re Search TX Providing Clarity Lynne Finley District

  • Slides: 25
Download presentation
re: Search. TX - Providing Clarity Lynne Finley District Clerk, Collin County David Slayton,

re: Search. TX - Providing Clarity Lynne Finley District Clerk, Collin County David Slayton, Director, Office of Court Administration Terry Derrick General Manager, e. Solutions – Tyler Technologies

Document Access Models *Courts have two models to make their case records available through

Document Access Models *Courts have two models to make their case records available through re: Search. TX Integrated Model Repository Model CMS Metadata and document IDs of accepted filings are sent from e. File. TX to re: Search upon clerk acceptance. Users search the metadata and documents are retrieved from the CMS, upon request. Metadata and copies of accepted documents are sent from e. File. TX to re: Search upon clerk acceptance. This information is provided to authorized users. *Note: Courts may begin with the repository model and migrate to the integrated model once the CMS establishes the integration. 2 | © Collin County 2015

re: Search – Repository Model 1 2 Filer Prepares Documents 24 X 7 Submission

re: Search – Repository Model 1 2 Filer Prepares Documents 24 X 7 Submission to EFSP of Choice 5 4 3 Filing Prepared for Clerk Review Clerk Accepts or Rejects 6 Documents and Meta Data Passed to re: Search. TX Stamped Documents Passed to CMS and Filer 7 24 X 7 Access to Documents Summary Judge Data Filer EFSP Attorney • Case metadata and documents will be passed to re: Search. TX from e. File. Texas • The documents will be copies of the file stamped document and can be considered the “unofficial record” • Courts may manually upload additional documents to re: Search. TX and can manage the security directly from within re: Search. TX • Revenue from document purchase transactions would go to the originating jurisdiction Legend Advantages e. File. Texas Step • Authorized User re: Search. TX Step Clerk CMS 3 | © Collin County 2015 Free, online electronic court record solution to generate revenue for county through document purchase transactions

Re: Search – Integrated Model 1 2 Filer Prepares Documents 24 X 7 Submission

Re: Search – Integrated Model 1 2 Filer Prepares Documents 24 X 7 Submission to EFSP of Choice 3 Filing Prepared for Clerk Review 5 4 Clerk Accepts or Rejects Stamped Documents Passed to CMS and Filer 6 7 Metadata Passed to re: Search. TX Users Search & Make Requests for Documents 8 Documents are Retrieved from CMS Summary Judge • Case metadata will be passed to re: Search from e. File. Texas • Authorized users may search for documents using the case metadata obtained from e. File. Texas • Courts may upload additional metadata to re: Search. TX via the integration and can manage the security directly from within re: Search. TX • Revenue from document purchase transactions would go to the originating jurisdiction Data Filer EFSP Attorney Advantages Legend • e. File. Texas Step Authorized User re: Search. TX Step Clerk CMS 4 | © Collin County 2015 • • • Free, online electronic court record solution to generate revenue for county through document purchase transactions No additional work for the clerks Offer the complete and up-to-date case record to users Better experience for users

Where are we now? • Efiled Documents have been stored in repository since January

Where are we now? • Efiled Documents have been stored in repository since January 2016 • Judges are the only ones who have access to them – mandated by Supreme Court • Supreme Court has mandated that OCA expand access to attorneys of record and clerks – NOT implemented yet • Collin County is working with Tyler and OCA on integrated model - configuring within a Test Environment to see how Odyssey CMS will work with re: Search. Tx • Awaiting Provider Agreements to define the parties rights and roles in this process Now What’s Next 5 | © Collin County 2015 The Future

What happens next? • Continue working with Tyler and OCA to determine if an

What happens next? • Continue working with Tyler and OCA to determine if an integrated model for re: Search. TX is right for Collin County • Establishing an integrated option provides the County with the ability to help create a searchable website for our case information that our County has wanted for years • January 2018 – re: Search. TX will be made available to attorneys of record and clerks • All clerks will have option of implementing the integrated model • For clerks not using integrated model, the repository model will be the default while their CMS works on establishing the integration. Now What’s Next 6 | © Collin County 2015 The Future

What’s coming in the future? • JCIT is finalizing recommendations to the Supreme Court

What’s coming in the future? • JCIT is finalizing recommendations to the Supreme Court to expand access to attorneys (not on the case) and the public • JCIT‘s recommendation will include: – Limitations on case types, document types, delays in making documents available, etc. – Fees for copies Now What’s Next 7 | © Collin County 2015 The Future

