October / November 2018

October/November 2018

GETTING A GRIP ON DEBT COLLECTION

Vol. 16 No. 5

Bailing on Bail

CHANGE SERVICE REQUESTED

Courts Today 69 Lyme Road, Hanover, NH 03755

Digitizing Data

with alternative & diversion programs

Publisher & Executive Editor Thomas S. Kapinos Assistant Publisher Jennifer Kapinos Editor Donna Rogers

O C TO B E R / N O V E M B E R 2 018

Contributing Editors Michael Grohs, Bill Schiffner G.F. Guercio, Kelly Mason

VOLU M E 16 N U M B E R 5

Art Director Jamie Stroud

F EATU R E S

6 Getting a Grip on Debt Collection

Marketing Representatives Bonnie Dodson (828) 479-7472 Art Sylvie (480) 816-3448 Peggy Virgadamo (718) 456-7329

10 Community Monitoring Options: An Overview

14 Bailing on Bail: Latest Legislative Updates

20 NCSC’s eCourt Las Vegas Conference Preview

26 Digitizing Data: Document Management Systems

29 Court Technology Directory & Reference Guide

DE PARTM E NTS

4 Courts in the Media 34 Ad Index

with alternative & diversion programs

is published bi-monthly by: Criminal Justice Media, Inc PO Box 213 Hermosa Beach, CA 90254 310.374.2700 Send address changes to: COURTS TODAY 69 Lyme Road Hanover, NH 03755 or fax (603) 643-6551 To receive a FREE subscription to COURTS TODAY submit, on court letterhead, your request with qualifying title; date, sign and mail to COURTS TODAY 69 Lyme Road Hanover, NH 03755 or you may fax your subscription request to (603) 643-6551 Subscriptions: Annual subscriptions for non-qualified personnel, United States only, is $60.00.

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C O U RTS I N T H E M E D I A UTAH COURTS PILOT BRINGS SMALL CLAIMS CASES TO ONLINE DISPUTE RESOLUTION Utah's court system is among the first in the country to incorporate technology into court proceedings, bringing small claims cases online in new pilot program, said Fox 13 in Salt Lake City on October 25.

“Last year we were looking at about 30,000 small claims filings throughout the state [of Utah],” said Judge Brendan McCullagh.

McCullagh gave an example of a small claims case as, “My dog got bitten by another dog, somebody didn’t pay a loan that they owed me."

McCullagh presides over cases filed in West Valley City Justice Courts—where the Utah State Courts have rolled out a new pilot program called Online Dispute Resolution, or ODR. The new system starts like any other small claims case. “As you always have, a plaintiff files their case and you have somebody go serve the case,” McCullagh said.

But this time, there’s no need for a trip to the courthouse.

“Now the summons that is served to you indicates that you need to get online,” McCullagh said.

“Beginning to end, a more efficient process,” McCullagh said.

While parties are allowed to request an exemption, Utah State Courts believes the new system will provide convenience for people.

“They can do it in the regular flow of their lives, as much as they can, without having to take the time to come to court,” McCullagh said.

Think of it like an Internet chat box, you can use it anywhere and at any time... But instead of a friend, you are chatting with the other person involved in the case and a court mediator.

The goal is to get people involved and allow them to reach a settlement, without having to go to court.

“You can send a message, the other party can respond, the mediator or the facilitator can nudge responses, and is not necessarily in real time either,” McCullagh explained.

Once both parties come to an agreement, they can create and sign a settlement all within Online Dispute Resolution. The goal is to get people involved and allow them to reach a settlement, without having to go to court.

“If we realize that chat’s going nowhere, we’re just going to get them a trial date,” McCullagh said. “If we do have a trial, when we’re here in court for the trial the parties will be better prepared, they will have a better sense of how to proceed on their own behalf and help themselves that way."

Utah State Courts said they are among the first in the country to roll out a system like this, incorporating technology as a regular part of case flow.

“This is the modern world,” McCullagh said. “If people live and communicate this way, maybe we should have a process that can incorporate how people actually do communicate and work and live.”

The system had been active for five weeks at the time of this writing. McCullagh said they will use at least the next six months to gauge users responses and system effectiveness, before they expand the pilot further to other districts in the state.

The Utah State Courts has also been asked to present Online Dispute Resolution at one of the world’s largest tech conferences, this year’s South by Southwest conference in Austin, Texas.

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BY DO NNA ROG ERS , E D IT O R

Raising Debt Collection Methods that promote improved payments.

D

elinquent debt undoubtedly weighs big on court administrator’s minds and can leave a large deficit in the judiciary budget. According to Nielson and Ard in their 2009 publication “Use of Workflow Automation and Other Technologies to Improve Compliance and Collections of Court Ordered Penalties,” not only does the lack of compliance in paying court fines and fees deny a jurisdiction revenue, “more importantly, [it] calls into question the authority and effectiveness of the court and justice system.”

Lack of compliance is cause of

fissures that can slowly crumble a strong justice system. On top of this, courts are also struggling to keep up with the ever-changing legislative landscape, notes one national law firm with a practice dedicated to the collection of delinquent accounts receivable for government. A good example is HB 1783, passed in Washington state earlier this year, notes Mark Lombardo, of this firm, Linebarger Goggan Blair & Sampson, LLP. This law has many provisions dealing with indigent individuals, restitution, release from incarceration and determining a person’s financial situation when assessing fines. Another Washington bill, SB

6360, was passed last year on the recommendation of the state attorney general. It called for the Attorney General's Office to develop a plan and program for the efficient statewide consolidation of an individual's traffic-based financial obligations imposed by courts of limited jurisdiction into a unified and affordable payment plan.

Moreover, he continues, in California the legislature continues to pass amnesty bills that the courts struggle to implement.

Further, notes Lombardo, who servers as national sales manager of the law firm, “The courts are often losing remedies that traditionally have enhanced collection

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efforts. Court fines and fees are no longer reportable to credit bureaus.

Many states have stopped utilizing DMV license and or registration holds for FTP or FTA offenses. In addition, many courts face budget reductions, forcing them to limit staff hours and/or cut staff that may have collections.� He furthers, “They may no longer have the ability to collect in house, or have the bandwidth to consider a project to outsource collections.�

Courts, however, are resourceful and are finding ways to increase debt collection in order to counteract the fiscal constraints that have been placed on the judiciary. Often they are finding a multi-pronged approach is the best way to go.

