Clerk Tools That Click ForA Court of Record Efficiency

Have you ever seen the drawing of the elephant loosely tied to a folding chair? Understanding the elephant’s weight in relation to the flimsy folding chair, we know that the elephant could easily walk free. But, in the elephant’s mind, she’s stuck.

Similarly, many clerks are unwittingly tied to feeble paper processes that could literally (and sometimes do!) blow away in the wind. Paper is undoubtedly the elephant in their storage-crowded room!

But clerks can escape these paper jungles for good and, at the same time, save their constituents, related justice departments, and other clerks from the wildfire chaos of a paper trail. All they need is an electronic workflow, and their biggest concern will be a mouse – a computerized one, of course.

  • Registrar of Workflow
  • No-Complaint Capture
  • Order to Self Serve
  • Permanent Injunction
    to be Integrative
  • More on the Docket

Workflows are just what they claim to be – systems that make work flow. With an electronic system, clerks can also leverage queues and stay in constant communication with related justice offices. How so? Every document and file is digitized and stored electronically and, with just a few clicks, clerks can view, work on, file, and/or send a document on its way.

Electronic workflows further empower clerks to maintain more control over their files. The easy-to-configure workflow engine includes:

  • • Assignment rules based on case type and other criteria
  • • Routing rules for court-specific document codes
  • • Timers based on user-specified wake-up reasons
  • Electronic signing and markup for judge and clerk

As every clerk can imagine, cutting paper (get it?) naturally boosts the office’s efficiency while maintaining a comfortable headcount. Just by switching to an electronic workflow, many courts have seen filing approval times drop from several days to a quick 24 hours.

Filed documents are easily captured and docketed into the electronic case file from a variety of sources:

  • • E-Filing (any system, or ImageSoft’s TrueFiling)
  • • Scan (mail and over the counter)
  • • Fax
  • • Custom Templates (Orders, Judgments, etc.)

With an electronic workflow, you have the advantage of working autonomously but together. Clerks can customize their interface in a way that works best for their needs and is most comfortable. They can then view the case files by the order of the filing, or by tabbed groups that house specific files, such motions, orders, judgments, etc.

But when other clerks, a judge, or the prosecutor’s office needs to view these documents, that person can also log into the workflow system and self serve those document on their own customized interface.

And yes – all this without compromising the integrity of a file. Not only can you allow or deny certain people access (such as the public, or someone with a conflict of interest), but a full audit trail holds anyone who has opened or edited the document accountable. This transparency not only takes unnecessary pressure off the clerk, but it’s a tool that can be trusted by both the public and the courts. Figuring out how a document was handled only requires viewing the trail, not holding a trial.

Don’t get snagged by duplicate keying from filing or transferring data between systems. ImageSoft’s electronic workflow is integrative with almost every case management system to keep your information accurate and up-to-date. It includes:

  • • Case and party information
  • • Judicial calendar
  • • Document ingestion and processing (notices, orders, etc.)
  • • Enable CMS to easily retrieve electronic case files
  • • Push information to CMS using ECF standard

The electronic case file offers best-in-class features, such as:

  • • Intuitive color-coded filing structure and case jacket
  • • Automated records management
  • • Security for public, sealed, confidential and expunged records
  • • Mobile device support

Our workflow allows information to electronically and freely flow between the clerk and all parties on a case. Other clerk specific workflow functions include:

  • • Reduced postage by electronically notifying parties
  • • Electronic signing by judges in chambers or at home
  • • Improved service and integrity using electronic certification
  • • Unique document packaging solution for bind-overs and appeals

Final Judgment?

By unanimous decision, all clerks tethered to paper processes are free.

As the momentum that keeps the justice system moving, clerks cannot be slowed by legacy processes. Not only are they being persecuted by paper, but the judges, prosecutors and public are also falling victim. By realizing and exercising their paperless freedom, clerks empower the entire justice system to protect society at expedited speeds.

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