The Paperless Probate Process

Not only do probate regulations vary from state to state, what is accepted as compliant is different for each court. Some offer filers pre-written options for answers, and others must be filled in by hand. A pain point for most court systems, this is especially true of probate courts whose files fall on the larger side.

Solve for the form-er pains of printing and tracking documents by digitalizing your entire data collection method with a forms designer and management tool. Not a one-size fits all approach, OnBase helps you design the best fit for each type of form, including official forms (hint: most courts have multiple form types). With rules-based processing, perfect indexing and secure, electronic data storage, electronic forms management mitigates risk for human error and immediately makes data workflow-ready.

But what about the hard-copy documents that need to be accounted for? Death certificates, originals Wills, petitions and applications, Patient Advocate Designations, Powers of Attorney and more, the entire paper trail must be accounted for. OnBase not only has you covered with multiple capture methods from virtually any source, including scanners, fax machines, email, or data streams, it also automatically folders and secures documents in a digital cloud or in your data center.

Like probate forms, every court has its own individualized rules for sharing information on different matters. Guardians must file annual reports that update the court on the condition of the ward. In addition to their Letters of Conservatorship, Conservators must also file annual accountings with the Probate Court detailing assets, income, expenses, etc.

With an automated, court configurable workflow in place, the individual rules for every court are accounted for and easily implemented. Automated records management ensures compliance with the destruction policy and, with a rules-based workflow in place, digital data exchange among attorneys, beneficiaries, court clerks, trustees, hospitals, and all other affiliated parties is one-click streamlined to the right hands in a matter of minutes.

Much like how a Trust, a non-tangible account of assets and directions is generally more reliable than a hand-written last will and testimony, digital storage has become the accepted choice for secure record keeping. Not only does digital storage better protect sensitive information from natural disasters, fires, theft and fraud, it strengthens the court’s overall organization. Upon eFiling, data is automatically indexed and stored in the right folder. Coupled with a tool like eBench, Judges can swiftly access any of these documents, and any related documents, amidst trial with a quick keyed search of the database.

Everyone is a beneficiary of paperless probate. Not only does automated workflow, indexing and digital storage make locating and organizing files easier on court clerks, paralegals, creditors, and judiciaries, but processing cases at the most efficient pace possible brings clients closer to closure and allows grieving families, guardians, conservators and all affected parties to direct their attention where it’s most needed.