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Court Technology - Texas Municipal Courts Education Center

1. True or False Q 23 The canons of the Code of Judicial Conduct would apply to items placed on a website by a judge or person working under his or her authority PART 5 COURT MANAGEMENT TECHNOLOGY A Advantages to Court Automation Whether a personal computer system or a network is used there are many advantages to automating court support systems Rev Fall 2011 Level Il Court Technology 10 17 1 Reduction of Repetitive Tasks Multiple outputs can be obtained from a single input For example when a clerk enters the name of a party into an automated information system after a complaint is filed that single entry can be used for many purposes such as system generated case lists docket schedules name indexing and document generation The single entry of a criminal case disposition can later produce monthly and quarterly reports required by the Comptroller DPS and OCA 2 Enhancement of Data Quality Computers can track incomplete records For instance it is possible to generate a list of those who turn in driving safety course certificates before and after the deadline 3 Increased Information Accessibility Computers allow many persons to view the same information simultaneously Information can be retrieved in seconds rather than waiting for a delivery from the file room 4 Increased Organizational Integration Computers allow information to be shared between divisions and departments For example cases can
2. www window state tx us or via links on the TMCEC website www tmcec com A World Wide Web WWW The World Wide Web more commonly known as the Web unites the informational resources of educational institutions public and private organizations businesses and individuals from around the world The World Wide Web is basically a huge mass of documents located at various sites around the world There are no political or geographic boundaries Most people use web browser software to navigate the internet like Microsoft Internet Explorer and Mozilla Firefox A website is a place where individuals or groups can publish their own home pages Each page has a unique address in the form of a Universal Resource Locator URL A specific home page can be located by entering its URL or clicking a hypertext link indicated by a different color of text or some other obvious means such as underlining to connect to that page The web has graphics video and audio capabilities B Mailservers Mailservers store and forward electronic mail e mail If e mail is accessed through an Internet Service Provider the service provider houses the mailserver C Listservs Listservs work like a mailing list of people who are interested in the same topics One person can correspond with many people at once Every message posted to the list is sent to all of the list subscribers by electronic mail Mailing lists are different from newsgroups in that all message
3. Fax and Electronic Te EE 19 4 Imaging EE EE EE 20 5 Case Management Software eee eee eee eee eee eee 20 9 Companies Offering Case Management Software eee eee ee ee eee 20 b Recommended Capabilities of Case Management Software eee eee eee RA 20 PART 6 METHODS TO ASSIST IN FINE COLLECTION sesse ee nessies sesse ee ee 22 A BHOTOIMAGING EEN 22 B PAYMENT BY CREDIT CARD BY TELEPHONE 22 G QUICK COLLEC ee gs se ER erer getest 22 Di KIOSKS ESE DE sete ie EE eg NR GE ee ed ee ES GE N EG Ee Gee Ee GE SE De ee 23 E DPS FAILURE TO APPEAR PROGRAM esse ee 23 PART 7 TECHNOLOGY FOR PUBLIC INFORMATION ABOUT THE LAW 23 Paces i 2 lt T 2 eene 24 B VOICE RESPONDER SYSTEMS Ee eee 24 PART 8 FINANCIAL LEGAL AND ETHICAL CONSIDERATIONG 008 25 N SE EGAVISSUES EE 25 Bs EINANGCIAL ASSISTANGE os Ee GE tee ee ches ales See anc Ee GE aie seine ee eee det ee ade 25 PART 9 COMPUTER CARE iis sede sesse es ie vk oe de ese Sek N ek Ke ee ek ee Ge ek ER N N Ge ee Ge Ge EN dk kk de 27 Ai GEEEGTRIEITYE EG EE EE Ge N Ge Ee ee ee OE ee de Ee Ge Ge Se NE aie 27 B a Pea sar 1 EE OE EE EK OR EE ME RO RE Pe 27 10 2 Court Technology Rev Fall 2011 Level II Ces TEMPERATURE ELS SS Sk APE EAE E Ee A E A e 27 De SS TABI NTN eege ee DA EE EE Ge N ee ED of mie De eed 27 E DUST DIRT AND SMOKE ss sss eee 27 Eo Ne E EE EC 27 G MONITORS AND PRINTERS ccccccececceececcececceccececeeceececseceecuceecueeeceseaseeeesueeenesenu
4. For Victims e Victims Bill of Rights e Location of victim waiting room For Others e For hearing impaired e Location of access for persons with disabilities e Policy on interpreters B Exemplary Sites Fine and court costs schedule How to pay a fine Installment plans Community service options Parents and juveniles Teen court Alcohol awareness courses Driving safety courses motorcycle operator courses Appeals Frequently asked questions Juror pay if available Contempt Juror qualifications and exemptions Updates on appearance status Crime Victims Compensation Fund Information for attorneys Information for court reporters Volunteer opportunities Customer service surveys The OCA website keeps an up to date list of websites for municipal courts in Texas at http dm courts state tx us OCA DirectorySearch aspx Some exemplary websites based on their layout topics included or links include e Houston www houstontx gov courts e Austin www ci austin tx us court 10 16 Court Technology Rev Fall 2011 Level Il e Lubbock http court ci lubbock tx us Outside Texas the following are worth visiting e County of Los Angeles www lasuperiorcourt org e City of Seattle www pan ci seattle wa us seattle courts house htm C Website Design Websites should reflect the spirit of the organization Issues involved in maintaining the dignity of the court should be carefully examined While webs
5. If the chair or the desk do not allow for an adjustment of the angle of the keyboard using the keyboard kickstand helps maintain the neutral line of hands and wrists Bending wrists up or down or side to side while typing should be avoided In moving from the alpha part of the keyboard to the numeric keypad the wrist should be kept straight by moving the whole hand and forearm A wrist brace helps immobilize the wrist to prevent injury A lighter touch less force on the keyboard is preferable Resting wrists on a sharp edge while typing should be avoided A foam wrist rest is an inexpensive and simple solution to adapt most workspaces Pace yourself Short breaks once every hour while using the keyboard are suggested Gently stretch rotate and massage the hands and arms Shorter more frequent breaks are more effective than longer less frequent breaks If any weakness numbness or pain is felt in the hands or arms a supervisor should be notified immediately The earlier an RMI is identified the easier it will be to prevent a serious disability Use of a track ball or a touchpad keyboard helps prevent RMI s associated with extensive use of a mouse Rev Fall 2011 Level Il Court Technology 10 29 The time invested in preparing a safe and comfortable work space including breaks that allow for rest and gentle stretching is considerably less than the time lost to decreased productivity caused by physical discomfort or injury
6. The least expensive option is through a dial up modem also known as an analog line In order to access the internet a dial up modem is required For ordinary telephone lines the highest speed at this time is 56 6 Kbps kilobits per second DSL Digital Subscriber Line is high speed internet access over ordinary telephone lines There are different kinds of DSL available such as ADSL and SDSL which provide different speeds The most significant factor in determining availability of DSL is the distance from the court to the telephone company In general to access DSL courts must be within 3 5 miles of a station Cable connections are an always on high speed internet connection In order to use a cable connection a cable modem is required Cable modems use the high bandwidth capabilities of cable TV lines It is shared media which means that as more people in the area are in the cable line the speeds for each user will decrease T 1 lines are another high speed direct internet connection T 1 lines are fast because the foundation is a dedicated telephone line that transfers data through 24 individual channels Most telephone companies allow users to buy only some of the channels at reduced rates this is called fractional T 1 access Rev Fall 2011 Level Il Court Technology 10 7 Service 56K Cable DSL SDSL ADSL T 1 Everywhere Mostly Metro areas Metro areas Metro areas Metro areas Availability residenti
7. available with some software In order to fax from a computer either a modem and analog telephone line a connection into a network with an Internet fax machine or a centralized fax modem is needed Many copiers now come equipped with fax components requiring a category 5 network connection to utilize the network 6 Utility Software Common utility software includes computer file management and data backup applications lost data restorers and file compressors Norton Utilities Symantec and McAfee Utilities are common ones With the influx of viruses on computers that connect to the internet it is vital that a computer have updated antivirus software Both Symantec and McAfee have antivirus software that can easily be updated by either visiting their website or allowing the software to automatically update Many antivirus software packages also contain tools for fighting spam or junk e mails Antivirus software packages also contain adware and spyware blockers and removers Adware and spyware are small computer programs that are downloaded on a computer without the user s knowledge for the purpose of collecting data on the computer usage Some adware goes as far as installing advertising software that creates pop up windows each time a computer is connected to the Internet If the antivirus software the court uses does not get rid of adware or spyware visit CNet AVIRA or AVG for free and low cost options What is the name of the fixe
