In accordance with Superintendence Rule 3.03, this Technology Plan provides an overview of the MIAMI COUNTY JUVENILE & PROBATE Court’s utilization of technology in the delivery of court services and maintenance of judicial operations. The applications outlined in this Plan include both public-facing technologies serving litigants, attorneys, members of the public, and other justice system stakeholders, as well as internal technology systems utilized by judicial officers and court staff. IT infrastructure information is not included in this list for safety and security reasons, including firewall, storage system, backup, anti- virus, disaster recovery, and cyber security.
The purpose of this Technology Plan is to establish a comprehensive strategy for the implementation, maintenance, and effective use of technology in the delivery of court services. Specifically, this Plan is intended to:
The Court uses the following applications to manage their docket and related case records (e.g., case management software, digital notification applications, party check-in software, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Henschen & Assoc. | Case management software utilized by Court staff | Vendor Training materials | Court Staff |
The Court utilizes the Henschen Case Management System (CMS) to manage case information and support daily court operations. The system maintains case dockets, financial records associated with cases, and other case-specific information necessary for the administration of justice. Henschen is used by authorized Court personnel, including clerk's office staff and probation officers, to perform their respective duties efficiently and accurately. Employees receive training on the system through a structured onboarding process conducted by experienced Court staff, with additional instruction provided as needed.
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| OJSS | Juvenile Probation software utilized by Court staff | Vendor Training materials | Probation Staff |
The Court utilizes the Ohio Juvenile Supervision System (OJSS) to support the supervision and case management functions of the Juvenile Probation Department. OJSS is used to maintain probation records, document case activity, monitor compliance with court-ordered conditions, and facilitate required reporting. The system enables probation officers to efficiently manage caseloads while maintaining accurate and secure records. Access is limited to authorized Juvenile Probation personnel, and employees receive training on the system through experienced staff and ongoing instruction as necessary.
The following applications are used in the performance of clerk related functions:
| Application | Purpose | How Users Receive Instructions | Dept/Role |
|---|---|---|---|
| Henschen & Assoc | Case Management Software utilized by Court staff | Hands on training by other staff | Court Staff |
Probate Court provides online access to case information and court documents through an integration of Henschen and CivicPlus, the County’s website host. The public must agree to terms and conditions before entering the online case information website. The terms and the Court’s privacy policy align with Superintendence Rules that restrict public access to certain types of case information, as well as policies under Ohio Court Security Standard 16 that protect confidential information.
The Court uses the following applications in managing its detention center:
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Organization Solutions, LLC | Detention database | Hands on training | Superintendent |
| Excel | Prescription management system | Hands on training | Medical staff/ Supervisors |
| Global Search | Electronic filing System | Hands on training | Superintendent |
|
Webex/Zoom/ Go to Meetings/ Collaborate space/ Skype/TEAMS |
Videoconference Detention hearings | Hands on training | Court staff |
Organization Solutions, LLC developed the Court's detention database to support the daily operations of the Juvenile Detention Center. The database is used to track detainee information, generate operational and statistical reports, and complete electronic forms using wireless devices. Access to the database is restricted to authorized detention staff to ensure the security and confidentiality of information.
The Court utilizes an in-house prescription management system developed using Microsoft Excel in conjunction with a thermal label printer. This internally managed process is used to track and manage prescription-related information as needed by the Court.
The County has transitioned to the GlobalSearch document management system for electronic document storage and retrieval. Court records are now being maintained within GlobalSearch. Historical electronic documents remain in the Court's previous document management system, DocWorker, and have not yet been migrated.
The Juvenile Detention Center utilizes multiple video conferencing platforms to accommodate proceedings and meetings with the various courts and agencies it serves. Because detained youth may appear before multiple courts throughout the region, the Center maintains the capability to connect through a variety of approved video conferencing systems to ensure compatibility with each court's technology requirements. These platforms support court hearings, attorney-client communications, case planning meetings, and other authorized interactions while maintaining the security and confidentiality of proceedings.
The Court currently does not have dispute resolution proceedings.
The Court currently does not have an electronic or digital application to manage the receipt, distribution, and retention of evidence.
The following applications are used to manage the filing of court documents (e.g., electronic filing, electronic signatures, electronic payment, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Fax machine | Accept Court filings | Website ‐ local rule |
Clerk staff |
| Court email | Accept Court filings | From clerk | Clerk staff |
The Court accepts filings by facsimile transmission or by electronic mail as an attachment sent to the Court's designated email address, as permitted by applicable law and the Court's Local Rules. Upon receipt, Clerk's Office personnel review the submission for completeness and compliance with filing requirements. The document is then printed, file-stamped, and processed in the Court's case management system in the same manner as a paper filing. Court staff ensure that all filings are properly indexed, associated with the appropriate case, and made available for judicial review. Electronic submissions are maintained in accordance with the Court's records retention policies and applicable Rules of Superintendence.
