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New Software UPDATES

Posted May 23, 2024


Announcement: GO LIVE date DELAYED

After careful consideration and multiple meetings with i3 Vertical’s leadership, the Go Live civil software date has been postponed.

 

The financial elements of the software require intricate additional preparation.

 

Current estimates by i3 Vertical have a tentative projection of a 3-4 week delay.

 

The delay will allow programmers the time required to complete and verify that financial data can be reconciled with confidence.

For those customers needing the online civil records search: Continue to use your online account to search CMS.

Posted May 17, 2024


Announcement: DURING INITIAL TRAINING


New Civil Software begins week of May 20th. During Initial Training, Walk-in Customers PLEASE EXPECT:           

-Increased Wait Time

-Civil Waiting Area Relocated to Reception Area

-Speakerphone calls prohibited

 

 

Posted May 9, 2024

 

Announcement: NEW CIVIL SOFTWARE UPGRADE
 

 

WHAT IS HAPPENING?           
The Clerk of Court Civil case management system is scheduled to be upgraded. The entirety of our current digital civil data will be migrated to the new system which will allow us to process work more efficiently, with the eventual accomplishment of a paperless system.

 

                USER                                               BEFORE                                             AFTER
               Deputy Clerks/Judges                  CMS                                                  “Civil” by i3 Verticals
               Online Search Users                    CMS Web                                         
Clerk Connect searches “Civil”



WHAT ARE THE ADVANTAGES OF THE NEW CIVIL SYSTEM?
All incoming documents are scanned at intake, which will result in the following improvements:

  • Significantly faster processing by Clerk’s office

  • Digital transfer of documents between Clerk and Judiciary

  • Digital signature of documents by Judiciary

  • Electronic tracking of all documents in real time

  • Paperless processing, reducing the need for document storage

  • System integration with E-files producing a higher degree of efficiency in digital processing



WHEN WILL THE UPGRADE OCCUR?           
Our “Geaux Live” date for the Civil software upgrade is scheduled for the week of May 20th.


WHY IS THIS HAPPENING?  
Digital records are becoming the industry standard. Many Clerks throughout Louisiana are moving in this direction. A great many Clerks in other states are already paperless, and our legislature has indicated that they are in support of uniform digital processes for Clerks. Additionally, current record storage has reached capacity.



HOW WILL IT IMPACT THE CURRENT FILING EXPERIENCE?
Below are what changes we anticipate for the filers based on each current method.

 

  • e-Filers will experience very little change.

  • Walk-In Filers should be prepared for the following changes:
                   - Payment in full must be presented in the same manner as e-filing
                   - Longer in-person wait time due to increased data input on front end as document is                
                                   scanned, initial data entered by hand, and digital stamp applied to copy
                   - Only the first page of the filed document is provided to place on filer’s copy
                   - Documents should be unstapled (paper clips only) for safest and most efficient scanning
                   - Filer will no longer provide service copies. Service copies will be printed by the Clerk’s Office.
                   - Wait area will be moved to main Reception Area
                   - Walk-In filers have the option to leave documents for pick-up notification

  • Mail-In Filers
                   - Payment in full must be attached in the same manner as e-filing
                   - Documents should be unstapled (paper clips only) for safest and most efficient scanning

  • Fax Filers
                    - Payment in full must be attached to the original when received in the same manner as e-filing

  • Non-Payment
                   - Filings without payment will be refused per RS 13:842 unless filer is otherwise exempt from                                             advanced payment.



WHAT POLICIES WILL BE IMPACTED?          
The most significant policy change will be that payment must be received before the filing can be processed.                

The Intake Counter scans documents, enters initial data, assesses fees, and posts proof of payment. While this policy is standard in nearly all parishes, particularly those using similar software, this will be a change for our office. (Pauper will continue to be a deferred payment exception.) 


eFiling is the most efficient method of delivery with the new software. Filers are highly discouraged from delivering filings directly to the judge's office for signature prior to filing with the Clerk – as it eliminates the ability to track the document. The workflow between the 14th JDC/Family Court and the Clerk is most efficient when new filings are delivered to the Clerk first.



WILL COST BE IMPACTED?  
Because the system does not allow for processing without payment, some Advanced Deposit fees will be adjusted to prevent non-payment rejection. The fee adjustments are comparable to what parishes of similar size are collecting. Calcasieu’s filing fees have not increased in 16 years. Any fee adjustments will be posted on our website’s
Fees & Cost page.  



WILL IT IMPACT THE ONLINE CIVIL SEARCH FEATURE?   
Yes. Current Online Search users are going to need to register as a
new “Clerk Connect” user. Clerk Connect is the online search method that will allow users to access the civil data in its new location. Once the current CMS system is disabled, the current online civil search will no longer function.



HOW WILL EMERGENCY FILINGS BE TREATED? (Ex. Restraining Orders, Judicial Commitments, etc.)               
Documents that require immediate action will be walked by hand to judges for signature. These will then be delivered to the Clerk’s Intake Counter for scanning and processing.


WHAT CHALLENGES ARE ANTICIPATED?  
As with any software change, there are going to be challenges in the first few months.


The greatest hurdle to overcome is fear of change. Our staff have been preparing for this for over a year. Calcasieu Parish has traditionally had many unique processes, so the software is being customized for our use.


We are receiving training from the software company as well as other Parish Clerks who already use the software. Even so, there are going to be unforeseen challenges. Should these affect you, we will communicate them promptly on the website page “New Software UPDATES.”


It is our intent to assess and adjust the process every 30 days for the first 6 months, or until we have reached a comfortable level of proficiency.


WHAT IS THE VISION?             
We are envisioning a process that allows our staff to complete all work digitally, resulting in much quicker processing times, zero misplaced records, and an enhanced user experience.

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