Case Study: Use of LERMS in Courts

  • Population: 1,344,000 (2019 estimate)
  • Tyler Client Since: 2019
  • Solutions Used: Enterprise Records
  • Profile: In the northeastern United States, the State of Maine Judicial Branch’s (MJB) Office of Judicial Marshals is responsible for 32 court locations statewide. With a sharp focus on courthouse security and safety, the Office of Judicial Marshals is unique in its scope and operations by utilizing highly configured records management software for law enforcement.

CHALLENGE

The State of Maine Judicial Branch (MJB) Office of Judicial Marshals manages the public safety of 32 courthouse locations statewide. The agency spent many years managing its reports and operations manually, which, although functional, prevented courthouses from sharing data instantaneously. The agency recognized that the communication delay could potentially result in a security threat. To solve this, the agency sought a solution to manage its reports across all locations and sync data in real time.

SOLUTION

The MJB opted to use a configured version of New World Enterprise Records. Apart from using the software’s record management solution, the agency also uses a Risk Assessment feature to add personal profiles. The benefit of this feature is that it makes it simple to share data across all MJB locations regarding individuals assessed as a potential threat.

RESULTS

After implementing Enterprise Records, the MJB updated decades-old reporting methods. By configuring Enterprise Records to meet a law enforcement agency’s needs specifically, the software helped the statewide public safety agency to:

  • Effectively eliminate most manual processes.
  • Share data and information across its 32 locations, saving time and expanding situational awareness at all courthouses.
  • Use the Risk Assessment module to create profiles for individuals that are suspected threats.
  • Track potential exposure of COVID-19 cases in Maine courthouses.
  • Manage COVID-19 personal protective equipment inventory and distribution.
  • Gather patron data to track the number of courthouse visitors to determine policies regarding building traffic flow to ensure compliance with social distancing guidelines.

In addition, the MJB recently used the Risk Assessment module to inform agency personnel of an incident involving a plot to unleash gunfire on the Cumberland County courthouse. The individual was assessed at the courthouse entrance with two loaded weapons, along with several more loaded weapons in the trunk of a vehicle parked several blocks away.

Before Enterprise Records, information was spread across different electronic files or folders or on paper and in a file cabinet. It just wasn’t as accessible and easy to get to. Having one electronic file in a records management system that is easily accessible to marshals and officer across the state is probably one of the biggest benefits.

Barry Lucier

Maine Judicial Branch IT project manager

The judicial marshals apprehended the individual and immediately communicated the incident to its 32 locations statewide. Before Enterprise Records, other courthouse locations would likely have waited up to a week to receive that information.

CONSIDERATIONS

Before Enterprise Records, the judicial marshal command staff kept a physical file folder for each reported incident. By moving away from manual processes, command staff now can access complete files from any courthouse location through a single software program, improving organization and information access.

CONCLUSION

Using record management software configurations specific to public safety, the Office of Judicial Marshals has successfully digitized its processes enabling real-time access to files from any courthouse location. Not only does Enterprise Records help the MJB capture information required for its reports, but it has also helped the agency to require more robust reporting from its officers.

“The mandatory fields forced officers to input information that they didn’t have to on the manual system,” says Mike Coty, State of Maine judicial marshal. “So, we were able to lock those fields to require submissions to have complete information.”

With more complete reporting in Enterprise Records, the MJB ensures all locations have up-to-date information, informing decision-making, and eliminating potential security threats.

Case Study Highlights

  • Connecting 32 State of Maine court locations
  • Staying informed with real-time data-sharing
  • Tracking COVID-19 exposure and PPE inventory
  • Eliminating manual processes

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