Converting from a paper-based case management system to an entirely electronic document and case management system.
Done.
The State Attorney’s Office of Denmark partnered with Unisys to put case information online, expediting the judicial process.
Eliminating Paper. Streamlining Case Management.
For the State Attorney’s Office in Denmark and its seven regional branches, case management has traditionally been a paper-intensive, time-consuming process. With approximately 200 lawyers and administrative clerks manually documenting information for 14,000 to 21,000 cases per year, it was virtually impossible to know at any given time where specific information resided.
While the State Attorney’s Office recognized the need for improving case management capabilities, it did not have the information technology (IT) expertise to implement an automated system. But by partnering with Unisys, the State Attorney’s Office has gone from paper-based case management to a fully electronic case and document management (ECDM) solution. Now, timely and accurate information is streamlining case management and simplifying adherence to reporting requirements.
How Did The State Attorney's Office Do It?
In early 2000, the State Attorney’s Office issued a tender (request for proposal) for an electronic document management system — one that not only enabled online storage and access to case information, but would also be easy to operate for a non-technical user base. As Deputy District Attorney Mette Vestergaard recalls, “Our lawyers and clerks had no experience at all with computers — they had always done everything on paper. And, we didn’t have any IT people on staff, so we needed a simple system with the flexibility to adjust as we went along.”
Unisys offered such a system, and entered into a working partnership with the State Attorney’s Office. The first step was introducing lawyers and administrative clerks to the world of personal computers to ease the transition to an electronic case management solution. This was accomplished by providing the lawyers and case managers with access to Microsoft Windows and applications such as Microsoft Outlook.
“It was a gradual process,” states Mette Vestergaard, “with Unisys helping us to educate our users on how to access information online. The courses were very close to the actual work we do, because Unisys took the time to understand our business processes. It was a much higher degree of partnership than we had expected.”
The business process analysis performed by Unisys was also a major factor in tailoring the system to meet the specific needs of the State Attorney’s Office. “Unisys first presented a basic document management system, explains Ms. Vestergaard. “Then we had workshops during which we explained our business processes so they could determine how to enhance the solution to reflect those processes.”
Mette Vestergaard - Deputy District Attorney State Attorney’s Office in Denmark
“There are five different types of cases that we manage,” continues Ms. Vestergaard, “and Unisys worked with us to understand those case types and customize screens for each one. For example, some cases are handled right in the office, without ever going to court, so the screens for those are different than the screens for cases that require us to summon witnesses.”
The result of this collaborative effort, says Mette Vestergaard, “is a case management system that is widely accepted among users because they were involved in the development.”
Results Delivered
Easier access to information. Increased productivity.
“Suddenly, everyone has access to all the information regarding all the cases,” states Ms. Vestergaard. “Before, only one person could look at a piece of paper. Now, it’s much easier because administrative staff is relieved of running around trying to find case files. All the information they need is instantly accessible from their desktops.”
The electronic case management system is also simplifying reporting for the State Attorney’s Office. “Periodically,” explains Ms. Vestergaard, “we have to make statistics regarding the cases we handle available to the Department of Justice. For example, the number of cases brought to court or the amount of time from when a case enters our office to when it exits the system. Before, we had to gather that information manually. Now, we have easy access to those statistics and can respond to inquiries very quickly.”
The bottom line, says Mette Vestergaard, is “more timely and accurate administration of justice. Because we have the information we need at our fingertips, we are better at managing cases. We can distribute the work more evenly among attorneys because we are able to see the case load assigned to each staff member.”
Customer At-a-Glance
State Attorney’s Office
Reports to
Denmark Supreme Court/Justice Department
Mission
Ensuring the administration of justice for the entire population of Denmark.
Objective
Move from a paper-based to an electronic case management system.
Results
Improved access to information. Increased productivity. More accurate administration of justice.
Population served
5 million citizens
