OakEDMS: Our Paperless Trail. Presented by Oakland County, Michigan Judge Michael Warren Bill Bullard, Jr, Oakland County Clerk Lisa A.

Transcription

1 OakEDMS: Our Paperless Trail Presented by Oakland County, Michigan Judge Michael Warren Bill Bullard, Jr, Oakland County Clerk Lisa A. Czyz

2 OakEDMS Introduction What is OakEDMS? Comprehensive Electronic Document Management System Facilitates paperless courtroom

3 Filing a case with OakEDMS Case initiation Paper v electronic Motions e-filed Electronic praecipe to schedule Documents routed to the judge/staff Pre-established rules Manual routing Hearing/Adjournment notices ed

4 Filing a case (cont d.) Attorney/litigant can verify hearing date/time via Judicial Schedule On-Line Hearing held In person or via Judge on Line

5 Filing a case (cont d.) Judge reviews file electronically Orders issued electronically E-filed & Served to parties by judicial staff

6 OakEDMS Scanning since 1993 Initial workflow to provide FOC copies Buy vs build Training

7 Creating an advisory team Representation from all interested areas Participation by the Bar Judicial Champion

8 3-Prong Approach Electronic Storage/Workflow Electronic Filing Electronic Access

9 Electronic Storage/Workflow Repository became what we call Oakdocs Now in its 3 rd generation.net platform Capture Scanning - Traditional paper documents Import faxed or ed documents Indexing Feeds Case Management System (CMS)

10 Workspace Custom workflow Predetermined rules Based on indexed values Automated routing Manual routing Used by Clerk, Circuit Court, Probate Court, FOC, HR, Treasurer, Children s Village

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13 E-forms Prepopulated with basic information

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16 Issues Ensuring each user has correct access Maintaining routing rules may be cumbersome Contingency plan for system outages

17 Benefits Documents are available immediately No physical file required Orders are created real-time EDMS Backup allows judges to take electronic files on the go to review at home

18 Judgment of Sentence (JOS) Created in response to jail overcrowding issues Pre-populated based on PSI Modified real-time

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21 Sent to LEIN and printed in multiple locations as needed Able to Preview

22 Benefits No handwritten judgments Reduction of time prisoners spend waiting for placement = $$$$$

23 E-filing Why e-filing? State efiling system September 2006 Mandatory vs. Voluntary

24 August 2007 e-filing Pilot Begins o LAO approved One Judge Mandatory C & N Case Types Partnership with Wiznet, now a part of Tyler Technologies

25 Where we are Odyssey E-file & Serve (Tyler Technologies) Expanded to include: full civil docket of 14 judges (including Visiting Judge docket) Family Division Pilot Program - 4 Judges with Divorces without Children (DO) cases

26 Filers submit documents in Word, Word Perfect or PDF format No page limit No file-size limitations

27 Documents are electronically filed with the Court

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30 Documents are routed to appropriate staff f review

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32 Issues Fees Technical ability Changing mindsets

33 Benefits to Court Benefits to Attorneys Reduction of foot traffic Reduction of incoming mail Paper Printer & toner supplies Postage Consistent with COA Ability to monitor/track filings Ability to track service Immediate access to documents Time Gas Paper Printer & toner supplies 24/7 filing Postage/runner fees Work from anywhere Consistent with COA Ability to monitor/track filings Ability to track service

34 Efiling Statistics 343,636 documents 13,123 users 6,268 firms 24,113 cases

35 E-Access Court Explorer Access to outside users Determining what would be available Log-in access Order copies Redaction

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39 Judicial Schedule Online Events scheduled before judge JSOL

40 JSOL (cont d) Disclaimer Due to scheduling limitation in CMS The information below contains most scheduled court dates. Juvenile and non-public record dates are not visible. If you believe a date should be listed, and it has been at least 3 business days since the date was set, please contact the judge s chambers for confirmation of the date. This calendar is provided for convenience only. If you have been subpoenaed or otherwise ordered to appear in court and that date does not appear here, you should contact the judge s chambers for clarification. Do not ignore a court order to appear. The selection calendar does not include weekends or court holidays. For Register Hearings, contact the Probate Register.

