e-Gov

Presented by Technical Services

An electronic imaging system for accessing Harris

County case records

Objectives

• Instruct users how to search for imaged records within e-Gov

• Instruct users how to use the “Basket” features within e-Gov

The New Approach• e-Gov utilizes the

District Clerk website to retrieve information.

• E-mail address and password are used for login.

Using e-Gov

• Most actions involved in e-Gov are related to searches and the results they yield.

– Initiate a search among the Civil Court imaged records using the “Search Civil” link.

Searching Civil Images

• To search for documents, enter the search criteria into the appropriate field.

Search By…

• Case Number– This field contains the 9-digit number used to

identify cases. A case number may contain two alphabet suffixes.

– Multiple case numbers may be entered separated by commas.

• Plaintiff• Defendant

Search By…• Case Status

– This field contains the status of a case such as Active, Disposed, On Appeal, etc.

– Select status from the drop-down menu.

• Image Number– This field contains the unique identifier for imaged

documents.– Multiple image numbers may be entered separated

by commas.

Search By…• Document Type

– This field contains the classification for an imaged document.

– Select document classification from the drop-down menu.

• Number of Image Pages– This field contains the specific page count for each

imaged document.– Search for documents using a specific page count or a

range of pages.

Search By…

• Activity Code– This field contains coding for the court activity. This

coding is found only on judge’s orders.– Multiple codes may be entered separated by commas.

• Activity Date– This field contains the judge’s signature date or file

date.– Search for documents using a specific date or date

range.

Search By…

• Type of Action– This field contains the type of case, or action.– Select the type of action for the case from the

drop-down menu.

• Court Number– Select the desired court number from the drop-

down menu.

Viewing Civil Images

• The search results are displayed in image number order.

• These results are limited to the first 75 entries.

Viewing Civil Images

• Multiple cases are sorted in case number order.

• Displayed to the right of each case number– Plaintiff vs. Defendant– Court Number– Type of Case

Viewing Civil Images

• Cases may include multiple security levels.– Public images are

listed in black.

– Confidential images are listed in brown.

– Sealed images are listed in red.

Understanding the Fields• Image Number

– This field contains the unique identifier for imaged documents.

• Pages– This field contains the number of pages that

each image includes.

• Document Type– This field contains the classification for an

imaged document.

Understanding the Fields

• Activity Type– This field contains the coding and

title for the court activity that is found only on judge’s orders.

• Activity Date

– This field contains the judge’s signature date or file date.

Displaying the Image

• To view a specific image, click on the appropriate link under the column “Image Number.”

Displaying the Image

• The image is displayed on the right side of the screen using Adobe Acrobat Viewer.

• Standard toolbar features help the user navigate through the document.

Display Tools

• Use the “Print” option to print a certified copy of the image.– E-Gov allows users to print certified copies of District

Clerk records for government use.

Display Tools

• The Printed Copy– A reference of the image

number can be found in the left margin of each printed page of the document.

– The last page of each printed copy contains a District Clerk certification.

The Basket

• The “Basket” feature allows users to download, email, or fax all, or part(s), of a case.

• Click on “Add Entire Case” or “Add to Basket” to utilize this feature.

The Basket

• The images are displayed and stored in the Basket until the user chooses to remove them.

The Basket

• Faxing a Document– This button faxes all documents within the Basket as District

Clerk certified copies.– The fax number is preset and is based on the signup

information provided by the user.– The fax number must be local (713, 281, & 832) or an 800

number.

The Basket

• The Faxed Copy– A cover letter is automatically

generated for the documents faxed.

– A reference of the image number can be found in the left margin of each printed page of the document.

– The last page of each printed copy contains a District Clerk certification.

The Basket

• Emailing Images– This button will compile all documents within the Basket into a zip

file and send it to the user’s email account as an email attachment.

– The email address is preset and is based on the signup information provided by the user.

The Basket

• Downloading Images– This button allows users to save certified documents as a zip file

directly to a personal computer or network folder.– A reference of the image number can be found in the left margin of

each page.– The last page of each document contains a District Clerk

certification.

Conclusion

• Now you are ready to use e-Gov!