simultaneous paperless image retrieval information technology

1. 1 Simultaneous Paperless Image Retrieval Information Technology * * * * * OJC Court Technology Conference � May 10, 2011 Ricky S. Sill, Sr. Deputy, Miami-Dade County Clerk of Courts Harvey Ruvin, Clerk of Courts

2. 2 Miami-Dade County Overview 2,000 Square Miles 2.5 million Population 36 Incorporated Cities County Strong Mayor Government Structure

3. 3 Florida Court Structure Supreme Court 5 District Court of Appeals 2 Tier Court System 20 Judicial Circuits 67 County Courts

4. 4 11th Judicial Circuit 4th Largest in the U.S. Largest in Florida Judges elected � 6 year terms 80 Circuit Court Judges 43 County Court Judges 38 Hearing Officers 17 Magistrates Circuit managed by Chief Judge (elected by peers) Court Facilities 4 Main Courthouses 5 Full Service Branch Court Locations

5. 5 Florida Clerk of Courts 67 Elected � County-wide Performs wide range of Ministerial Duties Record keeping and case processing Information, Document and Records Management Fine/Fee Collection & Financial Management Miami-Dade Clerk of Courts $71 m Budget 1,100 Employees 18 Locations County-wide

6. 6 Pre-SPIRIT OverviewMiami �Dade County Clerk recognized the need to streamline major bottlenecks and non-value added tasks Ricky � high levelRicky � high level

8. 8 SPIRIT Objectives Do more with less and increase service levels Increase efficiency and speed of processes�streamline major bottlenecks Re-engineer non-value added processes and eliminate costly clerical filing thru automated retrieval and routing Support Judges more effectively and efficiently Reduce Courtroom disruptions and distractions Improve Customer service Reduce Overtime Expenditures and Dependence on part timers

9. 9 SPIRIT Workflow ModelWith SPIRIT, Miami-Dade County Clerk has streamlined the pre-court and courtroom processes Ricky � high levelRicky � high level

10. 10 Back Office Processes Ricky � high levelRicky � high level

11. 11 Courtroom Ricky � high levelRicky � high level

13. 13 USA Today 2010 Traffic Court Overview 48,000,000 Documents (images) in SPIRIT 1,300,000 Cases set for court annually 1,200,000 Citations filed annually 15,000 Docs scanned and created/per day 5,000 Traffic cases calendared per day 59 Judges & hearing officers in SPIRIT 24 SPIRIT enabled courtrooms 8 SPIRIT enabled front counter services 6 SPIRIT enabled courthouses

17. 17 Clerk�s Metrics Comparisons 250 Full Time Employees 575,000 Cases Filed/Year Max 37 �touches� Citation receipt to data entry up to 3 weeks Critical document process up to 1 week After court processing 1-2 days (utilizing overtime) Courier paper cases between 6 courthouses 15% Error Rate $852,000 Overtime 190* FTE�s 1,200,000 Cases Filed/Yr Max 6 �touches� Citation receipt to data entry 1 � 5 days Critical document process same day After court processing immediately after sessions Electronic downloads daily <1% Error Rate $28,000 Overtime Ricky � High level How many people touch/interact with the process? How many steps are in the process? What is the cost of handling one transaction? How much time does it take to process one transaction? Ricky � High level How many people touch/interact with the process? How many steps are in the process? What is the cost of handling one transaction? How much time does it take to process one transaction?

18. 18 Overall SPIRIT System Benefits Greater ease in adjudicating cases with speed and use of system Elimination of non value added activities Increased accuracy (15% error rate down to <1%) Increased revenue collection ($28m 1995 to $89m) Reduction in Processing time (50%-90%) Increases in Productivity (>100% case increase 25% less staff) Provide more accurate information quickly to all parties � also available online Reduction in Limited Office Space Saving >3500 cubic feet of Storage (1998) Reduction in Documents (>25%) Improved Customer Service Improved Quality of Life for Staff

19. 19 Some Keys To Success Business Reengineering/Change Management Modify Workflows/Design new & Improved Processes Robots for non-value added processes Downsize/Savings through Attrition �No one loses a job to technology� Strong Sponsorship Establish Ad-Hoc Committees Communicate, Communicate, Communicate Training, Training, and More Training Test, Test and Test Again Phased Implementation Always Include Extra Contingency $$ and time

20. 20 A Judge�s View . . . �The implementation of the SPIRIT system has resulted in the improvement of many of our courtroom operations. A few of these benefits are as follows: In our paperless courtroom, we now have the ability to have a case placed on the calendar without having to search for the paper file. This has improved our courtroom efficiency dramatically. We can instantaneously locate all of a defendant�s pending cases and resolve those cases immediately. This results not only in greater efficiency but also in dramatic savings in time and expense. We no longer have to decipher another judge�s handwriting. Now, every notation a judge makes in the SPIRIT system is clearly printed and delineated.� �It is my pleasure, as the Administrative Judge of the Criminal Division of County Court, to be part of this innovative leap into the future of the paperless courtroom.�

21. 21 Miami-Dade County Traffic CourtQuestions? Ricky S. Sill sch@miamidade.gov 305-548-5518