8. can view it and print it on a printer Corpus Christi Dallas San Angelo and Houston are just a few of the many municipal courts that have customized an imaging system moving those courts towards paperless For additional information on imaging systems search Document Imaging at www ncsconline org 5 Case Management Software A case management system consists of one or more software applications that allow the court to manage the information associated with individual cases and overall court activities With it a case can be tracked throughout the judicial process until its final disposition and imaged exhibits and documents can be electronically captured and stored as part of the case record to be retrieved as the judge or clerk needs them The first case management systems were developed by computer consultants for large or mid size cities but now are widely used by all sizes of courts Prices vary according to the number of functions the system provides the caseload the number of workstations required the type of hardware selected networking requirements and other factors In deciding whether to purchase a package system or a customer developed system consider the type and quality of technical support future enhancements and the company and court s respective roles in software development A system should be purchased only from a reputable company that can provide a list of references Ownership of the copyright and system design s
9. com org What is hypertext What is the URL of the TMCEC website List three guidelines for cyberspace etiquette How does a search engine work Using the JCIT naming standard what would your court s domain name be True or False Q 19 Most e mail systems can send messages as well as send and receive files End True False Q 20 What is a firewall Q 21 A What is encryption PART 4 A WEBSITE FOR YOUR COURT Information on Demand Developing a website for your court offers an excellent opportunity to expand access to information about your court Many topics may be included on your website and a web map such as the following may help you plan Court Home Page Identify court e What s new Site map or outline e Links e Contact information Non graphic link to home page e Date Updated Search function For the Public Employment opportunities e How to request records from municipal court For the Defendant Rev Fall 2011 Level Il Court Technology 10 15 e Location hours of operations e Courtroom procedures e Local rules on conduct and attire e Defendants rights e Victims rights e Tips for pro se defendants e How to contact an attorney e Failure to appear e Pleas and appearances e DSC eligibility requirements e Insurance issues For Jurors e Importance of service e What to expect e Jurors rights e Location and parking
10. example of is part of the title If the search engine should include the common word put quotation marks around the phrase or title to be searched This lets the search engine know that the results should include websites where those words are together in that order E Using E mail Electronic mail or e mail is a very effective means of communication E mail allows a user to electronically send and receive letters files pictures videos sounds and more In order to use e mail a computer must have an internet connection Many users prefer to access their e mail through a software package Microsoft Office users for example can use Outlook to manage their e mails If a user is accessing his or her e mail through an Internet Service Provider such as AOL the ISP provides software Free e mail is offered through various websites on the internet www yahoo com and www gmail com but the user must have a way to connect to the internet to use these e mail servers The Judicial Committee on Information Technology JCIT has issued an e mail standard that suggest that municipal courts use the following format when defining their e mail addresses username courtname ci cityname tx us Although e mail is an efficient means of communication in order to manage it additional software packages may be necessary For sending and receiving files via e mail a file compression utility such as WinZip will reduce the file in size and will all
11. paid by defendants who pay any part of a fine court costs or restitution on or after the 31 day after the date on which a judgment is entered The city retains 50 percent of this fee or 12 50 2 50 of this amount is to be used to improve judicial efficiency which could include technology e Article 102 0172 C C P provides authority for a governing body of a municipality to establish by ordinance a technology fund fee in an amount not to exceed four dollars to be collected upon conviction The 78 Legislature amended the statute to allow the Rev Fall 2011 Level Il Court Technology 10 25 fund is to be used not only to finance the purchase of technological enhancements for the municipal court but also for its maintenance e Section 133 105 L G C allows the city to keep 60 cents of the 6 00 judicial support fee to promote the efficient operation of the municipal court and the investigation prosecution and enforcement of offenses in its jurisdiction C Ethical and Legal Issues While the use of technology has brought many efficiencies and conveniences to municipal court operations it has also brought mischief and peril The participation in social media has exploded to such proportions that if Facebook was a country it would be the fourth most populous country in the world The number of active Facebook users has grown from 250 million in July of 2009 to 750 million users in July of 2011 http www facebook com press info ph
12. remembering those numbers a user would type in words like Rev Fall 2011 Level Il Court Technology 10 11 www tmcec com The DNS system would match those words to the correct IP address and take the user to the website The DNS is commonly called a domain name A domain name always has two or more parts separated by a period and typically consists of some form of an organization s name and a three or more letter suffix For example the domain name for the National Center for State Courts is ncsconline org Where ncsconline represents the organization and org indicates the type of organization The three or more letter suffix is called a domain extension Below are some examples of common domain extensions Common Domains Name Description com Commercial companies edu Educational institutions DON Government net Network organizations org Non profit organizations mil Military The Judicial Committee on Information Technology JCIT has issued a domain naming standard that suggest that municipal courts use the following format when defining their domain name www courtname ci cityname tx us Although this is not required it is preferred C Linking to Web Pages To link to a web page a user can enter an internet address also called URL into the title or address bar of a World Wide Web browser When the user clicks Go or hits either the enter or return button on the keyboard
13. the web browser travels on the computer network locates that address and displays it on the screen While there are other ways to navigate the internet a web browser is the simplest and it is the only one discussed in this guide Shown below is a typical web page using the URL addressing system nn Th Tess Mre re Courts E te Cy of Sem intone O JRL San Antonio M al Court SAM Traffic Tickets Different ways to settle your Traffic Tiet L snows Valley View Link Canter located tn Berth San Antonio A San Antonio eessen 4 Municipal Court Online Payment System yeu o eat o EE online wa Leieren goei or o Driving Safety Coursa vou may sine poy your valhe re perde Onine Poymer System 10 12 Court Technology Rev Fall 2011 Level Il A website usually contains both regular text for reading and underlined or specially colored text called hypertext or a hyperlink Hypertext is the system used to cross link or anchor documents by highlighted words or symbols On a website if a word is underlined or colored differently than the surrounding text it usually means that it has been linked to another page By clicking the mouse pointer on the hypertext the computer finds the underlying anchor which may be down the page or on another page in the same or even in a different website D Locating Information on the Internet The internet provides access to unlimited amounts of information Find
14. they send the equipment to be repaired elsewhere e What are your company s work hours Is a customer representative available at all times Telephone number of customer service line e What training do you provide e What documentation for training purposes does your company provide e How long have you been with the company e How many employees does your company have e What other services or products does your company sell e How much does the system cost e Does your company offer a lease purchase plan on this product e Does your company offer a lease agreement e IfI process x number of cases per year how much memory storage space do I need to keep x number of years e What happens to the data files if the computer crashes goes down or there is a power interruption etc Backup options software e Does the system have different security levels which can prohibit employees from doing certain functions e g update case status delete tickets and change complaints e If your city has an Information Technology IT department ask them if the purchase your court is contemplating will meet your needs Rev Fall 2011 Level Il Court Technology 10 31 PART 1 Q 1 Q 2 Q 3 Q 4 Q 6 Q 7 Q 8 PART2 Q 9 PART3 Q 10 Q 12 Q 13 Q 14 ANSWERS TO QUESTIONS The hard drive At least a 2 4 GHZ The hard drive stores files for permanent or long term use and the processor reads and e
15. 10 Court Technology Table of Contents INTRODUCTION ME EA EE EE N 4 PART 1 COMPUTER COMPONENTS AND MINIMAL REQUIREMENTS 4 As HARBWARE MEE Ge OG EE De Ge ee ee de Ge ee Ge DR Ee ee DE ee Ee eg 4 1 TYpe ot Gomptlte AREA EE GE eege 4 2 Hard RI 4 3 PrOE SSBI AE ME Ee et piney treed eech 4 4 Memory or Random Access Memory HAM 5 5 External Storage Devices AA 5 6 DEEE N DIE EE 5 a E BE LEE 5 b ER e RE EE 6 C DVD ROM MR EE ER N N N 6 d DVD al eo tel SA RE RE RE OE N EE EI 6 7 lelie AE OE EE OE N HOES 6 8 Mouss and GE oe Ie EE RE EE EE ies hee ee 7 9 GR EE OR EE N EE AE AE EE OE ee 7 10 Internet Connection 7 11 NE Se RE ER AE EE AE EE eee 8 Bs SOFTWARE RA N EE N EE EE EE 8 1 Operating System Goftware see de ee eee 8 2 ee ales Ee EE EE ER OE RE EE EE EE 8 3 Spreadsheet aeie ll 8 4 Web Re VT 9 5 Se ET 9 6 te TEE 9 PART 2 THE INTERNET ANDIISGEEATURES see 10 A WORLD WIDE WEB WWW 10 Bis MAILSERVERS Ss ie Ee See Gee ie Se Ge ee Se Ee Se Re Ee ei Ee en 10 Ge WEIS TS ER VG E EA ER tek TETE DE EE A 10 D G gt 9 SIES SMEER SE EE EE gsc EE DE GE Re ee EE De GE Ee NE 11 PART 3 USING THE INTERNET Ee ee ie Ee es ee eg Gee ee bles es des oe eg le be 11 Rev Fall 2011 Level Il Court Technology 10 1 A GETTING ONLINE EES ES SS AE GE DE Ad ee e E A A DA deeg 11 i Selde ER EE EE EE EE NE 11 2 Web slee SR OR AE RO ER N ra ER N N es 11 3 Internet Serv
