Going nearly paperless has helped the department close cases with more efficiency and speed, Martinez said. The Probate Department handles estates, custodianship, will resolutions, and similar matters. While most of the cases are more a matter of procedure than dispute, files tend to quickly thicken with paperwork because there are usually multiple parties involved. Instead of moving files through the office, the department's judges, attorneys, probate examiners and other court employees have imaging workstations at their desks. Files are stored on a jukebox that holds 12-inch platters.
Servers connect the data stored on platters to the workstation network.
Another server is used to load new documents into the document and case management system. Cases that will be handled in the following several days are fetched from platters and stored on a server to facilitate access to those files. Scanners are used to load documents into the system. Documents submitted for filing are indexed according to the appropriate case number, and original copies are filed for safekeeping. Filenet Corp. equipment is used for the imaging application, and the company assisted in implementing the application.