court technology essentials
TRANSCRIPT
COURT TECHNOLOGY
ESSENTIALSUPDATES, TIPS AND TRICKS AND
PREVIEWS OF COMING ATTRACTIONS.
IOCT
Trending Topics
Odyssey and EFiling
Odyssey Info and Tips
Access to Information
Legislation Other Initiatives
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• Gaye Lynn Strickland(317) 232-0991
ODYSSEY AND EFILINGWHERE WE ARE AND WHAT’S COMING
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Where are we now?
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EFiling Statewide in 2019
95% Of Caseload Filed into Odyssey
914,021 Cases Filed in 202075.6% Created Electronically24.4% Manually Created
691,262 Electronically Created Cases39.3% Civil EFiling25.7% Criminal EFiling31.6% IF/OV Filings
3.4% Other Integrations
Odyssey File and Serve – New Reviewer Site
What?
• Website to accepting efilings • Used by the clerk to accept
new cases• Used by some court staff to
accept subsequent filings• Used by some judges to
review fee waiver requests• Functionality remains largely
unchanged, but navigation will change
When?
• Throughout September• Will be rolled out to a few
counties to pilot soon• Additional counties will be
phased in• Training video will be
available• Cheatsheets will be updated
Why?
• Tyler ending support of current site• Current site relies on
Microsoft Silverlight• Microsoft Silverlight support
officially ends in October• The new site ends reliance
on Internet Explorer
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Silverlight reliance is reduced
- Consolidated Document Viewer allows multiple documents in tabbed view
- Documents won’t pop up behind Odyssey window
Menu and Favorites
- “Google” search on menu
- User created Favorites for most often used functions
Tabbed interface
- Allows for concurrent work on multiple cases
- Reduces needs for multiple instances
More fully integrated Task Manager
- Tasks Queues easily accessible
- More efficient access to task notes and documents
R17 Changes and Benefits
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Completed Tasks Deleted
- If task was completed more than 90 days prior go R17 transition
- Everything about the task history deleted
Archive of all Tasks
- IOCT maintaining archive
- Contact the Helpdesk to obtain history/Notes
- Evaluating access post-R17
R17 and Task History
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October 11, 2021• Monday is Columbus Day
• If your office is open, plan to work offline
• Know your Odyssey UserID
Underway• Continued testing Release
• Scheduling Training Opportunities
• Updating Cheatsheets
Training Plan
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Videos Available NOW• Access via Odyssey using Alt-F1
functionality• Available via url:
https://mycourts.in.gov/ALTF1/CheatSheets/odyssey/index.html
Q&A Zoom Sessions in September• Registration link coming soon• Multiple sessions offered over 2 ½
weeks to ensure your staff can join as needed
Installing R17
Once installed, users can log into R17 in this QA environment to
follow along with training videos and/or test daily processes. Your
current Odyssey UserID and Password can be used.
• Install R17 early• Instructions sent from David
Steward• Does require a new installation
of Odyssey on each machine• Need assistance? Have your IT
contact our Helpdesk
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ODYSSEY INFO AND TIPSDID YOU KNOW…
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Odyssey Data Security
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Where is our court data and is it secure?
Odyssey is on IOCT’s infrastructure located here in Indiana with redundant/backup location
Implemented above industry standard protocols
Take “defense in depth” approach, ensuring we are doing everything in our power to prevent ransomware attacks
Constantly monitor servers and infrastructure because we understand every system can have unknown vulnerabilities
Alt-F1
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LINKS
• Odyssey Cheatsheets• How-To Documents and Training
Videos
• Enotice • See who was sent notice, paper vs.
email, email address, etc.
• Hearing Reminder• See Text Reminders sent, cell
number texted, and status
INFORMATION
• SR16s• See SR16s related to this case
BUTTONS
• BMV Driver Record • Link to Driver Record Search with
Defendant data already entered
• Error SR16s/PCAs
Driving Records
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SR16 Errors • 10 days to put on Driving Record• Federal Highway funds at risk
Finding the errors
• Button on Alt-F1• Search in INcite• Event Listing Report from Odyssey
• Federal rules and regulations require that defendants with a Commercial Driver License are not eligible for Deferrals
• Federal funding is at stake
CDL Masking
Magistrate Assignments
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• Magistrates can be assigned and reassigned to cases independent from judge/court assignment
• Reporting available on magistrate caseloads
• Does not impact QCSR numbers
• Does not impact Task Manager• Currently in pilot stages
Odyssey Tips
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Judicial Access Statewide
- Limited to Judicial Officers
- Can make view and entries on any case statewide User Group
- Quarterly meeting (via Zoom)
- Attend or send a representative
- Email our Helpdesk to join in
- Minutes available on Alt-F1
ACCESS TO INFORMATION
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Court Calendars
and
Streaming Hearings
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Need a Zoom license? The Court has purchased licenses for all judicial officers.
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INcite Streams Dashboard
Dashboard allows you to see how many people viewed streams and how they connected.
Need access? Request access through the Helpdesk.