16. Q 44 What are RMI s and how can they be prevented Q 45 What are two steps that can reduce neck strain Q 46 What are two steps that can reduce eye strain CONCLUSION Judges and clerks must work cooperatively to make decisions governing the use of technology in the courtroom Management technology and adjudication are all interrelated and careful planning is essential Moreover when implementing a computer system for the court sufficient funding and time to train all employees to use this system is essential Other factors that must be considered when using current technology in the court include security and privacy requirements and access to information by law related groups news media and the public A national trend to provide consistent data across the criminal justice network involves integrating case management of the criminal justice system by linking to other systems such as law enforcement jail management and the public defender s and prosecutor s offices 10 30 Court Technology Rev Fall 2011 Level Il APPENDIX QUESTIONS TO ASK WHEN PURCHASING A COMPUTER SYSTEM e What is the warranty period What repairs does it cover e Does your company offer a service contract How much does it cost per year e How quickly can I get a service representative at my location if the computer needs repair e How many years has your company been in business e Does your company have a repair division or do
17. What Texas agency website has contact information for lower cost court software True or False Q 38 The Attorney General has opined that computerized signatures are permissible on affidavits for arrest warrants as long as the affiant swears to the truth of the affidavit and signs it in the presence of the person administering the oath Q 39 The Department of Public Safety has created rules for documents created electronically by courts Q 40 Courts can collect a technology fee up to four dollars from defendants who pay any part of a fine court costs or restitution on or after the 31 day after judgment has been entered 10 26 Court Technology Rev Fall 2011 Level Il PART 9 COMPUTER CARE Computers are built out of hundreds of thousands of microscopic electrical circuits etched on a little sliver of silicon Working together these circuits open and close millions of times per second The following factors are important for maintenance of the computer A Electricity A steady flow of electrical power is required for the computer to run A surge protector protects the machine from electrical spikes and surges that can severely damage the hardware and or cause data loss The three most common causes of surges and spikes are lightning fluctuation in power from the electric company and fluctuation in power from the use of other appliances Depending on the size of the system a battery powered back up system may be beneficia
18. a that is not downloaded from outside sources should be accepted unless first checked for viruses A note of caution It is very important to scan all files that are Rev Fall 2011 Level Il Court Technology 10 27 downloaded from the internet for viruses Months or years worth of data can be irretrievably lost through infections caused by a computer virus True or False Q 41 Heat sunlight magnets and liquids can damage computers Q 42 Placement of a computer is not important since today s technology is not affected by heat from sunlight Q 43 A virus protection program or utility software should be used frequently to detect viruses PART 10 ERGONOMICS AT THE KEYBOARD Computers allow employees to perform many tasks faster and more efficiently than ever before There are however health hazards associated with extended computer use These hazards may include headaches and backaches vision damage and other more serious injuries Ergonomics the study of the way the body moves and works most efficiently and safely provides helpful suggestions to avoid these hazards Every computer user should apply the principles of ergonomics to his or her work environment Shown below are some ergonomic tips to avoid computer use related injuries A Neck and Back It is important to understand the ergonomic features and adjustments of your equipment to set up your work environment properly Proper positioning of equipment combined wi
19. access to legal research the Bench Book scripts sample jury charges court cost amounts and information about specific cases before the bench 10 18 Court Technology Rev Fall 2011 Level Il An imaging system would make possible a paperless process between the judge s bench and the clerk s records 2 Video 15 17 Hearings When conducting video 15 17 hearings the judge magistrates prisoners from a separate video room at the main municipal courthouse The judge s image is projected onto a screen in the magistrate s courtroom at the jail facility The judge and the defendant can communicate as well as view each other s image Advantages to using video 15 17 hearings are e the judge and court personnel do not have to travel to the jail facility nor prisoners to the court facility e reduced security risks e arecord of the arraignment preserved on video and e time saved Other uses of videos in courts across the country include videoconferencing in court proceedings desktop videoconferencing in judicial deliberation at the appellate level remote witness testimony making the court record videotaped jury instructions and videotaped demonstrative evidence 3 Fax and Electronic Filings Fax machines permit a duplicate of a document to be transmitted to another fax machine via a regular telephone line Today faxes are used for court filings and have replaced overnight delivery services because they are faster and
20. al and suburbs and suburbs and suburbs areas Any ISP Local cable Select ISPs Select ISPs Select ISPs Select ISPs Choice of provider or phone provider companies Downstream Up to 56 800 Kbps to Up to 144 Up to 1 52 32 Kbps to Up to 64 speed to Kbps 27 Mbps Kbps Mbps 8 Mbps Kbps computer Upstream 33 6 Kbps 33 5 Kbps Up to 144 Up to 1 52 32 Kbps to Up to 64 speed to to 5 Mbps Kbps Mbps 1 1 Mbps Kbps computer 11 Network Server If the court has more than one computer it is recommended that the computers be connected via a LAN local area network so that software and data can be shared and an office e mail communications system can be established Users will be able to share files as well as printers A host computer cables and networking server software Windows NT Server or Windows 20 Server are also required If the court is in an old building where it is not practical to run wires through the ceilings or walls the court may want to look into wireless LANs or wireless Small Business Server networking B Software Software refers to the programs used by the computer 1 Operating System Software Operating system software controls how the computer works and includes programs such as Windows and Linux This software creates program and data files and controls the flow of information between the processor memory and the devices Most new computers are automatically loaded with an operating system tha
21. am or a piece of hardware that prevents unauthorized access to a computer network via an outside connection If privacy is a concern encryption software is available Encryption is the process of encoding information so that it remains confidential from all except when sent on the internet to the intended recipient To encrypt a document one applies an encryption algorithm a mathematical formula used to transform a text string into an encoded message or cipher text and sends the encrypted message to the intended recipient Someone who intercepts the encrypted text and does not have the key cannot in theory decode it It is common now for purchases to be made on the internet using credit cards or electronic checks There is much discussion about whether to give credit card numbers to vendors on the internet considering the risk of credit card fraud Some credit card companies offer insurance against credit card fraud while others argue that there is no greater risk of credit card fraud on the internet than when using a credit card to buy dinner at a restaurant Q 10 What equipment software and service is needed to access the Internet Q 11 List one advantage and one disadvantage of using a large national Internet service provider Q 12 What is a URL Q 13 Identify the following domains and indicate what they stand for 10 14 Court Technology Rev Fall 2011 Level Il Q 14 Q 15 Q 16 Q 17 Q 18
22. anges that are made are kept in RAM until it is saved Most new computers are loaded with at least 2 GBs gigabytes of RAM but some have more The industry is constantly changing but memory is easily upgraded so purchase what the court can reasonably afford 5 External Storage Devices External storage devices allow for portable data storage Choosing the right external storage device will require some research as there are many different types sizes price ranges and available connectors Two common external storage devices are external hard drives and USB flash drives As mentioned previously external storage drives are available External hard drives are useful if the court needs to store massive amounts of data that the user may need to access occasionally or that may need to be portable External hard drives store data in the same fashion as an internal one but with an external hard drive the drive is connected to the computer via a connection generally a USB port so that it may easily be removed and stored anywhere including off site External hard drives are a good choice for doing computer server back ups Storage is defined by gigabytes GB or terabytes 1000 GB s and varying sizes of external hard drives are available If the court needs a storage device that is even more portable for frequent use USB memory sticks also called flash drives are available As indicated in the title these devices connect to the com