Findlay (Ohio) Municipal Court A study called

, was developed in May 2016 by David C. Spridgeon, Clerk of Courts, Findlay (Ohio) Municipal Court for the Institute for Court Management Fellows Program, and is found on www.ncsc.org In it Spridgeon notes, “The literature review revealed that there is really no magic to collecting at a higher rate. The answers lie within the defendant’s ability to pay and the court’s ability to convey to defendants what the expectations are along with the consequences of not adhering to those expectations.“ A study was conducted based on interviews with court staff in five Ohio municipal courts, as well as with the author of the Ohio Supreme Court’s bench card that is used to collect fines and costs, and the Attorney General’s Office, to determine its possible role in the project. Again it was found there

was no one specific remedy to solve all the issues, but it was determined that “returning to basics and using all the available tools to do so is what really mattered. Courts that make collections a priority and are consistent in their efforts are rewarded with better rates.�

A few of the conclusions and recommendations the Findlay Court report suggested are: Conclusion: At sentencing, payment expectations are not always clearly communicated.

It is imperative that the defendant be addressed at sentencing and told the expectation of the court as to payment.

Recommendation: The court must adopt a forward speaking attitude with defendants.

The judge should address the defendant at sentencing, informing them that the expectation of the court is that their debt to society is due in full that day. Any variance from the policy must be communicated to the defendant with a clear set of guidelines as to what and how it will be handled should they not be able to do so.

Those guidelines should include the following instructions: • On date of adjudication, all fines and costs are due. • Should the defendant not be able to pay in full, they may request from the Judge to enter into a written payment agreement that is on the record. • If a defendant does not pay in full within 30 days, a status conference with a magistrate will be held to see why it is unpaid as agreed upon. A license forfeiture and registration block would be issued at this time. • If after 90 days the debt is not

settled, the cases(s) would be referred to the Ohio Attorney General’s Office for collection efforts for 150 days. • If after that period there still remains debt, those case(s) would be forwarded to a private third party collection agency for an additional 150 days. • If after that period of time there still remains debt, the defendant would be brought before the Judge for a status conference.

Conclusion: The message given by the court staff to defendants is currently inconsistent.

During the research, different accounts were given of how the court addresses defendants about their outstanding debt. Judges gave a different rendition of court policy from that of the clerk of courts, deputy clerks, attorneys, and probation officers.

Recommendation: All court staff needs to convey the same message throughout the collection process.

Once an established guideline is determined, all staff needs to be able to convey the message in the same manner, all the time to the defendant. No variation of the guideline should be made except by the judge or a single designee.

Conclusion: Instituting a third party collection agency assists the court.

Throughout the research, it was found that the courts who employ a third party collection agency realize a better return. The return begins to diminish the longer the case is out from the adjudication date.

Recommendation: Cases should be sent to a third party collection agency.

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cated staff.

Recommendation: Dedicate staff to the collection of fines and costs.

Conclusion: The court is not always open to accept all forms of payment available today.

Recommendation: Explore and deploy any and all possible ways for defendants to make payment.

• Accept all forms of payment: Visa, MasterCard, Discover, American Express, Apple Pay, cash, check, etc.

• Accept all forms of payment in person, by phone, by mail, by fax, by electronic means.

• Make accessible to the defendant an alternate payment center for after-hours payments other than internet use.

The banking industry has moved to ATM use and so should the court in some fashion.

Variety of Software Tools A multi-layered approach with various software is key, according several reports. Linebarger uses a variety of proprietary software tools to maximize collections, customer convenience, ensure data security, and achieve regulatory compliance in a reliable environment, Lombardo points out. “Our Information Technology Group (ITG) develop and manage Linebarger’s automated collection system, which integrates all aspects of the collection process for a wide variety of receivable types for

Right Sizing Penalties Establishing the proper fine that is commensurate with the defendant’s ability to pay is another way to help ensure payment for a fine or restitution. Setting an exorbitant fine compared with the defendant’s financial situation could have negative effects on the collection process. Among the platforms used to determine this is Court Innovations Incorporated’s Matterhorn Online Resolution for Warrants and Pleas, which allows courts to dispute resolutions online, and, like bail reform, offers defendants a level of dignity by being involved with the justice system rather than in the justice system. Courts can use the system to offer amnesty.

A defendant who otherwise might have to go to court and tell his or her financial situation in front of a large group can now do it in private. He or she will also not show up in court with only seven of eight documents and have to return later. Dunrie Greiling, chief product and marketing officer at Matterhorn, points out the platform is used by numerous courts in a fair number of states in part because courts are getting more and more comfortable using the online space. The software, she says, is in the cloud. Courts normally use desktop computers, but 80% of public users utilize a smart phone. The platform is connected to the court management system, and, as Greiling points out, requires a smaller launch in terms of money and integration and can be up and running in a couple of weeks. Results have been positive.

The 31st District Court in Hamtramck, Michigan, has been using Matterhorn since 2016. Among the benefits, says Judge Alexis G. Krot, is that many people simply want to get things done, and court can be inconvenient for everyone involved. A court administrator further pointed out that the intimidation factor of coming to court can be significant, and the platform removes at least a portion of that concern and hopefully provides an opportunity for people to ease into the process.

—Michael Grohs

clients. The combination of custom software and powerful, specialized hardware provides clients a system that is technologically advanced and complex in its capabilities, yet simple in design for flexibility and dependability,” he says. “Based upon scalable, redundant architecture, our system meets the data processing and communication needs of multiple clients while addressing individual client and regulatory requirements for security, connectivity, and business continuity.”

Lombardo believes that law firms and collection agencies need to offer a wider variety of programs and services rather than focusing solely on collecting delinquent accounts to help courts maintain a manageable caseload. Some possible options he suggests are to include pre-collection/non-delinquent debt programs to avoid the additional costs of collection, license reinstatement programs once in collections, tax intercept programs that interface with state revenue departments, and universal payment programs. Universal payment programs also work well when courts come together and offer a single payment program to defendants that reinstates their licenses. Defendants who previously struggled with managing debts at multiple collection agencies now have a single manageable monthly payment, he states.

In the end, “Collection firms need to work with the defendants and determine their ability to pay, rather than taking a heavy-handed approach,” Lombardo asserts.

“We find that working with advocacy groups and building a bridge with the defendant community goes a long way in establishing trust in the system and better results for our clients. [In addition] once a defendant begins a repayment schedule, he/she is more inclined and able to try to pay the debt off over time.” CT

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BY BI L L S C H I FFN ER, C O N T R IB U T IN G E D I T O R

Electronic Tracking and IIDs Offer Safer Monitoring Options in the Community

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echnology continues make new inroads in the way offenders are monitored in the outside world.

Despite significant progress over the past few decades, drunk and drug impaired driving continue to dominate the local headlines and pose serious public safety issues for communities. Reducing drunk and drug impaired driving requires the combined efforts of courts, agencies, special interests, and lawmakers, and the creation of innovative programs to tackle the issue.

