JusticeTech

®

by ImageSoft

End-to-End Electronic Justice System Solution

JusticeTech Overview

The justice community—including courts, prosecutors, law enforcement and related justice agencies—is rapidly moving to a fully electronic “paperon-demand” world where paper is the exception and faster, more efficient processes are the norm. JusticeTech is a comprehensive technology solution that enables a paperon-demand environment, allowing all stakeholders in the justice system to share a common electronic case file. JusticeTech provides automated workflow to efficiently move information through the process, enabling key parties in the justice system to work collaboratively as a single, connected unit. The result is improved productivity, reduced costs, increased public safety and enhanced citizen service.

What is Paper-On-Demand? Fundamentally, a paper-on-demand environment has the following attributes: • An electronic case file is used instead of a paper file • Documents are captured in digital form or converted to digital form as close to the source as possible • Configurable workflow is used to automate processes

Why JusticeTech? JusticeTech is used by some of the most advanced courts, prosecutor offices, police departments and related justice agencies to transform the entire justice environment. It enables these agencies to eliminate paper files and processes, automate manual processes and to share documents and data. JusticeTech does not replace existing Case Management Systems; instead it complements and integrates with these vital database systems.

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Genesee County earned ROI of more than $1.1 million by implementing JusticeTech. In addition, we significantly improved our caseflow throughput despite a 15 percent staff reduction. JusticeTech has allowed us to upgrade almost every process, creating efficiencies throughout the court. ” — John Battles, Director, Genesee County Courts

JusticeTech Overview

Figure 1 - JusticeTech Components

ch Compone iceTe nts Just

Workflow Solutions

Electronic Case File

Case Management System

Breakthrough Technologies: The Key Components of JusticeTech What sets JusticeTech apart from other technology solutions is its ability to integrate all judicial units while leveraging your existing technology investment. Gone are the information silos, voids and other impediments to justice. In their place is a unified justice system where information is shared, business rules are automated and collaboration, communication and transparency are enhanced. Key to achieving a 100 percent electronic environment are three chief components of JusticeTech:

Workflow Solutions Workflow is a key differentiator of JusticeTech and the single most significant component to a paper-on-demand environment because of the process efficiencies it creates. Workflow allows for automated routing and processing of electronic documents and data. JusticeTech contains pre-configured workflow--for all courts and case-specific processes--that can be quickly tailored to the unique needs of an organization to automate repetitive tasks and standardize processes across multiple agencies or departments.

JusticeTech Overview

Electronic Case File Storing, protecting and managing all of the documents and metadata associated with a case in an intuitive electronic case file are fundamental capabilities of JusticeTech. JusticeTech is built on OnBase®, a best-in-class Enterprise Content Management (ECM) system, and the solution includes tools for scanning paper documents, classifying and indexing documents and capturing documents from electronic sources. For maximum effectiveness, the electronic case file in JusticeTech emulates the paper case folder, minus the physical limitations.

Case Management System (CMS) Connector A key benefit of JusticeTech is its ability to integrate with the court’s Case Management System (CMS). The JusticeTech CMS Connector (CMS-C) is comprised of a series of software components that allow a wide array of Case Management Systems to be integrated with JusticeTech. This means that the two systems work together to improve data integrity and reduce data entry costs. With JusticeTech, the court does not need to replace its CMS and can avoid the high risk and significant costs of deploying a new CMS. JusticeTech also offers other breakthrough technology components to drive a 100 percent electronic environment, including:

Document Creation JusticeTech Document Creation automates and standardizes the document generation process, reducing document creation time and improving document integrity. It accomplishes this using a central library of document templates, with each template containing one or more case variable tags, such as case number, party name, judicial officer and charges. Tag values are replaced with case data during creation and the resulting document is stored in the electronic case file and, if necessary, routed for processing. Non-­technical users can easily configure new document templates if needed.

eForms JusticeTech eForms are the electronic counterpart to a paper-based form. They simplify data entry and improve productivity. Besides eliminating paper, eForms are smarter than paper forms because they dynamically change based on the process and data entered. eForms are always up-to-date and can be accessed from many types of Internet-connected devices. JusticeTech eForms are used within JusticeTech workflow processes to capture user data and decisions and are also used on public-facing websites, eFiling portals, court CMS, police RMS and other systems. The JusticeTech suite contains

JusticeTech Overview

many pre-configured, case-specific eForms, but since every customer has unique needs, JusticeTech provides an easy-to-use point-and-click eForm designer.

