{"id":1712,"date":"2019-12-16T22:25:12","date_gmt":"2019-12-16T22:25:12","guid":{"rendered":"http:\/\/9thstreetjournal.org\/?p=1712"},"modified":"2023-03-27T15:52:21","modified_gmt":"2023-03-27T15:52:21","slug":"at-the-courthouse-replacing-shucks-with-modern-record-keeping","status":"publish","type":"post","link":"https:\/\/9thstreetjournal.org\/2019\/12\/16\/at-the-courthouse-replacing-shucks-with-modern-record-keeping\/","title":{"rendered":"At the courthouse, replacing ‘shucks’ with modern record-keeping"},"content":{"rendered":"

The record-keeping system at the Durham courthouse is a glimpse back in time.<\/span><\/p>\n

A large room in the Durham clerk\u2019s office has drawers full of tightly rolled ribbons of film. An assistant clerk feeds a strip of \u201cmicrofilm\u201d into an old-fashioned grey machine and turns a knob. The black and white screen shows court records from as recently as twelve years ago.<\/span><\/p>\n

\"\"
Court records at the Durham courthouse are still kept on microfilm. | Photo by Swathi Ramprasad<\/figcaption><\/figure>\n

A few steps over, there are stacks of large judgment books, bound in canvas and leather. Inside the books, in carefully crafted cursive, live the names of defendants and plaintiffs alongside their verdicts from cases until 2007.\u00a0<\/span><\/p>\n

The clerk\u2019s office is like a museum of record-keeping from the 1900s, with systems and documents that are reminiscent of generations past. <\/span>Durham is typical of the rest of the state. It is still reliant on ancient computers and cardboard boxes stuffed with files.<\/span><\/p>\n

\"\"
Records from as recent as 2007 were still logged in leather-bound books \u2013 in cursive handwriting. | Photo by Swathi Ramprasad<\/figcaption><\/figure>\n

But officials say help is on the way. A new initiative will bring a new electronic records system to Durham and other North Carolina courts over the next five years.<\/span><\/p>\n

Mending a \u201cPatchwork Quilt\u201d<\/b><\/p>\n

Archie Smith, the clerk for Durham Superior Court, says the state’s courthouses have been relying on a “patchwork quilt” of technology that “began to show its age.”<\/span>\u00a0<\/span><\/p>\n

In 2015, the Chief Justice of the North Carolina Supreme Court studied the needs of courts throughout the state. One of the top priorities was <\/span>technology<\/span><\/a>.<\/span><\/p>\n

As a result, the Administrative Office of the Courts signed a contract in <\/span>July<\/span><\/a> with Tyler Technologies, a Texas software company, to move North Carolina to a modernized system using their <\/span>Odyssey<\/span><\/a> case management tool.\u00a0\u00a0<\/span><\/p>\n

Christopher Mears, a spokesperson for the state office of the courts, said the specifics are still being ironed out.<\/span><\/p>\n

\u201cWe ultimately are paving the way for a virtual courthouse,\u201d he said in an email.<\/span><\/p>\n

When it’s finished, Durham and other counties will get modern integrated systems so clerks can manage documents, keep track of finances, and help lawyers file their motions online.<\/span><\/p>\n

The project is expected to roll to a few pilot counties by March 2021.\u00a0<\/span><\/p>\n

\u201cFrom Murphy to Manteo, everyone will be on the same system,\u201d Smith said.\u00a0<\/span><\/p>\n

Frozen in Time<\/b><\/p>\n

Today, clerks are surprisingly dependent on paper and outdated technologies. Consider the situation in Durham\u2019s District Court, which relies on antique-looking monochrome computers and envelopes known as “shucks.\u201d<\/span><\/p>\n

\"\"
Shucks. | Photo by Swathi Ramprasad<\/figcaption><\/figure>\n

The District Court clerk\u2019s office first receives law enforcement agencies\u2019 records, which are often adorned with hasty, illegible scrawl.\u00a0<\/span><\/p>\n

Clerks then stuff these documents in color-coded shucks: grey for infractions, brown for traffic violations, white for criminal cases, and yellow for DWIs.\u00a0<\/span><\/p>\n

An assistant clerk sits in front of a green and black screen, reminiscent of arcade games like \u201cSpace Invaders\u201d from the age before color displays. She manually transfers each case\u2019s details the court\u2019s electronic database.\u00a0<\/span><\/p>\n

Then, the shucks are moved to cardboard boxes, which fill a narrow room up to the ceiling.\u00a0<\/span><\/p>\n

\"\"
The monochrome monitors look like they were made in the 1980s. | Photo by Swathi Ramprasad<\/figcaption><\/figure>\n

