Information + Automation + Internet = Change
by Cindy Groomer, District Clerk, Potter County, Texas

Remember the "good ol' days" when the deputies in the clerk's office used a ballpoint pen and big books? Remember the "good ol' days" when a deputy clerk would give information about cases over the phone? Over the last 13 years, computers have replaced manual process and as technology comes of age in the judicial system, the appetite for abundant information at the touch of a button has become virtually insatiable.

To meet the demands of the day, it is critical that we develop and implement comprehensive long-range information management strategies. Recognizing the Internet as the tool of the future, in September 1999, at no cost to Potter County taxpayers, iDocket was born. iDocket is a replica of the information contained in the clerk's data base. Information is now available 24 hours per day, 7 days per week. Fortunately effort on our part is minimal while iDocket.com is responsible for the expenses associated with programming, hardware, maintaining the web site, customer support, security, and cyber cash transactions.

Simple name search capabilities are available free of charge. Users who wish to utilize the more sophisticated portions of the program may subscribe on a monthly basis. iDocket also allows subscribers to order copies of documents on line through the document request service (iDRS). Subscription information and other frequently asked questions can be reviewed on the web site at www.idocket.com.

In addition to web access, public information terminals are available in the office for use free of charge. Fax requests for information are accepted if credit card information is provided, and written requests via regular mail are accepted if a firm check accompanies the request.

With no increase in staff for 13 years, the daily challenge of answering numerous and often repetitious telephone inquiries eventually overburdened the office. Also, liability issues arise when a deputy clerk is accused of damaging a client or causing harm due to information derived from a telephone conversation. These dynamics combined with the ability to provide desktop access to the information, lead to a change in policy in October 1999 about giving information over the phone. The requirement of written requests has unfortunately become necessary. As always, information is available by personally visiting office. Clerk fees for searching court records ($5) and for ascertaining the existence of court records ($5) are set forth in Art. 51.318 of the Texas Government Code. Please check our web site at www.co.potter.tx.us/districtclerk for information about fees and court costs.