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Local Rule 24 - Court Technology Plan
Miami County Common Pleas Court Technology Plan
Local Rule 24
In accordance with Superintendence Rule 5(E), the Court hereby adopts and maintains a Court Technology Plan which includes the following:
1. A comprehensive strategy for implementing and maintaining technology solutions for conducting remote hearings, electronic service, the acceptance of electronic signatures, and any other technology-related solution utilized by the court or division; and
2. Procedures for notifying and providing instructions to the public on how to use the technology solutions implemented by the court or division and how the solutions will comply with any accessibility accommodation requirements, including any applicable requirements of the “Americans with Disabilities Act.”
The Court’s plan will be available at the Office of the Court Administrator for the Common Pleas Court located at 201 W. Main Street, 3rd Floor, Troy, Ohio 45373.
- Case Management
The Court uses the following applications to manage its docket and related case records (e.g., case management software, digital notification applications)
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsible |
Courtview (Upgraded to CV3 in 2019)
| Case Management Software utilized by Court staff and Clerk of Court | Vendor Training Materials | Clerk of Courts staff responsible for inputting information and maintaining records. Court staff updates hearing events and issues alerts to parties for upcoming hearings. |
Courtview | Digital notifications sent by court staff | Vendor Training Materials | Court Staff |
The Court uses Courtview as its case management system. In addition to the Local Rules of Miami County Common Pleas Court, General Division, which are adopted to assist in the case flow management of the civil, criminal and domestic relations divisions to ensure the timely disposition of cases, Courtview contains docketing, case-related financial information and internal case notes. This application is used by both Court staff and the Clerk of Court’s office. Employees receive in-person and/or other training methods established or customized as needed by Equivant.
Courtview has a feature built within the Judicial Management module that sends digital reminders of hearings dates to parties and their attorneys. Text messages are sent once the hearing has been scheduled in the system. The alert is issued 2 - 3 days prior to the hearing date, and the day before the hearing date. At the first court appearance, parties and attorneys are asked to submit their contact information to the Judicial Assistants/Bailiffs in order to collect their cell phone numbers.
B. Clerk of Court Functions
The Clerk of Court uses the following applications to perform its clerk-related functions:
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
Courtview 3 /Equivant (Upgraded to CV 3 - 2019) | Case management software utilized by Court Staff and Clerk of Courts | Vendor Training Materials | Clerk of Court Staff |
Courtview 3/Equivant E-filing (effective 9-2021) | Electronic filing of new complaints and subsequent pleadings | Vendor Training Materials | Clerk of Court Staff |
Showcase Imaging
(effective 9-2021) | Document imaging software utilized by Clerk Staff | Vendor Training Materials | Clerk of Court Staff |
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See Case Management Section above for information on Courtview case management software.
The Court provides online access to case information and court documents through public access portal hosted through Civic Plus, the county’s website host. The public must agree to terms and conditions before entering the online case information website. The terms and the court’s privacy policy align with Superintendence Rules 44-47 that restrict public access to certain types of case information, as well as policies under Ohio Court Security Standard 16 that protect confidential information. Access to this website is also available on the Clerk of Court’s website. User instructions can be found on the webpage housing the case record search functions. In additional to written instructions, there are training materials showing examples of how to search for case information posted on the web page.
The Clerk of Court uses Showcase Imaging to scan and electronically store court records and other documents. This software integrates with Courtview 3 to allow for online access to records. Clerk employees have tutorial videos and training material provided by the vendor and receive access to a testing site when needed.
- Adult Probation Department
The Court uses the following applications in managing its Adult Probation Department.
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
Courtview 3 – Probation Module (Eff. 2019) | Case Management Software for Adult Probation Department; PSI Writers and Pretrial Services Officer | Vendor provides in-person training and other instructions uploaded to users through e-mail and/or Zoom meetings | Probation Officers; PSI Writers; Pretrial Service Officer and Administrative Assistant |
OCSS Software (Eff. 2021) | Additional Case Management Software for the Adult Probation Department linked in with other state agencies. | On-line video instructions/in-person training | Probation Officers; PSI Writers; Pretrial Services Officer and Administrative Assistant enter/maintain/update data entry through CV3 and exported then to OCSS or directly upload into OCSS. |
- Filing
The Court and Clerk of Court use the following applications to manage the filing of court documents (e.g., electronic filing and fax filings).