The Court uses the following applications for financial management and accounting:
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Henschen & Assoc. |
Running reports Probate Court’s Fiscal Management |
Hands on training | Fiscal Director |
| Munis | County’s accounting Software | Hands on training | Auditor |
| Peachtree | Juvenile Courts | Hands on training | Fiscal Director |
The Court utilizes Henschen, Peachtree, and Munis to perform financial management and accounting functions. Munis, the County’s centralized accounting and payroll system, is used for all fiscal operations, including payroll processing and financial reporting. The Fiscal Director, who serves both the Probate and Juvenile Divisions, is responsible for the operation and oversight of these systems and receives specialized training in their use. All Probate Court fiscal activity is also tracked and managed through the Court’s case management system (CMS), ensuring proper integration of case-related financial data with the Court’s accounting processes. Juvenile Court additionally uses Peachtree to assist in balancing the checkbook and reconciling financial records.
The Court uses the following applications to conduct hearings and related proceedings (e.g., remote hearings, digital recording software, judicial dashboard/e-bench, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| JAVS | Digital recording | Hands on training | Clerical staff |
| TEAMS | Conduct remote hearings | Sheet provided by the County IT Department | Clerical staff |
JAVS is the digital recording application the Court uses to record court proceedings conducted in the courtroom. Parties seeking a recording of a hearing or case must make the request through the Clerk’s Office in accordance with Sup. R. 10. Staff are provided user instructions and training materials to ensure proper use of the application.
The Court utilizes Microsoft Teams to facilitate remote participation in court proceedings. This video conferencing platform provides audio and video functionality, allowing the Court and participants to see and communicate with one another in real time. Participants are provided instructions on how to access and join proceedings through Microsoft Teams, and staff receive training through vendor-provided resources and internal guidance materials.
The Court also utilizes the JAVS system in conjunction with HDMI connectivity at counsel tables to enable screen sharing and presentation of exhibits in the courtroom. This setup allows parties to display digital content directly through the courtroom system for viewing on in-court monitors during proceedings.
The Court currently does not use any applications to perform human resource functions.
The Court integrates with the following applications (e.g., clerk of courts if separate, Ohio Courts Network, Bureau of Criminal Investigation, Bureau of Motor Vehicles, county jail or correctional facility, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Ohio Courts Network | Case disposition | Vendor training material | Court staff |
| OHLEG | E-Disposition Reporting | OHLEG Training | Approved Court Staff Only |
| Filezilla | Traffic and E-Disposition | Training through Henschen and Training Materials | Approved Court Staff Only |
Ohio Courts Network (OCN)
The Court interfaces with the Ohio Courts Network (OCN) for case disposition reporting and related electronic case updates. OCN communicates directly with the Court’s case management system (CMS), allowing data entered into the CMS to be transmitted electronically to the statewide network for required reporting and compliance purposes. Vendor-provided instructions and training materials are utilized to ensure proper system functionality and use. Access is limited to designated Court staff who are authorized to enter, review, and transmit disposition data.
OHLEG (Ohio Law Enforcement Gateway)
The Court utilizes OHLEG for electronic disposition reporting and related law enforcement information exchange. Training is provided through OHLEG-approved training materials. Access is restricted to approved Court staff only who are authorized to enter and submit data through the system.
FileZilla (Secure File Transfer)
FileZilla is used for secure file transfer processes related to traffic and electronic disposition reporting. Training is provided through Henschen and associated vendor training materials. Access is limited to approved Court staff only to ensure proper handling of secure data transmissions.
The Court utilizes a Jury Management software system used by the Common Pleas Court General Division. This system is used to manage all aspects of the jury process, including juror summons, qualification questionnaires, reporting instructions, attendance tracking, and jury panel management. The application supports efficient jury administration and accurate juror data management across court operations.
Access to the system is restricted to the Jury Commissioner in the Common Pleas Court General Division. Court staff work closely with the Jury Commissioner to obtain necessary information and support jury operations and related administrative functions.
The Court uses the following application to perform probation services:
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Henschen | Probation case Management | Hands on training | Chief Probation Officer |
| OJSS | Juvenile Probation software utilized by Court staff | Vendor Training materials | Probation Staff |
The Probation Department utilizes Henschen as its case management system for probation case review. The system is used solely as a reference tool for court pleadings and case information to support probation supervision activities and ensure accurate case oversight.
