See You in Salt Lake City

We’re looking forward to the Court Technology Conference in Salt Lake City September 12-14. Events such as this give us an opportunity to meet and greet customers and potential customers. We’re always happy to talk about JusticeTech and the ways its solutions can make courtrooms run more efficiently. Stop by our booth #410 for a quick chat.138_CTC

In addition, we’ll be presenting at two different sessions during the conference.

Join us on Wednesday morning for a discussion of The Component Model in Action. From its very beginning, ImageSoft chose the component model as the best approach for courts. Our increasing number of statewide partnerships tells us this is the right decision. We will share four reasons why courts are adopting the Component Model as their strategy. We’d like to hear your feedback on this trend.

Then on Thursday morning, we’ll discuss what happens when courts realize it is time for Going Beyond eFiling. Many courts have implemented an eFiling system but haven’t achieved a true digital workflow throughout the court. Paper handling and manual keying still drive too many court processes with attendant waste and expense. Join us for this strategy session to hear how prominent courts with a decentralized judiciary are attaining a digital workflow all the way to the courtroom without the expense of replacing their CMSs.

ImageSoft is an industry leader in transforming courts into digital environments. Our JusticeTech technology solution for courts enables eFiling, electronic case files, public access to documents, Pro Per/Pro Se eFilings and many other benefits.

See you in Utah.

Imagine – Part 3

By Jeff Barlow, Justice Consultant, ImageSoft

Part Three: MaaS and its Effects on Insurance and Personal Injury Cases; Technologies to Predict Outcomes

In Part One of this series, we talked about the growth of Mobility as a Service and how it is fundamentally and forever changing personal transportation.

In Part Two of this series, we looked at augmented driving and self-driving vehicles and their effect on the volume of traffic violations.

To start, consider that 94 percent of all traffic accidents result from driver error. Insurance companies are aware of this fact. So are the companies moving to develop self-driving cars. Over a year ago, Volvo declared it will assume 100 percent liability for any accidents or injuries caused by one of its vehicles while operating in fully autonomous mode; the other players (car manufacturers and makers of autonomous driving systems) are following suit.

As I noted in an article awhile back,

Of course, the manufacturers will tack the liability insurance cost onto the vehicle cost, right?

Well, maybe so; but that doesn’t mean what you might think. The average vehicle lifetime cost for liability insurance is in the neighborhood of $10,000. But, the car manufacturers don’t figure it that way. Instead, they look at what they expect the assumption of liability to cost them.

 In their risk analysis, the key piece of information is how much of the financial cost insured by that $10,000 per vehicle is based on driver error. The answer, according to the National Highway Traffic Safety Administration, is … 94 percent.

 The manufacturers are betting that their cars can do better than that – a lot better. Six percent of $10,000 is $600. Then take out the necessity for insurance companies to sell policies, collect premiums, process claims, and provide a return to shareholders from the original $10 grand

So, the real number looks like something less than $600. Indeed, based on this type of analysis, buyers of self-driving vehicles might well expect significantly lower cost of ownership than with driver-driven cars. Basically, there will be a lot less risk and a lot fewer intermediaries.

The manufacturers are going to be the insurers; and they are betting they won’t be making big PI payouts very often. If this bet is even partly right, it will fundamentally change the insurance industry. It’s also likely to change the courts’ case mix and volume.

Computer Based/Computer Augmented Prediction of Case Outcome Approaching 100% Accuracy

137_imagine3If you watch any TV, you have seen the ads for IBM’s Watson. That’s just one of the manifestations of how far along the expert systems curve we are. Currently in areas as different as medicine and chess, in the ranking of successful diagnosis/prediction/performance capability, humans come in third. Computer systems (such as Watson) come in second. Yes, better than humans. In first place, though, are humans working WITH tools such as Watson.

The results of Artificial Intelligence systems to predict outcomes in the legal realm have shown predictability success rates exceeding those of experienced attorneys and/or judges.  And these systems are in their infancy.

