Office of County Clerk 2013

Entering the digital age by using 21st Century Cutting Edge Technology

Office of County Clerk 2013

Digitizing court records for the criminal, civil, probate and truancy courts (Complete)

Probate courts are currently in progress (Digitization completed from current date back to 2006)

Implementation of Odyssey Document Management System: Created additional efficiencies in court civil and probate court processes.

Implementation of an automated agenda management system for our commissioner’s court. Including live broadcast of commissioner’s court hearings (Tuesday mornings at 9:00 a.m.)

Office of County Clerk 2013

Ineffective Systems Previous recording system lacks correct mapping to internal

work processes Unreliable access to the County Clerk’s Official Public

Records web site Commissioners Court Formal agenda was a manual process Inadequate storage for the preservation of the 12,000

historical books

Office of County Clerk 2013

Office of County Clerk 2013

Record Preservation No climate control environment Inadequate storage for the 12,000

historical books Microfilm infected with redox virus

New Criminal Collections Communications SystemGlobal Connect Dialer System new dialer system to contact defendants regarding outstanding court cost and fines

Manuel Process = 1,000 calls per collector/month (avg)

Global Connect = 2,800 calls per collector/month (avg)

Office of County Clerk 2013

Revamping of Internal Systems (Cont’d) Implemented a new recording system for our official public

records. (A benchmark for the country) Implemented Odyssey Case Management System for Civil

Probate and Truancy Courts Post Foreclosure notices online by city Re-designed County Clerk website

Include electronic forms for all departments Updated contact information Updated fee schedules

Office of County Clerk 2013

Implementation of a search engine for commissioners court records and digitizing the records,

Transparency: Campaign reports of elected officials now available online for public viewing,

Implementation of Paperless court system for all county level courts (civil, criminal, probate and truancy)

Preservation of historical books and records.

Office of County Clerk 2013

Dropped/ misdirected calls

Busy Signals Incorrect Information No Human Interaction Frustrated Callers

All Calls Answered Valid Responses Given Human Interaction Personal customer service

Call Center Implementation

Office of County Clerk 2013

VS

Continued Records Restoration & Preservation Improved Public accessibility of County Clerk

Records Implementation of eCommerce to allow financial

transactions both over the internet or credit card payments at the counter.

Continued development of the case management system for the criminal courts

Completion of the climate controlled record center

Office of County Clerk 2013

Office of County Clerk 2013

Office of County Clerk 2013

Record Restoration Preservation Commissioners Court meetings to include live video

feed Complete digitization of probate records back to

1900’s Finish out of the climate controlled storage facility

for Dallas County

Office of County Clerk 2013

Go Green Initiative Increased e-Recording to eliminate paper handling Implement a county wide paper shredding program

which could generate up to approximately $1 million in revenue once shredded paper is sold for recycling

Office of County Clerk 2013

Office of County Clerk 2013

Thank you for your support.