TrueFiling Electronic filing allows parties to file documents with the court clerk electronically via the Web. TrueFiling is a standards-based eFiling solution that offloads document capture and indexing to the filer while improving file integrity and accountability. What makes TrueFiling unique is that it offers a filing tool for lawyers, pro se filers, law enforcement and other justice agencies. Additionally, it provides support for the electronic subpoena and discovery processes, greatly reducing the volume of paper documents handled and improving the court’s internal processes through electronic workflow.

TrueSign® TrueSign is an easy-to-use solution that creates legally compliant electronic signatures. It enables users to securely sign documents in real time as part of the workflow, improving overall throughput and transparency while eliminating the need to print the documents, sign and rescan it.

TrueCertifyTM TrueCertify enables certified documents to be delivered and authenticated electronically. It assures document authenticity and is virtually impossible to circumvent or forge. TrueCertify improves service to constituents by providing real-time access to certified documents and saves time and reduces costs by eliminating the need to print and copy paper documents for certification.

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We’ve been able to provide outstanding customer service, hold costs and keep up to date with our records because of JusticeTech. We couldn’t have asked for a better solution for our records processes.” — Daniel Krueger, County Clerk, Ottawa County

JusticeTech Overview

JusticeTech Overview

JusticeTech in the Courts The court system is a complex enterprise with vast amounts of documents and data driven by time-sensitive processes. While a court Case Management System (CMS) manages information related to court docketing, scheduling and other data surrounding court cases, the issues of the physical case file and all the inherent costs and inefficiencies related to paper remain. A typical court’s CMS contains only about 30 percent of the information needed for court business. The other 70 percent is locked in paper documents and staff’s memory and not easily accessed. JusticeTech allows 100 percent of the court’s information to be managed, automated and securely shared. In the courts, JusticeTech converts paper files and processes to digital files and provides automated processes to give judges, the clerk, court staff and constituents a “better-than-paper” experience. JusticeTech works with the court’s existing CMS to allow a court to become 100 percent electronic while providing automated workflows to seamlessly share and move information among all key parties in the process.

Workflow Solutions It’s the workflow component of JusticeTech that sets it apart from other justice systems. JusticeTech contains pre-configured workflow solutions for ALL courts, including Civil, Criminal, Domestic, Juvenile, Traffic and Appellate. The solution also offers electronic filing, electronic signature and electronic certification functionality. JusticeTech workflow harnesses high-speed document scanning, redaction, electronic signature and extensive workflow automation to create a fully electronic court. Lost documents or searching for a missing file are a thing of the past with electronic documents.

Key benefits of using Workflow: • Automate business rules and standardize court processes • Improve the speed of justice by eliminating the need to physically route paper documents • Eliminate document silos while facilitating sharing of workload • Eliminate duplicate data entry and document copies

JusticeTech Overview

Figure 2 - JusticeTech Workflow

• Improve transparency and accountability with document transaction history • Eliminate the need to physically pull case files with auto docketing • Produce management reports that measure court performance With JusticeTech, ImageSoft has pioneered innovative tools and solutions for courts, clerks, judges, and the public, including: • JudgeView • JusticeTech Arraignment • TrueFiling • TrueSign • TrueCertify • PublicView

JudgeView JudgeView is a touch-screen application designed specifically for judicial officers and staff using an electronic case file. It creates an enhanced experience at the bench and in the courtroom while enabling the mobile processing of case files anytime and anywhere.

JusticeTech Overview

JusticeTech Overview

JudgeView combines key court CMS data, electronic case file and workflow into a single interface for easy navigation to rapidly manage cases in the courtroom. Native to the application is an electronic signature solution designed by judges for judges called TrueSign.

