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Imaging

ntroduction

Imaging is a technology that stores documents filed with the court as electronic photographs in a computer system, which can then display them on workstation screens, eliminating the need to retrieve paper files. The computer operator can route these documents to appropriate work locations in seconds, rather than spending hours or days tracking down paper files. Several individuals can use the same record simultaneously at different locations. By speeding the resolution of cases, imaging increases staff productivity and improves public access to the judicial system. Space needed for record storage is reduced, security enhanced, and original paper documents saved from wear and tear.

escription

Court imaging systems typically consist of a computer, scanners, document and case management software, storage devices, workstations, printers, facsimile machines, and communications networks. The imaging workflow starts when a document is filed with the court.

One of the first steps is scanning. Scanners are used to create an electronic image of a page--a process similar to faxing a document, except that the image is stored on a computer disk for future use, rather than transmitted over a telephone line for printing at another location. After the quality of the scanned image is verified, it is indexed (connected electronically by appropriate software to a court case) so it can be retrieved with the specific case. The indexing process is similar to, and actually duplicates, data entry into a case management system. After indexing is complete, the document is placed in the paper file and the image is committed to electronic storage.

Storage devices include both magnetic and optical disks. Magnetic disks are used to index document location and as a staging area for images being prepared for permanent storage. They also provide rapid access to documents needed for scheduled proceedings. Optical disks contain the permanent version of documents.

Workstations are typically personal computers with high-resolution monitors, capable of displaying document images with other case information. Printers produce paper copies of documents. Facsimile machines serve as remote input devices: documents can be accepted over a telephone line and placed directly on disk without copying them to paper. Networks carry documents to court staff involved in processing the case and display images at any workstation.

Workflow programs route the document, based on codes entered during indexing, to the first person who needs to take action, and to others as required until work is complete. At any point during the process the document can be accessed from any workstation by any user with appropriate security clearance.

ackground

Initially, imaging was used by large corporations and federal government agencies to manage huge volumes of documents, such as credit-card slips, loan applications, tax forms, and health-insurance claims. Banks, insurance companies, and government agencies (such as the Internal Revenue Service and the U. S. Patent and Trademark Office) could justify the high cost of imaging because it improved customer service, enhanced staff productivity, and reduced paper handling. Optical disk technology, which was developed two decades ago, replaced microfilm and microfiche in these organizations.

Imaging was first used in courts in the late 1980s for storing and viewing land records. Only in the last five years has the judicial branch applied imaging technology to court cases. Experiments with facsimile filing, public access to document images through kiosks and dial-up lines, and automatic conversion of document images to text have yet to prove their worth. In some instances, courts have abandoned imaging projects because vendors failed to deliver products, implementation and conversion costs exceeded available resources, or imaging turned out to be an inappropriate technology for the particular application. Despite these problems and pitfalls, imaging remains one of the most popular new technologies being pursued by courts.

In some courts imaging has become a very helpful, successful tool. In others, it has failed. Implementing the technology has been difficult and expensive in every court that has attempted it. In the future, imaging will become an integrated component of case management systems, rather than an appendage. These systems will display data, text, and image seamlessly to maximize effectiveness. Emerging text management technology will replace imaging for many types of cases and documents. Imaging will be the medium of choice where format is as important as content, such as with traffic tickets and wills. It will be critical for historical documents not available as electronic text, such as land records and older court cases.

pportunities

Imaging offers immediate, concurrent access to court records. In manual operations, a significant amount of time is needed to retrieve a case file. These folders may be in the file room or at one of many work locations. With imaging, every document is available, even if someone else is working with the case.

In imaging systems fewer documents are lost because original records almost never leave the file room. And because they are handled only once, misfiling is rare. Original papers are rarely touched, making them more secure and preserved in better condition.

Storage space for documents can be much reduced because a single CD-ROM holds tens of thousands of pages, and an optical juke box can contain tens of millions of records. Paper files are retained as a backup, but can be archived when a case is closed. As confidence in imaging technology grows, papers will be collected and organized by the date of filing, rather than in case folders, and will be shipped to an archival facility as soon as the electronic image is verified. This will further reduce paper-handling costs and eliminate records rooms in courthouses.

The productivity of court staff should improve with imaging because less time is spent finding and handling paper and routing work. Computerized workflow produces more uniform operations and creates automatic audit trails, leading to better monitoring of cases and staff performance. The public benefits when information can be obtained more quickly and conveniently.

imitations

Imaging has drawbacks. The technology is very complex and expensive, particularly when integrated with a case management system. When not integrated, case data must be entered by computer keyboard. Computer downtime can immobilize court operations. Conversion costs may be very high, depending on the types of cases entered into the system. Many courts have significantly underestimated the magnitude of conversion efforts.

The value of a particular imaging system may be questionable over the long term because computer and disk-drive technology are changing so rapidly. While an optical disk platter will last for decades, 50 years from now it may not be possible to find a disk drive that can read it.

Imaging is not an archival technology; it is a storage and retrieval technology. It makes case processing more efficient and effective, but is far too expensive to serve solely as a replacement for microfilm or microfiche.

Text management systems may provide greater benefits and lower costs, and prove to be a better alternative in the near future. Full-text searching is superior to imaging retrieval, and data entry to index cases can be almost eliminated. Text documents can be stored in a fraction of the space needed for images.

Reading lengthy documents on a computer screen may not always be as convenient as reviewing paper files. Until computer technology develops more flexible and convenient alternatives, paper will remain the primary medium for reviewing and exchanging information in the court environment.

osts

While the cost of imaging is declining, it is still very expensive. In the early 1980s, imaging cost about $100,000 per user. Today, most courts will require systems with initial purchase prices between $35,000 and $45,000 dollars per workstation. Very small systems can be constructed for between $8,000 and $10,000 per user, but would be adequate in only the smallest courts.

In addition to purchase price, the court must consider operation and maintenance expenses, including staff support, supplies, etc. Implementation costs, such as conversion of existing records, training, facility modifications, and furniture, must also be included. In addition, the cost of periodic conversion of optical images to newer formats must be considered.

Assistance

The Technology Information Exchange Service (TIES), operated by the National Center for State Courts and funded by the State Justice Institute, provides a number of services to courts:

a Court Technology Bulletin highlights the latest developments in imaging technology;
a Court Technology Database offers information on courts now using document imaging;
a vendor-neutral Court Technology Laboratory is available to test and compare systems;
the Technology Information Service shares several evaluation reports on operational systems (including volume five of the Court Technology Reports, focusing exclusively on imaging); and data on over 30 vendors who offer imaging products.

To receive information on TIES or any of the other technology research, education, or consulting programs of the National Center for State Courts, call Court Technology Programs at (757) 259-1544.

This document was developed under a grant from the State Justice Institute. The points of view expressed are those of the authors and do not necessarily represent the official position or policies of the State Justice Institute.

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