Consider the following case types, and the impact if parties (or potential parties) knew in advance that they had essentially no chance of success:

  • Small Claims
  • Traffic Violation
  • Misdemeanor
  • Felony
  • Family Law
    • Child Custody
    • Support
    • Property Division
  • Personal Injury

It’s not a big stretch to foresee low- or no-cost apps that, given the correct “framing” of the case and facts, will provide all but certain predictability in many, many cases.

The key, of course, will be in the discovery. In some cases, legally trained help may be a requisite for getting the best prediction. In others, with very straightforward facts, there may be minimal need to consult a legal expert.

Once again, though, as people are able to see whether filing or defending a case have any realistic chance of success, filings would decrease and actual trials would become even more rare. Not to zero, (hope springs eternal) plus, as we know, clients routinely ignore the advice of attorneys in this regard. But in many areas, particularly involving pro-se litigants, expect filing and trial numbers to decline.

The Challenge

Go back to the “Imagine” categories and try to visualize court management, assuming these changes came to pass.

What would change in my court if ____

  • Revenue from minor traffic and/or parking fines is cut 50-90 per cent?
  • Filings of cases involving traffic violations drop, again by 50-90 percent?
  • Filings of auto-based personal injury cases drop by 50-90 per cent?
  • And of those filing, less than 20 percent go to trial?
  • Parties were able to ascertain (sometimes with the assistance of lawyers, sometimes without) the estimated outcome of cases with a likelihood of 95 percent or more in three quarters of all cases, and to accordingly plead, settle, or not even file?

Then, consider that there is a very great likelihood that the LARGEST changes are not on the list. After all, twenty years ago no one had heard of the Internet, so it was not included in anyone’s predictions of the future. Just over ten years ago, no one outside of developers (and Star Trek fans) even imagined the iPhone. The term “social media” probably conjured up thoughts of People magazine. Five years ago, few people had heard of “shale oil,” and fewer still assumed that gasoline would sell for under $2.50 a gallon.

So, what’s the elephant in the room that we’re not seeing today? As The Moody Blues would say, if you know, please tell me. Whatever it is, it will make its presence felt pretty soon.

Meanwhile, imagine…

 

 

Imagine – Part 2

By Jeff Barlow, Justice Consultant, ImageSoft

Part Two: Augmented/Self-Driving Vehicles

In Part One of this series, we talked about the growth of Mobility as a Service and how it is fundamentally and forever changing personal transportation. 

136_imagine2If/when Augmented Driving becomes more than a niche phenomenon, it will quite predictably accelerate the shift toward Mobility as a Service. For proof, look no further than Uber’s multi-million dollar investment in self-driving vehicles. Allowing users to summon up, and send away, cars at need reduces a large percentage of the need for a personally owned vehicle.

With the emergence of MaaS, the incidence of traffic violations can be expected to substantially drop. Add to that augmented and/or self-driving vehicles, and the drop dramatically increases. Why? Because all but an insignificant number of traffic violations performed by vehicles operating based on algorithms will result either from one of two causes: First, faulty/illegal instructions from the traveler; not misconduct by the driver. Second, from the traveler overriding the algorithm and taking manual control.

So, for example, if the traveler instructs the vehicle to exceed the speed limit, and if the vehicle’s algorithm permits such an override, while there may be a violation, it would not be a driving violation. And, it’s an interesting question whether we as a society would allow such an algorithm. And even if allowed, would we as a society NOT require that such a command be observable by law enforcement systems in real time, just as a vehicle’s motion may be permissibly observed in real time by law enforcement – on the ground, in the air, or through imbedded technology (cameras, sensors) along the road, or (most effective) transmitted from the vehicle itself?

Personally, I think you can expect fully autonomous vehicles sooner rather than later, although implementation will not be uniform nor global. “Low-hanging fruit” includes

Add to this mix the pressure from insurance companies (and maybe, later, legislative bodies) to either require or provide even more incentives for even greater augmentation, just as they have done with seat belts, ABS brakes, and air bags. In the trucking industry, for example, insurers are requiring installation of technology to monitor driver driving hours and mental acuity in accordance with new federal regulations as a requisite to writing policies for long-haul trucks.

