The Illinois e-filing experience Mandatory order 1/22/16 E-filing of civil cases mandatory in the Supreme Court and the Appellate Courts Effective July 1, 2017 Circuit Courts effective January 1, 2018

RFI posted for E-filing Manager (EFM ) EFM vendor must provide: Stand-alone online Electronic Filing Manager (EFM) service Web service connectors for direct integration with EFSP and CM vendors A Portal which segregates e-Filing activity for each trial and reviewing court. Facilitate the receipt and distribution of trial court records on appeal and transfers of electronic records within the reviewing courts Online, secure e-filing registry for use with all EFSP services to authenticate all users Identify whether the attorney-filer is in good standing with the Court. Authenticate users using a unique user profile. Allow for courts and administrators to manually Disable / Delete user accounts. Complex Password Policy Provide, at no cost to the filer, a Basic EFSP service which would provide core functions of an EFSP EFM Requirements of the EFM

Candidates 8 firms submitted bids: Granicus, ImageSoft, Integrated Software Specialists (ISS), I2File, Thompson Reuters, Turbo Court (INTRESYS) Tybera and Tyler.

Team created Christopher C. Starck retained as program coordinator Administrative Office of Illinois Courts staff including IT Judges Clerk of Supereme Court Clerks of Appellate Courts Clerks of Trial Courts Attorneys

Narrow down the field In person and on-line meetings Thorough review of all proposals Knowledge of vendors Knowledge of other implementations Size of vendor firm Obvious lack of capability to do our job

Had to be accomplished fast!!!

A manageable number 3 vendors Final 2 vendors

Reference checks Team of 3: Head of Administrative Office of Illinois Courts IT (JIS), Head of Administrative Office of Illinois Courts Court services Program manager Phone interviews with all of the references Breaking news about vendors Report to Team

What is the purpose of this thing? Is the "solution" really going to be a solution? How do we justify the dollar costs? How do we justify the personal costs?

Processing Models 24x7 Filer Submission Court / Clerk Review Review Queues AcceptAccept Web Integrated Model Manual Model Documents are downloaded from e-filing system. SFTP Model Documents and/or data travels in one direction from EFM to CMS. Complies with mandate requirements

How can we NOT automate our systems? Costs? Customers and voters?

Why E-Filing? Improve Customer Service Streamline Operations Reduce Physical Storage

Stakeholder Challenges Judges Management of large cases in the courtroom can be cumbersome Judges practicing in multiple locations must learn system of record for each jurisdiction Work limited by lack of documents and case data online

Electronic Delivery Notify case participants that actions have taken place on case Provide online access to documents and case information Notify case participants that actions have taken place on case Provide online access to documents and case information Overcoming Challenges – 3 Step Process Electronic Introduction Mandate electronic filing/electronic service and adjust rules of procedure Back scan historical cases to digitize paper-based records Mandate electronic filing/electronic service and adjust rules of procedure Back scan historical cases to digitize paper-based records Post Acceptance Electronic Processes Establish workflows to handle electronic processes Create internal notifications to remind clerks to perform subsequent actions on cases Establish workflows to handle electronic processes Create internal notifications to remind clerks to perform subsequent actions on cases

E-Filing Mandate: eFileIL Summary Initial implementation includes: Supreme Court 5 Appellate Districts 87 Counties / Trial Courts Key project milestones: 7/1/2017 – Mandate for Supreme Court and Appellate Courts 1/1/2018 – Mandate for 87 Counties / Trial Courts All 102 Counties will be required to submit the Record on Appeal via the EFM on 7/1/2017 All implementations require integration with CMS Summary Initial implementation includes: Supreme Court 5 Appellate Districts 87 Counties / Trial Courts Key project milestones: 7/1/2017 – Mandate for Supreme Court and Appellate Courts 1/1/2018 – Mandate for 87 Counties / Trial Courts All 102 Counties will be required to submit the Record on Appeal via the EFM on 7/1/2017 All implementations require integration with CMS

Vendor Selection: Proven E-Filing Solution Summary Live in 18 of 21 states under contract E-filing mandatory in 14 states Integrated with >50 3rd party companies Odyssey File & Serve (OFS) available to 30% of the U.S. population 16.3% of U.S. population under mandatory e-filing w/ OFS Summary Live in 18 of 21 states under contract E-filing mandatory in 14 states Integrated with >50 3rd party companies Odyssey File & Serve (OFS) available to 30% of the U.S. population 16.3% of U.S. population under mandatory e-filing w/ OFS Live E-File Client Signed E-File Client Mandatory E-Filing Washington Oregon Idaho California Nevada Utah Arizona New Mexico Colorado Wyoming Montana North Dakota South Dakota Nebraska Kansas Oklahoma Texas Arkansas Louisiana Missouri Iowa Wisconsin Michigan Indiana Ohio PA New York VT Minnesota NH Maine Kentucky West Virginia North Carolina Tennessee South Carolina Georgia Alabama Mississippi Florida MA CT RI NJ MD DE Illinois

Additional Electronic Processes Case Management & Scheduling In-Court Activity Financial Management Paper Files Mailed Notices & Calendars Cash Payments Signed Documents With e-filing, business begins electronically. Self Represented Litigants Attorneys Intake and Docketing But as work progresses, many processes still force an exit to paper. Justice partners must collaborate to re-think process flow in an electronic environment

Electronic Delivery 24x7 online access to case documents and information Bench solution to view electronic cases and documents in the courtroom Judges Case Participants (Attorneys, Parties, SRLs) Case Participants (Attorneys, Parties, SRLs) 24x7 online access to case documents and information Electronic notices and notifications to all case participants General Public 24x7 online access to case documents and information Security-based solution

Next Steps Successfully complete the eFiling implementation across the state Begin working with CMS vendors to establish post acceptance workflows Identify and implement a solution to support the electronic delivery of, and access to, case documents and information Successfully complete the eFiling implementation across the state Begin working with CMS vendors to establish post acceptance workflows Identify and implement a solution to support the electronic delivery of, and access to, case documents and information

Questions

Odyssey eFileIL E-Filing manager for the State of Illinois Administered by the Administrative Office of the Illinois Courts Powered by Tyler Technologies E-Filing manager for the State of Illinois Administered by the Administrative Office of the Illinois Courts Powered by Tyler Technologies

E-Filing Today Less than 20 of 102 counties in Illinois utilize eFiling today Support Interoperability Ability to Scale Voluntary eFiling adoption rate throughout the state of Illinois was slow developing in a permissive environment Counter-Pressure Impediments to increased volume Cost to Filers

E-Filing Model Filer Prepares Documents 24X7 Submission to EFSP of Choice 24X7 Submission to EFSP of Choice Filing Prepared for Clerk Review by EFM Filing Prepared for Clerk Review by EFM Clerk Accepts or Rejects Stamped Documents Passed to CMS and Filer Filer EFSP Clerk CMS