Case Study
Background & Challenge
In a large metropolitan U.S. county, more than 2.4 million court cases are filed yearly. The support staff for the County Circuit Court fulfills thousands of active case file requests per month.
Information Network International (INI) was tasked with converting the County Circuit Courts Clerk’s manual processes to automated management, guarantee accuracy in file migration, quality control and reporting.
Information Network International (INI) was tasked with converting the County Circuit Courts Clerk’s manual processes to automated management, guarantee accuracy in file migration, quality control and reporting.
The Solution
Project Foundation
The core solution chosen for installation, InSight Automated Records Management Systems (InSight), is developed and marketed by Information Network International. InSight is designed using open ended architecture, allowing bi-directional data transfer to other applications within the client’s organization. InSight uses Microsoft SQL Server for the database back end and based upon end user’s work group assignment this SQL Server database combined with InSight’s core features provides the ability to filter several records series.
InSight’s optional modules licensed for this endeavor include Electronic Document Management, Portable Processes and Space Management. The core features of Insight allowed the Clerks project team to assign class labeling to the indexing Meta Data fields and assign permissions to edit those fields. The end users utilized the feature to increase workflow efficiency by providing the Meta Data with field names recognizable to the staff.
Custom Workflows
The Circuit Court Docket system silently prepopulates InSight’s request with the needed case files a business day prior to their need. Division Managers may also request case files in addition to the request queue load.
INI used third party hardware to assist with data entry functions, quality control efforts, and tracking of case files; client specific custom reports were developed to aid in the latter areas. Among the resources utilized were Zebra thermal printers, used to print labels generated via InSight custom report titles and Videx LaserLite portable wands, used to track case files and their shipping tote locations.
Records center staff generated a Shelf Pull List Report. This report allows the staff to pull case files in an efficient manner, consistent with the Records Center layout, in which Staff no longer physically removes files from warehouse shelves. Altering the file extraction process provided conservation and efficient allocation of time. Pulled files are reviewed for accuracy and visually inspected to ascertain they contain item barcode labels. The case files are then manually validated against the request queue for accuracy and to ensure item barcodes match InSight data values.
Results
The services and workflows implemented by Information Network International working alongside the County’s Circuit Clerk support staff modernized and streamlined customer service. Information Network International’s consulting, data migration and training services partnered with InSight’s open architecture, optional Electronic Document, Space Management and Portable Processes modules supported and delivered the client’s vision to improve the management of a court record’s life cycle. The effective use of workflow planning and third party hardware allowed the previous manual process to become automated, therefore modernized. The re-allocation of records center staff afforded employees the opportunity to learn new techniques providing them an acute skill set suitable to deliver customer service in a high-intensity, rapid paced work field.
The core solution chosen for installation, InSight Automated Records Management Systems (InSight), is developed and marketed by Information Network International. InSight is designed using open ended architecture, allowing bi-directional data transfer to other applications within the client’s organization. InSight uses Microsoft SQL Server for the database back end and based upon end user’s work group assignment this SQL Server database combined with InSight’s core features provides the ability to filter several records series.
InSight’s optional modules licensed for this endeavor include Electronic Document Management, Portable Processes and Space Management. The core features of Insight allowed the Clerks project team to assign class labeling to the indexing Meta Data fields and assign permissions to edit those fields. The end users utilized the feature to increase workflow efficiency by providing the Meta Data with field names recognizable to the staff.
Custom Workflows
The Circuit Court Docket system silently prepopulates InSight’s request with the needed case files a business day prior to their need. Division Managers may also request case files in addition to the request queue load.
INI used third party hardware to assist with data entry functions, quality control efforts, and tracking of case files; client specific custom reports were developed to aid in the latter areas. Among the resources utilized were Zebra thermal printers, used to print labels generated via InSight custom report titles and Videx LaserLite portable wands, used to track case files and their shipping tote locations.
Records center staff generated a Shelf Pull List Report. This report allows the staff to pull case files in an efficient manner, consistent with the Records Center layout, in which Staff no longer physically removes files from warehouse shelves. Altering the file extraction process provided conservation and efficient allocation of time. Pulled files are reviewed for accuracy and visually inspected to ascertain they contain item barcode labels. The case files are then manually validated against the request queue for accuracy and to ensure item barcodes match InSight data values.
Results
The services and workflows implemented by Information Network International working alongside the County’s Circuit Clerk support staff modernized and streamlined customer service. Information Network International’s consulting, data migration and training services partnered with InSight’s open architecture, optional Electronic Document, Space Management and Portable Processes modules supported and delivered the client’s vision to improve the management of a court record’s life cycle. The effective use of workflow planning and third party hardware allowed the previous manual process to become automated, therefore modernized. The re-allocation of records center staff afforded employees the opportunity to learn new techniques providing them an acute skill set suitable to deliver customer service in a high-intensity, rapid paced work field.