Content Management for Courts. Improve court operations by reducing costs, speeding response times and simplifying paper-intensive processes

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Joan Matthews
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1 Content Management for Courts Improve court operations by reducing costs, speeding response times and simplifying paper-intensive processes

2 An Innovation in Records Management for Your Judicial Processes GC CourtPlus is the ideal Content Management System for judicial processes. It makes information of all kinds easier to access, secure, store, monitor and share. With tools that meet the needs of judges, attorneys, court clerks, records managers and support staff alike, it is a solution that improves operations by reducing costs, speeding response times and simplifying paper-intensive processes. General Code s Integrated Content Management and Workflow Solutions deliver core functionality that provides meaningful benefits to courts, such as more efficient data entry, more effective data retrieval by automating processes delivering enhanced bar and public access. Spurred in part by adoption of e-filing in federal district courts, there is increased emphasis on government transparency, coupled with the focus of courts on building public trust and confidence in judicial institutions. And GC CourtPlus enhances compliance with court rules in multiple states. Value The value of GC CourtPlus is reflected in more effective and more efficient processes; better access to more accurate case information for the bench, the bar, the media, and the public; and greater job satisfaction for staff generated by a system that is easier to learn and operate. It is an error to think that maintenance of ineffective business processes in the courts has no cost in fact, errors, churning of case processing, and bureaucracy add thousands and thousands of dollars to the cost of court operations without yielding any better justice services for citizens. Moreover, such errors, churning, and bureaucracy contribute enormously to a lack of public trust and confidence in the courts citizens are less concerned about whether court decisions are right or wrong than they are about how difficult and costly it is to have cases decided in courts. David C. Streelman Business Process Enhancement in the Courts

With tools that meet the needs of judges, attorneys, court clerks, records managers and support staff alike, it is a solution that improves operations by reducing costs, speeding response times and

3 Realize Operational Benefits and Strengthen Records Management Integration GC CourtPlus integrates with existing computer systems and software solutions, retrieving relevant data and incorporating that data into your Case Management Systems. This reduces data input time for the users. And by bringing the data directly from the source data systems, input errors are minimized. Integration also eliminates the need for users to leave their Case Management System in order to consult paper files, or to navigate between disconnected systems to get the information needed to perform daily tasks. Redundant data entry is also eliminated as there is no need to enter data into both a business application and a document management system. E-File Processing The implementation of e-filing in courts is a question of when, not if. And thinking about content management systems without considering their relationship to e-filing would be shortsighted. The internal processing of e-filed content requires significant human interaction which may be automated with Business Process Management/Workflow (BPM/W). BPM/W solutions are frameworks that can be used to develop, deploy, monitor, and optimize multiple types of process automation applications including processes that involve both systems and people. The data entered by the e-filer to populate the case management system regarding that filing reducing the data input necessary for docketing in the CMS. Document Retention Schedules Records and document management are at the core of most courts business processes. The two elements are directly related; document management focuses on how the courts obtain/acquire documents while records management focuses on care and storage after acquisition. With respect to document management, many state courts have implemented Electronic Court Records (ECR) and Electronic Data Management Systems (EDMS) in an effort to improve court operations and manage unruly paperwork. With respect to records management, quality retention and use is critical to the fair and efficient adjudication of cases and the enforcement of legal remedies that courts are required to perform.

Integration also eliminates the need for users to leave their Case Management System in order to consult paper files, or to navigate between disconnected systems to get the information needed to

4 Reduce Paper-based Processes and Increase Transparency Electronic Signatures With a digital signature solution, you ll replace slow and expensive paper-based approval processes with fast, low-cost, and fully digital ones. This solution produces legally enforceable electronic records, eliminating the paper-related workflow bottlenecks and creating truly paperless organizations. Secure signatures with support for digitally signing documents in 3rd party applications and file types including Microsoft Word, Excel, SharePoint, InfoPath and Outlook, as well as PDF and TIFF. The included digital signature solution supports compliance with numerous regulations even in the most tightly regulated industries and geographies. With the proper standard operating procedures in place, it complies with ESIGN, EU directives and VAT law, HIPAA (and JCAHO), the FDA s 21 CFR Part 11, USDA, the Sarbanes-Oxley Act and many more. Mobile Mobile access for judges is in high demand. Participation in the warrant (emergency warrant) approval process, advancements in video arraignment technology and secure yet appropriate access to case files provides significant value by leveraging secure access to today s mobile devices. With Mobile for ios and Android, you ll never miss a beat. Whether traveling, on an offsite visit or working from home, you ll have access to your workplace documents and procedures. Upload, review and approve files and track work all within a secure, compliant environment on your smartphone or tablet. Public Access The federal Judiciary s Public Access to Court Electronic Records (PACER) service is driving demand for public access to case and docket information from trial courts. The GC CourtPlus WebLink is a self-serve portal that enables the sharing of public documents, while saving staff time and minimizing duplication and distribution expenses. Relevant documents are easy to find, with search terms displayed in lines of context in the search results. GC CourtPlus WebLink also highlights relevant keywords within each document, allowing you to easily identify information within documents. The cost-effectiveness and operational advantages of accepting and storing electronically filed documents can have an impressive impact on a court s bottom line. James McMillan National Center for State Courts Future Trends in State Courts

Secure signatures with support for digitally signing documents in 3rd party applications and file types including Microsoft Word, Excel, SharePoint, InfoPath and Outlook, as well as PDF and TIFF.

5 March 2014 General Code GC CourtPlus is a trademark of General Code Portions Compulink Management Center, Inc.

An ECM White Paper for Government August 2008. Court case management: Enterprise content management delivers operational efficiency and effectiveness

An ECM White Paper for Government August 2008 Court case management: Enterprise content management delivers operational efficiency and effectiveness 2 Table of Contents Navigating today s legal systems