PAPERLESS TIPS AND TRICKS...
38
PAPERLESS TIPS AND TRICKS
Transcript of PAPERLESS TIPS AND TRICKS...
PAPERLESS TIPS
AND TRICKS
THREE QUESTIONS
How do we get information and cases
into Karpel (PbK)?
How do we update and manage the
case files once they are in Karpel
(PbK)?
How to get information and cases out
of Karpel (PbK)?
FIVE COMPONENTS
HOW TO STORE CASE FILES DIGITALLY
2. USING “MYVIEW” FOR REFERRALS, PENDING CASES AND INTEROFFICE
OFFICE COMMUNICATION
3. USING KARPEL (PBK) FOR PLEADINGS AND MOTIONS
4. USING KARPEL (PBK) IN COURT
5. USING PBK TO GENERATE DISCOVERY
PART I: DIGITAL
STORAGE
DIGITAL STORAGE: SCANNING
SCANNING TIPS1. SCAN YOUR DOCUMENTS AS PDF SEARCHABLE
2. CATEGORIZE YOUR DOCUMENTS
3. BREAK DOWN YOUR REPORTS
INTO LOGICAL PIECES
4. COLOR VS. BLACK AND WHITE
5. CAN LAW ENFORCEMENT PROVIDE YOU
REPORTS IN PDF?
DIGITAL STORAGE: DOCUMENT
CATEGORIES
GIVE EVERY DOCUMENT CREATED OR SCANNED
INTO PBK A CATEGORY
What about items that
can’t be scanned in?
EVIDENCE TABCertified Lab Reports
Certified Driving Records
Records of Prior Convictions
Original Witness Statements
CAC video
Dash Cam and Surveillance Videos
Recordings
DIGITAL STORAGE: GOOD BACKUP
STRAGEGY
HOSTED BY KARPEL: NOTHING
TO WORRY ABOUT
NOT HOSTED BY KARPEL:
BACKUP, BACKUP BACKUP.
DIGITAL STORAGE: BACKUP
MICROSOFT BEST PRACTICE
http://technet.microsoft.com/en-
us/library/cc759690(WS.10).aspx
AT LEAST THREE COPIES: ROTATE TWO
DISKS WITH ONE OFFSITE + A CLOUD
BACKUP
PART II
USE “MYVIEW” FOR REFERRALS,
CASES AND OFFICE
COMMUNICATION
MYVIEW
THE DIGITAL HUB TO YOUR
WORKLOAD
CASE STAGES
Case Stages are used to identify what step a
case is on in the criminal process.
We can use case stages to run reports, view
calendars, and monitor status of cases.
REFERRALS
Setting case stages to distinguish cases under
review
Scanning and assigning attorneys
What documents are needed at the referral
stage?
PREPARING
CHARGES1. USE YOUR ATTORNEY “MY VIEW”
2. ASSIGN CASE STAGES TO YOUR LAW
ENFORCEMENT REFERRALS
IS IT UNDER ADVISEMENT? (ACTIVE)
WAS IT SENT BACK TO LAW ENFORCEMENT FOR
FURTHER INVESTIGATION? (HOLD)
PENDING CASES
CALENDARS
Run attorney calendars to show what you have
and need to do
Use your attorney My View to look at upcoming
cases
REMINDERSREMINDERS ARE “POST IT” NOTE FOR
PBK.
• They are tied to a case
• Document what has been asked and who
completed the task
• Show up on MyView and Disappear when
completed.
NOTES
CONSIDER ADDING A NOTES EVENT CODE
TO RECORD PHONE CALL,
CONVERSATIONS, OTHER QUICK WORK
PRODUCT.