In fairly short order, I think you can expect, at a minimum, price breaks for some or all of the following:

  • Speed governors (regulating maximum speed), possibly with context awareness e.g., What is the speed limit here? How fast is the surrounding traffic moving? What are the weather and surface conditions?.
  • Biometric driver recognition (face, voice, handprint, other) possibly connected to whether or not the vehicle will operate at all.
  • Driver physical competency evaluation, such as determining whether the driver is under the influence, fatigued, etc., again connected to whether the vehicle will operate.
  • Permission for always-on “black box” capability that can locate and track the vehicle in real time and/or be used to determine where the vehicle has been and what it was doing at any given time in the past.

More difficult to imagine, not for the technology, but for the politics, would be acceptance of both real-time and historical law enforcement monitoring of all vehicular activity as a requirement to use the public roads. The debate will occur. There is currently, of course, no right to not be observed while operating a vehicle on public roads. And, all vehicles must display a unique identifier (the license plate) while on the public roads. In some jurisdictions, opaque windows that interfere with law enforcement’s ability to see what’s inside the vehicle, are illegal.

In other words, real-time monitoring and control of vehicle driving is already here, and will continue to reduce the amount of driver-committed traffic violations. Will the “right” to take one’s chance that he/she is not being observed be deemed to outweigh the safety aspects of universal monitoring? The answer probably lies somewhere in between.

In any event, it’s hard not to predict a decline in traffic violations. Thus, fewer traffic court cases and less traffic fine revenue.

And, for the same reason, fewer traffic accidents. Which equates to fewer Personal Injury cases. A LOT fewer PI cases.

Coming in Part Three: Effects on Insurance and Personal Injury Cases; Technologies to Predict Outcomes

Imagine – Part 1

By Jeff Barlow, Justice Consultant, ImageSoft

Part One: Mobility as a Service

135_imagine1Let’s imagine, if you will, a court in the future. Pick your own timeline for the advent of each of the futuristic “advances” proposed below. Every one of them is already under way. Granted, some of them are still in the early prototype stages, but most are fairly far along; some are already implemented in other government and private sector entities.

Ask yourself the question:

What would change in my court if ____

  • Revenue from minor traffic and/or parking fines is cut 50-90 percent?
  • Filings of cases involving traffic violations drop, again by 50-90 percent?
  • Filings of auto-based personal injury cases drop by 50-90 percent?
  • And of those filing, less than 20 percent go to trial?
  • Parties were able to ascertain (sometimes with the assistance of lawyers, sometimes without) the estimated outcome of cases with a likelihood of 95 percent or more in three quarters of all cases, and to accordingly plead, settle, or not even file?

How do these things happen? Consider some of the following developments.

Mobility as a Service (MaaS)

Remember when the cost of getting entertainment from a TV consisted of buying the TV and antenna? True, it was expensive, but you only paid once. Now consider how much you pay every month for TV. That’s Entertainment as a Service. You pay for personal communication through your cell phone bill; that’s Mobile Connectivity as a Service.

What Uber, Lyft, and similar enterprises offer is Mobility as a Service. The big driver (no pun intended) here is that, next to the home, the vehicle is generally a person or family’s biggest expense. There’s the cost of the vehicle, the cost of the fuel, the cost of the insurance, and the cost of storage (garage at home; paid parking at work or elsewhere) just to name a few expenses that go with vehicle ownership. Worst of all, the asset – the vehicle – that’s costing all that money sits idle between 70 percent and 95 percent of the time, during which, of course, it has to be stored.

Thus, the financial incentive for individuals living in urban areas to divest themselves of cars – or use them a lot less – when possible is great. In urban and many suburban areas, this divestiture is already becoming and will continue to become even more attractive.

The limitation on most forms of public transportation (buses, rail lines, etc.) until now have been:

  • The need for the rider to go to where the transportation loads and unloads; and
  • The need for the rider to conform to the transportation system schedule.

