Agenda

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ARF- 3497

Regular Agenda Item 2. D.

Regular BOS Meeting-Revised

Meeting Date:	12/15/2015
Submitted For:	Kendall Rhyne
Submitted By:	Jonathan Bearup, Deputy Court Administrator, Superior Court
Department:	Superior Court	Division:	Superior Court Administration

Information

Request/Subject

Fill the Gap Application - Limited Jurisdiction Disconnected Scanning.

Background Information

The Court Services Division, Administrative Office of the Courts Fill the Gap is a funding source available for the use of state courts to facilitate plans and programs that focus on improvement to criminal case processing. Such funds may only be expended upon approval by the Arizona Supreme Court. To expend these funds, the applicant must present a joint plan from the Presiding Judge of the Superior Court, the Clerk of Court, the Presiding Justice of the Peace, and the Board of Supervisors. The Gila County Superior Court intends to apply for and utilize State Fill the Gap funding for a project that meets the requirements described above.

Evaluation

The Administrative Office of Courts will upgrade the current case management system employed in Limited Jurisdiction Courts (Justice of the Peace, Magistrate, and Municipal courts) from "AZTEC" (Arizona (AZ) Transaction & Electronic Case Management System) to a new system called "AJACS" (Arizona Judicial Automated Case System) within the next two calendar years (2015 or 2016). This substantial change will affect all Gila County Limited Jurisdiction Courts: Globe Regional Justice Court; Miami Magistrate Court; Winkelman Magistrate Court; Hayden Magistrate Court; Payson Justice Court; Payson Municipal Court; and Star Valley Magistrate Court. The new system, AJACS, varies from previous case management systems in that it is not merely a case database, but also a document imaging application. In short, all pleadings, motions, and other materials constituting the case record will be "scanned in" and available for instant digital viewing and/or retrieval. The conversion of existing, open case files to a digital format will require that each Limited Jurisdiction Court implement scanning processes; the Administrative Office of Courts offers a program for that very purpose. Participation in the Administrative Office of Court's "Disconnected Scanning Program" two years before the anticipated roll out of AJACS, will allow the Limited Jurisdiction courts to: 1) compile a digital library of case files with a target goal of 50% - 80% scanned; 2) incorporate modern, "paperless" business operations well before that circumstance becomes mandatory; and 3) utilize technical support and employ training offered by the Administrative Office of Courts to facilitate transition. The only cost associated with the 'Disconnected Scanning Program" is the annual and on-going $750 device fee for each scanner system. As some courts are consolidated into one office, the total number of scanners needed will be five (5) for a total annual cost of $3,750 and that is the amount requested in the "State Fill the Gap" application before the Board.

Conclusion

Implementation of the Administrative Office of the Court's Disconnected Scanning Program will allow Gila County Limited Jurisdiction Courts to preemptively and proactively prepare for the new case management system, AJACS. Due to the limited resources available in the southern Gila County municipalities involved, and given the current budgetary environment, the Gila County Superior Court is requesting funding to offset the device fees associated with the "Disconnected Scanning Program". Without such aid, the participation of most of these courts is unlikely. Approval of the "Fill the Gap" application will allow the Gila County Superior Court to pursue funds that will allow participation in the program, without any cost to the County.

Recommendation

The Gila County Superior Court respectfully requests that the Board approve the Fill the Gap application which will allow the Limited Jurisdiction courts to participate in the "Disconnected Scanning Program.

Suggested Motion

Information/Discussion/Action to approve the Gila County Superior Court's submission of a "Fill the Gap" application in the amount of $3,750 to the Court Services Division, Administrative Office of the Courts, which will facilitate the transition of the Limited Jurisdiction Courts to the new document imaging case management system known as AJACS (Arizona Judicial Automated Case System). (Jonathan Bearup)

Attachments
FTG Application Disconnected Scanning Assistance
Attorney Memo