PART III: DOCUMENT
GENERATION
GENERATING
DOCUMENTS
1. USE PBK TO CREATE TEMPLATES FOR
ROUTINE MOTIONS LETTERS AND FORMS
2. BETTER YET, DON’T REINVENT THE WHEEL,
THESE ARE AVAILABLE ON
www.christiancountyprosecutor.net
Password is capiaswarrant
PART IV: USING PBK
IN COURT
UPDATING AND
CALENDARING
UPDATING1. SETUP WIRELESS IN THE COURTROOM.
2. STOP WRITING IN FILES AND START USING
PBK IN THE COURTROOM
3. USE SETTING CONTROL TO UPDATE AND
VIEW YOUR FILES ON THE COMPUTER IN
REAL TIME IN COURT.
SETTING CONTROL
aka “The Docket”
WHAT ABOUT
OFFERS?
EVENT CODESEXAMPLE: CASE GETS SET FOR TRIAL.
WHO IN THE OFFICE NEEDS TO KNOW
ABOUT IT?
- SOMEBODY TO SUBPOENA?
- SOMEBODY TO CALENDAR?
- SOMEBODY TO NOTIFY VICTIM IF
VICTIM NOTIFICATION
THIS CAN ALL BE DONE USING A SINGLE
EVENT CODE!!!
CALENDARINGTHREE WAYS
1. EVENT CODES CAN TRIGGER
REMINDERS TO STAFF MEMBERS TO
UPDATE YOUR CALENDARS.
2. EVENT CODES CAN ALSO UPDATE
YOUR CALENDAR AUTOMATICALLY.
3. EVENT CODES CAN ALSO NOTIFY
YOU BY EMAIL!
PART V:
DISCOVERY
CERTAINTIESPRIVATE DEFENSE ATTORNEYS ARE
TECHNOLOGICALLY ILLITERATE AND ARE NEVER
PREPARED. REMEMBER THE IDIOT FACTOR IS
PRETTY HIGH!
THE PUBLIC DEFENDERS ARE TOO
“OVERWORKED” TO GET THEIR DISCOVERY OFF
THE FTP SERVER (EXCEPT IN THE 38TH CIRCUIT WHERE THEY ARE TOO BUSY COMPLAINING TO
APPELLATE COURTS ABOUT HOW OVERWORKED THEY
ARE TO REPRESENT THEIR CLIENTS)
PROBLEMS WITH EMAIL
Email is not secure or encrypted by default
Email has to go through intermediate computers
before reaching it’s destination
Most ISPs store copies of email messages on their
mail servers before they are delivered and backups
can remain on their server, despite deletion from the
mailbox.
Mail attachments have a definitive size limitation
some ISPs will only accept an attachment less than
MORE PROBLEMS
WITH EMAILWho is your system administrator?
Who is the defense attorney’s system administrator?
What if we send the discovery to the wrong email
address?
MOST IMPORTANTLY: DELIVERY IS NOT
GUARANTEED: EMAIL CAN GET INTERCEPTED BY
INTERMEDIATE FIREWALLS OR SPAM FILTERS
AND MAY NEVER GET TO IT’S INTENDED TARGET!
SOLUTION
PROVIDE DEFENSE COUNSEL WITH THEIR
DISCOVERY ON A CD AT THE TIME OF
ARRAIGNMENT OR UPON FILING OF A REQUEST
FOR DISCLOSURE AND ENTRY OF APPEARANCE.
HOW DO WE
PROVIDE
DISCOVERY VIA
CD?
FUTURE IDEASAdobe Acrobat Redaction and Bates Stamping
- Consider redacting information that is
not discoverable i.e. SSNs
- Consider Bates Stamping your
document
- Requires Adobe Acrobat Professional
FUTURE IDEASCharge for discovery?
CDs are not free but email is
Secure vs. unsecure
Why not charge for it recoup for costs?
www.squareup.com charges 2.7% per
transaction for credit card payments.
QUESTIONS?
LAURIE DUKEwww.karpel.com
Copy of slides available at
www.christiancountyprosecutor.net
CHRISTOPHER W. LEBECKwww.christiancountyprosecutor.net
