1. Paperless Court Round Table Presented By: John Purinton

2. Electronic Workflow Electronic workflow is a means to a paperless system in the court. It is made up of many parts: eFiling eForms eSignatures eCMS

3. Electronic Workflow Electronic workflow is a means to a paperless system in the court. It is made up of many parts: eDashboard eNotifications eCertification

4. eFiling The ability to receive documents electronically possibly through a web application. A method of payment would have to be developed for Civil filings as well as for some traffic and criminal filings.

5. eForms/Documents Letters and forms would need to be created from within the system. Only the copy sent to someone via USPS, FedEx, or UPS or handed to someone at the front window would need to be printed on paper. Forms and letters would be signed electronically.

6. Standards Standard 1.1A - Electronic Documents Electronic documents shall be part of the official court record. Paper versions of the electronic documents, if maintained, shall be considered copies. Electronic filings shall not be followed up by a paper copy.

7. Standards Standard - 1.1B Electronic Viewing Electronic filing processes will presume that all users will view documents on their computer screens. Paper copies will be available on demand, but their production will be exceptional, not routine.

8. Standards Standard 1.1C - Technical Requirements Courts shall use Internet browser, eXtensible Markup Language, and/or other standards set forth by the Supreme Court of Ohio.

9. Standards Standard 1.1D - Document Format 445 Courts shall require electronic documents to be submitted in a format that can be rendered with high fidelity to originals, and, when possible, is searchable and tagged. Courts shall only require formats for which software to read and print documents is available free.

10. Standards Standard 1.1E - Linked Documents Each filed document can have references, with links only to itself. External links are prohibited.

11. Standards Standard 1.1F - Data Accompanying Submitted Documents Courts shall require filers to transmit data identifying a submitted document, the filing party, and sufficient other information for the entry in the appropriate court system.

12. Standards Standard 1.1G Identity of the Sender Courts shall use a common method to identify persons interacting with their electronic filing system. The standard requires a court to use a common method to determine who submitted a document for filing. Courts will use the same method for identifying anyone who seeks to obtain documents or information, except for requests for information to which it chooses to provide totally free and unmonitored public access.

13. Standards Standard 1.1H - Integrity of Transmitted and Filed Documents and Data Courts will electronically maintain the integrity of transmitted documents and data, and documents and data contained in official court files.

14. Standards Standard 1.1H - Integrity of Transmitted and Filed Documents and Data Document integrity may be ensured at two stages in the process: First, the court can ensure that the document filed with the court is the same as the document sent by the filer – that it has not been corrupted during transmission. While it is true that courts have no parallel responsibility in the current paper world, corruption of a filing during transmission is a fear often expressed by lawyers; that fear can be addressed cheaply and effectively. Second, the court can guarantee that the document in the official record has not been modified after it has been entered into the court’s database.

15. Standards Standard 1.1I - Electronic Acceptance of Payments Courts may establish a means to accept payments of fees, fines, surcharges and other financial obligations electronically, including the processing of applications to waive fees. Inclusion of an electronic fee collection mechanism is a best practice for a successful electronic filing system where filing fees are required. It was the original intention of the drafters to make the ability to accept an electronic payment a requirement, however, current statutory language discourages the charge of convenience fees for processing these electronic payments.

16. Standards Standard 1.1J - Surcharges for Electronic Filing Courts should avoid surcharges for filing of or access to electronic documents. Imposition of surcharges for electronic filing is a complicated issue. These standards favor free electronic filing processes. However, they also recognize the practical realities of limited public revenues available for support of these processes and the valuable contribution of private sector service providers willing to make the capital investment needed to implement such processes in return for a future revenue stream from transaction-based fees.

17. Standards Standard 1.1K - Court Control over Court Documents Whenever a court’s official electronic document resides on hardware owned or controlled by an entity other than the court the court shall ensure by contract or other agreement that ownership and control of the documents, their schema and indexing, and the storage media on which they reside remains with the court or clerk of court. Storage media deemed cleaned may revert ownership to the service provider. All inquiries for court documents and information shall be made against the current, complete, accurate and official court record.

18. Standards Standard 1.1L Addressing the Special Needs of Users In developing and implementing electronic filing, courts shall consider the special needs of e-filers. The intent of this standard is for courts to take reasonable steps to ensure that electronic filing systems promote, rather than create barriers to, public access to the courts.

19. eSignatures Provide the ability to sign documents by Defendants and court personnel. The signatures would have to be legally compliant. (Ohio Supreme Court Standards)

20. eSignatures The Supreme Court of Ohio is authorized to “adopt rules pertaining to the use of electronic records and electronic signatures.” In 2001, Civil Rule 5(E) 1 was amended to provide: A court may provide, by local rules adopted pursuant to the Rules of Superintendence, for the filing of documents by electronic means. If the court adopts such local rules, they shall include all of the following: (1) Any signature on electronically transmitted documents shall be considered that of the attorney or party it purports to be for all purposes. If it is established that the documents were transmitted without authority, the court shall order the filing stricken. (2) A provision shall specify the days and hours during which electronically transmitted documents will be received by the court, and a provision shall specify when documents received electronically will be considered to have been filed. (3) Any document filed electronically that requires a filing fee may be rejected by the clerk of court unless the filer has complied with the mechanism established by the court for the payment of filing fees.

21. eCMS Court Management System The ability to route documents, actions, etc. throughout the court without creating paper cases. This would mean setting up queues for judges, magistrates, clerks, bailiffs, probation officers, etc. Images of documents would be associated with their docket entries without printing, signing, and scanning back into the system.

22. eDashboard A screen or dashboard to control the activities of an electronic workflow in the court as well as providing judges and court personnel the ability to view and link to key information. Some courts have discussed using touch screens?

23. eNotifications Notifications sent to attorneys, prosecutors, agencies, etc. via Email.

24. eCertification Addition to the current E-Certified Mail in Authority Civil, signature sheets should automatically be saved to the case or docket entry instead of having to print and scan the signatures into the case or docket. Want the flexibility to link to multiple delivery services.

25. Questions? Let’s take a few minutes to cover any questions you may have about the information discussed.

26. Thank you! We’re glad you were here and hope this session had value for you. If you have any questions, please contact us using the methods below: John Purinton 1-800-686-9313 Option 6 purintonj@civicacmi.com