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  Regular Agenda Item     3. A.    
Regular BOS Meeting
Meeting Date: 09/20/2022  
Submitted For: Jonathan Bearup
Submitted By: Cassie Ornelas, Deputy Court Administrator
Department: Superior Court Division: Superior Court Administration

Approval of the Superior Court FY23 "Fill the Gap" Grant Application
Background Information
In 2015, the Court Administration and limited jurisdiction courts of Gila County developed an approach to proactively begin the movement towards digital case management. The Fill the Gap grant funding has been utilized for the past seven years to operate the "Enhanced Scanning Program" in which limited jurisdiction courts were provided with additional scanning stations.
During the seven-year course of the program, the limited jurisdiction courts of the County (Globe Justice Court, Miami Magistrate Court, Winkelman Magistrate Court, Hayden Magistrate Court, Globe Magistrate Court, Payson Justice Court, Payson Municipal Court, and Star Valley Magistrate Court) all received funding for supplemental scanners on an annual basis and initiated "paperless" business processes. In August 2019, the limited jurisdiction courts received the new digital case management system, Arizona Judicial Automated Case System (AJACS). The Enhanced Scanning Program has allowed Gila County courts to develop a substantial digital case library. The courts would like to continue with this grant-funded program as the additional scanning devices greatly increase capacity and have become integral to digital case processing.
In order to continue advancing automated court operations, and to maintain the current level of digital data entry, Court Administration believes it is in the best interest of the County to continue operating a supplemental digital scanning program in all limited jurisdiction courts.
The Superior Court recommends that the Board of Supervisors approve the grant application which would allow the scanning efforts to continue.
Suggested Motion
Information/Discussion/Action to approve the Superior Courts' submission of the FY23 "Fill the Gap" Grant Application to the Administrative Office of the Courts for enhanced criminal case scanning in the amount of $5,653.69. (Cassie Ornelas)

FY23 Fill the Gap Application

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