Florida’s Office of the Public Defender for the Tenth Judicial Circuit offers a range of judicial services to residents of Polk, Highlands, and Hardee Counties. It has over 140 employees, including more than 75 lawyers.

Challenges

  • Electronic Document Capture and Retrieval
  • Secure Document Indexing
  • User-Friendly Electronic File Management

Solution

Protected Trust provided a reliable, secure and fast document management and retrieval system using Archive Studio’s Goby Capture and WebSearch features, granting ease-of-access to all electronically archived files.

“Archive Studio is easy to config- ure and use, and has been totally reliable. The interface is user friendly, and our employees are happy about being able to find things so much more quickly. ”

Richard Weis,
Finance and Accounting Director
Office of the Public Defender,
Tenth Judicial Circuit

Protected Trust Champions Efficient Case File Management

Organization: Office of the Public Defender for the Tenth Judicial Circuit of Florida
Industry: Government
Location: Polk, Highlands, and Hardee Counties, FL

Florida’s Office of the Public Defender for the Tenth Judicial Circuit offers a range of judicial services to residents of Polk, Highlands, and Hardee Counties. It has over 140 employees, including more than 75 lawyers.

Needing to access thousands of documents from multiple locations, the agency knows the importance of providing efficient, effective, and timely case management to represent clients.

The Challenge

The office handles more than 40,000 cases a year. To review a document, it had to be retrieved from central storage and viewed on paper or microfilm.

“Clearly we needed a better way to manage case files,” says Richard Weis, finance and accounting director. “We needed an electronic capture and workflow solution – one that could let us quickly convert closed case files, easily manage day-forward documentation, and securely index and store everything in a way that let us retrieve anything at the touch of a button.

“Even better would be a solution that let us electronically manage the non-case-related mail that we receive daily. We wanted a workflow solution that lets this information be routed to the appropriate person or department electronically and accessed via special search parameters.”

The Protected Trust Solution

“We discovered Protected Trust Archive Studio, an entire end-to-end solution with valuable document management capabilities. Archive Studio gives us a fast, secure, and reliable way of storing and accessing files.”

When a case file is created, a profile sheet goes in the file. Included with Archive Studio, this template gets added to each document to be scanned. With selectable custom index metadata, it automatically determines where to file documents once the case closes or reaches a certain age.

Most closed case files are sent to a company that specializes in scanning high-volume jobs, and the resulting TIFF images are returned to the public defender’s office. Staff use Goby Capture, part of Archive Studio, to convert TIFF images to searchable PDF documents and automatically file them to a central server per the pre-determined template specifications.

Goby Capture processes the documents and sends them to WebSearch, a browser-based component of Archive Studio. Designed to search document-specific descriptions or a combination of keywords, WebSearch allows easy search, retrieval, and sharing of a document.

The Results

“The software we had before Archive Studio was used only for capital cases and non-case-related mail,” says Weiss. “Outside of this, we had to physically retrieve microfilm from a central storage room, and misfiled documents were extremely difficult to find. In collaboration with Protected Trust, we designed and implemented a document-handling system with Archive Studio that lets us access documents from any location.

“A Protected Trust representative visited our office and worked closely with us to assess our needs, and the Protected Trust technician who provided installation and training was knowledgeable and responsive.

“Archive Studio is easy to use and totally reliable. Our employees are happy to find things much more quickly. We can use Archive Studio to process not only capital cases and non-case related mail but also all closed cases. This amounts to less physical storage space, less time searching for documents, and, as everything is now in an electronic format, a means to recover files in the event of a disaster. This all translates to far more efficient representation of our clients.”