MaaS changes that dynamic. The question becomes service level – what will the user pay to receive a given level of service/flexibility.

Just as Napster changed fundamentally and forever the business model for acquiring music, Uber, Lyft, and the other early players in MaaS are fundamentally and forever changing the model for personal transportation. Even if Uber and/or Lyft fail to survive – as Napster failed to survive – the change will be irreversible.

Coming in Part Two: Augmented/Self-Driving Vehicles – How this technology introduces new legal questions. 

 

Attending the National Association for Court Management Conference Debrief and Dancing at the Library of Congress

By: Josh Townsend, Account Executive, ImageSoft

134_postNACM-2Washington, D.C. – hands down – is one of the prettiest and most tourist friendly cities in the world. It’s just one of the many reasons why we enjoyed the recent annual conference of the National Association for Court Management, this year held in conjunction with the International Association for Court Administration. This year’s conference was a weeklong examination of various challenges and solutions facing judicial administration professionals and judges, including technology and its deployment. And it included a spectacular evening of networking, fun and great food, dancing the night away at the spectacular Library of Congress after hours.

How to integrate efiling with case workflow

Among the themes we heard from attendees was an overarching question of how to deal with efiling and electronic case workflow, both for states that have and have not mandated efiling. Courts are eager to streamline their operations and shepherd scarce resources to the most strategic areas.

As states are beginning to use efiling processes to receive documents, court administrative staff are looking for answers as to how to roll out an automated process and how to tie efiling with the various case management systems used by other courts, prosecutors, and law enforcement. So many efiling systems are available; however, many do not integrate with existing case management systems.

Looping judges into the electronic case workflow

A second theme we heard at the conference was how to create a system that fits the needs of judges.

When a state mandates efiling, courts want document management with efiling that has the ability to move documents from clerks to judges using an automated workflow and case management. Courts might receive efiled documents, but if the court has to put them into a PDF and print them out for the judges to use, the streamlining process isn’t working.

Judges have specific requirements as far as case management is concerned. Once the court receives a document, how will the court give judges access to the documents? Similarly, courts are looking for a process that mimics paper processes so that judges can annotate files, search, bookmark, add highlights, etc. Each judge works in a unique way – file views must be customizable to each judge. Conference attendees wanted to know how to customize the automated solution to fit the particular needs of each judge while providing an intuitive experience.

JusticeTech from ImageSoft answers efiling concerns

TrueFiling, JusticeTech’s electronic filing solution from ImageSoft, expedites justice by automating file handling and streamlining case workflow. It is a Web-based solution, available 24/7, that integrates with any case management and document management system. Created to meet or exceed industry standards, TrueFiling is Oasis ECF conformant.

TrueFiling automates the creation of new cases, allows search functions through existing files, and streamlines the addition of new filings to open cases. Courts can send data from approved filings to your case management system, eliminating manual re-keying. Courts reduce costs related to administrative overhead, storage, postage, office supplies, and more.

TrueFiling couples with OnBase single enterprise information platform to manage content, workflow and cases. It helps courts become more efficient and agile in providing justice.

OnBase captures files and organizes them into a single electronic case file. It automates processes and creates routing rules for case file processing. Content is accessible from various devices, anywhere, anytime and can be shared among stakeholders, including law enforcement, prosecutors, DOT, etc. Maintaining the security and integrity of content is ensured with a full audit trail and granular security. Reporting using a set of 180 pre-configured report templates or creating customized reports is an easy process, which reduces the burden of providing information to other agencies.

Solutions for the bench

Courts are looking for solutions that give judges the freedom to design case file viewing and markup to fit their particular styles and processes. aiSmartBench gives judges a solution that allows them to customize file management while still integrating with the host of different case management systems. aiSmartBench currently integrates with 17 different case management systems; it is designed to integrate with any case management system that can exchange and provide the required data. Moreover, it gives the judge the power to customize how files appear and how the judge interacts with files.

What’s next?

