Menu

WebsiteSanta1

News

 

                               Please take our survey to help officials from Eaton, Ingham, and Clinton Counties improve recycling in our region!

 

LOGOS

 


  

Now Pay Delinquent Real Property Taxes Online
Eaton County Treasurer, Bob Robinson, announced this month that Eaton County property owners have a new and convenient way to make delinquent tax payments.  The treasurer’s office has contracted with Official Payments, a leading provider of electronic payment solutions to offer delinquent tax payment processing over the Internet through credit card and debit card transaction.  Visa, Discover, and MasterCard debit and credit cards will be accepted. This new service offers taxpayers a fast and efficient way to pay online and reduces manual processing time in the treasurer’s office.

“Through a unique partnership with Official Payments and BS&A Software, taxpayers can get online, pay, and process their delinquent tax payments instantly, in real time,” said Robinson.  “This is part of our ongoing work to increase efficiency in the treasurer’s office.  It can also help folks avoid last minute additional fees and interest on their past due real property taxes.”

For more information, go to http://www.eatoncounty.org/departments/county-treasurer 


New Legislation Extending Property Tax Exemptions to Qualified Disabled Veterans

Click here for more information.


Solar Power Energy Generation Statistics

Click here to view how many kwh have been produced by Eaton County's Solar Panel.

 


Eaton Good Food Plan

 Click here for more information.

 

Paperless File Management: Benefits, Tips & FAQs

 

UPDATED: November 20, 2014

 

banr-Paperless1

nopaper-25

calendar5

map

smiley2

exclamationpoint

question

Why We Did It Transitioning to Paperless How We Do It (with videos) Benefits of P.F.M. Tips / Suggestions FAQs

 


smiley2


BENEFITS OF ELECTRONIC FILE MANAGEMENT

 

 

  1. Expanded resources available to our attorneys: Unlike prosecutors carrying physical file folders, our attorneys have networked access to digital recordings (e.g., 911 calls, photographs, videos) as they conduct pre-trial conferences or appear in court. They also have access to e-mail communication with office staff and colleagues, and electronic legal research.
    VIDEO: Watch our video showing how "911 calls" can be played through Laserfiche.

     

  2. Simultaneous file access:More than one person can access an electronic file's notes and documents, which was impossible with physical files. Our office is not self-contained: we have a main office, and our Economic Crimes Unit is located 20 miles away. Yet, we can all access and benefit from all the files simultaneously. This provides a marked increase in efficiency as legal secretaries, victim advocates and attorneys often need to see or add to the same file within minutes.

     

  3. No lost files:Lost files are typically a daily occurrence in offices dependent on physical files. We do not waste time looking for a file, since we now know each file's precise location in Laserfiche. We can access any file by defendant or victim name, case number, or a unique key number created by ACTS/JCTS for each new file.

     

  4. Faster, easier discovery: Prosecutors are required to disclose investigative reports and material to defense counsel, a process called discovery. We now send out discovery as an attachment to an e-mail. It is faster for our clerical staff, and costs less than the US mail. We send it as soon as we receive either an appearance of counsel or the court notice. Consequently, many of our court-appointed defense attorneys receive our e-mailed discovery before they receive the notice of appointment from the court!
    VIDEO: Watch our Discovery video.

     

  5. Enhanced trial preparation: Because of the power of optical character recognition (OCR), attorneys in our office have a new, more powerful way to review case documents to prepare for trial. Laserfiche indexes the text in documents. Our computers can now search all scanned documents (with the exception of handwritten statements). Attorneys can use the computer to search for key words or phrases in reports or transcripts in the file. In a recent murder case, the defendant gave over five hours of taped statements, which were transcribed. Our attorneys, preparing for cross-examination, searched for key phrases, and the computer quickly produced a summary "hit list" of each location in the transcripts where the defendant had made such a reference. A manual search would have taken hours or days!
    VIDEO: Watch our video showing how trial preparation is made easier with Laserfiche.

     

  6. Reduced clutter:The most obvious benefit is our elimination of the file folders and the file cabinets that formerly cluttered our office. We are a medium-sized office of 10 attorneys. So far, we have eliminated 9 large file cabinets and converted 3 others to other uses, such as holding office supplies.

     

  7. File security:The contents of physical files are difficult or impossible to replace. Our case management records and imaging system are separately backed-up to off-site locations each night, which is a vast improvement in "disaster-recovery" preparation. Further, in anticipation of any major hearing or trial, we electronically copy the file documents to a USB drive ("thumb drives", "jump drives") or to the hard drive of a laptop. While it is possible that both the network and a laptop will fail simultaneously, the odds are small, and if the documents are on a USB drive, we will simply move them to another laptop.

     

  8. Administrative advantages:All office records are organized and stored in Laserfiche. Security levels determine which folders can be accessed by which employees. Every attorney has a folder to flexibly store documents.

     

 


 

exclamationpoint


TIPS / SUGGESTIONS FOR OFFICES
THAT WANT TO BE PAPERLESS

 

Paperless file management is not an "If", it is a "When?"!

Private industries such as banks and airlines have already moved to electronic managed accounts and files because of the reduced cost and increased efficiency. The taxpayers deserve efficiency and reduced cost of governmental operations too. In our opinion, this project is a model that local government must eventually adopt.

