Digitizing Jury Records QUEENS DIVISION OF JURORS AUDREY I. PHEFFER QUEENS COUNTY CLERK COMISSIONER OF JURORS 1

OFFICE PROBLEMS / OPPORTUNITY Lack of storage space Paper records are vulnerable; prone to damage 2

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JURY DIGITIZATION BENEFITS ACCESSIBILITY OF RECORDS  - Users can concurrently access the same image  - The necessity to produce and keep several copies of the same record in several locations is eliminated  - Access of records is not limited to user’s location or device CONFIDENTIALITY  - The confidentiality of records is better maintained by the centralization of the document images / information DURABILITY  - Digital records are not subject to deterioration due to age, environmental changes, etc.  - Digital records can be reproduced limitless times without degradation of the original  - Records can be stored and delivered in a variety of ways 4

MONETARY SAVINGS  - Eliminates any costs for storage or retrieval of records  - Eliminates need for resources used in producing duplicate hard copies RETENTION SCHEDULES  - Allows the Jury Division to comply with Retention Schedule requirements with the least amount of impact on staff DISASTER PREPAREDNESS  - Digitization of records gives the Jury Division a future option to create a disaster recovery plan to provide assurance that we would be able to access records, should a disaster strike. JURY DIGITIZATION BENEFITS (Cont’d) 5

Server space was designated to accommodate jury records Two locations were established on the server space I – JuryII – Jury Operations 6

The Jury server was divided into three locations representing the three Central Jury Rooms. Each location has it's own folder. Each folder opens into additional designations. I - JURY Three Jury Locations 7

When you select a location, you can access yearly folders. Folders By Year 8

When you select a year, you can access monthly folders. Additional folders can be added according to your needs. Folders By Month 9

When you select a month, you can access term dates for payroll. Multiple jury per diem payrolls are scanned to each folder. Folders By Term-Date 10

II – JURY OPERATIONS In Jury Operations, there are two departments, Jury Operations and Payroll. Two Departments 11

The Jury Operations Folder includes records being stored to meet historical, statistical and retention requirements. Additional folders stored here are records of the day to day jury operations. The electronic storage of records gives quality control of files. Jury Operations 12

A record for quality control (checks and balances) for scanning payroll is also kept here. Statistical and Expenditure reports are kept in these folders. Payroll 13

Using the Kodak I2800 Scanner, we scan the documents to the Foxit Phantom PDF Program. 14

To make sure it is searchable Before scanning, you must set up the proper format to make the document searchable. This will allow the scanned document to become a searchable file through Optical Character Recognition (OCR). 15

The document can now:  be searched using multiple search items  typewritten on using the Foxits Typewriter Application 16

Kew Gardens Central Jury Long Is. City Central Jury Jamaica Central Jury VERIFY LIST SUMMONSES BALLOTS TRIAL SHEETS DOCUMENT REGISTER Rejected Postponed No Credit Summonses Minute Report Panel Reports Completed Panels In-Court List Kew Gardens Jamaica LIC Digitizing Workflow Structure Digitizing Workflow Structure Qualification Questionnaires Jury Operations Payroll JURY SERVER 17