1 Electronic Records Stephen Kenyon Clerk of the Idaho Supreme Court and Idaho Court of Appeals

2 Scope of Webinar Background of electronic records project. Background of electronic records project. The blueprint for electronic records. The blueprint for electronic records. Preparing the record Preparing the record Exhibits (including confidential exhibits) Exhibits (including confidential exhibits) Fees for electronic records Fees for electronic records Questions and/or concerns Questions and/or concerns

Electronic Records Project July 2010 electronic records project began In the beginning 6 counties participated Now we have 9 participating counties 3

Electronic Records Basics Civil cases: Civil cases: If requested by parties If requested by parties Scan entire file Scan entire file Fees are 65 cents per page for entire file. Fees are 65 cents per page for entire file. Prepare using Adobe X standard. Prepare using Adobe X standard. If you don’t have Adobe X standard contact Scott Haverfield at If you don’t have Adobe X standard contact Scott Haverfield at 4

How to Prepare Records Step 1 Scan record into PDF file format Create title page Print ROA Step 2 Combine all files into one PDF file Unless more than 1,000 pages then separate PDF into one file for each 1,000 pages. To combine files Select File, Create, Combine Files See Demonstration A 5

Prepare Records pg 2 Step 3 Run OCR against combined files Tools, Recognize Text, In This File See Demonstration B. Step 4 Create Bookmarks This replaces the table of contents for current records. Highlight title of document, right click, Add Bookmark See Demonstration C. 6

Prepare the Records pg 3. Step 5 Burn to CD Clerk’s Record Exhibits Confidential Exhibits Transcripts See Demonstration D What to include Copies of CDs offered as exhibits Digital pictures of exhibits if not being sent 7

Clerk’s recordpg 4. How to label the CD How to label the CD We use Avery labels for CD labels (in word) We use Avery labels for CD labels (in word) Or use sharpie Or use sharpie Must have Supreme Court docket number on label. Must have Supreme Court docket number on label. 8

Criminal Appeals If SAPD is representing defendant you can send electronic record. If SAPD is representing defendant you can send electronic record. Serve SAPD and AG with CD of case – Serve SAPD and AG with CD of case – SAPD is accepting service of records SAPD is accepting service of records AG’s office would prefer CD of record. AG’s office would prefer CD of record. 9

Charges Currently the price is 65 cents per page for entire district court file. The Supreme Court is considering a tiered approach for some cases 10

How to Copy a CD 1.Insert the disc you wish to copy in the “D” drive. (This is the source disc.) 2.Click the COPY button when you are ready to continue. A temporary copy of the source disc will be made. 3.When the disc is done copying, the disc drive will pop open. Remove the source disc. 4.Insert a blank or rewritable disc into the “D” drive. Click OK. 5.Wait until the disc is done copying and then remove the disc. 6.If you want to make another exact copy of the same CD, click on MAKE ANOTHER. If not, click DONE. 11

What Should the Charge be For example, $ cents per page for an selected documents. Or – give us suggestions on costs for selected documents. Large Files – only want a few pages. 12