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The ROI of Emerging technologies

Discover the Return on Investment (ROI) of utilizing emerging technologies in legal proceedings. Learn how increased workload, staff efficiency, and improved customer service can benefit from advancements in technology. Gain insights into the economic impact and efficiency in legal operations through the integration of new technologies. Explore the implications of the Florida Supreme Court rulings and access to court records.

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The ROI of Emerging technologies

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  1. The ROI of Emerging technologies The Honorable R.B. “Chips” Shore, Judge Mark Singer, Carole Pettijohn, Ph.D.

  2. Investments in emerging technologies have been increasing for a variety of reasons: • Increasing Workload • Need for Staff Productivity Increases • Better Customer Service • New Emerging Technologies • Economic Climate Overview

  3. Florida Constitution Supreme Court Rules Florida Statutes Supreme Court Administrative Orders Local Court Administrative Orders Florida Public Access to Court Records Governed By:

  4. Access to public records and meetings.-- (a)  Every person has the right to inspect or copy any public record ……This section specifically includes ….judicial branches of government … Article I, Section 24, Florida Constitution

  5. Florida Legislature • Exempts from Public Access: • Identities of Victims or Sexual or Child Abuse • Social Security Numbers • Complete Bank Account, Debit, Credit Card Numbers • Victims do not have to request redaction; Holders of numbers have to request redaction until 1/1/2011 then clerks have to use best efforts to redact all.

  6. Florida Supreme Court June 30, 2006 Justice Pariente re electronic access: • Two competing principles: • Openness and transparency in court records • Individual Privacy • “Any viable policy must balance these two vital principles”

  7. Florida Supreme Court AOSC06-20 Manatee Clerk shall serve as a one year pilot program for electronic access Manatee can display images of Court Records

  8. The Manatee Pilot Access to images is determined by type of record: • Case Type • 2. Document Type • 3. Information in documents

  9. Case Type - examples: no public access to adoption or juvenile case types • Document Type – examples: no public access to birth certificates, psychological reports • Information contained in otherwise public documents – example: no access to SSN’s, etc. Protection of Confidential Records

  10. The Manatee Pilot Phase One – Subscriber access • Subscribers: • Have to enter into a written subscriber agreement signed before a notary, provide location information and answer basic purpose of use questions • Login and Password to enter

  11. The Manatee Pilot Phase Two Phase One access plus - Public Internet Access – no subscription needed

  12. Processes for protecting information in public documents • Redaction • Viewable on Request Protection of Confidential Records

  13. Use of software to identify and remove Personal Identification Numbers from images of court records • SSN’s, Bank Account, Credit and Debit • Searches for clue words and clerk reviews • Numbers are blacked out on public record but not on original used by the Court Redaction

  14. Redaction • The process of hiding sensitive information in public documents. • aiREDACT is an interactive system which • reads scanned public documents, • identifies personal information according to state statutes, • stores the coordinates of the redacted information, and generates a new electronic document with the redacted regions blackened • When the images are viewed by the public, they see the redacted version with all sensitive data hidden.

  15. Sample Redaction

  16. Some documents require an additional examination by clerk to redact numbers or identity of sex/child abuse before public access. • Examples: Sexual Abuse Criminal Records, Depositions, Transcripts, Letters that may be handwritten. • When public subscriber selects the document from the case index, a request is sent to the clerk. Viewable on Request

  17. The document goes through redaction software again then Clerk reviews the document and redacts any missed personal identification numbers and identity of sexual victims. • Once requested and reviewed, it becomes a public document and next person does not have to request review. Viewable on Request

  18. Examples of Documents with VOR Security: Depositions Exhibits Attachments Transcripts Letters Financial Affidavits Discovery Requests and Responses Viewable on Request

  19. Florida Supreme Court Administrative Order authorizes Manatee Clerk to serve as a pilot program for electronic access Manatee can provide remote access to images of Court Records Manatee County Clerk Pilot Electronic Access System