Redaction • OCA is exploring options to include 3 -part redaction technology within the

Redaction • OCA is exploring options to include 3 -part redaction technology within the e. Filing and re: Search system • e. Filing: the uploaded documents would be screened for potential sensitive data and provide an opportunity for the filer to redact • e. Filing: the documents accepted by the clerk would be screened for potential sensitive data and provide an opportunity for the clerk to redact (both copies retained) • re: Search. TX: any documents uploaded by the clerk would be screened for potential sensitive data and provide an opportunity for the clerk to redact • If redaction provided, Collin County will take the funds from its current redaction contract and apply it towards pre-re: Search. Tx cases to continue to add to our database of information available through the website • Supreme Court reviewing sensitive data rule for modification on placing documents with sensitive data online 8 | © Collin County 2015

Revenue potential from re: Search. TX • PACER generates $150 million in fees annually

Revenue potential from re: Search. TX • PACER generates $150 million in fees annually • Texas has more documents added per year than the Federal Courts • 8+ million documents e. Filed in 2016 • Over 20, 000 documents e. Filed to date • Virginia‘s clerks records were just uploaded to a free site by a third-party • Fees will be set by Supreme Court • Recommendation forthcoming from JCIT • All Clerks should be involved in this process 9 | © Collin County 2015

Maintenance and Security Repository Model • OCA will be responsible for maintenance and security

Maintenance and Security Repository Model • OCA will be responsible for maintenance and security of the database – Orders of expungement handled by OCA if provided to OCA (by Attorney or Clerk) – Also providing options for clerks to seal/expunge/nondisclose records – No requirement to upload documents, but clerks would have option to upload document, such as Orders Integrated Model • The case management system of the clerk would be the primary database and would update re: Search. TX appropriately, at its discretion, as determined by the County Clerk and the District Clerk and may require approval of the Commissioner’s Court – Clerks will have the option of uploading additional documents (back loading) 10 | © Collin County 2015

Liability • According to discussions with the OCA, Clerks currently DO NOT have liability

Liability • According to discussions with the OCA, Clerks currently DO NOT have liability for release of sensitive information in documents • NOTHING CHANGES when the documents are placed online • Clerks will continue to NOT HAVE LIABILITY for release of sensitive information in documents • Has a Clerk or County been sued for the release of sensitive data? 11 | © Collin County 2015

“Go-Forward” Date • Decision on “go-forward” date with documents has not been made, but

“Go-Forward” Date • Decision on “go-forward” date with documents has not been made, but will need to be made prior to access to public • OCA states that the recommendation is likely to be “go-forward” date • Once integration is shown viable and Participation Agreements finalized, Collin County would want all of its documents removed from the centralized database as there should no use for those documents from the “Go-forward” date because there will be better access through our integrated model 12 | © Collin County 2015

We need your help! • The OCA needs the clerks help on this project

We need your help! • The OCA needs the clerks help on this project • Collin County sees participating in the pilot program as a way to provide feedback on the system, control the implementation into our system, give our community as much transparency of the records as possible while protecting the integrity of the records • I believe integration may be mandated in the future and we want to be prepared for any scenario • Lack of pilots from Clerks with third-party CMS OCA is looking for strong partners to help improve the solution for everyone Clerk involvement is the missing link! – OCA indicates that third-party vendor has shown willingness to participate – Piloting provides the clerks the opportunity to see if integration is even possible and then decide if they want to implement it permanently – I see attempting Integration Model to only be a positive for our county and our overall goal of providing our citizens with complete and accurate access. Without the integration, re: Search. TX is not similar to PACER. • OCA is very grateful to the clerks who are participating in the pilot program and their feedback has and will be invaluable to the final product of re: Search. TX 13 | © Collin County 2015

Questions? 14 | © Collin County 2015

Questions? 14 | © Collin County 2015

re: Search. TX – Providing Clarity Appendix

re: Search. TX – Providing Clarity Appendix

16 | © Collin County 2015

16 | © Collin County 2015

17 | © Collin County 2015

17 | © Collin County 2015

18 | © Collin County 2015

18 | © Collin County 2015

19 | © Collin County 2015

19 | © Collin County 2015

20 | © Collin County 2015

20 | © Collin County 2015

21 | © Collin County 2015

21 | © Collin County 2015

22 | © Collin County 2015

22 | © Collin County 2015

23 | © Collin County 2015

23 | © Collin County 2015

24 | © Collin County 2015

24 | © Collin County 2015

25 | © Collin County 2015

25 | © Collin County 2015