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsible |
Courtview – E-filing (Eff. Sept. 2021) | Electronic court filings | Clerk of Court’s website; Court’s website, vendor tutorials, individual coaching, if needed | Clerk of Court staff members |
Fax Machine | Electronic court filings | Instructions posted under Local Rules on Court’s web page | Clerk of Court staff members |
The Clerk of Court accepts filings electronically via E-filing within the Courtview module and fax in accordance with Local Rule 2.09. Users are required to register and create an account with the e-filing application. Instructions on how to file documents using each of these methods are placed on the Clerk’s and Court’s websites, as well as an instructional video. Staff is provided instructional video and testing site where they upload sample documents. Procedures for accepting electronic filings via e-filing are outlined in Local Rule 22. Procedures for accepting fax filings are outlined in the Local Rule 2.09.
- E. Evidence Management
The Court uses the following applications to manage the receipt, distribution and retention of evidence:
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
Microsoft Word Document
| Tracking Tagged Evidence | Posted under Local Rules on website | Responsibility of Court Reporter for tracking retention period |
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F. Fiscal
The Court uses the following applications for financial management and accounting:
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
Munis (Eff. 2019) | Entering Time Records of Court Employees | Through training provided by the Auditor’s office | Auditor’s office for training and additional support. |
Munis (Eff. 2016) | Managing financial record-keeping of account payables and receivables under day-to-day operations of the court. | Through training provided by the Auditor’s office | Auditor’s office for training and additional support |
G. Hearings
The Court uses the following applications to conduct hearings and related proceedings (e.g., remote hearings, digital recording software)
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
JAVS (Eff. 2005) | Audio Recording System utilized in all courtrooms to record proceedings. | In-Person and Remote Training by Justice AV Solutions, Inc. | Departmental roles extend to individual staff members to familiarize themselves with all the functionality levels of the software and ability to operate the system seamlessly. Continued product support offered by Justice AV Solutions under maintenance contract. |
Cisco Webex (Eff. 2020) | Remote Hearings | Training provided by the Court’s IT Department | Support provided by IT and responsibility lies within individual staff members to familiarize themselves with the software’s functionalities. |
Polycom system (Eff. 2016)
| Remote Hearings | Training and continued support provided by vendor and county’s IT Department | Video connectivity to the JAVS system which allows participates to be viewed during remote hearings. |
H. Human Resources
The Court uses the following applications to perform human resource functions:
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
Munis (Eff. 2019) | Software applications to track monetary earnings of employees and accruals of sick and vacation time. | Instructions provided by the Auditor’s office through training sessions. | Support provided by IT, Auditor’s office and responsibility lies within individual staff members to familiarize themselves with the software’s functionalities |
Civic Plus Website/Indeed.Com | Job Posting for the Court | Court Administrator prepares advertisement and e-mails job posting to HR Coordinator who in turn posts the job to our county’s website along with Indeed.com job search engine. | Human Resources and the Court Administrator along with continued assistance from our county’s IT Department |
Employee Review Forms, etc.
| Ability to supply various departments with forms needed to perform employee evaluations, disciplinary actions, terminations. | Work in conjunction with the HR Coordinator who provides assistance to the Court Administrator and/or Administrative Judge | County’s Human Resources |
- Interfacing with Other Entities:
The Court integrates with the following applications:
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
OCSS (Eff. 2021) | Tracking system of offenders on supervision within the State of Ohio. The software system interfaces with other correctional departments across the State of Ohio. | In-person training and continued support offered by StepMobile, LLC, sole proprietor of the OCSS software | Support provided by StepMobile and responsibility lies within individual staff members to familiarize themselves with the software’s functionalities |
Justice Web | Tracking Defendant in case management system ability to view warrant information and fingerprint/DNA | Experienced staff | Relies on outside law enforcements to update information |
Spillman | Data provided by county-wide Law Enforcement Agencies for compiling information and real-time information | Experienced staff and in-house IT Department | Relies on outside law enforcements to update information |
Courtview | Uploading PSI Reports, tracking Defendants’ case history. Also, sharing of case management information between the Municipal Court and Common Pleas Court. | Vendor and experienced staff | Clerk’s office and court personnel |
J. Jury Management:
The Court uses the following applications to manage its jury services:
Application
| Purpose | How Users Receive Instructions | Dept/Role Responsibility |
Jury Trac (Eff. 2015) | Maintains database of jurors for Common Pleas Court jury pools. | On-site training offered by Equivant, sole proprietor of the Jury Trac software package. | On-going Support provided by Equivant and responsibility lies within individual staff members to familiarize themselves with the software’s functionalities |
