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Digitizing Jury RecordsQUEENS DIVISION OF JURORS
AUDREY I. PHEFFERQUEENS COUNTY CLERK
COMISSIONER OF JURORS
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OFFICE PROBLEMS / OPPORTUNITY
Office Problems/ Opportunity
Too many manual tasks & not enough staffing to meet task demands
Inefficient use of time acquiring info from multiple sources & locations
Limited search resources
Lack of storage space
Paper records are vulnerable; prone to
damage
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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
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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)
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Server space was designated to accommodate jury records
Two locations were established on the server space
I – Jury II – Jury Operations
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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
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When you select a location, you can access yearly folders.
Folders By Year
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When you select a year, you can access monthly folders.
Additional folders can be added according to your needs.
Folders By Month
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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
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II – JURY OPERATIONS
In Jury Operations, there are two departments, Jury Operations and Payroll.
Two Departments
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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
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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
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Using the Kodak I2800 Scanner, we scan the documents to the Foxit Phantom PDF Program.
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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).
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The document can now:
be searched using multiple search items typewritten on using the Foxits Typewriter Application
Kew Gardens
Central Jury
Long Is. City
Central Jury
Jamaica
Central JuryVERIFY 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
Qualification
Questionnaires
Jury Operations
Payroll
JURY
SERVER
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