23. are the same the likelihood of compatibility increases There are many other types of recorders to consider including DVD RW DVD R DVD RAM and DVD RW 7 Monitor The monitor is the primary link between the computer and the user s eyes Presently there are two standard types of monitors from which to choose Cathode Ray Tube CRT and Liquid Crystal Display LCD Traditionally a CRT monitor was the standard monitor and has the same technology used in older televisions In CRT monitors it is important to consider dot pitch a small dot pitch means sharper images CRT monitors come in varying sizes the amount of screen in which data is displayed and colors CRT s are heavy and increasingly more difficult to find LCD monitors are lightweight energy efficient displays most commonly seen in laptop computers and flat screen monitors In LCD monitors it is important to consider contrast ratio a higher contrast ratio results in more vivid images pixel pitch a smaller pixel means sharper images response time faster response time prevents ghosting as an image is moved and viewing angle LCDs have become increasingly cost effective and they save space 10 6 Court Technology Rev Fall 2011 Level Il For monitors be aware of the optimal resolution higher resolutions allow for more information on the screen and scan refresh rates higher refresh rates can help reduce the dimming that causes monitor flickering In decidin
24. be shared between the clerk s office and the warrant officers for pursuing outstanding warrants 5 Enhanced Statistics and Monitoring Computers can quickly number crunch or count sample and analyze at many levels so that information is quickly generated for reports to the city manager or council as well as for those reports required by the State 6 Increased Effectiveness Information stored in a computer can be used for many functions not practical in a manual environment The court can generate reminder notices or monthly statements for installment accounts The TMCEC Forms Book for example can be placed on the court s hard drive and adapted for court use without retyping every form Also messages can be e mailed instantly to the judge on the bench to avoid interrupting court proceedings 7 Electronic Reporting Courts can expedite processes by electronically sending reports required by OCA DPS and the Comptroller Visit the following websites for more information on electronic reporting e OCA http www courts state tx us courts mn asp e Comptroller http www window state tx us To contact DPS for electronic reporting call 512 424 2031 B Types of Court Technology 1 Laptops Considerable discussion has occurred at the state level concerning whether state funding should be used to provide a laptop for every judge Each laptop might include a CD ROM with state and federal laws an internet connection to enable
25. by the Legislature and case law e A file backup password maintenance and printer settings e A programmer s manual and user s manual that include the system specifications program index installation guide and user instructions for the program Q 24 List three of the six benefits of automating your court True or False Q 25 Texas law does not allow video 15 17 hearings because the judge or magistrate does not see the accused face to face in prison End True False Q 26 Explain the advantages of a video 15 17 hearing system Rev Fall 2011 Level Il Court Technology 10 21 True or False Q 27 Texas law does not allow for fax or electronic filings End True False Q 28 Explain how an imaging system may some day produce a paperless court Q 29 List the steps or events the software should track in bond forfeiture cases Q 30 Give three examples of financial management capabilities that a court software program should offer PART 6 METHODS TO ASSIST IN FINE COLLECTION A Photo Imaging The Midland Municipal Court uses a Photo Imaging System when defendants are unable to immediately pay their fines After the judge assesses the individual s ability to pay and approves a payment plan the defendant is digitally photographed and given payment coupons If the defendant fails to make payments on his or her account the defendant s picture is printed on the capias pro fine to assist
26. credit card telephone system and the Quick Collect system all service fees are paid by the defendant End True False Q 33 What program has DPS automated with the assistance of a private vendor PART 7 TECHNOLOGY FOR PUBLIC INFORMATION ABOUT THE LAW How much time do you and your staff spend on the telephone repeating information to the public Do you worry that your telephone operator or one of your deputy court clerks is providing legal advice Do you need a way to communicate a large amount of organized indexed information 24 hours a day seven days a week that is instantly accessible without human intervention as needed in many courts Electronic public access can encompass a variety of technologies including websites and voice response systems These may be operated entirely by the court or may involve a third party service provider Rev Fall 2011 Level Il Court Technology 10 23 A Websites Municipal court websites are excellent locations for public information about the law Any of the following items of information can be provided e Names and office telephone e Links to state and national law numbers of judges and court staff related information e Mission statement amp goals e Legal terminology e Jurisdiction of the court e Court procedures e Explanation of the independence e Rights of the accused of the judiciary e Domestic violence information e Selection process for municipal e Magistrate procedures j
27. d or a certification of the original record A printed copy of an optical image of the original record printed from an optical disk system is an accurate copy of the original record Art 45 012 C C P Article 45 012 h C C P provides that a statutory requirement that a document contain the signature of any person including a judge clerk of the court or defendant is satisfied if the document contains that signature as captured on an electronic device The 77 Legislative Session amended Chapter 132 of the Local Government Code by adding Section 132 007 which allows a city to provide access to information or collect payments for taxes fines fees court costs or other charges through the internet A fee to recover costs for providing access may be charged only if providing the access through the internet would not be feasible without the imposition of the charge The amendment also provides authority to contract with a vendor to provide the service The city or county must approve any fee charged by the vendor Payments collected by the vendor are to be promptly submitted to the city or county Section 132 002 L G C was also amended to provide the governing body of a municipality with the authority to accept payment by credit card without requiring collection of a fee B Financial Assistance Three statutes provide assistance for courts to acquire or upgrade technology e Section 51 921 G C provides for a 25 time payment fee to be
28. d piece of hardware that stores information permanently or for long term use What minimum processor speed is recommended What is the difference between the hard drive and the processor What does RAM stand for and what is it used for Why is a CD ROM drive useful for legal research What is the difference between the hardware and software in computers What equipment is needed to fax from a personal computer What purpose does utility software serve Rev Fall 2011 Level Il Court Technology 10 9 PART 2 THE INTERNET AND ITS FEATURES The internet is a worldwide computer network of individuals and organizations linked by computers that contains a wealth of information Municipal court employees can use the internet to e locate defendants address or telephone number e monitor legislation e access Texas statutes e file Office of Court Administration reports e participate in OmniBase Failure to Appear program and e search and read Attorney General Opinions The metaphor of a superhighway is used to represent the internet because it consists of millions of computers around the globe connected by wires fiber optics and satellites Like cars on a highway bits of information move from place to place and there are many routes to a destination The user for example can access Attorney General opinions from the Attorney General s website www oag state tx us and the Comptroller s website
29. e hands behind the head and pulling the elbows back for example can provide significant tension relief B Eye Protection Glare from monitor screens can be hazardous to eyes While effects may not be immediate over the long run your vision may be affected Long term focusing on a near point can have the effect of injuring the tiny muscles that help the eyes focus To reduce glare position the monitor so that neither it nor the user faces a window If necessary use hoods or screens Dimming the lighting around the monitor also reduces glare and makes the screen easier to read The screen s brightness and contrast should be adjusted to suit lighting conditions If the screen has a choice of colors those easiest on the eyes are preferable Take frequent breaks Just looking away from the screen once every 20 minutes helps ease eye fatigue Cupping the eyes with palms or rolling the eyes around a few times also helps C Preventing RMIs Repetitive Motion Injuries RMIs result when the tendons and nerves in the hand wrist and arm become irritated from overuse causing numbness tingling or pain Without sufficient recovery time even activities involving very little force such as typing on a computer keyboard can cause an RMI Several things can be done to reduce the risk of developing these types of injuries While sitting elbows should be slightly higher than the keyboard This helps keep the wrists straight while typing