Hyper-Reach (Eff. 2022) | Mass Notification Communication System to alert jurors of upcoming jury service | Training provided by in-house IT Director to staff member. | On-going Support provided by in-house IT Department. Responsibility lies within individual staff members to familiarize themselves with the software’s functionalities |
K. Court Services – Pretrial Supervision Officer and Presentence Investigation Writers
The Court uses the following applications to provide court services:
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
Courtview (Eff. 2019) | Tracking progress of Defendant with case flow management; view arrest and bond violation reports by Pretrial Services Officer. | Training supported by vendor, Equivant. | Staff member and vendor |
Justice Web | Tracking Defendant in case management system ability to view warrant information and fingerprint/DNA by Pretrial Services Officer. The PSI Writers use Justice Web to search Defendant’s Arrest Records; Jail Booking Information. | Training offered by vendor and experienced staff members | Vendor and staff members |
Spillman | Local database to track police contact, retrieve police reports and identify whether or not new charges have been filed. | Training offered by Sheriff’s Department and experienced staff members | Law Enforcement Agency. |
OHLEG | Warrant Checks conducted by Pretrial Services Officer. PSI Writer’s search Defendant’s OBMV status information including license status, photo, ID information, verify personal information, BMV convictions and warrant status | Experienced Staff members and receiving certification. Training offered by vendor and continue IT support. | Vendor supported by State of Ohio |
DRC Gateway | Used to search Defendant’s institution information including current and prior institution numbers, charge information including case number, county and expected release date. | Support provided by Vendor and experienced staff. | State of Ohio and ODRC. |
L. Public Access
The Court uses the following applications to provide access to the public (e.g., live streaming of hearings, online docket access)
Application | Purpose | How users Receive Instructions | Dept/Role Responsible |
You Tube | Livestreaming of Court Hearings | Link posted to website | IT Department |
Courtview | Public Access to case management system for viewing dockets both open and closed. | Instructions posted on Clerk’s website | Clerk of Court |
M. Records Management/Retention
The Court uses the following applications to manage and retain records (e.g. document imaging, etc.)
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
ShowCase Imaging | Provides images of filings in a case | Instructions listed on Clerk’s website | Clerk of Court |
N. Special Accommodations
The Court uses the following applications to provide services for participants needing special accommodations (e.g., Language Line, virtual remote interpreting, and assistive hearing)
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
Language Line Solutions | Remote Access to Interpreters | Instructions provided by Language Line Solutions and continued training on services offered by the Supreme Court of Ohio | Language Line Solutions and court staff members. |
O. Victim Services
The Court uses the following applications to provide victim services:
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
Courtview | Case Management system | Posted on website | Clerk of Court |
P. Website
The Court uses the following application in the development and maintenance of its website:
Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
Civic Plus | Website program | In-house training and on-going support through our countywide IT Department | Auditor’s Office/ IT Department |
Future Implementation Plans
The Court intends to acquire and/or implement the following technologies over the next five years:
I. JURY MANAGEMENT SYSTEM
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
New Jury Management System | Enhanced features providing system-wide notification to jurors | On-site training and continued remote support | Court Administrator/Jury Commissioners |
No |
II. NEW VIDEO/RECORDING SYSTEM
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
New/ Updated Audio/Video Recording System | Audio and Video records simultaneously of court proceedings | On-site training and continued remote support | Judicial Staff/ IT Department and Court Administrator’s Office | No. |
III. CREDIT CARD SYSTEM FOR OCSS KIOSK
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
OCSS Credit Card Application System | Ability to receive payments of probationers through departmental credit card reader | On-site training and continued remote support | Probation Department |
Yes, In Progress |
IV. SEARCH WARRANT SOFTWARE – VIA REMOTE ACCESS
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
EzWarrant | Electronic Search Warrants for Law Enforcement to upload for execution by Judges/Magistrates. | Through Vendor training and continued support offered remotely once software goes live. | Law Enforcement Agencies; Clerk’s office for data entry | No |
V. COURT’S WEBSITE
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
Updated Website | Robust website system to accommodate court’s needs | Through Vendor and in-house IT Department for additional training/support. | Court Administrator’s office/IT Department | No |
VI. CLOUD STORAGE
New Application | Purpose | How Users Receive Instructions | Dept/Role Responsible | Funding Secured (Yes/No) |
Cloud Storage/Additional Server | Electronic storage on i-cloud services vs. local servers housed by IT Department. | Through IT Department and software vendor. | Dual responsibility within IT Department and court staff. | No |