E-Filing In The Las Vegas Justice Court

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2 E-Filing In The Las Vegas Justice Court Art Bernardino Civil Division Administrator

3 What Is This Session About? This session is about the Las Vegas Justice Court s implementation of electronic filing with minimal IT support, using an in-house implementation team and with positions unfilled Objective: take the confusion out of this technology and show how you can implement it in your court even if it is a court of limited jurisdiction

4 Clark County Population: 1,969,975 US Census Bureau 2011 Estimate Las Vegas Justice Court Population: 1,491,000 Jurisdiction: General Civil $10,000 or less Small Claims $ 7,500 or less Evictions (summary evictions ordered within 2-weeks of filing) Protection Orders (non-domestic violence protection orders)

5 Nevada Supreme Court s Electronic Filing & Conversion Rules 1. Rule 4 District, Justice or Municipal Court a. Meet minimum requirements b. Mandatory for all cases or a particular type if: Free E-Filing or fees waived in appropriate cases Ensure access - indigents, disabled, or self-represented Provide adequate advance notice Provide training of filers c. Quality control procedures ensure accuracy & reliability d. Integration with electronic case management system e. Workflow configurable set of rules and actions to route documents through a user-defined business process. f. Archiving Electronic Documents Assure future access to e-records Ensure content, context, & format not altered by migration

6 Electronic Signatures Each document must have person s: Name Telephone Number Mailing Address Law Firm Name Address Bar Number Signature Documents signed under penalty of perjury Party signs original document and scans/submits Opposing party also signs original, scans/submits Electronic filer retains original version 7 years after case termination

7 August 2009, Executive Committee determined mandatory e-filing for the Las Vegas Justice Court was in the best interest of justice Administrative Order 10-4 of Dec. 28, 2010 ordered mandatory e-filing for civil cases on July 1, 2011 Pilot of 3 law firms (1 Reno, 2 Las Vegas) March 2011

8 All law firms and public permitted to E-File discretionary, May 1, 2011 Mandatory E-Filing Go-Life as of August 1, 2011 Total Number of documents processed - August 1, 2011 through Nov. 30, 2012: 406,000:

9 BEFORE AFTER 3-4 month backlog Goal 24 hours, longest time processing documents 5 days (9 vacant positions) $350,000 in overtime $30,000 in overtime Front Counter Lines 90 min. 15 minute wait

10 Do You Think You Are Ready For E-Filing? Is there a good business reason for E-Filing? Are the resources available? Everyone committed to E-Filing? Do you have a public access policy & system? Do you have a redaction policy? Paper vs. E-Filing Workflow

11 Assistance For The New E-Filer Provided easy-to-understand instructional guides Provided 19 classes for over 950 people Provide 2-3 staff in Self-Help Center to perform E-Filing for public Live Chat help for on-line E-Filers Toll-free help line to vendor assistance for questions

12 All General Civil, Small Claims & Landlord/Tenant cases Protective Orders except Workplace Harassment Clerks review all documents submitted Query / View Printing Electronic fee payment (credit/debit card or draw down account) All original & subsequent document filings except

13 Orders, Judgments, Exemplified Judgment or any document requesting a Judge s Signature Writs of Restitution, Writs of Possession, Bench Warrants and Accompanying Orders (LVJCR 31) and remittance for issuance If the Judge has signed the documents in open court and returned them to the attorney for filing. Replacement Summons Issued by Clerk s Office, not filed. Subpoenas Issued by Clerk s Office, not filed. Notice of Appeal Demand for Jury Trial Certified Copies

14 Benefits to the Court Improved customer access- 24/7 access worldwide having internet connection Customer wait time at counter significantly reduced Improved work flow judicial, staff & attorneys Increased timelines Records security Clerk time savings Work Type Manual Electronic New case creation minutes 3.5 minutes Summary Judgment minutes 10 minutes Default Judgment 23 minutes 8 minutes

15 Benefits to the Court Better public service & access Self-Help Center, 2 Clerks No more lost files Ability to reassign staff Implementing case mgt. system & E-Filing can reduce staff workload: * Case initiation, processing & mgt.: 50-60% Calendaring and scheduling: 10-20% Customer service: 60-80% * Using Weighted Caseload Data to Assess Impacts on Court Staffing Needs, by Suzanne Tallarico, Principal Court Management Consultant, October 4, 2011

16 Ensure understanding of all components E-Filing (both internally and externally) Electronic Document Management Scanning and how it fits into overall project Electronic signatures and/or signature pads Workflow Training & understandable procedures for pro se parties

17 More Initial costs for equipment Paper documents processed before E-Filing go-live date E-Filing System fully integrates with case management system Phase in implementation before go-live date

18 More Keys to Success Requires higher skills in staff But you may be able to use fewer staff members to provide increased services to the public Business Reengineering/Change Management Modify workflows/design new & improved processes Staff training, training and more training Create a court culture that embraces & incorporates technology as part of its business strategy Integrate technology with the Court s business strategy

19 Need a Manager, Supervisor or Clerk to: Be the point of contact with vendor & IT Department Prepare procedure manuals Test system & procedures before implementation Train staff, attorneys and public

20 Performance Measurements

21 Performance Measurements

22 Workload & Productivity Measures

23 Art Bernardino, (702)

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25 14 Judges 1 Chief Judge 2 Civil Judges 11 Criminal & Traffic Judges 36 Civil Division Staff 1 Division Administrator 2 Supervisors 1 Trainer 8 Courtroom Clerks 8 Lead Clerks 16 Clerks Lost 2 positions & have 5 vacant positions

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