Technology-driven alcohol and drug monitoring have been a key factor in many of the country’s most successful anti-DUI programs because it enables officials to effectively supervise DUI offenders in the community.

According to the Federal Bureau of Investigation (FBI), the average person arrested for impaired driving has driven drunk approximately 80 other times. FBI stats also report that each day people drive drunk almost 300,000 times, but fewer than 4,000 are actually arrested. The Centers for Disease Control and Prevention research shows that 50% to 75% of convicted drunk drivers continue to drive on a suspended license.

They also report that when ignition interlock devices (IIDs) are installed, there is about a 70% reduction in arrest rates for impaired driving.

ELECTRONIC MONITORING Electronic devices such as Global Positioning System (GPS) satellite monitoring is another

popular alternative used to impose and enforce curfews, offer random drug tests, and assess and monitor offender movement throughout the community. Depending on the type of GPS technology being utilized with a specific offender, monitoring can be performed on an almost real-time basis.

“Courts are looking for more accurate, immediate and efficient ways to know when offenders break the court mandated supervision. Electronic monitoring continues to evolve to meet the needs of the courts,” reports Jose Andrade, vice president, Sales, at Satellite Tracking of People, a Securus Technologies Company.

Let’s take a look at some of the latest electronic monitoring solutions and IIDs on the market that are helping provide agencies with more economical options to confinement.

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Handheld Tester

geolocation feature provides an alternative to ankle bracelets and physical monitoring while ensuring program compliance.

Available for Android and iOS smartphones, ConnectComply helps drug court administrators manage automated scheduling programs and fully comply with court directives. ConnectComply is based on an economical, cloudbased system and includes the Call2Test proprietary algorithm for randomized selection. www.call2test.com info@call2test.com, 1.888.972.9166

The Reliant EMU (Electronic Monitoring Unit) is a compact and sleek handheld breath alcohol tester. The device connects with a smartphone via Bluetooth to capture breath alcohol test results with subject image and GPS for

Intelligent IID encrypted transmission to a secure database for authenticated access by monitoring authorities. The unit utilizes high performance electrochemical (fuel cell) sensor technology for breath alcohol measurement that ensures long-term reliability and evidential accuracy. acs-corp.com 416.619.3500

Innovative Mobile Technologies

automated interactions and information gathering, and improves monitoring, offender accountability, and offender behavior. www.cfive.com 949.260.3002

Draeger’s Interlock 7000 features a rear mounted mouthpiece

Smartphone App ConnectComply, an innovative new smartphone app from Call2Test, is said to make random drug test check-ins as easy as taking a selfie. Parole and probation officers find that ConnectComply’s

CFive Solutions provides technology that connects innovative community supervision agencies with the information they need to reduce recidivism, improve lives, and keep communities safe. In use in a variety of supervision agencies across the U.S., cFive Catalyst is a rehabilitation and behavioral change platform. Catalyst bridges the offender-supervisor relationship with intelligent supervision management services and a clientfacing mobile app that enables October/November 2018x WWW . C OU R T ST OD AY . CO M

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Compact Mobile Unit

and sleek design, making the device less noticeable. The Interlock 7000 can easily differentiate between breath alcohol and mouth alcohol (such as mouthwash), eliminating unnecessary lockouts. The intelligent camera can detect a change in driver for extreme accuracy. To ensure that a sober driver is behind the wheel, the device incorporates an intelligent camera that can detect a change in drivers between the initial breath alcohol test and subsequent driving. It incorporates advanced communication capabilities that help identify and alert the monitoring authorities of potential non-compliance. www.draegerinterlock.com 469.242.8103

The Guardian ignition interlock device features a compact design that is slightly larger than a standard cell phone. It offers reliable data logging and enhanced anticircumvention detection. The unit also offers USB connection capability, which allows for effortless downloading of events, without having to connect the base unit in the vehicle. Additionally, participants may call a toll-free number to access technical and service personnel. www.guardianinterlock.com 1.800.499.0994

Monitoring Solutions alcohol testing to occur at any location and at any time of the day or night. www.securustechnologies.com sales@securustechnologies.com

RecoveryTrek provides cloudbased, HIPAA-compliant, customizable, monitoring technology solutions to help organizations, professionals and individuals stay on track and accountable throughout the substance use disorder recovery

Mobile Breath Tester Securus Technologies’ SoberTrack is a mobile breath alcohol testing unit with GPS location capability specifically developed for community supervision, court diversion or at-risk youth programs. Similar to the type of portable breath alcohol testing unit used by law enforcement officials, agencies asked for such a unit for parolees, probationers and/or pretrial defendants who are prohibited from drinking alcoholic beverages. SoberTrack allows breath October/November 2018 12

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journey. Its MobileTrek smartphone app and Mobile BAC Bluetooth-enabled breath alcohol-monitoring device offer economical alternatives to incarceration. www.recoverytrek.com 757.943.9800

Small and Discrete System Smart Start’s SSI-20/30 is said to deliver optimal value, design, and usability. The unit’s interlock screen captures results in a large viewing format. The sleek and discreet design fits comfortably anywhere in the vehicle.

With the SSI-20/30, expect only the most accurate results so you never have to worry about false positive readings, the company says. Smart Start has over 1,800 installation locations nationwide. Installing your device at any of its locations can typically be completed in less than a few hours. www.smartstartinc.com 1.800.831.3299

Fuel Cell Technology Intoxalock eLERT is the firm’s fastest growing product. It combines fuel cell technology, photo verification and real-time reporting to meet the most rigorous local and state requirements. Online log reporting provides instant access to participant information, complete BrAC sample history and violations. Intoxalock continues to be an industry leader in reliability, customer service and technology, they note. They report their mission is helping people to live and drive responsibly. www.intoxalock.com 1.888.283.5899

Mobile Tracking The Shadowtrack mobile app provides the ability to monitor an enrollee using voice or facial recogni-

tion for curfew, self reporting, location verification, and sobriety via their mobile device. The mobile app features on demand push notifications for sobriety, self reporting, curfew, and location verification. www.ShadowTrack.com 985.867.3771

Target-tracking Camera System The LifeSafer FC100 Ignition Interlock offers a patent-pending target-tracking camera system. The device features real-time reporting of violations and vehicle location. Indicator light signals handset-to-camera link, enabling test to begin. It can be mounted near the rearview mirror without obstructing driver’s view. www.lifesafer.com 1.800.634.3077 October/November 2018x WWW . C OU R T ST OD AY . CO M

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BY MI C H A E L G R O H S , CO N T R I B U T I N G E D IT O R

BAILING ON BAIL

WHAT’S THE LATEST LEGISLATION IN JURISDICTIONS AROUND THE COUNTRY?

