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Drowning in Paper

Drowning in Paper. Expanding our Use of DocuWare Tippecanoe County Clerks Office. Presented by Linda Phillips. The Tippecanoe County Clerk manages the records for seven courts, marriage licenses, tax warrants, oaths of office and elections.

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Drowning in Paper

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  1. Drowning in Paper Expanding our Use of DocuWare Tippecanoe County Clerks Office

  2. Presented by Linda Phillips • The Tippecanoe County Clerk manages the records for seven courts, marriage licenses, tax warrants, oaths of office and elections. • Approximately 9 million pages of documents are received or produced annually. • More than half of all records are permanent.

  3. Where We Started • The former Clerk purchased DocuWare in 2000. • Scanning replaced the microfilm system.

  4. 2003 – Drowning in Paper! • At the start of my term, we had 2 types of documents in two file cabinets: • Tax Warrants • Orders and Judgments

  5. Problems • Assumption that DocuWare was just like microfilm. • Only two index fields – both free form text • 25,000 Documents but each one contained multiple pages from different cases. • Data entry was inconsistent – dates were 00-00-00, 00/0/0000, OO.OO.OOOO

  6. Work Started • Stopped scanning tax warrants and created the index in Excel. • Individually indexed orders by case number and date. • Established data entry standards.

  7. Spent more and more with IRA • Added more licenses….. • Added: • Active Import • AutoIndex • Content-Folder • Internet-Server • Recognition • Moved to site license in March, 2009

  8. Now • Used by 9 county departments. • 26 filing cabinets in Clerks office. • Court Records – One for each court • Election Results • Transcripts • Wills • Service Returns • Oaths of Offices • Record of Orders and Judgments • Confidential Orders

  9. Enhanced Access for Media • Media Cabinet • News media has access to one cabinet where we post documents related to cases of media interest.

  10. Recent Case of Interest

  11. Future expansion….. • Judges have been reluctant to give up paper files but I expect that to change as the older judges retire. • Subscription access for title companies. • Continue scanning closed cases.

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