Sometimes, the documents are scanned and put onto CDs. The woman who scans them dips her hands in a pink tub of fingertip moistener, used by archivists who sort through thousands of parchments daily, so she can better grip the paper.\u00a0<\/span><\/p>\n

The difficulty in finding an old case depends on how it was archived. If someone requests a file from the late 1900s, staff must leaf through the aged pages of the leather-bound judgement books or hand-spin the microfilm tapes on a machine that bears a striking resemblance to the first television.\u00a0<\/span><\/p>\n

Court records are like time capsules, since documents remain in the format they were originally stored, Williams said.\u00a0<\/span><\/p>\n

\u201cHelping People at the Lowest Points in their Lives\u201d\u00a0<\/b><\/p>\n

The goal of the new system: make the court more efficient.\u00a0<\/span><\/p>\n

\u201cI expect that we’ll be completely electronic, other than scratch paper that you\u2019d write notes to yourself,\u201d Smith said. After all, North Carolina courts are running out of space to keep paper files.\u00a0<\/span><\/p>\n

Electronic records sound promising. William Sheppard, Chief Deputy of the Dekalb County Clerk of Superior Court in Georgia, oversaw the county\u2019s successful transition to the Odyssey Case Management software in 2016.<\/span><\/p>\n

\"\"
Boxes and boxes of shucks | Photo by Swathi Ramprasad<\/figcaption><\/figure>\n

He says the system has saved time for the county\u2019s staff and clients. Financial processing that once took two weeks is now complete within a day.\u00a0<\/span><\/p>\n

But paper hasn\u2019t disappeared from the courthouse.\u00a0<\/span><\/p>\n

\u201cWe call it paper on-demand,\u201d Sheppard said. It is still available, but they try to avoid print where possible.\u00a0<\/span><\/p>\n

Blair Williams, Wake County\u2019s Superior Court clerk, says he wants the technology to help humanize the court system.\u00a0<\/span><\/p>\n

\u201cI want to eliminate the keystrokes because they keep us from doing what we do best: helping people at the lowest points in their lives,\u201d he said.\u00a0<\/span><\/p>\n

\u201cIt Can\u2019t Tell the Story that the Paper Can\u201d\u00a0<\/b><\/p>\n

Williams says it won\u2019t be easy to get court staffers throughout the state to give up their familiar procedures. .<\/span><\/p>\n

And others are wary about depending on technology. Lynn Vaughan, an assistant clerk of courts in Durham, said,\u00a0<\/span><\/p>\n

\u201cThe computer system might be great, but it can\u2019t tell the story that the paper can.\u201d\u00a0<\/span><\/p>\n

Technology often has glitches. Tyler Technologies, the creator of the Odyssey system, has faced reports of causing wrongful arrests, prolonged jail time, and premature releases in <\/span>Alameda County, Calif<\/span><\/a>., <\/span>Shelby County, Tenn.<\/span><\/a>, and <\/span>Marion County, Ind<\/span><\/a>.\u00a0<\/span><\/p>\n

These issues may stem from <\/span>problems<\/span><\/a> with the Odyssey software, including incompatibility with prior electronic systems or data-entry backlogs that delay cases from getting updated.\u00a0<\/span><\/p>\n

Jennifer Kepler, a spokesperson for Tyler Technologies, defends the software. She said that<\/span><\/p>\n

budget deficits in Alameda accounted for the county\u2019s premature adoption of Odyssey, against Tyler\u2019s recommendation. In Shelby and Marion, Odyssey was being blamed for issues caused by other court technologies, she said.\u00a0<\/span><\/p>\n

Today, Kepler says the three counties are \u201csatisfied clients,\u201d with <\/span>Shelby<\/span><\/a> and <\/span>Alameda<\/span><\/a> counties winning 2019 Tyler Excellence Awards for their innovative use of the software.\u00a0<\/span><\/p>\n

However, possible difficulties with the technology remain on North Carolina\u2019s radar.<\/span><\/p>\n

\u201cIf there\u2019s a failure in the system, the injury to the courthouse process would be colossal in scope,\u201d Smith said. \u201cAs cumbersome as the old system was, there was a certain amount of security in that warm fuzzy blanket of paper.\u201d Smith said.\u00a0<\/span><\/p>\n

Despite those reports, Smith and Williams agree that the computerized system will be an important step forward.\u00a0<\/span><\/p>\n

\u201cNorth Carolina is blazing a path for the courts of the nation.\u201d Smith said.\u00a0<\/span><\/p>\n

But chucking the shucks? That might take a generation on its own.<\/span><\/p>\n

In photo at top, shucks for District Court cases are stored in cardboard boxes. | Photo by Swathi Ramprasad<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

The record-keeping system at the Durham courthouse is a glimpse back in time. 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