The Court utilizes the Ohio Juvenile Supervision System (OJSS) to support the supervision and case management functions of the Juvenile Probation Department. OJSS is used to maintain probation records, document case activity, monitor compliance with court-ordered conditions, and facilitate required reporting. The system enables probation officers to efficiently manage caseloads while maintaining accurate and secure records. Access is limited to authorized Juvenile Probation personnel, and employees receive training on the system through experienced staff and ongoing instruction as necessary.
The Court uses the following applications to provide access to the public (e.g., live streaming of hearings, online docket access, online calendar, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Henschen & Assoc. | Case management software utilized by Court staff | Hands on training by other staff | Court Staff |
Probate Court provides online access to case information and court documents through an integration of Henschen and CivicPlus, the County’s website host. The public must agree to terms and conditions before entering the online case information website. The terms and the Court’s privacy policy align with Superintendence Rules 11.09 – 11.16 that restrict public access to certain types of case information, as well as policies under Ohio Court Security Standard 16 that protect confidential information.
The Court uses the following applications to manage and retain records (e.g., document imaging, etc.):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Henschen | Document Imagining | Hands on training | Clerks |
Global Search Archival Database County IT Department Clerks
The Court utilizes imaging and document scanning as part of its records management and retention practices. Documents filed with the Court are scanned and imaged within the Henschen case management system to create a digital record of the case file. These electronic images are then stored and maintained on the Court’s secure server in accordance with applicable records retention schedules and the Rules of Superintendence. This process ensures that case documents are preserved in a searchable electronic format, improves accessibility for authorized Court staff, and supports efficient retrieval of pleadings and other case-related materials. The imaging function also enhances document preservation by reducing reliance on paper files while maintaining the integrity and completeness of the official court record.
The Court utilizes Global Search as a centralized data retrieval and archival tool for Court records. This functionality allows authorized Court staff to efficiently locate, review, and access case-related information, including pleadings, party information, and case activity across multiple systems. Global Search also serves as a method of preserving and archiving Court records to ensure long-term accessibility and support accurate case management. This tool enhances operational efficiency and assists staff in responding to inquiries and performing administrative and judicial support functions. Access is limited to authorized users in accordance with Court security and confidentiality protocols.
The Court uses the following applications to provide services for participants needing special accommodations (e.g., Language Line, virtual remote interpreting, assistive hearing):
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| Language Line | Foreign language Interpreter services | Supreme Court’s website | Court Staff |
The Court does not utilize any specific applications for victim services. However, the Court recognizes that victims have a right to appear and be heard, have an advocate, and seek victim services. Victims may request special accommodations in the exercise of those rights resulting in the Court utilizing one or more of the applications referenced in this plan (e.g., appearing remotely).
The Court uses the following application in the development and maintenance of its website:
| Application | Purpose | How Users Receive Instructions | Dept/Role Responsible |
|---|---|---|---|
| CivcPlus | Website development and host | County IT Department | Assigned court staff |
The Court’s website is developed and maintained by the County’s Information Technology (IT) Department. The Court maintains designated pages within the County website and is responsible for managing and updating the content specific to its operations. Selected Court staff have been granted access rights to modify and update approved webpage content as needed to ensure information remains current and accurate. Updates are made in coordination with County IT as required to maintain system integrity, security, and consistency across the County’s web platform.
The Court provides clear and accessible procedures for notifying the public of available technology services, including instructions for accessing and using those services. Information regarding Court technology resources, remote access options, electronic filing methods (where applicable), and courtroom participation tools is made available through the Court’s website, public postings, and other official communications.
All public-facing instructions are designed to ensure compliance with applicable accessibility requirements, including the Americans with Disabilities Act (ADA). The Court is committed to providing equal access to services and will make reasonable accommodations to ensure individuals with disabilities can effectively access Court technology services.
The Court references and follows both Miami County Juvenile Court and Miami County Probate Court ADA compliance guidance in developing and maintaining accessible communications and technology-related instructions. This includes ensuring website content meets accessibility standards, providing alternative formats upon request when feasible, and coordinating with County resources to support accessibility needs. Court staff are responsible for ensuring that updates to technology services include corresponding updates to public instructions to maintain clarity, usability, and compliance with ADA requirements.
Using the operational categories set forth above, the Court intends to acquire and/or implement the following technologies over the next 3 years.
| New Application | Purpose | Dept/Role Responsible | Funding Secured (Yes/No) |
|---|---|---|---|
| Henschen | E-Disposition and E-Service | Henschen | Yes |
| New Hardware | Purpose | Dept/Role Responsible | Funding Secured (Yes/No) |
|---|---|---|---|
| Henschen | Paperless/ E-filing | Court Staff | Yes |