The District The District Clerk Criminal Clerk Criminal Courts Digital Courts Digital

ProjectProject

The Criminal Courts The Criminal Courts Digital Project is Vital for Digital Project is Vital for

More Efficient Records More Efficient Records Management and RetrievalManagement and Retrieval

• The District Clerk The District Clerk manages more than manages more than two million records two million records at three locations and at three locations and a warehouse. Paper a warehouse. Paper records are records are expensive to expensive to maintain, easily lost maintain, easily lost and damaged, and and damaged, and slow to retrieve slow to retrieve complicating the complicating the integrity of both open integrity of both open and closed cases.and closed cases.

Digital Courts VisionDigital Courts Vision• Judicial process in the Judicial process in the

Dallas county criminal Dallas county criminal courts will be substantially courts will be substantially paperless.paperless.

• Imaging systems will Imaging systems will replace paper-based filing replace paper-based filing system.system.

• The judiciary will be able The judiciary will be able to modify documents to modify documents electronically from the electronically from the bench.bench.

• Remote access to criminal Remote access to criminal case records for the case records for the judiciary, criminal bar and judiciary, criminal bar and the District Attorney.the District Attorney.

• Instantaneous electronic Instantaneous electronic retrieval of case documents retrieval of case documents and production of copies and production of copies for the public.for the public.

The Electronic Document The Electronic Document Mangement SystemMangement System

• Judges, the criminal bar and the public will be using a Judges, the criminal bar and the public will be using a sophisticated electronic document management system sophisticated electronic document management system called OnBasecalled OnBase

• OnBase will queue criminal court documents to the OnBase will queue criminal court documents to the processing areas within the district clerk’s office and the processing areas within the district clerk’s office and the court.court.

• Until electronic document preparation is perfected in AIS, Until electronic document preparation is perfected in AIS, case records beginning with the indictment and PCA, bond case records beginning with the indictment and PCA, bond information, pleadings and motions are scanned as they information, pleadings and motions are scanned as they are filed.are filed.

• Docket entries will be perfected through the use of OnBase Docket entries will be perfected through the use of OnBase E-Form and queuing utilities.E-Form and queuing utilities.

• E-signatures will be developed and perfected for complete E-signatures will be developed and perfected for complete paperless processing.paperless processing.

Additional OnBase Additional OnBase BenefitsBenefits

• Will provide Will provide attorneys remote attorneys remote access to the access to the electronic case electronic case record from their record from their offices with a offices with a subscription subscription service in service in development.development.

Additional OnBase Additional OnBase BenefitsBenefits

• Provides for Provides for enhanced and enhanced and timely public and timely public and media access to media access to court records.court records.

Additional OnBase Additional OnBase BenefitsBenefits

• Provides for central Provides for central document control of document control of records and records and reduces the reduces the incidence of failed incidence of failed expungement and expungement and non-disclosure by non-disclosure by eliminating multiple eliminating multiple paper copies within paper copies within the county.the county.

Tentative Schedule forTentative Schedule forDigital ConversionDigital Conversion

• The pilot court, The pilot court, the 283the 283rdrd Judicial Judicial District Court, District Court, Judge Richard Judge Richard Magnis, is go live Magnis, is go live as a fully as a fully paperless court paperless court after all pending after all pending case files weree case files weree imaged during imaged during the weekend of the weekend of August 17, 2009. August 17, 2009.

Tentative schedule for Tentative schedule for digital conversiondigital conversion

• Analysis and deployment of ‘E-Form’ function and Analysis and deployment of ‘E-Form’ function and implementation of clerk/court e-business process.implementation of clerk/court e-business process.

• Additional hardware to be briefed for the Dallas Additional hardware to be briefed for the Dallas county commissioners court by September 30county commissioners court by September 30thth..

• Training for affected non-court and clerk staff to be Training for affected non-court and clerk staff to be effected through November 2009.effected through November 2009.

• Simultaneous conversion of remaining 16 criminal Simultaneous conversion of remaining 16 criminal courts and the Drug Court by January 1, 2010 courts and the Drug Court by January 1, 2010 depending on the availability of hardware and depending on the availability of hardware and success of the training program.success of the training program.

What to ExpectWhat to Expect

• Business will be Business will be conducted as conducted as usual but there usual but there will no longer be a will no longer be a paper court file.paper court file.

• A computer will be A computer will be available in each available in each court for attorneys court for attorneys in the defense in the defense workroom, workroom, hallway, and hallway, and clerk’s counter.clerk’s counter.

What to ExpectWhat to Expect

• Judges will have Judges will have access to OnBase from access to OnBase from the bench and the the bench and the Assistant D.A.’s from Assistant D.A.’s from their offices at the their offices at the courts.courts.

• Current paper-flow Current paper-flow procedures and procedures and processes will remain processes will remain the same, just result in the same, just result in an imaged document an imaged document as the permanent as the permanent Court record.Court record.

What to ExpectWhat to Expect

• The clerks will image The clerks will image all incoming all incoming documents to their documents to their court and attach to the court and attach to the electronic case file.electronic case file.

• Pass-slips will continue Pass-slips will continue to be handled through to be handled through the coordinators.the coordinators.

• Magistrate Court Magistrate Court procedures will be procedures will be converted to paperless converted to paperless processing. processing.

How will this benefit How will this benefit you?you?

• No more waiting No more waiting around while the around while the clerk tries to find clerk tries to find your fileyour file

• No more waiting No more waiting around in the around in the Records department Records department when you need when you need conformed copies.conformed copies.

• No more missing or No more missing or misplaced documents misplaced documents and delays.and delays.

How will this benefit How will this benefit you?you?

• Judges, the District Judges, the District Attorney and probation Attorney and probation officers will be able to officers will be able to access electronic access electronic records from their records from their offices, enabling “pop-offices, enabling “pop-in” assistance.in” assistance.

• Remote off-site access Remote off-site access to case records will to case records will become available to become available to judges, the criminal bar judges, the criminal bar and the District and the District Attorney.Attorney.

Time forTime for

Q & AQ & A