We’re looking forward to following up with attendees from the NACM conference over the next few weeks to continue to answer questions about streamlining court operations and saving resources.

While you were at the NACM conference, did you happen to see our crumpled paper video?

What the “Third Wave” Means for Court Technology

By Dave Hawkins, CEO, ImageSoft

I attended the Inc. magazine GrowCo Conference in New Orleans last month. Somewhere between the seafood gumbo, the crawfish étouffée, and the jumbalaya, Steve Case of AOL fame served up a prophetic message based on his newly revised book, The Third Wave: An Entrepreneur’s Vision of the Future. The title refers to the evolution of the Internet. The First Wave fostered the creation of the Internet with the requisite infrastructure – servers, cabling, network switches, portals, service providers, and the like. Companies such as Cisco, NetGear, CompuServe, Prodigy, NetScape and America Online rose to prominence, while Microsoft, Intel, HP, Gateway, and Dell grew rapidly by virtue of the new demand for personal computers and related software.

133_wave

The Second Wave consisted of all the apps built to run on the Internet. This wave included tech firms providing new types of networking and social media services previously unavailable anywhere, such as Facebook, LinkedIn, Twitter, Instagram, Snapchat, etc. It spawned new Internet-only retailers, most notably Amazon, as well as new ways to buy things, such as the online auction service provided by eBay. At the same time, the Second Wave saw the meteoric rise of eCommerce from brick-and-mortar chains that transitioned to online retailing. Department stores, booksellers, pharmacies, and even automakers discovered they needed to forge new online identities to keep their customer bases from dissipating.

The Third Wave will involve the transformative integration of the Internet into all facets of everyday life. In the future, calling a device “Internet-enabled” will sound as silly as calling something “electricity-enabled” today. Steve Case highlighted several major arenas in which the Third Wave will bring revolutionary progress: education, healthcare, transportation, food production and city management. In healthcare, for example, Third Wave technologies will facilitate much greater precision in medicine, allowing doctors to edit genetic code using the power of genomics and data analytics. Fitness trackers will evolve into hardware and software for capturing a full range of vital signs on a daily basis, collecting and analyzing the data to alert patients and their doctors of potential health issues before they happen. When you go to see the doctor, they will already have this data to help answer their diagnostic questions such as “When did it start bothering you?” The implications for disease management, home health care, and epidemic tracking are astounding.

But what about the justice industry, which is ImageSoft’s primary area of expertise? What will the Third Wave bring in the way of improving the American justice system? Today, even courts that go “paperless” still use paper at some point in the case-processing chain. They may, for example, offer eFiling, but print the file once received, or perhaps keep it electronic until a judge needs to sign it, and then have it printed at that point. In the Third Wave, courts will seamlessly integrate tools to keep case records electronic from start to finish. On the front end, lawyers, police officers, and even self-representing litigants will have the ability to eFile documents to initiate a case, and may utilize automated document package creation to expedite their initial case filings. These tools will be particularly helpful for the poor, the disabled, the medically incapacitated, and incarcerated persons to give them much greater access to justice than is available today. New tools will also allow simple cases such as traffic violations to be handled remotely; imagine being able to contest your speeding ticket without needing to take a half day off work to go to court.


Read here how courts can stay electronic from start to finish.

 

Once a case is initiated, the documents can remain electronic throughout the court process via document management and workflow tools to enable access for all parties to a case as well as the related court personnel. Closing a case can also stay electronic, as new eSignature tools are structured to focus on speed and reduce cumbersome repetitive steps, which were impediments associated with older products.

Case cited three factors which will be of utmost importance during this Third Wave: partnerships, policy, and perseverance. As I listened to him speak, I contemplated the changes that are already taking place in the justice technology arena. Forward-thinking court systems are partnering with technology vendors to integrate best-of-breed solutions to automate all aspects of the court process. As for policy, institutes such as the Organization for the Advancement of Structured Information Standards, or OASIS, have piloted policy initiatives to standardize eFiling compliance nationwide. Through it all, perseverance will certainly be required to bring the justice system’s “late adopters” into this next wave of technological advancement.