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movies, it’s always pretty much the same. A guy gets arrested. He is allowed one phone call, which he uses to call his buddy who then bails him out of a cell in which he is undoubtedly a fish out of water. It is a quick, easy, and seamlessly efficient process that never strays from the script. In reality, though, the bail system is an enormously complex aspect of the justice system.

Most jurisdictions in the U.S. require those who have been accused of almost every offense to pay money to be released from jail before their trial. In recent years, though, people have begun questioning the practice for its inequities, its potential negative effect on public safety, and the financial costs for both the individual and the taxpayer. A brief by the Pretrial Justice Institute (PJI) claims that “money bond systems create unnecessarily high pretrial (and post-adjudication) incarceration rates that weigh down justice system budgets.” They estimated that the price of food, medical care, and security may be—conservatively—$85 per day per individual.

The brief furthers that, on any given day, around 450,000 people are detained before trial at a cost to U.S. taxpayers of more than $38 million per day. That is 63% of the entire jail population of the nation.

Annually that amounts to $14 billion a year, and in many cases, it is for people who are low risk, and for many, the charges will eventually be dropped.

The decision whether to detain or release a person after they are arrested is pretty straightforward.

By law, courts are required to maxi-

In

mize three things: public safety, court appearances, and pre-trial liberty. Despite the straightforward intentions, the implementation of the process is complicated. The Department of Justice Formula Grant Program is used to fund states’ law enforcement undertakings, and states can use the funds as they choose. When those states sign the forms, they are agreeing to support federal acts such as the Patriot Act and the Civil Rights Act, so when the Office of Civil Rights filed suit, it was because they believed states were violating the Civil Rights Act. What Cherise Fanno Burdeen, CEO of PJI, points out, is that states don’t want to miss out on that federal money, so the response states often give involves admitting there is a problem and requesting help to resolve it. She furthers that, when it comes to bail policies, “A lot is happening.”

Much has been driven by litigation being brought into federal court arguing that defendants’ Fourteenth Amendment rights of equal protection were being violated. Among the more publicized examples was Harris County, Texas, which is one of the fivelargest jail systems in the nation. In February 2018, a federal appellate court upheld findings that the county’s bail practices unconstitutionally discriminated against poor defendants accused of misdemeanors. The court issued an opinion stating that the way the county set bail often keeps defendants until their case is resolved simply because they cannot afford bail. The court also asked that U.S. District Judge Lee Rosenthal to modify her order to the sheriff to release nearly all misdemeanor defendants without cost within 24 hours. In the

appellate court’s opinion, Judge Edith Brown Clement gave an example of having two misdemeanor arrestees with identical charges and criminal backgrounds but from different socioeconomic backgrounds. Clement said that in applying the county’s current practice, both arrestees would get the same bail amount. The poor arrestee would stay in jail while the other would walk out. “As a result, the wealthy arrestee is less likely to plead guilty, more likely to receive a shorter sentence or be acquitted, and less likely to bear the social costs of incarceration,” she wrote.

“The poor arrestee, by contrast, must bear the brunt of all of these, simply because he has less money than his wealthy counterpart.”

One irony, Fanno Burdeen points out, is that the county spent more than $5 million defending the civil lawsuit while claiming the county could not afford a non-cash bond system. The ruling essentially stated that Harris County’s bail system was unconstitutional because it had two justice systems: one for the rich, and one for the poor, which violated equal protection rights. It was since sent back to Judge Rosenthal with a request for a modified ruling for an injunction that entitles poor defendants to a hearing within 48 hours in which they can argue for a reduced cost or a non-cash bond.

In 2016, Maryland’s Attorney General Brian Frosh called the state’s cash bail system unconstitutional and said that it violated the rights of poor defendants. In the following months, judges and court commissioners began requiring fewer people to put up cash for freedom. Since then, courts have been releasing more defendants on October/November 2018x

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their own recognizance or on unsecured bonds. In some jurisdictions, the amount of defendants released on cash bail dropped nearly in half. In Baltimore, they dropped by 10%; however, according to data discovered by the !" statewide the percentage of defendants held bail has doubled, which may indicate the system has reservations when it comes to bail reform.

in citations rather than arrests. The preliminary data show that crime is down, and the jail population is lower. Of the 200,000 criminal filings, about 150,000 have been citations. The more complicated and serious charges are being arrested.

Says Fanno Burdeen, “Twentyeighteen is not 1918. People aren’t getting out of jail and riding out West.� While the changes seem to have met with great success, the

ing fees is simply not sustainable.

Continued success of the Pretrial Services Program requires a stable and dedicated funding stream at an appropriate level through the General Fund, rather than from court fee revenue.� Other challenges include staff being unable to offer necessary services (such as housing, mental health, and substance abuse) to certain defendants. The third involved costs

" !" ! " ! " " !

! " " !" ! !" ! " ! " " by Glenn A. Grant, J.A.D., acting administrative director of the courts, discussed that, one year into the reform, “As of December 31, 2017, annual revenue collection for fiscal year 2018 is 2.4% below the revenue collection over that same timeframe for fiscal year 2017. In addition, expenses for the Pretrial Services Program will exceed revenues beginning in fiscal year 2018. The funding of an ongoing court operation through court fil-

and protocol regarding how the Judiciary can assess “the most effective and efficient ways to address issues associated with defendants subject to electronic monitoring.� The report remained enthusiastic regarding the reform measures and heeded calls for forging ahead stressing that “success will depend on the continued collaboration among the three branches of government and the CJR stakeholders, a sustainable revenue stream that can ensure full funding of the program, and services that provide defendants with

On any given day, around 450,000 people are detained before trial at a cost to U.S. taxpayers of more than $38 million per day. —Pretrial Justice Institute

New Jersey has undergone significant bail changes when it comes to cash bonds. New Jersey, says Fanno Burdeen, is the first state to have a preventative detention hearing for all cases. Since they began, the number of people incarcerated for minor crimes has been significantly reduced. This change results in a higher burden of proof, and in about half of the cases, the state failed to prove that nothing can assure the offender in question will commit a crime or is a threat to public safety. The state has realized a significant increase October/November 2018 16

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In a statement released by the administration, California Lt. Gov. Gavin Newsom said, “A person’s checking account balance should never determine how they are treated under the law.” the means to ensure their own pretrial success.”

In August 2018, California Governor Jerry Brown signed a bill into law that will eliminate cash bail and give judges the discretion about which defendants can go home and who will remain in jail until trial. Unless a judge determines that a defendant poses a threat to public safety, rather than securing release via a bail bondsman or with cash, defendants will now be released on their own recognizance or under supervisory conditions. In a statement released by the administration, California Lt. Gov. Gavin Newsom said, “A person’s checking account balance should never determine how they are treated under the law.”