30. e of the hard drive If a computer needs to store high volumes of data or digital files a larger hard drive or external hard drive may be needed 3 Processor The processor or central processing unit CPU is often referred to as the brain of the computer because it reads and executes the commands that the user issues Processors are defined by speed The greater the processing speed the more instructions or tasks the computer can perform per second The majority of computers purchased include either an Intel or AMD processor Today Intel chips range from a speed of 2 0 GHz gigahertz and up on single core 10 4 Court Technology Rev Fall 2011 Level II and 1 6 to 3 4 GHz gigahertz on dual and quad core CPU s The more cores a CPU has the more processing power i e 2 0 GHz x 2 cores is more powerful than 3 4 GHz x 1 core A minimum speed of 2 0 GHz is recommended but check the market before purchasing because speeds are increasing every day A computer with a dual core processor is recommend 4 Memory or Random Access Memory RAM Not to be confused with disk storage space read only memory ROM RAM is a memory device in the form of a computer chip or inline memory module that stores information for processing This high speed memory holds a copy of the operating system any current applications being used and all information that is being processed while the system is in use The file that is being modified and all ch
31. echnological advances to implement and what equipment is required to do this These days informed decisions about the use of technology also include an understanding of ethical and legal dilemmas that can arise through the use of social media and other technologies Since all courts already use telephones copiers and fax machines they will not be discussed in this guide Today a computer with court management software data processing e mail spreadsheet capabilities and a high speed internet connection is essential as well The use of a video recorder used for jury orientation video 15 17 hearings and security is also highly recommended This study guide begins with an overview of personal computers If a court is large enough for the use of a server it is suggested that a computer specialist be contacted to assist with the purchase and implementation of the necessary equipment and software COMPUTER EER AND MINIMAL REQUIREMENTS A Hardware Hardware refers to the physical electronic and mechanical equipment that makes up a computer 1 Type of Computer Generally personal computers PCs rather than Apple computers are used in court environments Thus only PC computers are discussed in this study guide 2 Hard Drive The hard drive refers to the fixed disk within the computer that stores information for permanent or long term use A new system purchased for a low volume court should have at least 100 gigabytes GB as the siz
32. examples What type of information might be best placed on a court s voice responder system Give three examples 10 24 Court Technology Rev Fall 2011 Level Il PART 8 FINANCIAL LEGAL AND ETHICAL CONSIDERATIONS A Legal Issues A September 16 1997 Letter Opinion No 97 082 from the Attorney General stated that a computer system may be used to prepare affidavits and arrest warrants and to transfer them among the public officers and employees who have responsibilities connected with these documents A judge may sign an arrest warrant by personally entering a computer graphic of his or her signature on the warrant in the computer system A magistrate may issue a warrant based upon a computer facsimile of an affiant s signature assuming that the affiant orally swears to the truth of the affidavit and signs it in the magistrate s presence Article 45 012 C C P provides that courts may use electronic means to produce a document required by law to be written to record an instrument paper or notice that is permitted or required by law to be recorded or filed and to maintain a docket The court is required to maintain the original documents as required The Texas State Library and Archives has developed rules regarding maintaining original documents The Library can be contacted at 512 463 5455 or through the website www tsl state tx us Moreover a record created by electronic means is an original recor
33. finally to storage Judgment nisi scire facias docket citations trial schedules and final judgments Answers will vary but may include the ability to generate financial reports record receipts tabulate and track fine payments and court costs post payments and fines to the general ledger and track bond payments refunds and forfeitures When a defendant is given a time payment by the judge the court staff then takes a digital photograph of the defendant that is attached to the file in case he or she later defaults on the payment plan The file and photograph can be sent with a capias pro fine to the warrant division for service True The Failure to Appear program in which DPS may deny renewal of a driver s license to a person who fails to appear as required by law for a complaint citation or court order Answers will vary See the charts in Part 4 A Website for Your Court and Part 7 Technology for Public Information about the Law A citizen can call the court on a dedicated line for the fax on demand system A series of voice prompts instructs the person to select the desired literature through his or her telephone keypad Forms to request driving safety courses an extension to pay a map to the court and location of parking are examples of materials appropriately placed on this type of equipment Short easily remembered information such as court dates locations hours of operation bond amounts fine amounts DSC due da
34. g what type of monitor most meets the needs of the court consider the following amount of time per day the monitor is used the desk space available and the data the monitor displays Data entry clerks may need a higher quality monitor that will decrease eye strain and fatigue whereas a clerk who works in the open common area may require a smaller flat panel LCD monitor The new trend is to have dual monitors to facilitate workload 8 Mouse and Keyboard To use a Windows program a mouse or pointing device is needed Pointing devices vary from the traditional mouse attached to the serial port or USB port to trackballs touchpads and pointing sticks The use of ergonomic keyboards and mouse pads can help avoid hand and wrist strain 9 Printer A laser printer is essential in most courts for speed and clarity of printed characters The print speed should be no less than 20 pages a minute for a black and white laser printer many will do 60 pages per minute If the court is networked a networked printer will allow high speed printing from any computer terminal in the court 10 Internet Connection Courts have many options for connecting to the internet The most common connections for courts are dial up DSL and cable Speed is the rate at which data is converted and transferred to a computer and is measured in bits per second bps The greater the bps means the faster the data transfer See the chart on the next page for transfer rates
35. hould be clarified The proposal should call for annual updates and revisions especially after each legislative session a Companies Offering Case Management Software Currently there are a number of software applications for docket management To find a court management software that best suits your courts needs contact court clerks and administrator in your area The Texas Court Clerks Association is also a good source for information on software systems Also the Court Administrators ListServe is a helpful resource for feedback on different applications b Recommended Capabilities of Case Management Software Recommended capabilities that a case management software should contain include 10 20 Court Technology Rev Fall 2011 Level Il e Menu driven software enabling the user to easily learn and operate the system e User defined fields to establish codes for complaint wording for offenses This information should automatically be entered and printed on a complaint form e The ability to monitor a case as it moves through the judicial system automatically flagging the case for warrants when the defendant fails to appear The system should be able to print warrants and report delinquent cases and allow updates to warrant status It should monitor and track appeals e The ability to monitor and track bond forfeiture cases including judgment nisi scire facias dockets citations trials schedules and final judgments e The abi
36. ice Providers iii EE Es REELE EE ge gee REED Meecha N BEKEER ee eie eek SEKER on 11 B UNDERSTANDING INTERNET ADDRESSES ee se es ee see se eke ee ee ee ee ee ee gee ee ee see se see ee ke ee nt 11 C LINKING TO WEB PAGES i e ES Se Ee Ee eer Ek es bede EER Ee oer eg eg ge ke ke Ek Re 12 D LOCATING INFORMATION ON THE INTERNET 13 E USING EMAD ei ee ee ee ee ee oe be ee Ge re Bi ae ne E ED EE 13 F NETIQUETTE amp NETSPEAK see esse tees ennenen 14 G PRIVACY amp SECURITY EE 14 PART 4 A WEBSITE FOR YOUR COURT ee esse ee ee ee ee ee ee EE EE ee kk kk ee ee ee EE ER RR 15 A INFORMATION ON DEMANDE 15 Bo EXEMPLARY SIES rue ed is de es ES ein Ee ee ek ee se REG Deo EG ie ea go ea eg oe ee Ee gee 16 Ge WEBSITE DESIGN it SE EE SR GE EE RE eee EG RR Ge ia N RS EE GEN GE 17 PART 5 COURT MANAGEMENT TECHNOLOGY ese ees see ee ee ke ee ee ee EE ee ee ke 17 A ADVANTAGES TO COURT AUTOMATION eee eee 17 1 Reduction of Repetitive Tasks sse ie ee eee 18 2 Enhancement of Data Qual see eee eee ee AA ee AR RA Ge AA Ge AR Ge AA ee AA ee ee ke ee 18 3 Increased Information Access 18 4 Increased Organizational Integration 18 5 Enhanced Statistics and Monttoring ee eee eee eee eee 18 6 Increased Effectiveness ir EES De oe gee chy GEEL de ge NE GE ee ee NE ee 18 7 Electronic Reporting EE 18 B TYPES OF COURT TECHNOLOGY RS ee DRR De Se Re ten e ee DE GE Eg ee RE nt 18 1 leie 18 2 Video 15 17 Hearings T 19 3
