The Christian County Circuit Clerk’s office towards electronic filing to streamline document management and cut costs.

1. U.S. Court Clerk Offices Implement Smart
Document Management Solution with E-filing
The Christian County Circuit Clerk’s office towards electronic filing to streamline
document management and cut costs
Court clerk’s offices in many parts of the U.S. are implementing e-filing to meet the
April 14, 2014 deadline. According to a recent report, the Christian County Circuit
Clerk’s Office is ready for the full switch to digitization of its records. As part of this
initiative, employees had started scanning paper documents from 2011 onwards to
create electronic files. Other counties such as Cedar, Dade and Laclede are following
suit.
The vision for e-filing began when the Missouri Supreme Court made the decision to
have a state-wide case management system. For many years, the state’s judicial
leaders had discussed the creating a system for the electronic filing of court
documents. E-filing was expected to improve efficiency for court clerks and attorneys
by reducing time and effort and providing them with more document management
options.
Advantages of Implementing E-filing for Attorneys
• Eliminates geographic barriers and improves access to courts
• Reduces need for physical handling of records
• Much more cost-effective than a paper-based system
• Improves efficiency and reduces processing time in case filings
• Eliminates delays in retrieval of case records and reduces chances of lost
records
• Delivers case filings in appropriate form and format
• Allows technical integration between the Justice Information System (JIS) and
e-Filing for greater cost efficiencies
• Reduces foot traffic in courthouse offices
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2. The expansion of the Christian County’s electronic file database is also increasing
efficiency in the justice center’s offices.
Court E-filing Project - Outsourcing Plays an Important Role
In order to create digital copies of paper documents, Christian County clerk’s office
had to hire additional staff. They added four full-time or part-time employees who
focused on converting paper documents to electronic files. The new employees
trained the regular employees in the electronic file creation procedure. In addition to
this, the office made use of professional document scanning and conversion services
for the conversion of some older files.
The main advantage of relying on an established document conversion company was
cost savings. It proved to be much cheaper than setting up an in-house team to scan
old files, says Christian County Circuit Clerk Barb Stillings. As partial electronic filing
had reduced the circuit clerk’s postage budget to half, it helped them to purchase
new computer monitors. Butler County reported substantial savings in office supplies
and postage.
Other benefits of associating with a document scanning and conversion company
would include:
• An experienced team on the project
• High quality data capture
• Document imaging from paper, microfilm and microfiche
Professional outsourcing companies are clearly playing an important role in helping
the judicial system in its e-fling drive which will help in the administration of justice
and also promote efficiency and greater customer convenience.
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