The revised proposal to distance money from the court system goes further than any other jurisdiction in the country. It would replace cash bail with a risk assessment of an individual and a nonmonetary condition of release. Advocates of the bill argue that too many defendants remain incarcerated because they cannot afford to bail out,

which effectively creates an unequal system of justice based on wealth.

Senate Bill 10 (SB-10) has included debate, and after last minute changes, several criminal justice reform groups, including the ACLU, have withdrawn their support. Among the reasons are that the proposal’s net has been described as being “too broad,” and it gives the court the power to have detention hearings for people that exceed accusations of violent crimes including crimes that would not ultimately result in jail time, so a defendant may serve 120 days for a crime that he or she ultimately pleads down to parole sentence.

Naturally, the PJI report stresses that there are offenders who should not be released because they clearly pose a risk to public safety; however, as is, money-based pretrial practices allow many of those offenders (the report states nearly half) to be released and often without oversight. In one 2014 case, a Colorado state trooper was shot and almost killed by an offender who was out on a $75,000 bond for charges that

included second degree murder and assault. The focus, the report suggests, is on the individual from Baltimore, a city in which about 35,000 people are committed to the city’s jail and the median income is about $26,164 a year. If the individual was arrested and determined to be “medium risk” as a result of a previous failure to appear, statistically, the individual has an 87% chance of returning to court and remaining arrest-free beforehand.

If the individual’s bond was set at $50,000, it would require him or her to pay a bondsman two months’ salary.

The average length of stay for such cases is 42 days, so despite maintaining innocence in private, the individual pleads guilty in order to be released, by which time he has lost his job. The incarceration would cost taxpayers $5,460, probably cost the person his or her job, risk his family’s eviction, and statistically make the person more likely to commit a crime. Had the individual been released without a money bond, the cost to tax payers would have been about $100. CT

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BY G. F. G U ERC I O, C O N T R I B U T I N G E D IT O R

2018

eCourts Conference: Immersive Learning With Innovation Showcase

Preview the NCSC’s eCourts Conference taking place next month.

The 2018 eCourts Conference will be presented Dec. 10-12 in Las Vegas, Nevada, with an immersive learning experience: all sessions on a single stage with leaders in the field showcasing innovation.

Orchestrating the sessions and show at the Cosmopolitan, a luxury resort hotel and casino in the heart of the Las Vegas Strip, the National Center for State Courts (NCSC) tags the assemblage as its “premium education conference.”

Expect a face of the future to greet and inform: Tracey, a human-sized robot, will stand at the ready for attendees looking for more information via interactive conversation or a touchscreen.

Then look to the future again in the session “Hair on Fire” which asks what will courts look like in 2030. Dr. Thomas Clarke, vice presi-

dent of Research and Technology at NCSC, in a “fireside chat” with the co-chairs of the Joint Technology Committee, David Slayton, administrative director, Texas Office of Court Administration, and Kevin Bowling, court administrator, 20th Circuit and Ottawa County Probate Courts, foresee a wide-ranging, interactive discussion focused on the rapid pace of courts in new and previously unimagined directions.

Next join the crowd to learn about Alaska’s and Hawaii’s new justice portal projects developed to ensure all with civil legal issues can easily access solutions from legal aid, courts, the bar, and community partners. Supported by the Legal Services Corporation, Microsoft and Pro Bono Net, it is in its second year. A discussion will explore the rationale and technology that

allows for future replication.

Other sessions of interest include “Blockchain Isn’t Bitcoin” which asks how Blockchain could be used in the courts. Applications include criminal history records, disposition reporting, and expunging records. Another session “Right-Sizing Penalties through Technology” features projects in Michigan and Kentucky that develop alternatives to incarceration by including the assessment of ability to pay in the sentencing and penalties phase of a court case. Learn how you could apply the approach to your community.

Ecourts products preview 2018 starts with Computing System Innovations (CSI) highlighting its product with a talk at the show, followed by innovations some of which are showcased below.

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AI Roadmap The Palm Beach Clerk and Comptroller was an early adopter of artificial intelligence (AI) and software bots to automate court document workflows—the first in the United States. CSI’s eGnite

session is a conversation with Cindy Guerra, the visionary that pushed for the organizational changes, the challenges they encountered, the benefits received, and their roadmap for the future use of AI. Joining Guerra is Henry Sal, president of CSI, provider of Intellidact AI. Topics will cover initial setup for process automation to AI online learning and automatic system accuracy improvements. www.csisoft.com

ODR Expands Access to Justice Online Dispute Resolution (ODR) expands access to justice for parties involved in low dollar

value civil cases. Modria combines the social science of alternative dispute resolution practices with rules-based technology and case management. By integrating the product with Odyssey, Tyler Technologies makes it easier for citizens to receive fast and fair resolutions to a variety of cases, making courts more efficient. www.tylertech.com 1.800.431.5776, cjsales@tylertech.com

Intelligent Redaction and Data Capture The Extract Platform is composed of multiple modules that can be configured to intelligently classify, separate, route, index, and redact court documents. The blend of machine learning and rulesbased logic enables users to eliminate tedious time-consuming manual tasks, increase accuracy and adapt to workflow peaks. As courts make more records avail-

able online the Extract Platform allows them to do so more quickly and securely, while providing a detailed analytics dashboard to track volume by month, overall accuracy, as well as accuracy by submitter and field. www.extractsystems.com 608.821.6520, info@extractsystems.com

ODR Resolves Variety of Cases The Matterhorn ODR (Online Dispute Resolution) platform is used by a range of courts, municipalities, and mediation centers in urban and rural settings. The customer team configures Matterhorn quickly and easily to meet specific needs and processes. Matterhorn

by Court Innovations allows courts to address a wide variety of case types including traffic, civil and

family, warrants and pleas, and ability to pay. ODR offers several key benefits including increased access to justice, fairness, greater efficiency, faster payments, and high customer satisfaction. odr@getmatterhorn.com, 734.506.0620

Self-Help eGovernment In the self-help e-Government arena Intresys’ TurboCourt transitions law firms, attorneys, government filers and self-represented litigants to the digital world through interactive, virtual technology. The TurboCourt Interactive Intelligent Platform is a full-service software as a service offering with e-filing, ePayment, document storage, electronic filing manager, reporting and analytics plus more. TurboCourt’s filing approach utilizes guided interviews, artificial intelligence and embedded quality control to help filers automate document preparation, assembly and e-filing. www.turbocourt.com

Behavior-Changing Program Advent eLearning is web-based and allows individuals to enroll in behavior-changing programs to demonstrate responsible personal growth. Students are presented

with a wide variety of evidencebased, online education programs that identify the root causes of their problems and map techniques that can help correct behavior. The platform offers access from anywhere, at any time, on any device, an advantage for both those viewing the programs and administrative personnel monitoring student progress. www.adventfs.com October/November 2018x

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Solutions Suite Thomson Reuters offers a comprehensive suite of solutions to help streamline the entire judicial process, delivering legal solutions including Westlaw, Drafting Assistant, and case management solutions like C-Track. C-Track, is a user-friendly, web-based court case management system designed to help better manage workflow,

allowing your court to process cases faster and more efficiently.