  20. E- docket with imaged court files • Judicial Automated Calendaring System (JACS) • Comprehensive Case Information System (CCIS) • Driver And Vehicle Information Database (DAVID) • Judicial Inquiry System (JIS) • E-Signing & Transmitting Orders • Video/Courtroom Displays E-Tools Available in Manatee County

  21. Judicial Access Only • Electronic Access to Case Dockets and Images • Criminal • Civil • Traffic • Domestic relations • Juvenile • Appeals E-DOCKET JUDICIAL CASE ACCESS SYSTEM

  22. View Daily Calendar

  23. Examine docket

  24. View case notes

  25. View financial information

  26. View documents

  27. Document viewer can be resized

  28. Other E-Docket Features • Search by Party Name or Case Number • Reorder entries • Create a list of “favorite” cases • Printing copies for litigants

  29. JACS

  30. JACS

  31. Calendaring

  32. Judges or J.A.’s can add entries or edit existing entries • JACS docket entries are automatically loaded into E-Docket Judicial Features

  33. Florida Department of Law Enforcement • Criminal History Files – FCIC / NCIC • Hot Files (warrants, injunctions, risk statuses and probation, etc.) • Florida Summary (Rap sheet summary for ease of reading) • Out of State Driver License Data JUDICIAL INQUIRY SYSTEM (JIS) Connected Data Sources

  34. Department of Highway Safety • Driver’s License History Information with photo’s & signatures Department of Corrections • Incarceration records • Supervised population – probation or parole • Termination of supervision date Department of Juvenile Justice Comprehensive Case Information System (CCIS) Appriss - booking JUDICIAL INQUIRY SYSTEM (JIS) More Connected Data Sources

  35. Individual name search First appearance docket Offender Status Alert Icons E-mail notification of arrests to probation officer Jis - features

  36. E-SIGN

  37. Clerk transmits court orders electronically for judicial review and signature Bench Warrants – electronically returned to Clerk and electronically transmitted to Sheriff Orders of Probation Court Costs Judgments E-sign features

  38. Video Conferencing • Courtroom to courtroom • Remote county jail – first appearances • Video testimony • Courtroom Displays • Audio visual cart • Electronically operated screen • Wireless Internet Technologically Equipped Courtrooms

  39. E-Court - No Longer a Virtual Reality

  40. No current statewide e-filing Multiple counties have the ability e-file Not mandatory, so mixed effectiveness Florida Legislature mandated all counties begin e-filing implementations by 10/2009 E-Filing – The Florida Experience

  41. Began e-filing 11/02 with internal agency e-filings, Attorney e-filing began 11/04; mandatory foreclosure e-filing 12/08 One Button E-Filing

  42. Ease of Use

  43. E-File History

  44. AI Index for Official Records • Implemented 4/2009 • AI Index for Courts • Implemented 8/2009 Auto- Indexing

  45. Greater consistency in docketing Docket code consolidation Reduction in errors Better reporting Faster throughput with automated workflow Benefits

  46. aiREMOTE

  47. Enables data entry and redaction to be performed locally or from a remote site over the internet Uses industry-standard SSL encryption to ensure data security Improves user productivity by eliminating time spent waiting for documents to load Has customizable data entry fields and redaction guidelines that can be configured as needed Integrates with aiINDEX and aiREDACT for automated detection of index data and redaction candidates aiREMOTE - ADVANTAGES

  48. Static Information – post mortem reporting light on trending, little predictive analytics or point-in-time perspectives Inability to assimilate multiple data sources and generate integrated information without substantial manual intervention Inconsistent application of measures and metrics Effort intensive, error prone data collection processes that burden both the source system infrastructure and court support staff An assortment of end user reporting tools which are not truly end user “friendly” Issues with Traditional Reporting Tools

  49. Extract information from operational systems Reporting from data warehouse JusticePM Management Analytics

  50. Identify critical performance Create benchmark dashboards JusticePM Benchmarking success CourTools Compliant

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