37. ing the information needed is easy if one understands the essential search elements of the internet To locate information on the internet it is necessary to use a website with a search engine A search engine is a program that searches web pages for specified keywords and returns a list of the web pages where the keywords are found A search engine works by sending out a spider to locate all the documents on the web and indexes them for easy quick access for users Although the term search engine is a type of software the term is often used to specifically describe websites like Yahoo and Google that enable users to search the Web To locate information on the internet a user should go to one of the websites that contains a search engine The most popular sites include Yahoo and Google But there are hundreds of sites with search engines The key is to find one that is user friendly and produces specific results In order to access the information a user needs quickly it is important to be very specific For example if a user needed to find the website of the Office of Court Administration just typing in Office of Court Administration would result in websites not relevant to Texas Instead typing Texas Office of Court Administration would yield results that are more specific In addition most search engines ignore common words like the or of so it is not usually necessary to type them Nevertheless in the above OCA
38. it to the court A service fee of 12 99 is charged to the defendant Western Union provides the court with a modem and printer to convey and print the payment checks which are guaranteed For additional information contact your local Western Union representative or Quick Collect at 800 238 5772 D Kiosks Similar to an ATM machine in appearance and use kiosks use computer software and multimedia technology to illustrate user friendly graphics video and or animation They are typically located in easy access public areas such as public libraries and shopping malls or public areas at the courthouse Kiosks provide information about specific cases courtroom assignments court hours and court procedures They also allow users to get copies of documents stored in a court s imaging system E DPS Failure to Appear Program The 74 Legislature allowed any city to contract with DPS to deny renewal of a driver s license to a person who fails to appear as required by law for a complaint citation or court order to pay a fine involving a fine only offense DPS has in turn contracted with OmniBase Services Inc to assist with the automation of the program To participate in this program a court needs a computer and an internet connection For additional information contact FTA OmniBase Program 512 346 6511 www omnibase com Q 31 Explain the use of photo imaging in fine collection True or False Q 32 Under the payment by
39. ite designers recommend fish food new postings interesting articles to lure visitors to the site and to encourage revisits the public s impression of the dignity of the court and its proceedings must not be jeopardized The canons of the Code of Judicial Conduct would apply to items placed on a website by a judge or a person working under his or her authority The staff attorneys at the Commission on Judicial Conduct welcome discussions on any possible improper or controversial items The Commission s number is 512 463 5533 Clearly a balanced approach is essential to preserve the dignity and image of the court If an e mail function is built into the site it should contain measures to protect the judge from ex parte communication The Judicial Committee on Information Technology s Judicial Standards for Website Presentation and Content should be reviewed prior to finalizing a website design The standards can be accessed from JCIT s website www courts state tx us jcit Q 22 Which of the following would you view as appropriate for a court s home page Lottery results Cheapest car insurance rate in the State FBI website www fbi gov Information about the local humane society Tips to parents for recognizing signs of gang alliance in their children How to recognize signs of domestic violence syndrome List of local battered women s shelters so mo ao P Advertising permitted by only one local bail bondsman
40. l A grounded electrical outlet is definitely required for a surge protector to function If the court does not have a grounded outlet one must be installed by an electrician A backup power supply is important if power goes out Be sure to have batteries available to backup data B Magnetism Magnets can affect both hardware and software Even the small decorative kitchen magnets can erase a diskette C Temperature Heat can damage microcircuits It is important to make certain that the fan in the computer is functioning and that the vent is unobstructed A computer should not be placed in direct sunlight or in a hot room D Stability A computer should be placed on a table where it will not be jarred and it should never be moved while it is running Vibrations should be avoided E Dust Dirt and Smoke Smoking while sitting at the computer should be prohibited A small vacuum should be purchased to clean the keyboard and printers regularly Compressed air should be used to flush out dust from fans and vents F Liquids Liquids can short circuit electronic equipment Beverage cups and potted plants should be kept away from the computer G Monitors and Printers These should be turned off when not in use H Viruses Every two to three weeks or more often an antivirus protection program or utility software should be used to detect viruses A popular one is McAfee Antivirus Only software that is certified virus free and dat
41. less expensive The court must establish a means for obtaining original signatures and payments when they accept fax filings If original signatures are required the sending party may simply keep the copy with the original signature and make it available to the court or other parties on request Sec 51 806 G C Electronic filing is the transmission of a document text from one computer to another via the internet or a kiosk Typically this can occur only after a format is established by the court and access to the court s computer is authorized Electronic filing is now being used in some large volume courts It greatly reduces the volume of paper handled delays caused by document loss or mishandling storage needs for court files and data entry errors Signature verification or some other form of authentication is essential with electronic filing Currently police departments may electronically file accident reports with DPS Police can also forward an arrest warrant or probable cause affidavit by secure facsimile or other secure electronic device Art 15 03 C C P Recently the 89 Legislature authorized the use of email for the application of an emergency detention when the applicant is a physician The magistrate or judge may also transmit a warrant electronically or by email to a physician applicant Sec 573 012 H S C Clearly courts are coming into the digital age Electronic research note to search for statutes opinions of c
42. lity to enter report convictions even when the fine costs have not been fully paid e Ifthe court contracts with a private vendor to collect delinquent accounts the ability to send and receive reports to and from the vendor on a daily basis e Financial management capabilities that will produce financial reports record receipts tabulate and track records payments installments and court costs fees bond amounts and track bonds that are refunded or forfeited e Archiving indexing and cross referencing functions to access and retrieve records on microfiche imaging or paper e The ability to generate daily weekly and monthly reports of cases filed cases disposed of warrants issued or any other transactions that occur daily weekly or monthly The system should be able to generate state reports and statistical information needed in preparing budgets notices of final conviction out of state violator reports to DPS quarterly court costs reports to the Comptroller and monthly reports to the Texas Judicial Council e The ability to generate forms such as complaints dockets subpoenas courtesy letters summons warrants capiases capias pro fines jury notices parent notices driving safety courses notices and other user defined forms e A master maintenance file with offense code listings disposition code listings officer listings fines court costs fees and other user defined listings for updating and making changes mandated
43. neensess 27 Hy WIRWSES DE estes eck ee hs EE ED by ea a khan tok ak leh 27 PART 10 ERGONOMICS AT THE KEYBOARD sees esse ees eek eek ee ke eek ee ee ee ee see ee 28 A NEGKANBBAEK EE ee GE DE Re EE 28 B EYE PROTECTION EES sc ew ecg es cg recs oe Senden ee et Dee ta ales Gack es OE een Ee es 29 Ge PBEVENTINGRMISS EES ER nee ee ed ENN 29 CONGLUSION ER EO EE AATE 30 fS sd So RE AE EO N NE N EN go N OE OR N 31 ANSWERS TO QUESTIONS ek KEREN eek RENE eek KEEN RENE KENNEN EEN RENE KEREN ee KEN 32 Rev Fall 2011 Level Il Court Technology 10 3 INTRODUCTION There were those who said that the automobile would never replace the horse and that the computer would never replace the Royal typewriter Few however disagree that technology today is changing how judges and clerks perform their jobs With the creation of an optional 4 technology fee in 1999 the Legislature has made funding increasingly available for technological equipment for municipal courts of all sizes Municipal judges and clerks should be prepared to make specific recommendations on the use of this technology in their courts Some equate working in the Digital Age to driving a car It is not necessary to know how to build a car to drive it safely from place to place The same argument can be made for operating a computer and using modern technological advances This study guide is meant to provide clerks with sufficient information to make informed decisions about which t
44. nternet Explorer and an Internet Service Provider are also necessary Answers will vary An advantage is that they have free software and technical assistance A disadvantage is that the telephone lines used to access the internet may frequently be busy during peak hours It is a set of letters or words that represent numbers an address that can digitally access websites com company edu educational institution org organization gov government The system used to cross link or anchor documents by highlighted words or symbols On the web if a word is underlined or colored differently than the surrounding text it usually means that it has been linked to another page To access more information about that word click on it www tmcec com Guidelines for cyberspace etiquette are 10 32 Court Technology Rev Fall 2011 Level Il Q 17 Q 18 Q 19 Q 20 Q 21 PART 4 Q 22 Q 23 PART5 Q 24 Q 25 Q 26 e Assume publicity E mail is easily forwarded e Flame wars or verbal warfare and heated messages should be avoided e Others time and energy should be respected and internet use should be kept short e Keep in mind that things that may seem funny in person can seem rude or sarcastic in print e Be careful when opening mail from unknown persons as it may contain viruses or solicitations A search engine works by sending out a spider to locate all the documents on the web and indexes