C-Track easily adapts to meet unique rules and critical processes.

It works for every user, across every function of the court, throughout every case type to decrease workload pressures throughout all court departments. www.legalsolutions.com/courts

JURY+ Web Generation Jury Systems Incorporated’s Jury Management System, JURY+ Web Generation (WebGen), is browser-based and user-friendly.

WebGen has the ability to processes juror source lists, send questionnaires and summonses, form jury

sages and email notifications to jurors, as well as calculate pointto-point mileage at no additional cost to the courts. www.jurysystems.com 805.285.5800

Reminder App AgileGov, a division of Integration Architects, re-envisions the reminder application implemented for the Minnesota State Courts. Connect sends email and text reminders according to poli-

cies specified by court staff.

Connect allows reminders to be specified for court-defined business events such as hearings, jury duty, or fine due dates and provides several integration options for retrieving business event information from existing source information systems. AgileGov includes integration services, training, and ongoing support as part of a turnkey implementation package. www.integrationarchitects.com www.agilegov.com (coming soon) 763.544.9782

Telephonic Appearances

panels, record juror services, produce jury management reports, provide automatic payroll, and more. WebGen is scalable for large and small courts and it can adapt to any user environment. WebGen allows courts to send text mes-

VCourt, an easy-to-use browser application, was developed by Streamwrite, an ATI Connect company, for registration and cancellation of telephonic court appearances. Accessed via a Court's website, VCourt leverages the court's case management system and payment processor, and is delivered as a hosted or an on-premises solu-

tion on top of the award-winning Sonexis ConferenceManager2 media processing platform. The solution provides an unprecedented level of control for the court coordinators and participants, and generates exceptional ROI. try.ati-connect.com/vcourt/

Integrated Technology Suite Ontario Systems with the addition of Justice Systems offers an integrated technology suite.

FullCourt Enterprise: Court case management technology enables courts to handle cases efficiently from beginning to end. RevQ+: Automated processes simplify rev-

enue recovery and increase productivity so courts can recover revenue, fines, and fees faster. CitePay USA: Self-service tools available online offer courts a compliant and secure solution for citizens to resolve cases faster and accurately. www.ontariosystems.com Primary contact Jay Moorman, 765.751.7253, Jay.moorman@ontariosystems.com, secondary contact Ernie Sego, 505.883.3987, esego@justicesystems.com

JWorks for Courts JWorks for Courts is equal parts case, matter, participant, financial, and event management. A workflow engine guides milestones, resources, and work assignments.

Responsively designed so no matter where you are or which device

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ments; real-time, anywhere access; full-text search across multiple documents; annotation features with three security levels; side-by-side comparisons of documents; stylus you choose, you can access the application. Automatic case triage considers unique characteristics and individual case complexity and summary snapshots are available of charges, matters, events, obligations, and compliance.

Combine calendar views for hearings, meetings, tasks, and important case milestones. Flexible keyword inquiries span cases, participants, calendars, and documents. equivant.com/jworks 1.800.406.4333

CMS with Indexing Layer Tybera Alpine case management system (CMS) incorporates an indexing layer which brings unique and innovative capabilities to the platform. This layer abstracts the data from the database, and as such, Alpine can sit on different data sources, and unify and make available all data as a cohesive and unified set of data. It allows all data in the system to be searched via a complex search language, which prepares the foundation for future natural language searching. The speed of searching is comparable to “internet search” kind of speed due to the index. www.tybera.com

Judicial Tools Mentis Technology Solutions’ set of judicial tools achieves the file-less courtroom by providing a judicial dashboard and electronic bench. Its aiSmartBench offers management of non-official docu-

use for making notes and highlighting; automated workflows for proposed orders. Special-purpose modules are also available. www.mentistechnology.com/ 303.649.5112, BenMartin@MentisTechnology.com

Liberty Court Recorder The Liberty Court Recorder is a secure, state-of-the-art recording solution designed specifically to capture the audio (and optionally) video in a courtroom setting.

Recordings may later be transcribed with a standard foot-pedal.

Digital certificates, commonly used for banking and ecommerce, may be used to confirm the authenticity of the Liberty recording files. Cloud-based storage facilities are also available. sales@LibertyRecording.com 905.886.7771 ext 1

Tri-Performance Marrying legendary voice quality with powerful video and easy content sharing, Polycom Trio transforms rooms of any size into hassle-free spaces for team collaboration. Start calls on time, every time, with the modern, intuitive

interface and broad interoperability. Deploy on all leading voice platforms from SIP to Microsoft’s Skype for Business to VaaS solutions like BlueJeans, WebEx and Zoom, or use multiple platforms simultaneously with Polycom’s hybrid registration feature.

Polycom is now a Plantronics company, an audio pioneer. www.polycom.com 1.800.POLYCOM

Data/Document Exchange As one of the respected names for integrations, ImageSoft elevates courts to the standard for paperless environments by working with their case management vendors to create a seamless exchange of data and documents.

As pioneers of the Component Model—a method of integrating the EDMS, eFiling and eBench solutions with a court’s existing case management system—electronic workflows automatically balance workloads and equip clerks and judges with real-time visibility into operations. At eCourts, ImageSoft will be featuring digital asset management solutions that empower courts with an easier way to maintain video and audio files from court proceedings.

Imagesoftinc.com

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Remote Appearance In addition to CourtCall’s standard courtroom Audio Platform, its Video Platform designed for the justice market provides cost savings and improved access to courts, police, and sheriff’s departments, corrections facilities, and probation/social services departments, to name a few.

Secure, multi-point, and browserbased, it provides caucusing/subconferencing, document sharing, screen sharing, chat, document execution and recording. It generates important savings in a variety of settings including video arraignment, trial testimony, behavioral/mental health, juvenile and visitation.

Ron DaLessio @ 310.342.0888, ext 228

Efficient Payments Point & Pay offers reduced processing time, increased cost savings, and PCI-DSS compliance.

