Article as seen in The Scribe June 2003 and Texas Town & City February 2003
In recent years, technology has made great advancements in the courtroom and in the daily operations of the court. In fact, frequent upgrades of personal computers are needed to keep pace with technological changes. Like Sugar Land, most courts in Texas have replaced time-intensive manual procedures with computers and court-related software. Some of the ways Sugar Land has leveraged technology include the following:
Court Technology Fund
The 1999 Texas Legislature adopted a Court Technology Fund, effective Sept. 1, 1999, enabling Sugar Land and others in Texas to purchase computer systems, networks, hardware, software, imaging systems, electronic kiosks, electronic ticket writers and docket management systems. In order to establish this fund, a City ordinance must be approved; whereby, a fee not to exceed $4 is established as a cost of the court, which in turn may be charged to each defendant convicted of a misdemeanor (see Article 102.0172 – Court Costs; Municipal Court Technology Fund). This Article expires Sept. 1, 2005, unless it is extended at the next legislative session in 2003.
Interactive Voice Response System
Sugar Land was the second court in Texas to install the Interactive Voice Response System. Providing defendants with credit card payment options, court dates, fine amounts, trial dates, directions to the court and defensive driving courses, this phone service is available 24-7. Defendants may call (281) 275-2601 for English or (281) 275-2602 for Spanish. Voice prompts lead defendants through the telephone system, with an operator available at any time. The Court Technology Fund funded this new technology in Sugar Land.
Web Site Services
A variety of Web site services enable municipal courts to work more efficiently. In Sugar Land, citizens have the following options to pay traffic and non-traffic violations incurred in the City of Sugar Land: 1) appear in person; 2) utilize a drop box; or 3) call 1-888-462-1157 and pay be credit card. The easiest method, however, is to visit Sugar Land’s Web site and pay tickets online. A menu-driven format guides customers through the payment procedure using major credit cards. Citizens receiving jury summons also can check the Web site for updated information on jury duty. Looking to the future, several court-related technologies are on the drawing board for Sugar Land Municipal Court, including electronic ticket writers, imaging and video arraignments.
Electronic Ticket Writers
Sugar Land plans this year to implement electronic ticket writers, which have been on the market for several years. This product is becoming smaller in size and more durable and rugged for outdoor use. These ticket writers are very efficient with their elimination of data entry of tickets, as well as the need to decipher the handwriting of police officers. Tickets are printed and presented to offenders for their signatures as a promise to appear. Some products offer an interface directly to court systems, while others require a download procedure to interface with the system. The data base contains outstanding warrants, street locations of the city, all violations including city ordinances, arraignment dates and notes for the officers, while the dates come up automatically each day. They have swipe capabilities for the drivers’ license, eliminating the need for the officer to key in the information.
Imaging
Two courts currently are in the process of imaging but have not completed the cycle; Sugar Land has budgeted for the implementation of this technology. Imaging can significantly reduce the enormous amount of paperwork generated by a court’s daily operations, but an archive policy for electronic storage of records must be approved by the state.
Records that are imaged are handled in a completely different way.
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Each file is indexed and assigned a number.
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The documents are placed in the proper electronic file.
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They can be part of a workflow system; whereby, they are electronically sent to judges, prosecutors, and clerks.
It takes approximately five years to complete the cycle for imaging. This is the designated time required by the state to maintain court records. Imaging can also capture signatures electronically using an E-pad that allows judges and defendants to electronically sign court documents.
Video Arraignments
Video arraignments have been around for a few years, but this is not applicable for all courts. One video camera is installed at the court and the other at the jail site, allowing the defendant to see the judge and vice versa. This type of technology eliminates direct contact between judges and defendants. It also saves time and money in transporting prisoners. Sugar Land Municipal Court plans to budget for video arraignments in the near future. Sugar Land continues to seek opportunities to make programs, activities and, most importantly, the democratic process of governance easily accessible to the community. Court technology offers the ability to further improve judicial administration in our courts and build public trust and confidence.