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Court Calendars
and
Streaming Hearings
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mycase.IN.gov Updates
For parties
Remote Access Task Force recommended access to records for case parties.
Access granted in two ways:
Remote Request• Party has or registers for
account on mycase• Party will request case-
specific authorization from mycase
• Mailing sent to case party address containing authorization code
• Party logs into mycase and registers case-specific code
In-Person Request• Party requests code from
court/clerk• Court/clerk confirms identity
and generates and provides code from INcite
• Party has or registers for an account on mycase
• Party logs into mycase and registers case-specific code
Party has same level of access as attorney of record
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mycase.IN.gov Updates
For Attorneys
Attorney Sign-In updates will be implemented into a Dashboard format
• Same case-level access enjoyed today• New “My Cases” and “My Hearings” lists• Repository of eNotices sent on cases replacing the multitude of emails currently sent• Future plans to include eService and Appellate notices as well
Legal Publication Website
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Proposed changes To Trial Rule 4.13 and Trial Rule 5
Court Technology would develop an Indiana Court Legal Notice Website.
Cases requiring Notice by Publication could publish to newspapers and/or website.
Entries in Odyssey would automatically initiate publication on website.
At close of publication period, events would be sent back to Odyssey confirming publication.
Implementation depends on adoption of proposed rule changes. Comment period ended August 10, 2021.
LEGISLATION
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• FTAs will not go to BMV on IF cases
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HB 1199effective 1/1/22
• FTPs will be permitted only on moving offenses
• 30-day notice before suspension begins• Education is being planned by DWS
Work Group
• Expungement of juvenile misdemeanor offenses (exceptions are 35-47-2 and 35-47-10)
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SB 368effective 7/1/21
• Charges adjudicated after June 30, 2021
• Within 60 days after the later of:• 1 year past adjudication • child reaches age 19
• Courts own motion without hearing• Exceptions by court based on nature of
delinquent act and needs of the child
Juvenile Expungements
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How to process is dependent upon data entry by county users.
Because it applies to certain offenses where the juvenile is adjudicated delinquent, data elements have to be available in the case data to identify electronically.
If your court does not have specific data elements, IOCT recommends that staff compute the expungement eligibility date at time of disposition.
Court could add a Follow-up event (code ADMFLP) with a due date of the expungement eligibility date.
Run Event Review report to track cases due for expungement.
Juvenile Expungements
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If your court uses specific offenses and dispositions, IOCT can build a report of cases that meet offense, disposition and age/time requirements available to users.
Whether cases identified through Event Review report or IOCT identification report, court staff can review cases for exceptions and process expungement.
OTHER INITIATIVES
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ODROnline Dispute
Resolution
New project from the Innovation Initiative piloting the ODR concept in Indiana Courts
as well as testing two vendor systems.
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Small Claims pilot• Pilot phase just beginning
• Lake and Allen county testing Modriabeginning this week
• Hamilton and Marion county testing Matterhorn starting soon
Family Court pilot• Pilot phase coming soon
• Monroe, Marion, Steuben and Vigo
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DOC Scheduling
App
Facilitate scheduling of remote hearings with DOC inmates
• Remaining DOC facilities trained by end of September• Currently being piloted in 4 counties• Individual courts can participate• Interested? Contact the Helpdesk
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Fast Track FacilitationAn initiative from the Landlord/Tenant Task Force
• Program started in August 2020
• All parties must agree to participate
• As of the beginning of August:
791 requests submitted48 facilitations
Starting the week of August 30th, a postcard will be mailed from OJA to all parties on each new Eviction case type filed in Odyssey.
SRSSupervised
Release System
To learn more or be added to deployment schedule, please
contact the Helpdesk.
• Goal of statewide deployment by December, 2022 (exception of juvenile Quest jurisdictions)
• Deploying additional 3 agencies per month
• Deployment schedule set through Mar 2022
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77*(Statewide)
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NICS Reporting System
Firearm Seizure (Red Flag) cases
• Filed by Prosecutor as a new MC case
• Filed by Law Enforcement as a new MI case
There should be an individual on the case as the Defendant (not subject).The defendant should be a marked as a Party and not as Participant.The case should appear on mycase.in.gov unless the filer has requested the case to be confidential.Configuration changes will be made in Odyssey to default Defendant to a Party after communication with IPAC.
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CHRIS Interface
• Provides the Certified Criminal History Report to ISP• ISP has strict criteria – conviction must match the arrest record for
each case• Add TCN Event• Update Party Record with DOB/Race/Gender • Contact Arresting Agency or Prosecutor’s Office to correct
information especially name/alias • Clerk is required to submit dismissals, acquittals and convictions
within 30 days of determination (I.C. 10-13-3-25)• Fingerprints are needed for all convictions – not just felony
convictions
THANK YOU
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• Gaye Lynn Strickland(317) 232-0991
• Janelle O’Malley(317) 234-3624
• Mary DePrez(317) 234-2604
• Helpdesk(888) 275-5822