Responsive payment products deliver flexible and convenient options for civil, criminal, probate, or traffic cases, and other needs. It guarantees compatible, seamless, secure integration with any software or case management system.

High-volume, Never Down processing technology allows accurate and prompt posting of payments into courts’ back-end systems. The all-inclusive payment platform accepts credit/debit card, and eCheck payments anytime, anywhere with real-time notifications.

1.888.891.6064, info@pointandpay.com

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BY DONNA ROG ERS , E D IT O R

E-Management How electronic document systems stack up M ISMANAGEMENT of documents can have some of the biggest ramifications for a court: employees squander time tracking down paperwork, misplaced documents lead to delays, citizens cannot access records. In the end, justice is not well served.

spoke with some industry solution providers to discuss some of the problems with a paper-based system as well as some of the innovations happening today in digitizing data in the justice arena. Here are some of their insights.

The Issue Courts have the same challenges as any organization that has not gone “paperless,� says Stephen Hendrick, director, Enterprise Solutions, BerkOne, Inc. Documents must be physically moved from one step to the next, and so tracking is manual and subject to error. In addition, any misplaced items must be located, causing inconvenience, time and expense, Hendrick says. In a court setting, “these document-processing problems are amplified because they involve administration of justice for citizen-customers.

“The only real solution is to commit to eliminate the creation of paper documents, scan any remaining paper documents at first point of entry, i.e. mailroom or service desk, and install workflow management systems that interface to the court’s system of record,� Hendrick continues. “Thereby, all documentation can be accessed digitally, tracked across the chain of custody, subjected to analysis against service targets and appropriate accountabilities can be managed.�

Even with online availability of records, say on microfilm, understanding how to search the records is often a challenge to members of the public, says Will Whitney, General Administration, BMI Imaging Systems, Inc. Accessibility of onsite, in-house court records can also be a challenge for court staff. Therefore, the challenge is not necessarily having a system for retrieval, but rather the ease with which the public and/or staff can determine which index or record they need to search. “If a case file is on microfilm, for example,� explains Whitney, “a court member will a) have to locate the microfilm roll, b) bring that roll to a reader/printer, c) scroll through thousands of images to find the exact case being

searched, and d) export the images in some way that’s more usable.

That’s a lot of work, and a lot of time spent retrieving a file. “If, instead,� he furthers, “the court has their files converted to a digital format, hours can be saved in these same searches. An employee could simply type a case file number and be directed to that record, saving their time for other important tasks.� He adds that the public use of OCR (optical character recognition) features in retrieval systems with case files is high, leading his firm to believe the public is more familiar with this kind of unstructured searching over large datasets than they had anticipated.

In certain cases, courts can be a victim of their own diligence. “From my perspective,� says Troy Burke, director of Government Solutions, Extract Systems, “the biggest challenge in the conversion to an electronic court is getting started. “Often courts get bogged down in trying to figure out how they are going to digitize their historical records and spend years trying to decide,� he points out. “All the while their back file continues to grow. “I tell them, why not at least start with the day-forward documents and any current cases by

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implementing e-filing and a scanning process? Today software can be used to automate tedious, timeconsuming manual tasks that would normally be handled by their staff to classify documents once scanned, tie to the correct record in their CMS, and capture or redact any relevant data.”

Solutions What are some of the solutions available for courts? The following are highlights from three vendors. “[Extract Systems] is not a scanning or DMS (document management system) vendor, but our technology is often used to aid courts in the conversion process,” explains Burke. “Our software uses machine learning to automatically classify documents with a high degree of accuracy. The software captures relevant index data and either ties it to an existing case or creates information for a new case.“ It also identifies and redacts information contained in records that it deems should be withheld from the public.

For conversion accuracy, Burke notes: “Our software will automatically generate an OCR accuracy rate for all documents and can flag

documents that don’t meet a certain OCR threshold for human review. Then our software uses Machine Learning to classify, index and redact documents and assigns a confidence level to each piece of data. As users modify, add or delete data the software continues to learn and improves accuracy as more documents are processed.”

A detailed analytics dashboard then puts accuracy statistics at the court user’s fingertips and can be broken down by document type, field, filer, etc. (see figure on next page).

With 60 years of image production experience to stand by, BMI Imaging Systems provides services from document scanning to microfilm conversion to integration with existing case management systems.

In addition to advancing use of electronic documents in health care, education and other government entities, BMI specializes in helping courts eliminate paper and

microfilm from management processes. “As a CJIS listed vendor, we provide secure document management solutions that are designed to help courts become more efficient at storing and sharing information internally and with local departments. Docket and case file scanning, integration with existing case management applications and citation management solutions are example solutions,” details Whitney.

“We also offer a unique microfilm scanning solution called Digital ReeL,” he notes. With it, “we create replicas of your microfilm/microfiche, digitally preserving each roll or fiche exactly as it appeared in its physical state.

Digital ReeL includes a hosted app so that users can retrieve digital records using full-text search.”

Many layers of security go into BMI’s conversion process, Whitney explains, from physical security to digital security to thorough employee screening and training, including background checks, HIPAA training, and CJIS training. If you’d like further detail, its recent blog “CJIS Compliance and Document Management” explains more.

Meanwhile, a time-sensitive

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place in the judicial pipeline is the issuance of search warrants. When a paper warrant system is in place often time can be lost tracking down warrants misplaced between work steps—from law enforcement submitting the request to the judge’s review and approval processes.

A first line of defense is BerkOne’s Electronic Warrants System. “It accelerates approval of warrant applications by reducing warrant issuance cycle time from hours to minutes,� says Hendrick.

The process is simple. When a law enforcement officer enters a warrant application via email from their vehicle, it is routed to the judge on duty. The judge can approve it from the bench or remotely via tablet. Approved warrants are printed on the printer in the officer’s vehicle. All process steps are tracked and auditable.

This eliminates law enforcement time and effort to drive to courthouse, find a judge to sign warrant and return to field, thereby increasing officer “on the beat� time for the benefit of the community.

The crucial pre-condition for use, Hendrick cautions, is legislation enabling the use of “electronic signatures� for warrant approval/ issuance. The jurisdiction must statutorily approve judges to electronically sign warrants or it can’t be employed.

Case Studies Marion County, Indiana The Marion County Superior

Court is a prime example of the electronic warrant process working to help law enforcement and judicial officers work more efficiently.

By digitizing documents and automating submission, review and approval processes, staff can issue search warrants in minutes rather than hours. Key to their implementation, they selected BerkOne to launch their new electronic warrants system, built on Kofax Enterprise Software technology.

