Clerk Roundtable. The Clerk s Role in an Automated Court. Moderated by: Steve Glisky, Vice President, Government Practice Manager, ImageSoft, Inc.
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1 Clerk Roundtable The Clerk s Role in an Automated Court Moderated by: Steve Glisky, Vice President, Government Practice Manager, ImageSoft, Inc. 1
2 Agenda Moderator Introduction Steve Glisky, VP, Government Practice Manager Customer Solution Spotlight: Ottawa County Presented by Justin Roebuck, County Clerk Roundtable Discussion 2
3 Panelists Kimberly Hauser District Clerk, Michigan Court of Appeals Justin Roebuck County Clerk, Ottawa County, MI Todd Schmitz Chief Deputy Clerk, Macomb County, MI Lynne Stockwell Deputy Clerk, Grand Traverse County, MI 3
4 Electronic Clerk Office
5 Ottawa County, MI About the County Ø Current Population: 272,701 Ø Michigan s 8 th Largest County Ø Fastest growth rate of Michigan s 10 largest counties from Ø Top 10 Digital Counties Award Winner for the past 7 years. 5
6 Driving Forces Challenges Faced Ø County Clerk - Circuit Court Records (2 Locations) Ø County Clerk Vital Records (3 Locations) Ø Circuit Court (2 Locations) Ø District Court (3 Locations) Ø District Court Probation (3 Locations) Ø Juvenile Services Ø Friend of the Court (Child Support Enforcement Agency) Ø Prosecuting Attorney (3 Locations) Ø Probate Court Ø Sheriff s Office 6
7 Driving Forces Challenges Faced Ø Finding a way to manage the thousands of documents that flow through 13 office locations and courts throughout the county Ø 4 to 5 week backlog of incoming mail Ø 3 week backlog on opening new cases Ø Significant time and energy spent locating files (26 combined hours/day) 7
8 Driving Forces Challenges Faced Ø Documents consistently missing from files Ø 6 months behind on processing of bond payments Ø Need for more personnel to keep up with demands 8
9 Paradigm Shift Moving from Paper to Digital Ø The Selection Process began with department heads from Sheriff, Prosecutor, and IT, headed by former County Clerk Ø RFP was developed from this working group and sent to numerous vendors Ø Comprehensive and bold ECM implementation spanning multiple departments. Ø Board of Commissioners approved initial funding ($1.23 million) across various departmental budgets 9
10 Paradigm Shift Moving from Paper to Digital Ø One step at a time.gradual implementation: Ø Case Types Ø Workflows Ø Judges on board Ø Staffing and Office Changes: Ø Staff assignments were re-organized to follow electronic workflows Ø Some turnover Ø Staff buy-in was critical! Ø Constant knowledge sharing Ø Seeking staff assistance and contributions Ø Created a team building environment where we actively appointed cheerleaders and celebrated every success 10
11 Paradigm Shift Change Management Ø Formed a multi-department committee of Justice System users Ø Met regularly to determine needs and interconnections (and we re still meeting!) Ø Began to tear down walls and think outside of operational silos 11
12 Our Solution Key Components: Ø Workflow Ø Document Retrieval Ø File Retrieval Ø Paper File Tracking 12
13 Our Solution How We Are Using Our ECM System Birth Records Death Records Marriage License Notaries/ DBAs/ DD214 Boards and Committees Elections/ Campaign Finance Circuit Court Records DD to present Corres Log 2010 to present Civil/Domestic 1998 to present Date available in OB 1927 to present 1860 to present 1905 to present DBAs 1985 to present Minutes 2001 to present 1978 to present Criminal 2006 to present Notaries - NA Resolutions Family 2008 to present Workflow? No No No No No No Yes Online Service / Access Yes (request copies only fall 2015) Yes (request copies only) Yes (request copies and apply) Yes (request copies of DBAs only) Yes (Can apply and view current appointments) Campaign Finance Records Search (available late 2015) Yes (can request copies of orders and view ROA) E-Filing 13
14 Solution Evolution How Solution has Evolved? Ø New Functionality Added Ø Adapt to Changes in Business Processes Ø Intra-department content exchange Ø Enterprise Expansion Ø Working with IT 14
15 Outcomes Ø Customer Service: Ø Documents are processed within 24 hours of receipt Ø New cases are opened the same day they are received Ø Bond money released same week as sentence Ø Cost Savings: Ø Major reduction of staff time spent locating files Ø No need for previously requested additional staff Ø Less storage room necessary onsite Ø Efficiency in Process: Ø All documents in the file and processed before the file leaves the office Ø Complete consistency in processing all document types 15
16 Outcomes Ø Better Accountability: Ø Document Audit Trails Ø Viewing document history Ø Statistics and Court reports Ø Granular security & internal control of user rights Ø Accessibility: Ø Centralized document repository across departments/locations Ø Multiple criteria and full text search capabilities Ø Staff Acceptance: Ø Transformed the way business is done in our office! Ø There s no going back 16
17 Lessons Learned What we learned Ø Change is difficult but what s on the other side is worth the struggle! Ø Power users are critical Ø Demonstrations and tutorials are a key part of the overall success with staff and judges 17
18 Future Plans Ø Jury Management applications Ø Online Forms Ø County Contracts 18
19 Roundtable Discussion
20 Topics for Discussion Ø Implementation Approach Ø CMS Integration Ø Process Automation Ø Access Ø Lessons Learned Ø Working with ImageSoft 20
21 Implementation Approach Ø Transitioning from Paper to Electronic Case File Ø Requirements Ø Capture 21
22 CMS Integration 22
23 Process Automation Ø Document Generation & Electronic Signing Ø TrueCertify Ø Process Integration 23
24 Access Ø Public Access Kiosk Ø Multi-District Court of Appeals Ø Multi-County Circuit 24
25 Lessons Learned 25
26 Working with ImageSoft 26
27 Audience Questions Thank You Please complete your Workshop #1 survey and put it in the orange bin 27
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