Software upgrade makes court documents available
Posted on Monday, May 5, 2008
One of the reasons Bette Stamps was hired as a deputy in the Washington County Circuit Clerk’s office in 1979 is because she had neat handwriting, she said.
In those days, almost everything was recorded by hand — real estate records, courts dockets and more.
“ The only thing we used a typewriter for was summons and subpoenas, ” said Stamps, who has served as circuit clerk since 2001.
Times have changed. Last week, the clerk’s office completed a computer software upgrade that makes images of all of its court documents available on the computer and online for subscribers.
This change means that documents from criminal, civil, domestic relations and juvenile courts can be viewed free of charge on computers in the clerk’s office. They will be available online for more than 200 subscribers who currently pay $ 50 per month for access. Stamps said the monthly fee is not being increased as a result of the upgrade.
Some of the court records could be viewed before the recent upgrade — basically all documents signed by a judge. The previous system had a listing of all the documents filed in the case, but most records could only be viewed by looking at the files.
All of the documents in real estate records have been available on computers in the clerk’s office and online for subscribers since 2002. Title companies now mostly complete their research from their offices because they have access as subscribers.
The upgrade cost $ 598, 000, which was funded by the recording fees that are paid when real estate records are filed. The low bidder was Cott System, which provided the system already in use.
Stamps liked a system she checked out last year in Louisiana, but it only included criminal courts. She said she wanted a system that would handle all the courts, so Cott agreed to design the new system for Washington County.
The court case files will still be available for public viewing, but everything in those files will be on the computer, she said. The clerks just won’t have to pull them as often.
The transition to the new system has meant more work and lots of changes for the office staff, but the deputies have managed to learn quickly.
“ Anytime you go to a new system, there are going to be issues, ” said Debbie Moore, imaging supervisor for the circuit clerk’s office. “ The trainers have been extremely helpful. ”
The trainers from Cott have praised the job of the staff during this difficult transition, Stamps said.
Moore said the upgrade makes the system more userfriendly for the clerks and makes completion of their monthly reports easier. The change should prove helpful for judges, prosecutors, attorneys and others who need access to court records.
“ This is going to be so convenient” said John Threet, 4 th Judicial District prosecuting attorney. “ I am glad (Stamps ) is doing it. ”
The change also affects the Washington County Clerk’s office, where probate records are maintained.
Court Clerk Karen Combs Pritchard said the improved indexing system will make it easier for her office staff to complete their reports. The public won’t notice any changes because descriptions of documents will continue to be available and the images will not, she said.
Pritchard said she does not feel comfortable making some probate records, such as adoption papers, available online because of concerns.
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