Eight Rules of E-Filing: Rule #5

Efficiency.  E-filing should facilitate more efficient court processes and decisions. 

First, once E-filing is implemented courts should re-engineered their rules and processes to take advantage of the new capabilities.  A good example is the court in Baltimore, Maryland that adjudicated thousands of asbestos matters.  The judge worked with the attorneys to group the electronic submissions 10 at a time containing identical facts (same shipyard, timeframe, and injury) and in turn modified the review presentation screen so that he could more quickly review and approve the civil settlement for the filers.

Federal Court Self-Filer's Examined

The July, 2011 edition of The Third Branch newsletter contains an important article summarizing a study on current services to self-represented and "Pro-se" filers offered by US federal courts.  The article: IN-DEPTH: Leveling the Playing Field: Help for Self-Filers reports on both automated and direct self-help services offered.  One side-bar in the article noted:

"...A disturbingly large number of litigants come to the Clinic with basic reading and comprehension problems; some cannot even read Court orders and the opposition's filings.  Others can decipher the words in the documents but cannot comprehend even the simplest of Court orders."

The article also updates the Central District of Illinois project for Pro-Se E-Filing for Prisoners that was previously highlighted in the CTB.

This article is highly recommended.

Eight Rules of E-Filing: Rule #4

Rule Number 4: Court document creation must be integrated with the CMS.  

A great percentage of documents in a case file are produced by the court.  Therefore it is imperative that a court e-filing system seamlessly interact with the court’s case management system (CMS) and word processing capabilities.

This and That in Court Technology - August 2011

Oklahoma Funds CMS Via Increased Court Fees

The Tulsa World newspaper reports that an increase in court filing fees from $10 to $25 has resulted in approximately $32 million dollars used to fund their statewide court case management system.

Wolfram Releases Computable Document Format

In continuing work on "useful" electronic documents, the Wolfram company has released a new format called Computable Document Format that can be used to create interactive reports.  Sounds perfect for project like Smart Sentencing.

New York State E-Courts Projects Noted

The New York Times newspaper recently highlighted work being done by the New York State Courts to transition to electronic records.

The Future of Court Reporters is Explored

In an article posted on the Law.com blog, "Are Court Reporters 'Medival Scribes' Headed for Extinction", issues regarding the technology and services are discussed.

ABA Survey finds e-Filing and e-Service on the Rise

Thanks to a note via Kendall Collins Smith of Lexis-Nexis (one of the sponsors) we learned of the release of a recent survey created by the American Bar Association on Litigation and Courtroom Technology including the use of e-filing.

Eight Rules of E-Filing: Rule #3

Rule Number 3: Design Backwards 

Information presentation should be designed around the work tasks that a judge or clerk performs.  Malcolm Gladwell in his article, “The Social Life of Paper” explains:

“It is only if paper's usefulness is in the information written directly on it that it must be stored. If its usefulness lies in the promotion of ongoing creative thinking, then, once that thinking is finished, the paper becomes superfluous. The solution to our paper problem, they write, is not to use less paper but to keep less paper. Why bother filing at all? Everything we know about the workplace suggests that few if any knowledge workers ever refer to documents again once they have filed them away, which should come as no surprise, since paper is a lousy way to archive information. It's too hard to search and it takes up too much space. Besides, we all have the best filing system ever invented, right there on our desks -- the personal computer.”

8th Conference on Privacy and Public Access to Court Records

The Center for Legal and Court Technology and the National Center for State Courts, with the assistance of the Administrative Office of the United States Courts, have announced the eighth edition of the Privacy and Public Access to Court Records Conference to be held in Williamsburg, Virginia on November 3-4, 2011.  Some topics from the agenda include an update on state policies, technology trends and issues panel, social media, issues relating to family law and privacy, international perspectives, and a special presentation on an experimental initiative with streaming video in a Massachusetts court.

CTC-2011 Educational Agenda Posted

The educational session agenda for the CTC-2011 conference have been posted.  There is more information coming but I can share a few highlights.  First, CITOC has created an entire track of sessions for court CIO's that addresses the entire life-cycle of court IT management.  Second, there are many sessions sharing innovations in the court automation and how courts have transitioned to new technology, and re-engineered processes and their organization to take advantage of the new electronic world.  Third, there are many sessions looking toward the future including next generation technology standards, new information sharing approaches and the application of new technologies in the courtroom. And one can't forget that CTC has the largest court technology vendor show in the world with all the latest systems and ideas.

CTC-2011 will be held from October 4-6, 2011 at the Long Beach, California Convention Center.

Full descriptions of the sessions will be posted in the near future.

Eight Rules of E-Filing: Rule #2

Rule Number 2: User authentication must be designed into the overall e-filing solution.

For too long court E-filing has been generally limited to civil case matters.  This is perfectly understandable from a legal viewpoint since the parties and/or court can simply agree to its use.  But today we should design E-filing systems to deal with all case types such as criminal and juvenile that has a decidedly greater need for user verification.

Eight Rules of E-Filing: Rule #1

Rule Number 1: All documents created by the court are stored in the electronic document management system (EDMS) are designated as “the official record”.

Why this rule?  Because many courts have and continue to maintain dual paper and electronic systems have reported that they have not benefited from their document management systems - simply because they are maintaining two systems.  Needless to say, doubling the number of systems is not a recipe for efficiency.  And while is takes time to transition from the paper file room to the electronic document system, the sooner that the conversion takes place, the better.

2011 NIEM National Training Event

IT professionals from government and industry will gather in Philadelphia to learn more about the National Information Exchange Model (NIEM), sharing their implementation experiences, celebrating their accomplishments, demonstrating helpful development tools, providing domain updates, and discussing effective strategies for information sharing.  Among the five concurrent tracks, keynote speakers, and special events, here are a few highlights to pique the interest of state and local court leaders:

• Oklahoma AOC Information Exchange:  A Use Case for NIEM Enterprise Implementation
• National Association of State CIOs:  State and Local Panel
• Human Services Collaborations:  Information Exchange Across the Digital Divide
• LinkedIn’s Vice President of Strategic Alliances

Visit the NIEM 2011 Training Event website to view the entire NIEM NTE agenda, register, and reserve your accommodations at the Philadelphia Marriott Downtown.