ImageSoft is working alongside our partners Hyland (makers of OnBase for enterprise content management), Mentis (which offers aiSmartBench and other court tools), and Court Innovations (which provides Matterhorn online dispute resolution system) to reshape the court technology landscape to meet the demands of the Third Wave.

By the time I left New Orleans, I was “jazzed” thinking about the possibilities. We welcome the opportunity to collaborate with others to create a better future for our courts and their many constituents.

What do you think of Steve Case’s vision for the future?

 

Childhood’s End

By Jeff Barlow, Justice Consultant, ImageSoft

Notice anything different about this post?

The difference is probably hard to spot. The difference is ––I’m dictating directly into my word processor. 131_voiceactivation

Now, that may not seem very different to you; but I guarantee you, it’s really different for me. Sure, I used to dictate all the time when I was practicing law. I even dictated quite a bit when we were developing and deploying court computer systems. I’ve dictated documentation, help text, process and procedure descriptions and instructions, and, of course, correspondence.

And, of course, Siri and I are chat pals.

However, the experience of dictating and see the words appear on screen in my document is (for me, at least) totally unlike dictating to either a live stenographer or a dictation unit.

I regard this activity as preparation for direct Brain Machine Interface.

Oh, you don’t believe that BMI is coming anytime soon? Well, you’re not alone. In fact, you’re probably the comfortable majority.

Among those not in the comfortable majority are Mark Zuckerberg, DARPA (Defense Advanced Research Projects Agency), and Google, to name a few. Renowned physicist Stephen Hawking is already doing it. Granted, it is currently very expensive and requires invasive surgery. But Facebook, DARPA, and Google are betting that changes in a big way in the next five or so years.

You don’t have to believe BMI it is possible; but you should be thinking about the implications if it is. Because, whether ubiquitous BMI is just around the corner or not, capabilities that are mighty close are already here.

Like dictation directly into a standard word processor, email, and, most directly, text messaging.

How do you think voice activation will enter court technology?

Customer Success Stories, New Features and Prizes, Too

IMG_1845Last week we held our annual OnBase Community Event in Allendale, MI. As always, we enjoyed seeing so many customers excited to engage and learn how others are solving real-world challenges.

The conference opened up with our CEO, Dave Hawkins, sharing key insights from Steve Case, the co-founder of AOL, on how he sees technology impacting and challenging our world. Dave discussed how ImageSoft views our relationships with our customers and the products we develop to help our customers meet these challenges.

Besides the delicious food, prizes and awards, we also heard about a ton of helpful customer experiences. For instance, our host, Grand Valley State University, shared how they depend on many online and internal forms to initiate and drive many processes, just like any court or government agency. In the past, they required ImageSoft expertise for custom form development with special scripting to perform validation and table support. And, there was no easy way to attach documents to a form.

Today, they are working toward retiring these HTML forms and switching to Forms, which allows them to internally design highly functional forms without any knowledge of HTML and in a fraction of the time. They are also enthusiastic about the ability to rapidly update these forms based on changing requirements and legislation. One customer expressed that having this capability in-house to modify and change forms will allow them to quickly meet regulatory compliance changes that often have narrow windows.

A popular session was “What’s New in OnBase,” led by Colleen Alber from Hyland Software. Customers were excited by client user interface enhancements, new features for Unity Forms, and mapping features that allow a set of documents in OnBase to appear as geo-located points on a map (e.g., work orders or incident locations).

Another popular session was about the various options available to share documents securely outside of OnBase. Many of our customers must balance the need of protecting and securing their documents with the need to share and collaborate on documents externally. Many entities have already blocked the personal file sharing sites because there is no control and no audit trail. When an employee departs, he or she will still have those documents.

Hyland’s ShareBase is an option for organizations facing this issue because the entity, not the individual, retains control with a full audit trail. Permitted individuals can still share files externally in folders with permissions for view only, uploading, or collaborative efforts. TrueCertify, an ImageSoft solution, is another great option that enables a court, city, school, or other institutions to provide certified copies of documents and video files without the need to print and affix a physical seal, saving a great deal of time-consuming steps (including changing that toner cartridge).