Key benefits of using JudgeView: • Intuitive, multi-touch interface with gesture-based commands • Docket-based system that is both judge driven and clerk driven in the courtroom • View relevant documents specific to a hearing • Easy-to-use electronic case file with colored-coded folder tabs • Securely sign documents quickly and easily • Include judge’s notes, permanent markups, under advisement and much more

JusticeTech Arraignment JusticeTech Arraignment supports both remote video and face-to-face arraignment. It streamlines document packet creation while providing a framework for quickly conducting the arraignment and document signature processes. JusticeTech Arraignment accepts electronic charging documents from the prosecutor’s office, supports remote swear-in of warrants and is the genesis of the electronic criminal case file.

Key benefits of using JusticeTech Arraignment: • Streamline arraignment packet creation

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Our Court has not only experienced an increase in productivity as digital documents move quickly among relevant staff, but we have realized hard dollar cost savings in everything from paper and toner to postage.” — Philip Rodgers, Chief Judge, 13th Circuit Court

JusticeTech Overview

• Improve document integrity • Sign documents electronically from courtroom and jail • Eliminate faxing problems associated with video arraignment • Increase throughput and improve customer service by minimizing defendant paperwork and wait time

TrueFiling TrueFiling is an ECF-conformant electronic filing solution that supports all case types and dramatically improves court efficiency and constituent access. TrueFiling seamlessly integrates with the court’s existing CMS to create a true paper-on-demand court and improves the court’s internal processes through electronic workflow. TrueFiling also enables two-way communication between filing parties and the court, providing real-time status tracking for each document submitted.

Key benefits of using TrueFiling: • Satisfy demand for greater online access to court and electronic case file • Improve productivity by offloading document capture and indexing to filer • Multi-jurisdictional, supporting all courts and case types • Provide convenient eService with automatic proof of service • Support eCommerce for the controlled sale of court documents to the public • Save staff time and generate additional revenue for the clerk’s office

TrueSign TrueSign is the electronic equivalent of physically signing a document. It’s an easy-to-use electronic signature tool that lets users create legally compliant electronic signatures in real time as part of the workflow, improving overall throughput and transparency while eliminating the need to print a document, sign and rescan it.

Key benefits of using TrueSign: • Allow secured proxy signing with audit trail of signer • Enable ad hoc signing of documents

JusticeTech Overview

JusticeTech Overview

• Adheres to court-complaint signature rules • Allow permanent markups such as text, arrows, lines, redactions, stamps, seals and other changes to the document

TrueCertify TrueCertify provides a way to deliver and authenticate certified documents electronically. Using TrueCertify, public records can be electronically transmitted via email by the clerk and downloaded from a secure website by citizens, greatly improving service, efficiency and document security.

Key benefits of using TrueCertify • Provide a fraud-proof alternative to a raised seal • Enable certified documents to be delivered electronically • Improve constituent service by providing real-time access to certified documents • Eliminate need for express mailing of certified documents • Track and identify whether certified documents were delivered and/or opened by recipients

PublicView PublicView greatly improves access to the courts and increases constituent satisfaction by providing a self-service Web interface to enable citizens to search and retrieve court documents via the Internet. It’s a great convenience for citizens and a time-saving alternative and revenue stream for the courts.

Key benefits of using PublicView • Improve access to the courts for all • Convenient, time-saving service to constituents • Cost-saving and revenue-producing option for courts Courts, prosecutors, law enforcement and other justice agencies that have used JusticeTech have increased productivity by more than 15 percent in just one year. Your agency can achieve the same. Contact ImageSoft today at [email protected] to learn more or to schedule a demonstration.

JusticeTech Overview

JusticeTech: From Our Customers’ Point of View “Whatever makes you more efficient, saves your court staff time, reduces the occurrence of missing files and speeds up delivery of orders to the people who must abide by them, as JusticeTech does, improves the quality of justice.” — Jon A. Van Allsburg, Judge, 20th Circuit Court

“JusticeTech is an incredible paperless workflow system for managing case file activity.” — Mike Wendling, Prosecutor, St. Clair County

“JusticeTech increases accountability and productivity at many levels and allows us to prosecute a high-volume caseload with 20 percent fewer staff than just a few years ago.” — William Paul Nichols, Prosecutor, Monroe County

“I can tell you 100 percent, my people would never want to go back to the old way of doing things — never, never, never.” — Steve Kraai, Director of Records, Ottawa County Sheriff’s Office

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