As part of its responsibilities as the busiest county court system in the state, Marion County processes upwards of 4,000 warrants every year. Many of those are extremely time-sensitive suspected DUI cases. BerkOne’s Electronic Warrants System, which is email based, is designed to make all participants in the process aware of warrant status and to prompt for action according to the court’s preferred service levels.

When the warrant application is emailed from public safety, the system creates a “case� and notifies the court clerk staff via automated email. A court clerk can then inspect the “wrapper� which describes the request and contains required fields, but the clerk cannot see the warrant itself. This is designed to protect the confidentiality of the subject person, location or vehicle. After the clerk assigns a case number and confirms that the application meets administrative requirements, the workflow assigns the warrant application, including the confidential warrant details, to the judge on duty and emails the judge requesting they log into the warrant workflow. The judge must act on the warrant application within a prescribed time frame, otherwise

A detailed analytics dashboard from Extract puts accuracy statistics at the court user’s fingertips.

they receive an email reminder.

Judges and court staff are now informed of all the warrant applications in process and the status of each one is tracked by the system.

Judges appreciate the convenience of the scheduling system and the flexibility to review the application and approve the warrant on a tablet device. This eliminates their need to go to the courthouse on off hours or for the law enforcement officers to find the judge for a signature. The officers stay in the field while the warrant approvals are in process; this eliminates the need to drive to the courthouse, find a judge to approve the warrant, and drive back to the field to serve the warrant, permitting them to continue their duties in the field.

Coconino County, Arizona The Clerk of the Superior Court’s Office serves as the official record keeper and financial officer for the Superior Court of Coconino County. A key function of the office is to preserve records and provide the public, court, media and legal community access to all records. It had been facing slow, difficult court record retrieval from

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C O U RT T E C H N O LO G Y D I R E C TO RY COM PAN I E S BY C ATEGORY ADA Requirements Appligent Document Solutions Computing Systems Innovations Courtsmart Digital Marshall Furniture

Architectural & Construction HDR Architecture Marshall Furniture

Audio Recording Systems Courtsmart Digital CourtSolutions Sonexis - A Compunetix Brand

Data Integration Computing Systems Innovations Courtsmart Digital Extract Systems FivePoint Solutions Integrated Software Specialists Tyler Technologies

Detectors; Weapons and Explosives CEIA USA Courtsmart Digital Garrett Metal Detectors

Document Management Audio/Video Systems Brother Courtsmart Digital Infax JAVS Marshall Furniture Nomad AV Systems Sonexis - A Compunetix Brand

Collections; Receivables Management

Computing Systems Innovations Extract Systems Integrated Software Specialists Relational Semantics Tybera Tyler Technologies

Digital Signage/ Electronic Dockets Infax MVIX

Ontario Systems

Education and Training Construction Services HDR Architecture

Consultants HDR Architecture Integrated Software Specialists

AAERT National Sheriffs Association

Evidence Presentation Nomad AV Systems

Facility Management Court Automation AAERT Computing Systems Innovations Courtsmart Digital equivant Extract Systems Gottlieb & Wertz, Inc. Integrated Software Specialists National Sheriffs Association Sonant Tybera Tyler Technologies

Court Reporting/Recording AAERT Courtsmart Digital

National Sheriffs Association

Integrated Criminal Justice Solutions Integrated Software Specialists

Security-Electronic Extract Systems Garrett Metal Detectors

Security-Physical CEIA USA Garrett Metal Detectors

Software Appligent Document Solutions Computing Systems Innovations Courtsmart Digital equivant Extract Systems FivePoint Solutions Gottlieb & Wertz, Inc. Infax Integrated Software Specialists Ontario Systems Relational Semantics Tybera Tyler Technologies

System Integrators Computing Systems Innovations Courtsmart Digital FivePoint Solutions Infax Integrated Software Specialists Nomad AV Systems Relational Semantics Tyler Technologies

Telephonic Appearances CourtSolutions

Video Arraignment Systems Sonexis - A Compunetix Brand

Video Recording Systems Courtsmart Digital Sonexis - A Compunetix Brand

Jury Services & Systems Integrated Software Specialists Sonant Tyler Technologies

Kiosks Infax Marshall Furniture

Online Dispute Resolution Matterhorn by Court Innovations

Presentation Equipment Brother Courtsmart Digital Marshall Furniture

Web Based Services, Electronic Access, Online Access Appligent Document Solutions Brother Computing Systems Innovations Courtsmart Digital CourtSolutions equivant Integrated Software Specialists Matterhorn by Court Innovations Relational Semantics Tybera Tyler Technologies

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October/November 2018 WWW . C OU R T ST OD AY . CO M

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D I R E C TO RY MARSHALL Integration-Friendly Furniture®

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October/November 2018 WWW . C OU R T ST OD AY . CO M

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microfiche as well as aging reader printers that were no longer able to get equipment maintenance. They also reported unique indexing requirements made it difficult to find the right microfilm conversion solution.

To remedy this issue the court turned to BMI, whose specialty is scanning microfilm inexpensively. It provided microfiche conversion: hundreds of thousands of microfiche and microfilm rolls representing millions of records digitally scanned by BMI Imaging; Digital ReeL application available on a shared, publicly accessible workstation and on-site staff training.

Whitney notes: â&#x20AC;&#x153;If youâ&#x20AC;&#x2122;ve ever

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used microfilm and the reader/printer machines to view the images, you know itâ&#x20AC;&#x2122;s a tedious and outdated process to access images and data. By converting your microfilm archive to Digital ReeL, you can search an entire dataset, from dozens to thousands of rolls of microfilm, in seconds. Compared to physically locating a roll of microfilm, spooling it onto a machine, then scrolling around for minutes or hours, this is a huge time saver.â&#x20AC;?

Midland County, Texas Another example is the Midland County District Attorney in Texas.

In their case Extractâ&#x20AC;&#x2122;s software eliminates tedious manual data entry of all arrest packets received from local police departments, classify, separate and expedite processing of Emergency Protective Orders. The software automatically captures 28 fields from the booking sheets and passes it directly to the prosecutorâ&#x20AC;&#x2122;s custom CMS. â&#x20AC;&#x153;Extract helped them transition from a daylong data entry process to automated processing done in a under a few hours per day,â&#x20AC;? describes Burke. â&#x20AC;&#x153;The benefit our application provides is with little, and many times no, verification needed, court staff can focus on other aspects of the jobs while our software classifies, indexes and redacts those documents,â&#x20AC;? he furthers. It can also be used in the triage process to identify characteristics to determine workflow or be used to verify key data elements for quality control purposes. Once the documents are redacted, the records can be made available online and reduce walk-up traffic in the office, again allowing staff to work on other priorities. CT

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