Looking ahead, one of the key areas of OnBase interest was in the area of mobile features. Users have been clamoring for the ability to fill out a form, capture documents, view information, sign a document or make decisions within an OnBase workflow, all on mobile devices. Mobile access provides options for better work/life balance and increased productivity as decisions no longer have to wait until the user is back at the office.

So, the day was a success because our customers gained new insights into how they can improve and expand their OnBase system. And some of them won a prize.

Stay tuned for our next event, which should be even bigger and better.

Will we see you in Las Vegas at Hyland’s CommunityLIVE conference?

Engaging with Our Customer Group in Allendale, MI – And Prizes, Too

One of our major objectives, and frankly, one of the best parts of our workday, is to keep in touch with our customers – those who are using our products every day and who sometimes face unique challenges. Finding innovative solutions to those challenges keeps us on our toes. Any opportunity to bring customers together to share customer stories is a win in our books.

IMG_1364Our next customer event is on June 6th, in beautiful Allendale, MI, (close to Grand Rapids) where ImageSoft is hosting its OnBase Community Event. This event is designed to bring our court customers, as well as our customers from other industries, together to hear success stories and to learn from each other about how we can solve common challenges. We even have a few prospective customers coming as well.

Although the justice space is different from any other industry, the core technology challenges are the same when it comes to receiving paper, forms and data from the outside, routing them through review and approval processes, exchanging data with other systems, securing data and documents, and being able to share them securely to external parties.

Besides the common thread of challenges, all of our attendees also use OnBase® by Hyland as their core platform to solve these challenges. OnBase is a single enterprise information platform for managing content, processes and cases. It provides document management, electronic case files, records management, court-configurable business process management and tools to enable integration with virtually any case management or court application.

The advantage to using a platform such as OnBase is that you have more than 10,000 organizations using the solution (including thousands of government agencies) that are all requesting features and enhancements that your court may one day require. Hyland’s development team is also larger than that of any other court technology software vendor. This means that OnBase lowers your risk over using a document management system that is supported by only a few developers that can provide very basic, and if we’re honest, not always useful features. Many of these court technology vendors are so stretched that many of your enhancement requests are never addressed or the customization fees are too high.


For more information about using OnBase in government, click here.

Which brings us to the third reason why courts love OnBase: it’s highly configurable – by the court. With or without formal training, courts have updated and make changes to their workflow to adjust for changing conditions or responding to a smarter workforce that wants to leverage more automation features. They have expanded its use in other areas and in some cases, other government agencies in the county, municipality or state, which may introduce cost-sharing benefits. Some of our court customers are not staffed to tackle big projects so they still partner with us to take them to the next level, but it’s nice for a court to have that option.

So, on June 6th, our customers will hear from our host, Grand Valley State University, how they have used OnBase to solve accounting challenges with invoice approvals and to improve the student application process. Hyland Software is sending out their A-team to share with us what’s new in OnBase and features that our customers should put on their roadmap. We will have breakout sessions that cover the latest technology in document capture to minimize manual indexing and classification, how to share documents externally, and ways to secure OnBase beyond the traditional methods that the IT department relies on.

Afterwards, we will have experts available for one-on-one conversations for deeper discussions or to use as a sounding board for ideas that our customers would like some feedback on. We will have some cool prizes, too – that always makes for a fun day.

Will we see you at the next big OnBase event in Las Vegas?

Why eFiling Alone Isn’t Enough

By Steve Glisky, Government Practice Manager, ImageSoft

Courts making the transition from paper document filing to eFiling have taken an important first step in streamlining operations and saving resources. EFiling is a good place to start since it helps satisfy constituent demand for greater online access. EFiling alone, however, typically falls short of achieving one of the most pressing goals of the court: eliminating the burden of maintaining a paper court file. 69_mrs wormer

If a court makes eFiling mandatory, it’s only natural to think that the Clerk will soon stop maintaining paper. Many courts soon realize that their so-called document management system simply lacks the functionality required to meet the processing needs of the court.  Most of these solutions offer a simple document storage and retrieval system with file share links to their CMS. Once they’re confronted with process steps that require rules-based routing, most courts typically end up just printing, processing, and maintaining a dual paper case file.

