Kathryn Wells-Vogel CMCC CPM. Kathryn Wells-Vogel, CMCC; CPM Court Services Manager City of Longview
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1 Order in the Court Records Management In Municipal Courts Kathryn Wells-Vogel CMCC CPM Kathryn Wells-Vogel, CMCC; CPM Court Services Manager City of Longview
2 Records Management in Municipal Courts Define Records Management; Review Relevant Statutes; Identify Potential ti Pitfalls of a Poor Records Management System; Discuss Characteristics of an Records Management System; Effective Offer Guidance on Improving your own Records Management Program.
3 Records Management The active supervision and control of records, which includes the economical and efficient creation, organization, use, maintenance and disposition of records.
4 Records Management Economical; Efficient; Care; Control; Maintenance; Archival (Storage); Destruction.
5 Relevant Statutes Code of Judicial Conduct Canon 3(c)(5) Rules of Judicial Administration Rule 12 Government Code Chapter 552 and Chapter Local Government Code Chapter and Chapter
6 Records Management: A Team Effort Cannon 3 (c) (5) Code of Judicial Conduct requires judicial (= Judge) compliance with Rule 12 Public Access to Court Records; Chapter Local Government Code defines Custodian of government records as the appointed or elected public officer who by administrative policy is in charge of an office that creates or receives records = the clerk.
7 Ineffective Records Management: How Do You Know?
8 Ineffective Records Management Too Many Places to File Things; No Management or Responsible Person; Too Many Cooks in the Kitchen ; File Drawers Packed too Tightly; File Folders too Small to Hold Documents; Inconsistent and Improper Destruction of Records; Not Enough Memory for Electronic Records.
9 Ineffective Records Management: What Are the Consequences?
10 Consequences of Ineffective Records Management Incomplete Files; Lost Files; Failure to Comply With Records Requests; Lost Revenue.
11 Characteristics of a Good Records Management System Well Organized and Planned; Records are Easily Accessible; Records are Protected and Secure; Compliant with Local and State Statutes; System is Demographically Appropriate; Cost Effective; Records are Consistently and Properly Destroyed.
12 Steps Toward Improving a Records Management System
13 Understand the Life Cycle Creation; Distribution; Use; Maintenance; Storage; Disposition.
14 Determine Storage Needs How Many Pending/Disposed Files Will be Kept in your Office/Building? Are Your Current Files/ Folders/ Shucks/ Jackets Adequate to Hold Documents? Are Documents Easily Accessible and Easy to Find Within the Files? If Records Are Electronic, Server Space Do You Need? How Much
15 Create a Case Filing System Categorize Your Pending Files; Categorize Your Disposed Files; Synchronize Your Software to Reflect the Location of Your Physical Files or Vice Versa; If Electronic Records Work with IT to Ensure You Have Adequate Electronic Storage/Memory.
16 Develop a Program Inventory Files; Create a Master Plan; Assign/Train i Personnel; Test; Create a Records Manual.
17 Group Project Categorize Files
18 Ineffective Records Management Too many yp places to file things Adult Filings Active Cases: New Filing; Extension of Payment; Pending Bench Trial; Pending Jury Trial; Driving Safety Course; Deferred Disposition; Delinquent Driving Safety Course; Delinquent Deferral; Pending Warrant; Active Warrant.
19 Ineffective Records Management Too many places to file things Juvenile Filings Active Cases: New Filing; Extension of Payment; Pending Bench Trial; Pending Jury Trial; Driving Safety Course; Deferred Disposition; Juvenile Contempt of Court Hearing; JNA Warrant.
20 Ineffective Records Management Too Many Places to File Things Disposed: Juvenile; Adult; Dismissed; Guilty.
21 Disposition of Records
22 Retention Schedule Parking Tickets = 6Months Traffic Tickets/Ordinance Violations = 1 year Administrative Hearing Records = 1 year Unserved Arrest Warrants = 4 years Criminal Dockets/Docket Notes = 5 years Texas State Library and Archives Commission
23 Acceptable Methods of Destruction Burning; Shredding; Pulping; Burial in a Landfill. Texas State Library and Archives Commission
24 Order in the Court 1. Responsibility of Judge and Clerk; 2. Understand Codes and Rules Dictating Your Actions, Policies and Procedures; 3. Understanding Inattention; ti the Consequences 4. Effective Records Management System. of
25 Guides and Reference t e spubs/pub o ns.shtml#open Public Information Act Handbook online in Adobe format ml Texas State Library and Archives Commission Texas Statutes Online
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