One of the great motifs of the “Men in Black” movies is the human disguises used by aliens. A perfectly normal looking human turns out to be a sort of robot or exo-skin for some alien inside who is driving the apparatus. The allure of being able to wear a young, buff, fully-coifed humanoid exterior could in fact appeal to me; but that’s another story. For an alien, life in a human-suit draws a lot less attention. It’s like Halloween every day.
How many judges, court managers, court staff, and court records users live most of their lives in a snappy, graphic, touch-screen electronic world, only to have to deal with an ancient (if venerable) Court Management System (CMS) that is monochromatic, text-only, keyboard-driven and is based on codes that only the long-time insiders can decipher? It’s not that the information management function provided by the old CMS isn’t vital. It is. It’s just not very attractive, very accessible, very easy to use, or very extensible by modern standards. Worst of all, it almost certainly doesn’t handle ALL the information management functions; things like document management, E-Commerce, workflow, and so on.
One solution, of course, would be to replace that old CMS with a spiffy new one that has all the new bells and whistles. Frankly, that’s not a bad idea. However, that’s sometimes not practical. Barriers like cost, process change, technical support staff, to name a few, litter the real world of court managers.
Imagine if the old CMS could look like, act like, and (to some extent) change like a much more full-featured, modern system. Sort of like the alien deep inside the “Human” costume.
Integrating a legacy CMS with a full-featured E-Filing solution can provide this type of leverage. Here’s some of how it could work:
The E-Filing System can extract necessary data from the legacy CMS and store a copy in a much faster, much more accessible repository that is updated at regular intervals. Because the updating involves only changes, regular updating itself is fast.
When dealing with users – for viewing, for data entry, for communications – the E-Filing System provides the interface. Of course, incoming and outgoing documents comprise a large part of the changes anyway; so in fact what is happening is that the E-Filing System is updating the legacy CMS, saving redundant data entry while providing a much more elegant interface.
Likewise, users seeking to view court information, whether it be documents, CMS data such as the Case Register or Judgment Docket, things like attorney names and addresses, and so on, all can do so through the interface provided by the E-Filing System.
Much more extended uses, including E-Commerce (where users pay for court information), and secure E-Notification can also run off the E-Filing engine, all the while using back-end information from the CMS and in turn updating the CMS with the relevant transactional data and metadata.
Another major new “face” made possible by an integrated E-Filing System can be a customizable “Judicial View”. The E-Filing System can be configured to provide judges with views and access to exactly the information they need, whether on the bench, in chambers, or on the go. The E-Filing System will collect the variety of information from the disparate back-end systems in which the information resides, such as the court CMS, the Jail Log, the Court Docket, the Document Management System, and so on, and present it the way each judge chooses to have it presented.
Perhaps best of all, when the time comes to actually replace the legacy CMS, the impact on the end users can be considerably lessened. After all, what they will see probably won’t change much – because they will be used to dealing with the E-Filing System’s front end.
So, as everyone dresses up for Halloween, consider whether your old creature might not be a whole lot easier to deal with if it were “wearing” a full-featured E-Filing suit.