TAB FusionRMS Physical Recordkeeping software helps revolutionize ...
TAB FusionRMS Physical Recordkeeping software helps revolutionize the City of Tuscon Prosecutor’s Office.
The City Prosecutor’s Office in Tucson, Arizona has the serious task of overseeing roughly 50,000 misdemeanor criminal cases each year. Their team of 80 staffers, comprised of half attorneys and half support staff, physically handle many of these case files each day as the cases move continuously through the criminal justice system. A six-member file room team is responsible for locating files for daily morning and afternoon court sessions in over 14 assigned courtrooms. Meanwhile, approximately 35 additional staffers set up case files, process and route files for initial appearances, trial scheduling, subpoenas, victim notification, disclosure to defense attorneys, motions responses, meetings with walk-ins, and phone calls from defendants and victims. “You get the picture—staff and files are in constant motion,” says Jeanne Mason, Court Services Supervisor. According to Mason, when the Prosecutor’s Office first approached TAB four years ago, they had some serious challenges. “With very short notice and limited time to complete their task, the six full-time employees assigned to our file room spend all day, every day trying to locate the files required for daily court sessions. Additionally, we have files in constant motion and over 100 possible file locations within our office. Efficiently tracking and locating files was a continuous challenge and a frustrating daily certainty. We regularly would spend hours and even days looking for one file.” TAB FusionRMS Physical Recordkeeping changed all that. Mason explains, “It revolutionized how we do everything. When we enter a record into the database, we have immediate access to its location. Today instead of having to first learn the
just how user-friendly it is. And once the file room staff envisioned the benefits
ropes and then find the file the hard way, we can locate a file in seconds, get it in
of having all the files in the system, they loved it and began to insist that all the
a packet and get on to the next job.”
prosecutors use it.”
Up-to-speed in No Time
Mason adds that this user-friendly aspect is especially helpful in this environment
Initially, there was concern among the staff about the effectiveness of the bar
where there is a high circulation of employees to various positions. TAB FusionRMS
code tracking system, but thanks to the user-friendliness of the product, those
helps them take what they learn in one position and use it in another. “The
concerns were quickly replaced with rapid adoption. Mason said, “In our case,
flexibility built into the initial TAB software enabled us to tweak it to fit our specific
the easier the software is to use, the more likely it is that everyone will adopt it.
needs. It always offered more than one way to process tasks. For us, that has been
Once it was introduced to the support staff in the training session, it was clear
its strongest point.”
www.tab.com TAB Case Study: City of Tuscon Prosecutor’s Office
“TAB FusionRMS revolutionized how we do everything. When we enter a record into the database, we have immediate access to its location. Today instead of having to first learn the ropes and then find the file the hard way, we can locate a file in seconds, get it in a packet and get on to the next job.”
Today, creating labels and tracking case files with the TAB FusionRMS Physical Recordkeeping system is fast and easy, says Mason. After a case originates with
Tuscon Prosecutor’s Office Quick Stats
a criminal charge, a prosecutor takes the file to court for the arraignment. Mason elaborates, “If the case is continued at arraignment, one of the arraignment support staff types the label information into the TAB FusionRMS database, prints and attaches a label and forwards the file to its next destination. The color-coded label and the easy use of the label program have streamlined the tedious task of file setup. Now all the label data is added via the tracking database rather than the old method of typing some information on a label and adding colored tabs and alphabetical references piecemeal.” The system has been further expanded so that today, the system also helps with the approximately 40,000 letters that the Prosecutor’s Office sends each year to victims, notifying them of their rights. Notes Mason, “When a letter comes back as dead mail, we conduct research to get a better address, and of course, TAB
TAB Customer: City of Tuscon, Arizona, Prosecutor’s Office Challenge: Find a solution to quickly and easily manage and track up to 50,000 case files a year. Solution: TAB FusionRMS Physical Recordkeeping Results: • Time needed to locate case files has been reduced from days to minutes. • Easy-to-use system opens the system up to all levels of users. • Ability to locate files quickly allows current staff to handle heavy case load without adding headcount.
FusionRMS helps us quickly find the appropriate case file to update. If the staff had to rely on the previous hunt-and-peck method of finding a file, we’d probably have to have twice as many people as we have now. Now they can locate it in minutes instead of days.” After four years, TAB FusionRMS is a key part of the environment at the Tucson Prosecutor’s office. Says Mason, “The entire Prosecutor’s support staff spends their days creating and tracking case files. TAB FusionRMS is the significant element, enabling us to get the job done with limited staff resources and pressing time constraints. We love it. Right now I don’t know what we’d do without it.” Track Your Physical Records with Ease Want to see how TAB FusionRMS can easily manage your paper file inventory? We can help! Visit our website or call us for more information. C o n ta c t o n e o f o u r r e p r e s e n tat i v e s t o d ay.
