Internet Judicial Enforcement Management System (iJEMS)
10 Tips for Creating a Paperless Court
(1) Set up all of your court's forms and documents as Microsoft Word® Merge templates.
PCSS court software supports Word merge functionality. By merging data from the JEMS database into Microsoft Word templates, courts can generate an unlimited number of documents.
(2) Archive documents in Microsoft Word (*.doc) format or as PDF (Portable Document Format) files
Rather than printing generated documents, courts can configure automatic document archival, where documents are saved as either a Word document or a PDF file. Court personnel can then retrieve electronic documents associated with cases and view them on the screen, rather than having to locate a paper copy.
(3) Use Distribution Lists and Scheduling
The PCSS Case Management System includes advanced distribution list and scheduling functionality, allowing courts to distribute electronic reports automatically at pre-determined times. Courts can distribute reports to multiple recipients in a variety of ways, such as through email and over FTP.
(4) Add Electronic Signatures
Courts can capture and store signatures inside documents using an electronic signature keypad with the PCSS electronic signatures enhancement. The person signing the document simply views the document on the screen and signs an electronic keypad, rather than signing a paper document. The Case Management System stores the document with the embedded signatures as a PDF file.
(5) Integrate Electronic Signatures with Workflows
With JEMS workflows, a document can be routed to multiple recipients, who then sign the document electronically or authorize the embedding of a stored electronic signature.
(6) Upgrade your hardware, if necessary
As the court becomes truly paperless, additional hard disk space may be needed, depending on the number and size of electronic documents. Courts may want to consider using NAS or SAN to provide centralized data access to image storage.
(7) Add PCSS Imaging
With the PCSS Imaging add-on, courts can convert existing paper documents to electronic documents. When combined with high-speed scanning, the JEMS Imaging package provides an efficient, advanced solution for rapidly imaging large numbers of documents. Note: Courts investing in PCSS Imaging with high-speed scanning will want to acquire a good quality, reliable high speed scanner with optional duplex.
(8) Use the iJEMS web portal to offer document access
The public, officers, and members of the court and legal community will be able to access electronic documents using the iJEMS web portal, an optional enhancement offered by PCSS. iJEMS delivers fast, easy, and efficient access to all documents in the Case Management System.
(9) Add the PCSS eFiling Solution
With PCSS eFiling, litigants can file documents from their offices over the Internet. Courts approve/reject documents and can impose filing fees.
(10) Request electronic data exchange where possible
If your court is sending or receiving paper documents and/or reports with other courts and agencies, contact them regarding the possibility of using a custom interface created by PCSS. We will work with you to develop an interface that will enable rapid data exchange between the court and outside agencies.