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Bar
code - The machine-readable
representation of the keyword values or index values.
Bar codes are read by a scanner that passes over the code and
registers the keyword values or index values. The width
of each black line and the subsequent white space between each
line coincides with the numbers or letters of the keyword or
index values.
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Batch - A grouping of documents
scanned and/or audited for quality at one time. Batches range
from 1 to over 100 documents.
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Capture - To save a particular
state of a program. The term capture often refers to saving
the information currently displayed on a display screen.
You can capture the screen to a printer or to a file.
The act of saving a display screen is called a screen capture.
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Docket
event - an entry in
the Clerk's automated docket. A docket event is created for
each document filed in a superior court case.
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EDMS - Electronic Document
Management System. It is an integrated system of software and
technologies that enable the processing, routing, and storage
of electronic documents. EDMS uses imaging technology to convert
existing case files and to capture incoming paper documents
into the repository. Electronic records, eFiling, imaged documents,
electronic document management, and the Minute Entry Electronic
Distribution System are all parts of an Electronic Document
Management System.
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E-File - Electronic transmission
of an original document to the court, and from the Court, for
the purpose of filing.
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Electronic
documents - There
are two kinds of electronic documents that will be stored in
the Clerk's EDM system: images or imaged documents, which are
paper documents converted into electronic form by means of a
scanning process; and digital documents, which are documents
created by computer and filed in an approved electronic format.
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E-Service - Electronic transmission
of a copy of the document to all other designated recipients
via the Clerk's Office e-filing system. eFiling does not include
service of process or summons to gain jurisdiction over persons
or property.
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Filing - Documents, either
electronic or paper, submitted to the Court for filing.
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Hyperlink - An electronic
connection or reference to another place in the document, such
that when selected the user is taken to the portion of the document
to which the hyperlink refers.
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iCIS - Integrated Court Information
System. A system that reflects the Superior Court's docket,
party information, calendaring, and other case-specific information
that is accessible by numerous court agencies. iCIS works with
the OnBase system to display images of documents filed with
the Superior Court Clerk.
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Imaging - the conversion
of a paper or original document into an electronic document
(or image), a process which is also referred to as scanning.
In order to store and retrieve these electronic documents for
later use, they must be indexed.
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Indexing
- Indexing can be done in two ways: 1) - A paper document
is docketed and then a barcode sheet is generated from iCIS,
containing the four main index/keyword values (case number,
docket code, file date, parties' code). When the document
is scanned, the keyword values are attached to the electronic
image, which permits users to retrieve the image by clicking
on the link in the iCIS docket screen. 2) - A paper document
is not docketed but instead receives a barcode sheet generated
from a stand-alone program. This sheet contains some of
the four main index/keyword values. When the document
is scanned, the keyword values are attached to the electronic
image. At the end of each day, these images and keyword
values automatically generate a predocket event in iCIS, and
users can retrieve the image by clicking on the link in the
iCIS docket screen. The predocket events are completed
by docket staff at a later time.
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JPEG - Short for Joint Photographic
Experts Group. JPEG is a
compression technique for color images. Although it can
reduce files sizes to about 5% of their normal size, some detail
is lost in the compression.
-
Jukebox - A computer hardware
component that stores optical platters of information, similar
to CD-ROMs. Optical platters act as a backup system for information
and are accessed in the hardware component similar to the operation
of a musical jukebox.
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Keywords - The main keywords
or index values assigned to each electronic document are case
number, docket code, filing date, and parties code. Keywords
uniquely identify each image and facilitate image retrieval.
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Kofax
Ascent - is the software
program used by the Clerk's Office to scan paper documents.
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License - A contract that
grants a party explicit
rights to use intellectual property.
-
Linking - occurs when the
index values of an existing docket event are assigned to an
electronic document.
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MEEDS - Minute Entry Electronic
Distribution System. A system that automates the creation, docketing
and distribution of court minutes.
-
Minute
Entry - A written
record of court settings, court hearings and judges rulings
on cases. Minute entries are placed in the court file, distributed
to the Court Administrator's Office, and sent to the parties
in a case.
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OnBase - A software program
designed to manage processing, storage and retrieval of electronic
documents.
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Participant - Any party,
prosecutor, defense attorney or other entity whose function
it is to participate in the prosecution, defense and imposition
of sentence in criminal matters filed.
-
PDF - Portable Document Format
- A file format that preserves all fonts, formatting, colors
and graphics of any source document, regardless of the application
platform used. OnBase contains both PDF and TIFF files.
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Predocket - A partially completed
docket event with an attached image. Predockets display
in red on the iCIS docket screen and will be completed by docket
staff at a later time. Once completed, the docket event
displays in the same black/blue colors as regular docket events.
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Public
Access Terminal -
Computer located in the Customer Service Center through which
the public may research and print electronic documents. Public
access terminals may not be used for filing.
-
Purge - To systematically
and permanently remove old and unneeded data. The term
purge is stronger than delete. It is often possible to
regain deleted objects by undeleting them, but purged objects
are gone forever.
-
Queue - For how we use queues, documents are sent into designated
areas (queues) within OnBase, depending upon certain keyword/index
values, such as the docket code. Staff-users then access
the queues to view the images and perform tasks. Even
when a document is in a queue, it is transparent to other users
who may be retrieving the same image by clicking on the links
in the iCIS docket screen.
- More generally, queuing refers to lining
up jobs for a computer or device. For example, to
print a number of documents, the operating system places
the documents in a special area called a print buffer or
print queue. The printer then pulls the documents
off the queue one at a time. The order in which a system
executes jobs on a queue depends on the priority system
being used. Most commonly, jobs are executed in the
same order they are placed in the queue.
-
Real-time - Occurring immediately.
The term is used to describe a number of different computer
features. For example, real-time operating systems are
systems that respond to input immediately. They are used
for such tasks as navigation, in which the computer must react
to a steady flow of new information without interruption.
Most general-purpose operating systems are not real-time because
they can take a few seconds, or even minutes, to react.
-
Repository - Generically
refers to a central place where data is stored and maintained.
A repository can be a place where multiple
databases or
files are located for distribution over a
network, or a repository can be a location that is directly
accessible to the user without having to travel across a network.
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Scanned
Document - An electronic
image created by scanning a paper document.
-
Scanner - A machine which
processes paper documents, converting each page into an electronic
image file. The Clerk's Office currently has scanning workstations
located at various court locations: The Central Court Building,
Old Courthouse, the SouthEast office in Mesa, Glendale, the
Customer Service Center, and the NorthWest office in Surprise.
-
Scanning - the process for
converting paper documents into electronic documents.
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Thick
Client / Thin Client - Thick client refers to an application that is installed and
run on the user's personal computer or workstation. The
bulk of the data processing in a thick client application occurs
on the user's computer. Thin client refers to an application
that is installed and run on a network server and allows access
to users throughout the network. The bulk of the data
processing in a thin client application occurs on the server.
-
TIFF - Tag Image File Format
-a standardized file format used to store imaged documents.
-
Upload - To transmit data
from a computer to a bulletin board service, mainframe, or network.
For example, if you use a personal computer to log on to a network
and you want to send files across the network, you must upload
the files from your PC to the network.
-
Workflow - An application
that moves documents through a series of pre-determined queues
or electronic in-boxes, where staff may access and process the
documents. Most of the Clerk's Office work follows a predetermined
workflow.
-
XML - Short for Extensible
Markup Language, a specification developed by the W3C.
XML is a pared-down version of SGML, designed especially for
Web documents. It allows designers to create their own
customized tags, enabling the definition, transmission, validation,
and interpretation of data between applications and between
organizations.
