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Press Releases 2004
Utah Department of Workforce Services Submits eFilings to Utah Courts Using eFlex
Initial implementation of two-way integration with Utah courts will allow Dept. of Workforce Services to efile up to 35,000 cases annually with virtually no manual intervention
OREM, Utah, - September 7, 2004 - The Utah Department of Workforce Services (DWS) is the provider of comprehensive employment related services to employers, job seekers, and the community for the State of Utah. When employers neglect their unemployment insurance premiums, or when overpayment of benefits is made to individuals, legal action is usually required. With over 35,000 employer and employee filings being sent each year to the Utah District Courts, the DWS is considered one of the highest case volume filers in the state.
"It was to the point where we knew we had to find a better way to move large amounts of filings to the court automatically," said Mark Brady, Collections Supervisor at the DWS and one of the project managers of the implementation. "We saw a demonstration of Tybera's eFlex at the Utah Courts and knew right away it could save us money," said Brady.
The process of getting documents out of the DWS system, printing them, having people sign, track, and manage their flow, all the way through to the court, was very labor intensive. With several people touching the paper filings along the way, the probability of clerical error was increasing right along with the volume of filings. In addition, the Utah AOC was looking for a way to consolidate their other efiling projects down to one system that would work for everyone.
"Tybera's eFlex was well suited for their desire to integrate directly to the court," says Dallas Powell, President of Tybera. "By setting up two-way integration with the court it gives high volume filers, like large legal firms or a state agencies, a significant improvement in efficiency and cost savings," says Powell.
Project Details
The DWS already generated many documents automatically from their case management system. Connecting into that system and capturing the data and documents before the print process was the first step. The flow of this data shifts from the printer into the eFlex system, which populates the LegalXML envelope with the data and WordPerfect documents that are generated. Digital signatures are applied to documents with digital locks added for document integrity. Documents are then securely transmitted to the appropriate court through out the state.
The District Courts of Utah had already integrated the eFlex server to their existing case management system. When filings are received electronically from the DWS, the court processing begins. Some filings require clerk review and some do not, depending on whether the submission is initiating or satisfying a case, or whether the submission is requesting a judgement. The court processes the submission, updates the case management system and their existing document management system, and then creates a digitally signed receipt. This receipt is electronically returned to the DWS server.
The eFlex server at the DWS receives the digital receipt from the courts, extracts the data, such as a new case number, judge assigned, or docket time, and then calls routines to load the new data into the DWS system. The eFlex server then extracts the documents returned by the court and calls the routines to load the documents into the existing document imaging system at the DWS.
Filings are now being sent statewide from the DWS to the court with no manual intervention. With the system up and fully functional, the DWS expects to automate thousands of filings per month, resulting in immediate savings of at least one full-time person. The Utah District Court expects a multiple of these savings as it has several large organizations that file thousands of filings per month.
About Tybera
Tybera provides electronic filing automation for courts, attorneys, and government agencies by directly integrating to their case management and document management systems, as well as automating the payment and collection of filing fees. Tybera's electronic filing exchange (eFlex), supports LegalXML CourtFiling v1.1, document integrity, digital signatures, and an advanced security model using an open API. eFlex supports multiple document formats such as MS Word, WordPerfect, PDF, and web forms. The eFlex solution is sold either as a software license or a transaction fee model.
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