The benefits of eFiling are multiplied when paired with a robust document management and workflow solution. Progressive courts use advanced document management and workflow with eFiling to achieve a true digital case flow management environment.


To learn more about avoiding the printing of eFiled documents for court processes, click here.

Here are a few key features to consider when evaluating a document management solution for your court.

Electronic Case File

Presentation and preservation of the electronic case file is the cornerstone of the electronic court. An intuitive electronic case file dramatically increases buy-in from key stakeholders and creates a better-than-paper experience with features such as:

  • Intuitive filing structure: Case files are organized and managed using color-coded tabs with advanced filtering and sorting to make finding the right documents easier.
  • Revision control: The system keeps and maintains prior revisions, preserving the integrity of the case file as documents get marked-up and changed.
  • Document history: All activity associated with a document should be logged and be easily accessible, including workflow transaction history, who viewed/ printed/annotated/updated/signed, etc.
  • Redaction: Confidential information must be redacted before the public can view documents. Courts need a method for redaction without having to print off digital files or photocopy paper ones, redact, and then scan in for public access. Those courts with high case volumes should consider an automated method to reduce the burden on staff.
  • Document retention: The system automatically purges documents from the electronic case file according to the Clerk’s document retention and disposal schedule.
  • Security: All roles within the justice system have secured access to the electronic case file in the way that works best for them, only allowing access to the documents that they have rights to view, i.e., public, sealed, confidential, and expunged records.
  • Full text search: Searching document content across the entire case file provides high value for both the judge and staff. The ability to search across multiple cases is also a major benefit.
  • Mobile device support: Since the physical case file no longer exists, the Court must consider how the parties will access the electronic case file using tablets, smart phones, or some other device (e.g., kiosks).

 

Workflow

Workflow is the single most significant component to a digital case flow management environment because of the process efficiencies it creates. All courts have defined steps that govern how documents are processed. Workflow allows for automated routing and processing of electronic documents and data. Consider these key workflow features:

  • A rules engine with a simple interface to manage step-by-step routing rules: Authorized court personnel should be able to maintain these rules and reduce IT dependency.
  • Electronic forms with a forms designer and management tool to convert paper forms into electronic forms: The case jacket and decision sheet are commonly used electronic forms.
  • Electronic signatures and markup capability that allow a user to markup and edit a document before signing: Consider a solution with judicial stamps with support for both top and bottom line text and proxy signing for authorized users.
  • Electronic notification of parties: This reduces significant postage and improves processing speed.
  • Electronic certification: It improves service and integrity without having to print and physically seal documents. The delivery should include an authentication site for verifying document authenticity, an audit trail of recipient access, and a method to expire documents.
  • Packet preparation organizes a case file with a coversheet according to specific requirements set forth by the higher court. Courts typically use this for bind-overs and appeals.
  • Standard interface for connecting and exchanging information with CMS.
  • Electronic arraignment that streamlines packet creation, arraignment and the document signature process: It should support both video and face-to-face arraignments.
  • A judicial dashboard: It provides an intuitive tool for both the judge and staff to process the electronic docket.

Summary

Courts are adopting eFiling at a much greater rate to improve customer service and online access. Prior to making eFiling mandatory, courts should carefully consider the capabilities of their document management and workflow platform to see if it’s going to meet their requirements for creating a true digital case flow management environment. Equally important is to determine how best to map their manual based processes to the new electronic paradigm. Finally, the new solution should accommodate the unique needs of your judicial officers.

Those that have successfully made this transition understand that it’s a once-in-a-generation opportunity to revolutionize the efficiency and transparency of the court.

Is your court ready to move beyond eFiling?