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September 30, 2013 posted by Steve Brownstein
Parma Municipal Court will soon begin the process of converting its voluminous collection of paper records into digital images, an initiative that is predicted to eventually save space and time. Court IT Manager Chris Castro said the project is primarily a result of a change in Ohio law several years ago that increased the period courts must retain records from seven years to 25 years for traffic cases and 50 years for criminal cases.
With the court already occupying two full rooms with records, and storage spilling over into other city facilities, Castro said digitization is the only answer.
"If you don't come up with a different way to keep your records, you're going to have to buy buildings to keep them," she said.
City Council on Monday approved the purchase of a roughly $47,000 software system that will manage the digital records after they are manually scanned. This will interface with the court's case management system, Castro said, eliminating the need to physically retrieve related records, and allowing access to the information at any time.
Once the software has been received, Castro said the court will "go live" by digitizing records for new and active cases. Interns will begin processing the court's archives in December.
Castro was not able to provide an estimate as to when all the court's records will be converted into digital format, but with the court handling almost 30,000 cases per year, she said it will take considerable time.
The Cuyahoga County Department of Regional Collaboration recently offered to help communities digitize their records. Castro explored this option, but said the county's services would be limited to scanning the records at a cost of 3-10 cents per page, requiring the court to still invest in the management software.
Looking forward, Castro said the court's modernized record-keeping system may grow to allow attorneys to electronically submit paperwork and judges to provide required signatures digitally.
"It's basically heading toward a paperless system," she said.
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