41 JUDGE MICHAEL WARREN Judge's Protocol 08/31/2011 Court Time Hearing Description Case Number Primary Parties 08:30 MOTION 01:30 EVIDENTIARY HEARING 08:30 MOTION 01:30 PRETRIAL 08:30 MOTION 08:30 MOTION 08:30 HEARING 08:30 MOTION 08:30 MOTION 08:30 MOTION 08:30 MOTION 08:30 MOTION 08:30 MOTION 08:30 MOTION FC FH NO NO CK FH FH NI CK NM FC NI CK CH Disposition Date PEOPLE vs GAPPI,ATHEER 04/14/1992 PEOPLE vs YATES,WILLIE,DEON 05/25/2007 AIELLO,SAM vs SPEEDWING INVESTMENT CO PRICE,FREDERICK,,JR vs ROYAL OAK CITY SHKAMBI,LIZA vs NATIONWIDE MUTUAL FIRE INS CO PEOPLE vs HAIRSTON,DON,EMANUEL 06/02/ /24/2009 PEOPLE vs MUNCY,CHAD,ALLEN 05/20/2010 DINICH,JOHN vs BILICKI,DERIN ROCKFORD CONST CO INC vs ORION HOTEL GARRETT,MARY vs HYMAN LIPPITT PEOPLE vs HARDY,DONALD,MICHAEL DAVIS,TONY vs DEACONS,TIMOTHY KESTO,KAZWAN vs CHASE HOME FINANCE CHELSEA CROSSING OF SOUTHFIELD vs LEXINGTON DAVENPORT INC 01/19/2011

42 Electronic Notices

43 Electronic versions of: Hearing and Adjournment notices Scheduling Orders Case Evaluation Notices Accept/Reject Notices Show Cause Orders Billing Statements

44 Sent via s sent to only one address Address provided to court by the State Bar on Oakland County attorneys; updated monthly - other attorneys will have ability to provide court with an address Attorneys may provide an alternate address if they choose

45 E-praecipe Used to schedule events for miscellaneous motion call

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47 Judge Online (JOL) Allows for telephonic hearings and video conferencing

48 JUDGE ON-LINE (JOL) is a service that allows virtual court appearances in lieu of personal appearances in court on summary dispositions, motions, pre-trials, testimony, scheduling and status conferences, and other miscellaneous court proceedings for a nominal fee.

49 TO DATE (as of 8/31/2011): 1,276CALLS > $38,000 EXAMPLES TRUCK DRIVER HOLIDAY VISITATION SOLDIER IN IRAQ

50 TELEPHONE PARTICIPANTS CT, DE, MD & MA Russia Canada Hong Kong Spain Australia South Africa Belgium South Korea Iraq Germany Kuwait

51 Video Conferencing Available for court events Using multiple platforms depending on the type of event and the needs of the parties Point to Point Polycom units Web-based hosted conferencing

52 Benefits For Attorneys: Time Gas Money Work from anywhere Convenience Reduces delays Fewer adjournments For Court: Fewer adjournments Provides more flexible scheduling Reduces delays Saves staff time Security Saves money on jail transports

53 Paperless Courtroom

54 Other initiatives OCBA Lounge available to Oakland County Bar members, includes access to label machine, computer and scanner Wifi available in Jury Assembly Room, Cafeteria, OCBA Lounge and other hot spots in the Courthouse

55 Other initiatives (cont d) Court recordings on-line video available online to court reporters for faster response in preparing transcripts Courtroom presentation equipment available at no charge to the litigants ELMO, TV/DVD players and projectors.

56 How OakEDMS impacted the Clerk s office On-line, not in line

57 Changes within the office Drastic improvement in document processing time 7 minutes down to 1 minute

58 Reduced physical storage

59 Availability of documents to appropriate court staff and public significantly improved Average time to document availability reduced from full working day (8+ hours) to <5minutes upon acceptance

60 Electronically filed documents Traditionally filed documents Document submitted electronicall y Clerk s Office receives document Clerk s Office reviews document for completion; takes fees as appropriate Document submitted in person or by mail Clerk s Office receives document Clerk s Office reviews document for completion; takes fees as appropriate Document is accepted for filing Document is accepted for filing Document broken down and fed thru scanner Documents are indexed Document is transferred to EDMS and documents routed based on established rules Document is transferred to EDMS, information sent to ROA and documents routed based on established rules Documents are reassembled and filed in paper court file

61 What s next? Efiling Civil case initiation Probate court Pilot Divorce w/o children (DM) cases Remainder of Family Div. Judges on DO cases Case Evaluation Video Conferencing Expanded use of video conferencing Electronic Forms Ad Hoc Reporting with JDW Permanency Planning Initiative Expanded Workflow

62 Lessons Learned Must have buy-in from all affected departments. Clerk, Court and IT must work together. Project must have sponsor, maybe multiple depending on dynamics of stakeholder departments/areas.

63 Lessons Learned (cont d.) Create a small work group of individuals from stakeholder departments/areas, include court/clerk staff that work closely with the filers and documents Buy-in from local Bar is essential

64 Lessons Learned (cont d) Start small, grow at a comfortable pace Gather statistics and obtain feedback from users, at all levels, to adjust project specifics as deemed appropriate Maintain a work group to oversee and monitor the project, addressing issues/concerns that arise

65 Questions?

66 Contact Information 6 th Judicial Circuit Court Court Administration (248) Oakland County Clerk s Office (248)