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Regular Agenda Item 4. B.

Regular BOS Meeting

Meeting Date:	06/04/2019
Submitted For:	Cassie Ornelas
Submitted By:	Cassie Ornelas, Deputy Court Administrator
Department:	Superior Court	Division:	Superior Court Administration

Information

Request/Subject

The Superior Court is requesting Board approval of a “Fill the Gap” application in the amount of $3,750 to continue grant funding the Court’s “Disconnected Scanning Program.”

Background Information

The Court Services Division, Administrative Office of the Courts (“AOC”), 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, Clerk of Court, 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 AOC 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). 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 AOC offers a program for that very purpose: “Disconnected Scanning.”

The only cost associated with the “Disconnected Scanning Program" is the annual $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.

This is year six for this program in Gila. To date, over twenty (25) clerks have been trained and the above-referenced courts have been scanning for over five years (even longer in some courts). Some courts are advancing towards paperless business processes.

Conclusion

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 continued 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 "Fill the Gap" application in the amount of $3,750 to the Court Services Division, Administrative Office of the Courts, to assist Gila County courts in offsetting the device fees associated with the Disconnected Scanning Program. (Cassie Ornelas)

Attachments
FY20 Fill the Gap Application