45. ourt rules involving faxes search on the term facsimile in addition to searching on fax Rev Fall 2011 Level Il Court Technology 10 19 4 Imaging Systems In imaging systems a document is scanned and converted into a digitized format that can be read by computers and electronically stored and retrieved Data attached to each image enables the computer to link it to a specific case individual or other documents The stored image is a duplication of the original The image can be written into the storage device only once but it can be read many times without making any alterations Imaging systems allow the court to copy files into an electronic medium for storage freeing up office space occupied by ever increasing paper files Forty thousand pages of documents can be stored on a single disk largely reducing paper and storage costs Many software programs allow the user to search a key word or phrase saving considerable time in searching through multiple documents Documents can also be transmitted electronically between the clerk s office and the judge s bench A judge for example may quickly retrieve a previous court order or motion Additionally documents can be transferred over the internet to remote sites such as the jail facility a court satellite office or even to the home of an employee who is telecommuting If a public access terminal is integrated into the system individuals who need a copy of a court document
46. ow for faster transmission visit www cnet com for a trial version To keep the computer network secure the Rev Fall 2011 Level Il Court Technology 10 13 installation of firewall security software is recommended In addition an antivirus protection program will help to protect the computer F Netiquette amp Netspeak When communicating with others on the internet it is important to give others the same respect that you would in face to face communication Guidelines for cyberspace etiguette netiguette are e assume publicity E mail is easily forwarded e flame wars or verbal warfare and heated messages should be avoided e others time and energy should be respected and internet use should be kept short e keep in mind that things that may seem funny in person can seem rude or sarcastic in print e chain letters should not be forwarded in the professional environment and e be careful when opening mail from unknown persons as it may contain viruses or solicitations G Privacy amp Security Issues Generally there are no assurances of privacy on the internet Privacy should not be expected in using e mail chat rooms newsgroups or listservs A complicated system of highly secure dedicated telephone lines with independent servers and encryption is needed for those seeking secure communications A firewall is recommended to protect databases from intrusion A firewall is a type of software progr
47. p timeline Twitter the online social networking and microblog site was launched only in 2006 and it has at least 50 million active users worldwide What does that mean in our courts For municipal court personnel who are held to the same standards as judges pursuant to Canon Three of Code of Judicial Conduct it means that clerks need to be aware of their online activities and how it could reflect on their position and the court Be aware that Facebook postings can become public Becoming friends with defense attorneys police officers or the prosecutor for example could give the appearance of partiality or bias towards certain parties Use of social networking sites during work hours by employees has become an area of concern to employers Each court should address the use of the internet social networking and email in its policies and procedures manual For updated information about the use of social media and the court visit the TMCEC website at http www tmcec com Resources News Technology_and_Ethics Court personnel must be aware of the problems that can arise from the use of social media sites but also explore and be open to the advantages of this technology Many courts have Facebook accounts which can be more easily and readily updated than the website to post updates and educational outreach information TMCEC uses its Facebook and Twitter sites to keep those interested in municipal courts up to date on the latest news Q 37
48. peace officers executing the warrant Clerks also have the ability to access the photo when the defendant appears back in court Not only does this help identify the defendant but there appears to be a psychological effect from photographing the defendant that encourages voluntary compliance B Payment by Credit Card by Telephone Many Texas cities have formed a partnership with private companies to establish a credit card payment system The fully automated system enables citizens to pay citations by telephone with a credit card The service verifies that the credit card is legitimate and that sufficient funds exist to pay the fine There is no charge to the court for this system though the citizen pays a convenience fee that covers the credit card discount rate all associated banking fees and all 800 telephone line charges Operator intervention is not required For additional information contact e DAISI Systems and Services 800 324 7401 www daisi com e Official Payments Corp 281 398 1155 www officialpayments com e PCSS 800 476 6054 Www pcssinc com C Quick Collect The City of Houston has contracted with Western Union to provide a Quick Collect system for same day delivery of payment of citations to the court The defendant takes the citation and payment with his or her driver s license to any conveniently located Western Union and the 10 22 Court Technology Rev Fall 2011 Level Il payment is sent by modem or direct depos
49. puter through a USB port most new computers have two or more USB ports and USB hubs are available for additional connections Memory sticks are for storing data that needs to be transferred from one location or computer to another Unlike external hard drives which require certain drivers to be present on a computer memory sticks will work on any computer that is operating at Windows 2000 or newer Memory sticks vary in price according to storage size and manufacturer 6 Data Disks Data disk is an all inclusive term used to refer to CD DVD or Blu ray media which is used to store digital data Data disks are different from the audio and video disks in that a data CD cannot be played on a home stereo even if audio files are on the disc Data disks are yet another way to store court data such as computer server back ups a CD ROM CD stands for compact disc and is a read only memory ROM bank resulting in the common usage of CD ROM CD ROM drives provide a low cost way to read data files A CD ROM drive has become necessary because most software is only available in the CD ROM version Rev Fall 2011 Level Il Court Technology 10 5 National legal publishers offer state and federal codebooks and case law on CDs because they are easy to access easy to replace and take up less space Most personal computers label CD drives as Drive D or Drive E b CD R CD RW A CD R is recordable CD ROM technology In order to c
50. reate a CD R it is necessary to have a CD R drive commonly called a burner A writeable CD usually stores 700 MB of information when written or burned onto a CD A CD R drive is also a regular CD ROM reader CD R technology only allows data to be written once CD RW is rewritable CD ROM technology that allows data to be written erased and re written In order to use the rewriting technology a CD RW drive and disc are required CD RW drives can also write CD R discs and read CD ROM technology C DVD ROM DVD ROM drives allow for viewing of data stored on DVD discs Most standard CD RW drives are also DVD ROM drives d DVD Recorders DVD technology is most commonly used to store movies and pictures however DVD burning technology also allows for data storage A single layer DVD R can store 4 7 GB of data almost 6 CDs and dual layer DVD R can store over 9 GBs of data For storage of large amounts of data it is a cost efficient option In order to write or burn digital data toa DVD a DVD recorder is necessary Choosing a DVD recorder is different from choosing a CD RW because there are different manufacturers media and recorders from which to select and not all manufacturers or recorders will read discs created from another DVD recorder In general a DVD R allows for a DVD disc to be written recorded or burned and most DVD players will then read that disc If the DVD R manufacturer and the DVD player that will play that disc
51. s are received automatically instead of the user signing into a site to read and post messages Most listservs are open some are by invitation only and some have moderators TMCEC houses listservs for prosecutors judges court interpreters bailiffs warrant officers and court administrators as well as one on traffic safety 10 10 Court Technology Rev Fall 2011 Level Il D Chat Sites Chat sites allow a user to talk in real time Whereas a written message is sent to a newsgroup to be read later in a chat session a message is typed and other users in the virtual chat session can read it and respond to it immediately Q 9 Explain why the metaphor of the internet as a superhighway is so frequently used PART 3 USING THE INTERNET A Getting Online 1 Equipment To use the internet one connects a home or office computer by one of the connection methods listed in the chart located in Part 1 Depending on the type of internet access available extra equipment such as a modem may be needed 2 Web Browsers Web browsers used to access the internet are usually pre loaded on computers or bundled with software packages such as Microsoft Internet Explorer which is bundled with all of the Microsoft packages Once properly set up using the internet or surfing the Net is simple and fun 3 Internet Service Providers A number of private companies offer internet connections at varying ranges of prices A connection
