Multi- Event Circuit Riding

  • Reorganization in real time
  • Reduce confusion in

courtroom

  • Integrate new data

efficiently

  • Adapt to party decisions
  • Document Internal task and

case progression

  • Case evaluation and

planning is process

  • Allows maintenance of

caseload in single system

  • Rapid sharing of

information

  • Web based
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OFFICE of COURT ADMINISTRATION

Planning for Judicial Tools

  • Beware of “shiny objects” along the way
  • Don’t be tempted to “just make it easy”
  • Ensure that system allows you to complete activities,

no simple tasks

  • Needs to be portable to multiple screens or

processes

  • Focus on goals, not procedural steps
  • Accurate, feasible and realistic
  • Measure progress and reroute early
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Case Information

Advanced

  • Integrated view of supplemental data (e.g. DMV, TDCJ, jail, booking photos)
  • Integrated scheduling tools (personal calendar, attorney availability)
  • Configurable by judge

Intermediate

  • Integrated BENCH / CHAMBERS view (related cases, all cases in county)
  • Advanced case search (e.g. parties)
  • Tools (e.g. Financial calculators)

Basic

  • Daily calendar BENCH views, simple case search (case #)
  • On-line case summary
  • Appropriate equipment (e.g. bench, chambers)

Paper

  • Case summary printouts
  • Day planner
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Case Management Information

Advanced

  • Judicial leadership: case type statistics
  • Countywide statistics (historical and forecast)
  • Alerts (cases approaching time standards or with no future setting)
  • My workload/statistics over time

Intermediate

  • Real-time work queues
  • Future work queues
  • My stats (e.g. age of pending cases)
  • Integrated open caseload report (e.g. at a glance, drill down)

Basic

  • Open caseload report
  • Work queues (what do I need to do today, docs to sign)

Paper

  • Day planner
  • Administration reports
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Electronic Documents

Advanced

  • 100% electronic case file
  • Secure document annotation (highlights, bookmarks, comments)
  • Integrated electronic signatures
  • Document rights management

Intermediate

  • Integrated multi-document viewing
  • Supplemented by “some paper”
  • Sorting/filtering
  • Configurable views
  • Pre-populated forms

Basic

  • Simple viewing tool of electronically scanned file (supplemented by full paper

case file)

  • Word processing for document creation (e.g. rulings)
  • Multi-document viewing

Paper

  • Case file
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Chambers Work

Advanced

  • Pending queue
  • Integrated document case citation linking

Intermediate

  • Access to resources (e.g. Judges’ Notes, attorney workups, other justice data,

transcripts)

  • Work queue management
  • Integrated related cases

Basic

  • Tentative rulings
  • On-line legal research
  • Jury instruction tools

Paper

  • Law books
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Court Events

Advanced

  • Integrated video appearances
  • eFiling with reservations

Intermediate

  • Video appearances
  • Integrated telephonic appearances
  • On-line scheduling (based on preferences)
  • On-line court reservations
  • eFiling

Basic

  • Courtroom calendars by day
  • Telephonic appearances
  • Calendar tools (future hearings)
  • Future/past events

Paper

  • Day Planner
  • In Person
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Communication

Advanced

  • Advanced workflow (e.g. proposed orders)

Intermediate

  • Electronic support documents (e.g. research write-ups, probate notes, etc)
  • Courtroom/party collaboration/coordination (e.g. party check-in)
  • REMOTE processing (e.g. warrants, protective orders, probable cause)

Basic

  • Realtime transcripts
  • Electronic Judicial Notes and Clerk Notes
  • Tentative Rulings

Paper

  • Post it notes
  • Sealed envelopes
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OFFICE of COURT ADMINISTRATION

Judicial Tools Model

Stage Case Information Case Management Information Electronic Documents Chambers Work Court Events Communication Supporting Technology

CMS, DMS, SSLVPN, Mobility, Data integration/web- services CMS, DMS, Work queue/business process management, email, Reporting, BI DMS, Word, PDF annotation plug-in, SharePoint, eSignature CMS, DMS, SharePoint Web, Search, Case Citation tools, Active Directory, VPN CMS, VOIP, Video CMS, DMS, LiveNote, Microsoft O365 (Outlook, Lync, SharePoint), eSignatures

Advanced

Integrated view Integrated Scheduling Configurable Judicial Leadership Countywide stats “My workload” 100% electronic Annotations eSignatures Doc rights mgt Pending queue Integrated citation linking Int video appearance eFiling / reservations

  • Adv. Workflows

Intermediate

Bench/Chamber View Advance search tools Real-time queues Future queues My stats Caseload reports Integ doc viewing “Some” paper Sorting/filtering Pre-populated forms Access to resources Work queue mgt Related cases Video appearance Telephonic appear Sched/Reserve eFiling Support docs Party coordination Remote processing

Basic

Calendar bench view Case summary Equipment Open caseload Work queues Simple viewing Word processing Multi doc viewing Tentative rulings Online research Jury instruction tools Calendars by day

  • Int. telephonic

app Calendar tools Future/past events Realtime transcripts Judge/clerk notes Tentative rulings

Paper

Case summary Day Planner Day Planner Admin Reports Case file Law Books Day Planner In Person Post it notes Sealed envelopes

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OFFICE of COURT ADMINISTRATION

eSignature Demo

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OFFICE of COURT ADMINISTRATION

Questions?