www.tab.com TAB Case Study: City of Tuscon Prosecutor’s Office
U N I T E D S TAT E S •
877.306.8875
www.tab.com
C A N A DA
•
800.387.6212
www.tab.ca
AUSTRALIA
•
800.50.3453
www.datafile.com.au
E U RO P E
• +31 20 6975333
www.tab.nl
The City Prosecutor’s Office in Tucson, Arizona has the serious task of overseeing roughly 50,000 misdemeanor criminal cases each year. Their team of 80 staffers, comprised of half attorneys and half support staff, physically handle many of these case files each day as the cases move continuously through the criminal justice system. A six-member file room team is responsible for locating files for daily morning and afternoon court sessions in over 14 assigned courtrooms. Meanwhile, approximately 35 additional staffers set up case files, process and route files for initial appearances, trial scheduling, subpoenas, victim notification, disclosure to defense attorneys, motions responses, meetings with walk-ins, and phone calls from defendants and victims. “You get the picture—staff and files are in constant motion,” says Jeanne Mason, Court Services Supervisor. According to Mason, when the Prosecutor’s Office first approached TAB four years ago, they had some serious challenges. “With very short notice and limited time to complete their task, the six full-time employees assigned to our file room spend all day, every day trying to locate the files required for daily court sessions. Additionally, we have files in constant motion and over 100 possible file locations within our office. Efficiently tracking and locating files was a continuous challenge and a frustrating daily certainty. We regularly would spend hours and even days looking for one file.” TAB FusionRMS Physical Recordkeeping changed all that. Mason explains, “It revolutionized how we do everything. When we enter a record into the database, we have immediate access to its location. Today instead of having to first learn the
just how user-friendly it is. And once the file room staff envisioned the benefits
ropes and then find the file the hard way, we can locate a file in seconds, get it in
of having all the files in the system, they loved it and began to insist that all the
a packet and get on to the next job.”
prosecutors use it.”
Up-to-speed in No Time
Mason adds that this user-friendly aspect is especially helpful in this environment
Initially, there was concern among the staff about the effectiveness of the bar
where there is a high circulation of employees to various positions. TAB FusionRMS
code tracking system, but thanks to the user-friendliness of the product, those
helps them take what they learn in one position and use it in another. “The
concerns were quickly replaced with rapid adoption. Mason said, “In our case,
flexibility built into the initial TAB software enabled us to tweak it to fit our specific
the easier the software is to use, the more likely it is that everyone will adopt it.
needs. It always offered more than one way to process tasks. For us, that has been
Once it was introduced to the support staff in the training session, it was clear
its strongest point.”
www.tab.com TAB Case Study: City of Tuscon Prosecutor’s Office
“TAB FusionRMS revolutionized how we do everything. When we enter a record into the database, we have immediate access to its location. Today instead of having to first learn the ropes and then find the file the hard way, we can locate a file in seconds, get it in a packet and get on to the next job.”
Today, creating labels and tracking case files with the TAB FusionRMS Physical Recordkeeping system is fast and easy, says Mason. After a case originates with
Tuscon Prosecutor’s Office Quick Stats
a criminal charge, a prosecutor takes the file to court for the arraignment. Mason elaborates, “If the case is continued at arraignment, one of the arraignment support staff types the label information into the TAB FusionRMS database, prints and attaches a label and forwards the file to its next destination. The color-coded label and the easy use of the label program have streamlined the tedious task of file setup. Now all the label data is added via the tracking database rather than the old method of typing some information on a label and adding colored tabs and alphabetical references piecemeal.” The system has been further expanded so that today, the system also helps with the approximately 40,000 letters that the Prosecutor’s Office sends each year to victims, notifying them of their rights. Notes Mason, “When a letter comes back as dead mail, we conduct research to get a better address, and of course, TAB
TAB Customer: City of Tuscon, Arizona, Prosecutor’s Office Challenge: Find a solution to quickly and easily manage and track up to 50,000 case files a year. Solution: TAB FusionRMS Physical Recordkeeping Results: • Time needed to locate case files has been reduced from days to minutes. • Easy-to-use system opens the system up to all levels of users. • Ability to locate files quickly allows current staff to handle heavy case load without adding headcount.
FusionRMS helps us quickly find the appropriate case file to update. If the staff had to rely on the previous hunt-and-peck method of finding a file, we’d probably have to have twice as many people as we have now. Now they can locate it in minutes instead of days.” After four years, TAB FusionRMS is a key part of the environment at the Tucson Prosecutor’s office. Says Mason, “The entire Prosecutor’s support staff spends their days creating and tracking case files. TAB FusionRMS is the significant element, enabling us to get the job done with limited staff resources and pressing time constraints. We love it. Right now I don’t know what we’d do without it.” Track Your Physical Records with Ease Want to see how TAB FusionRMS can easily manage your paper file inventory? We can help! Visit our website or call us for more information. C o n ta c t o n e o f o u r r e p r e s e n tat i v e s t o d ay.
www.tab.com TAB Case Study: City of Tuscon Prosecutor’s Office
U N I T E D S TAT E S •
877.306.8875
www.tab.com
C A N A DA
•
800.387.6212
www.tab.ca
AUSTRALIA
•
800.50.3453
www.datafile.com.au
E U RO P E
• +31 20 6975333
www.tab.nl