52. t may be upgraded 2 Word Processing Although there are alternatives most courts and law firms use Microsoft Word or Corel WordPerfect Some software programs may be purchased as packages For example Microsoft Office Professional offers Word Excel PowerPoint Access and Outlook These packages include compatible word processing spreadsheet and presentation software that can be installed at the same time At a minimum the word processing package should include a spell checker and have the capability to move text easily merge functions and footnote as well as the ability to create an index an outline and a table of contents 3 Spreadsheet Program These programs can be used to analyze case statistical records dispositions or sentencing patterns and to assist with accounting A spreadsheet also allows you to present information 10 8 Court Technology Rev Fall 2011 Level Il graphically with pie charts graphs and other demonstrative aids Microsoft Excel is now the industry standard 4 Web Browser A web browser is an application program that serves as a tool for searching information on a computer network such as the World Wide Web Common browsers include Microsoft Internet Explorer Mozilla Firefox Chrome and Safari 5 Fax Software A full featured fax software program allows you to fax directly from your personal computer through a fax modem An address book and a personal information manager are features made
53. tes and information on jury summons are easily accessed through voice responder systems Department of Information Resources www dir state tx us True False The Texas State Library and Archives has developed the rules False This is the time payment fee Cities may adopt an ordinance to collect a technology fee of up to four dollars upon a conviction True False 10 34 Court Technology Rev Fall 2011 Level Il Q 43 True PART 10 Q 44 Repetitive Motion Injuries occur when the tendons and nerves in the hand wrist and arm become irritated from overuse causing numbness tingling or pain These injuries can be prevented in several ways keep the elbows slightly higher than the keyboard while typing avoid bending the wrists up or down or side to side while typing be aware of how much force is used on the keys avoid resting your wrists on sharp edges while typing pace yourself identify immediately any weakness numbness or pain that is felt in the hands or arms and notify a supervisor and use a track ball or keyboard instead of a mouse Q 45 Keeping the screen no higher than eye level and avoiding moving the head from side to side or looking down Q 46 Eyestrain can be reduced by minimizing the glare from the monitor screen and by taking frequent breaks to reduce fatigue Rev Fall 2011 Level Il Court Technology 10 35
54. th frequent breaks can reduce the pain and loss of productivity associated with spinal and muscular injuries e To lessen strain on neck muscles the computer screen should be kept no higher than eye level A document holder kept at the same height as the screen will lessen strain Avoid moving head from side to side or up and down as this movement can cause neck and back spasms e Adjust the chair so that eyes and hands are at the proper height for optimum comfort and safety If necessary a footrest allows the feet to touch flat while maintaining a 90 degree angle between the thighs and lower legs The chair should not put pressure on the upper legs e Adjust the lumbar lower back support of the chair so that the part that curves outward towards the front of the chair corresponds to the part of the lower back that curves inward e Balancing the telephone receiver between the head and shoulder can lead to long term neck problems A headset or speaker phone can help avoid this e Equipment used most often should be within easy reach from the chair about 16 inches e Taking a few deep breaths can help to relax and focus e Shifting positions occasionally will help relieve stress to the muscles and joints 10 28 Court Technology Rev Fall 2011 Level Il Short breaks can be very energizing Neck stretches and shoulder shrugs can help relieve tension For most people stretches that bring the shoulder blades together while clasping th
55. those websites for easy quick access for users www courtname ci cityname tx us True A software product or piece of hardware that prevents unauthorized access into a networked computer over the modem connection A process of encoding information so that it remains confidential from all when sent on the internet except to the intended recipient a Maybe b No c Probably d Probably e Yes f Yes g Yes h No True The benefits of automating your court are e Reduction of repetitive tasks e Enhancement of data quality e Increased information accessibility e Increased organizational integration e Enhanced statistics and monitoring and e Increased effectiveness False Advantages include e The judge and court personnel would not have to travel to the jail facility nor prisoners to the court facility Rev Fall 2011 Level Il Court Technology 10 33 Q 27 Q 28 Q 29 Q 30 PART 6 Q 31 Q 32 Q 33 PART7 Q 34 Q 35 Q 36 PART8 Q 37 Q 38 Q 39 Q 40 PART 9 Q 41 Q 42 e Reduced security risks e A record of the arraignment preserved on video and e Time saved False Through imaging all court paper documents are digitized and the images stored on a diskette CD ROM or the hard drive These exact reproductions are retrieved whenever the case is processed or heard The documents move electronically from court to clerk to prosecutor and
56. typically costs 10 to 50 a month depending on speed and includes an e mail account and unlimited access to the internet The user must determine what his her internet needs are and the amount of the monthly or yearly payments they are able to pay National internet service providers have local access telephone numbers and 800 numbers to save the users from paying on long distance telephone charges Many include home pages that help the user find the Internet sites that are of interest and offer hot links and new site information Others offer website storage or hosting for the user These providers also offer free software and technical assistance A disadvantage to using these large companies is that their telephone lines are often busy If your court does not need the extra services offered by an internet service it may be preferable to pay an internet service provider ISP for internet access only For a lower rate many ISPs offer only the connection to the internet and do not include e mail accounts Check the local telephone book for providers that offer telephone and onsite technical assistance B Understanding Internet Addresses The domain name server DNS is the system that allows web addresses URLs a set of letters or words that represent numbers that can digitally access websites to be words instead of numbers A web address also called an IP address is actually a series of numbers and dots for example 123 45 6 78 Instead of
57. udges e Laws for juveniles and parents e Judicial Canons of Ethics e Speakers bureaus Fi t t opti e Fine om amp payment options SC e Community links LS e Employment opportunities e City codes and ordinances B Voice Responder Systems Interactive Voice Responder Systems allow the public to obtain information about their case status by dialing a local telephone number This enables a caller with a touch tone telephone to access specific information and allows the court to handle routine inquiries The caller initially connects to an automated voice attendant that directs the caller to make selections on the telephone touch pad Short easily remembered information such as court dates locations hours of operation bond amounts fine amounts DSC due dates and information on jury summons are easily accessed through voice responder systems Information may be available in Spanish and English A system may simply be an answering machine with mailbox recordings or it may include fine payment by credit card To locate vendors contact a vendor listed on the website for either the National Center for State Courts or the Department of Information Services of the State of Texas e www ncsc org e www dir state tx us Outline both court and public information that might be included on a court s website _ Explain fax on demand and identify questions or information that a court might place on a fax on demand system Give three
58. xecutes commands RAM stands for random access memory and it is a memory device in the form of a computer chip or inline memory modules that stores information for processing by the computer This high speed memory holds a copy of the operating system any current applications being used and all information that is being processed while the system is in use The file that is being modified and all changes that are made are kept in RAM until it is saved It allows access to the national legal publishers codebooks and case law libraries in CD format Electronic libraries take less space are easily updated and are easily accessed Hardware is the actual physical equipment while software refers to the programs that are used on the computer In order to fax from a computer either a modem and analog phone line a connection into a network with an internet fax machine or a centralized fax modem are needed This software allows for file management file compression and data back up The metaphor of a superhighway is used to represent the internet because it consists of millions of computers around the globe connected by wires fiber optics and satellites One connects a home or office computer by one of the connection methods listed in the chart located in Part 1 to the internet provider s computer Depending on the type of internet access available extra equipment such as a modem may be needed A web browser such as Microsoft I

Court Technology - Texas Municipal Courts Education Center

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