Justice Information Management Systems (JIMS)
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1 Justice Information Management Systems (JIMS) Tim Mulcahy Johnson County Kansas
2 10 th Judicial District Court General Jurisdiction: Population 540, Judges, 4 Magistrate Judges 2010 Case Filings Civil 32,928 Criminal 4,795 Juvenile 3,273 Traffic 13,933 Probate 1,590
3 Integrated DOCUMENT IMAGING Community Corrections Court Services District Attorney s Office District Court (Judges/AA) Court Clerks Sheriff s Department Law Enforcement Agencies
4 Employees Impacted Clerk s Judges Judges A. A.s D. A. Staff Court Service Staff Sheriff s Staff Correction s Staff Law Enforcement Agencies
5 System Concerns Lost files Security Duplication of same original Slow process of passing information
6 System Concerns Singular access Space/storage issues Public access necessitates physical access to Courthouse
7 System Concerns Amount of Papers Filed Daily Court Clerks 7,258 papers D.A. 1,800 papers Sheriff 900 papers E-Filing
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11 Yearly Cost of Handling Paper Files (does not include Sheriff s Office and Community Corrections) Court Cost $107,624 Creating Case Files for Civil, Criminal, Juvenile, Probate, and Traffic Pulling Files for Court Pulling Files for View (public/attorneys) Retrieval Cost from Archives District Attorney Cost $79,598 Creating Case Files Civil, Criminal, Juvenile, Probate, and Traffic Storing/Retrieving Misc. Reports Sending/Retrieving from Archives Locating Missing Files Retrieving Files from Clerk s Office Court Field Services $62,716 Creating Case Files Case Closing activity Storing File off-site Total Cost $249,938
12 Off Site Storage for each Department Staff Preparing Files to be Sent Off Site Boxes of Files BOB's Fork Lifts Loading Boxes on truck to be shipped out $ JOCO Trucking Ryder Storage Off Site Storage Truck being Loaded For Off Site Storage Official Business Only Staff Retrieving Off Site Files
13 JIMS Redesign Initiative Sheriff s Department District Attorney Clerk s Office Judges Community Corrections Court Services
14 Judges/AAs Clerks Office District Attorney Court Services Community Corrections Sheriff s Office Court Trustee CASA Attorneys Title Companies Law Enforcement
15 Obstacles What should the document types be? Security vs Accessibility Grasping the concept of document imaging Comfort Level of Security When do we start? Is it day forward? More work up front for the users Reluctance to give up the hard copy piece of paper
16 Obstacles Having the right people on the committees Changed the way departments did business Timeliness/Accuracy of the document being scanned in Ability to adapt the system to fit users needs Storage/Retention Schedules Funding needed buy in from departments
17 Benefits to Imaging Multiple access Eliminate duplication Improved work flow Increased timeliness Increased security
18 Benefits to Imaging Free up space Better public access No more lost files Growth management Reallocation of staff to handle increased filings
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25 E-Filing Automatic notifications to attorneys 1,830 per day E-Filing 9 law firms and 33 attorneys 2,018 Attorneys accessing documents online 20 seconds to create a case vs 15 minutes 5 minutes to create discovery CD vs 90 minutes to copy the file 16 man hours per week saved by automating civil process services between Courts and Sheriff s Office
26 Facts and Figures Courts 180,000 physical files in the Courthouse/525,000 files offsite DA 32,000 files in the Courthouse DA 18,000 files in temp storage Approximately 10,000 pieces a paper scanned in a day for normal business Approximately 11,000 pieces of paper scanned in for back scanning project Approximately 38+ million documents scanned to date
27 How are Documents Stored and Backed Up Raid 10 for the drives that store the images Backup to disk storage pools and then to tape that is stored offsite Disaster Recovery Site has mirror image of the system (real time) Storage about 2.5 TB of space for document imaging
28 What are the Different Ways to Access JIMS On-Line? Use the Public Web Site 500,000 inquiries per month Use the Secure Web Site 90,000 inquiries per month
29 What Does the Future Hold?
30 This is a very good system. Well-conceived and executed. This kind of initiative to provide better, more efficient service that actually saves citizens money and time - reflects the best kind of Government thinking and public service. Thank you. Mark Hinderks Law Firm: Stinson Morrison Hecker LLP
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