U.S. Supreme Court Looks to Arkansas Appellate Courts for Forward-Thinking Use of IT Part - II

“One of the driving forces that led to the implementation of Laserfiche was to provide the official version of the opinions to everyone free of cost. The substantial savings realized by terminating the bound volume method was also a considerable advantage,” he says.

Using LaserficheWebLink, a Web portal that provides instant, read-only access to Document Management over the Internet, the Arkansas Supreme Court and Arkansas Court of Appeals publish their latest opinions in PDF format on their Website.

“Most court records and paper copies of opinions are retained indefinitely,” notes Frederick. “In addition, we are required by statute to keep three copies of each bound volume; the final published volume count was 375 when we made the transition. From that standpoint, the storage of electronic records is far more efficient.”

In terms of search and retrieval, “metadata is a gift,” Frederick says. The Reporter of Decisions established the courts’ file structure, templates and fields, which allow anyone to access the opinions using one or more of the following criteria:

• Date.
• Court.
• Order number.
• Justice/Judge.
• Session.
• Session term.

Current Integrations, Future Plans

After enabling live video streaming by implementing a Granicus software solution, the court integrated it with Laserfiche to enable the public and legal community to access archived video footage along with a copy of the opinion tied to the case in question. “We’ve made great efforts to become more transparent,” says Frederick. “By integrating Granicus with Laserfiche, we’ve created a comprehensive digital public record that’s accessible to anyone over the Web.”

The court is currently working on integrating Laserfiche with its court management system (CMS) so that court personnel can access documents stored in Laserfiche when they’re viewing a particular case in the CMS.

Although the courts haven’t yet taken full advantage of Laserfiche Workflow, a business process document management software tool included with Laserfiche Rio, they may use Workflow to route drafts of their opinions to:

• The deciding panel (court of appeals, typically three judges) for review and annotations.
• The Reporter of Decisions for editing, publication and retention.

“Flow is a big buzzword right now, so knowing that we can use Laserfiche to automate more of our processes presents tremendous possibilities,” says Frederick.

Change Management Methodology for Curing “Parchment Disorder”

“One thing I’ve noticed after working in IT across a variety of industries is that the public sector is a little more cautious when it comes to adopting new technology,” says Frederick. “Some people still get comfort in being able to touch a piece of paper, so educating and training everyone on the value of Laserfiche has been interesting.”

In terms of change management, Frederick’s philosophy is that history always denotes the future. “As we were moving to electronic publication, we focused on the input from the Reporter of Decisions and the parameters set by the supreme court. Full integration would have been more easily put in place had we also gotten input from the court about the opinion writing process upfront.”

As Frederick and his team prepare to use Laserfiche to enable attorneys to e-file briefs and other documents that make up the appellate court record, they are training the judges, judicial clerks and administrative assistants first. “The better we understand what each court needs, the more successful the transition will be,” he says.

Frederick explains that e-filing will eliminate the need for lawyers to bring 16 copies of their briefs to court. More importantly, it will allow both courts to quickly find specific pieces of information contained within those briefs, thanks to chapter and marker breaks within electronic briefs, as well as Laserfiche’s sophisticated search capabilities.

“Digitizing will lower our costs and increase our clearance rates,” says Frederick. “Training people ahead of time is a key factor for recognizing the value that Laserfiche has to offer.”

For More Information : http://www.laserfiche.com/news/archives/2011/12/05/u-s-supreme-court-looks-to-arkansas-appellate-courts-for-forward-thinking-use-of-it/