digitizing jury records queens division of jurors audrey i. pheffer queens county clerk comissioner...

Digitizing Jury RecordsQUEENS DIVISION OF JURORS

AUDREY I. PHEFFERQUEENS COUNTY CLERK

COMISSIONER OF JURORS

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OFFICE PROBLEMS / OPPORTUNITY

Office Problems/ Opportunity

Too many manual tasks & not enough staffing to meet task demands

Inefficient use of time acquiring info from multiple sources & locations

Limited search resources

Lack of storage space

Paper records are vulnerable; prone to

damage

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JURY DIGITIZATION BENEFITS

ACCESSIBILITY OF RECORDS

- Users can concurrently access the same image

- The necessity to produce and keep several copies of the same record in several locations is eliminated

- Access of records is not limited to user’s location or device

CONFIDENTIALITY

- The confidentiality of records is better maintained by the centralization of the document images / information

DURABILITY

- Digital records are not subject to deterioration due to age, environmental changes, etc.

- Digital records can be reproduced limitless times without degradation of the original

- Records can be stored and delivered in a variety of ways

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MONETARY SAVINGS

- Eliminates any costs for storage or retrieval of records

- Eliminates need for resources used in producing duplicate hard copies

RETENTION SCHEDULES

- Allows the Jury Division to comply with Retention Schedule requirements with the least amount of impact on staff

DISASTER PREPAREDNESS

- Digitization of records gives the Jury Division a future option to create a disaster recovery plan to provide assurance that we would be able to access records, should a disaster strike.

JURY DIGITIZATION BENEFITS (Cont’d)

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Server space was designated to accommodate jury records

Two locations were established on the server space

I – Jury II – Jury Operations

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The Jury server was divided into three locations representing the three Central Jury Rooms.

Each location has it's own folder.

Each folder opens into additional designations.

I - JURY

Three Jury Locations

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When you select a location, you can access yearly folders.

Folders By Year

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When you select a year, you can access monthly folders.

Additional folders can be added according to your needs.

Folders By Month

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When you select a month, you can access term dates for payroll.

Multiple jury per diem payrolls are scanned to each folder.

Folders By Term-Date

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II – JURY OPERATIONS

In Jury Operations, there are two departments, Jury Operations and Payroll.

Two Departments

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The Jury Operations Folder includes records being stored to meet historical, statistical and retention requirements.

Additional folders stored here are records of the day to day jury operations.

The electronic storage of records gives quality control of files.

Jury Operations

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A record for quality control (checks and balances) for scanning payroll is also kept here.

Statistical and Expenditure reports are kept in these folders.

Payroll

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Using the Kodak I2800 Scanner, we scan the documents to the Foxit Phantom PDF Program.

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To make sure it is searchable

Before scanning, you must set up the proper format to make the document searchable.

This will allow the scanned document to become a searchable file through Optical Character Recognition (OCR).

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The document can now:

be searched using multiple search items typewritten on using the Foxits Typewriter Application

Kew Gardens

Central Jury

Long Is. City

Central Jury

Jamaica

Central JuryVERIFY LIST

SUMMONSES

BALLOTS

TRIAL SHEETS

DOCUMENT REGISTER

Rejected Postponed

No Credit

Summonses

Minute Report

Panel Reports

Completed Panels

In-Court List

Kew Gardens Jamaica LIC

Digitizing Workflow Structure

Qualification

Questionnaires

Jury Operations

Payroll

JURY

SERVER

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