Our success has been noticed throughout Michigan and across the nation. Former Eaton County Prosecuting Attorney Jeff Sauter has made presentations about our "paperless" file system to the Prosecuting Attorneys Association of Michigan, the Michigan Association of Record Managers, the North Carolina District Attorneys, the Pima County, AZ County Attorney's office (Tucson, AZ), and several times around the country for the National College of District Attorneys' various administration conferences. These presentations have resulted in numerous contacts for additional information from prosecutor offices, IT directors, software developers and state association directors.

Our project can be and is being replicated by other prosecutor and governmental offices. We have also hosted site visits from approximately 18 other Michigan prosecutors and State departments. The Livingston County Prosecuting Attorney's office has completed its transition to paperless files and several others are close behind.

Most prosecutor offices and governmental offices are already equipped with computers. Those offices simply have not used the equipment to the fullest extent of the computers' capabilities. While the up-front cost of imaging software and scanning equipment must be considered, it is much cheaper than the personnel costs that are inevitable with paper file management.

Here are some tips for offices considering paperless case management:

 

  1. Record all file notes in your electronic case management system.:Eliminate duplicate file notes (in both electronic and paper files)! All notes are now in a central location, and you have no handwriting concerns.

     

  2. Begin scanning all documents:We scanned closed files backwards for a full year, but do not recommend that same approach to other offices. The significant benefits of using electronic files are not evident until the office begins scanning current documents and files. Assign one employee as "the scanner".

     

  3. Extend your network to the courtrooms and conference rooms:Wireless is best.

     

  4. Switch from desktop to laptop computers for office attorneys.

     

  5. Stop making paper files!

 


 

question


FREQUENTLY-ASKED QUESTIONS

 

 

What do we need to buy? What are the costs?

  • Scanner: Document scanners can cost from $100 to $5,000. (Get a "document scanner". Flat-bed scanners are too slow for this project, and only copy one side at a time.) Our scanner copies both sides at once at 90 pages per minute.
  • Computer: Desktop PCs cost less than laptops, but laptops are the only practical solution for bringing your electronic files from your office to the court room, to conference rooms, etc.
  • Imaging Software: Costs will vary by company, types of licenses, numbers of licenses, etc.

 

Do you scan everything?

Yes. Even mail is scanned.
VIDEO: Watch our video on how mail is received, scanned and 'filed' in Laserfiche (8.9 mb; runs 1:40).

Does scanning change the work assignments?

No. The only thing that has changed is that now they view the documents on the computer instead of cluttering their desks with paperwork.

 

How many people do you have scanning in your office?

One.

 

How does an attorney look at the file outside the office?

For attorneys to look at file they must copy file to their laptop hard drive or onto a Jump Drive / USB Drive for them to look at the images. (One gigabyte thumb drives can cost under $20.) At this time the attorneys cannot sign into our system outside of our County Buildings but we are looking into this option.

 

How do you handle discovery?

We send most of our discovery materials (police reports, charging documents, etc.) to defense attorneys through E-mail, directly from our imaging program. This is done as soon as we are notified of the attorney being appointed or retained. Large discovery files (usually with photos, videos, soudns clips, etc.) are burned to CD-ROM or DVD.
VIDEO: Watch our Discovery video (22 mb; runs 2:06).

What folders do you use?

Folders in Laserfiche (and, probably, any other Imaging program) can be created any way you prefer. It is very flexible! We create one folder for each case (usually identified with the ACTS/JCTS case number, or the court's docket number). In each folder we create folders for Charging Documents, Police Reports, Defendant Information, L.E.I.N. (criminal history), Photographs, 911 calls, etc. In large cases, we may label each police report, supplemental report, witness statement, etc. separately in the Police Reports folder so we can find them easier.

 

How are your attorneys notified of Motions, appeals, etc.?

When the documents come in either through e-mail, regular mail or fax, they are scanned and the attorney handling the case is notified via e-mail of the information that has come in; a file note may also be made in ACTS/JCTS that the document was received. Also, the secretary for either Circuit Court or District Court, and other prosecutors, are e-mailed the same.
VIDEO: Watch our video on how APAs are notified about recently received pleadings and correspondence(9.2 mb; runs 1:51).

 

What happens if your computer crashes?

We have back-up procedures. The County backs up Laserfiche daily. PACC/PAAM backs up Adult Case Tracking and Juvenile Case Tracking daily.

 

 


 

nopaper-25

calendar5

map

smiley2

exclamationpoint

question

Why We Did It Transitioning to Paperless How We Do It (with videos) Benefits of P.F.M. Tips / Suggestions FAQs

 

 



| Eaton County Home | Prosecuting Attorney Home | Office Info | Paperless Files | Press Releases | Site Map |
| Victims | Domestic Violence | PPOs | Witnesses | Appeals | Economic Crimes | Family Support |
| Criminal Case Process | Downloads | FAQs | Legal Glossary | Gov't & Search Links | Prosecutor Web Site Index |
 

© 1997-2013 Office of the Eaton County Prosecuting Attorney | Disclaimers | Thanks
© 1997-2013 Eaton County Information Systems
Site developed and maintained by Neil F. O'Brien

Eaton County Historical Commission

echc

Resource Recovery, Recycling & Reuse

recycle logo

Eaton County Dog Licenses

Purchase Eaton County Dog

Licenses Online  

                                         

Dog

 

211 Service Available

211 services

If you're looking for assistance with a problem and you don't know where to turn, or simply want information on a particular human service issue, 2-1-1 is for you. Currently, 2-1-1 service is available in Clinton, Eaton, Ingham, and Jackson counties through Central Michigan 211. 

 Click here for more information

Go to top