Civil papers, need some help please

[Kegan30317]

I am looking into how other Sheriff’s Departments track and handle civil paper service. Last year, our agency put together a program that lets the deputy sign out the paper using a PC, then they sign it back in at the end of the shift. They also note what action was taken…. Served, no one home, etc. We use barcode readers to scan them in and out. We are considering possible changes to the system, and realized that we don’t really know what else is out there or how other departments are doing things. Currently, in our system, supervisors can then see the status of the work, track if something has “dropped through the cracks”, etc. Also, they are making a provision so attorneys can look up the status of a paper on the Internet. My question(s) are:

How closely does your agency track the status of a given civil paper? How important is document tracking it to the agency?

Do you use any type of tracking system that is either on-line, computer (mainframe or PC) based, or something else? Does it work?

Has your agency looked at buying an off the shelf system or did they build it themselves? If an off the shelf solution, what did you find and do you like it?

Any other thoughts?

I need to get this stuff put together pretty quickly, so THANKS in advance for any and all info.

[DelC]

In the small dept I was with, we had no tracking at all. The papers were put out by the chief deputy or sheriff with no record of who had what. We served about 50 a week. The deputies held the papers until they served them or their days off, whichever came first. Sounds like your system is sound to me.

[Kegan30317]

OK guys. I know this is not the most interesting of topics, but I really need to put some info together. Can someone help me out? Even if it is just a referral to someone else in your agency who is responsible for civil papers.

If you prefer, I can give you a call so you don't have to type a long message. Private message me a phone number. Thanks!

[jaybird]

Maybe this is too simple, but if you are in a big hurry to get this done, maybe calling other agencies is a good idea.
As you said, this isn't the most exciting topic, but I think just giving a call around might get the job done. They may even invite you to come check out their system if they have one,
Just a thought,
Jay

[Kegan30317]

Thanks Jaybird, good suggestion. I am doing that as well. I'm just finding calling is pretty time consuming- phone call run around, voice mail hell, etc.

I figured I would get a few sympathic ears on the board who might help me out.

[Masscop]

Kegan, I think you will find out that the system your already using is the most avanced and efficient system out there. I never even heard of the bar code system, wow. We are still given the paper work at roll call. No one keeps track. It's not uncommon to find a summons on top of the cruiser sun visor from months earlier that someone never served and never returned.

In our case, the final responsibility falls to the DA's office. Good luck.

[jaybird]

Kegan
Heh, I didn't even think about the phone tag/answering service game. I guess you've got your work cut out for you.

I'm not sure if this will help or not, but at our PD, we serve FTA's and our misdemeanors. We can go up to communications where they are, tell them our beat, and they can give us a few to go check. We are supposed to turn them back in.
As for our system, I don't think its quite as elaborate as your S.O.'s.
All this bar code, check in, check out, is pretty high tech so to speak from the comments I've been reading.
goodluck,
Jay

[kels]

I have seen civil papers handled a couple of ways at a couple of smaller agencies.

One was a old large ledger book like you see the old courthouse records kept in. The paper was assigned to an officer and when it was served, he did the final entries.

The other was a computer printout of all outstanding papers to serve. As they were served the dispatcher would clear them from the list.

I am afraid that you are light years ahead of what we are doing now.

[tcsd1236]

Papers are tracked locally using in-house software, I believe. Papers are assigned at beginning of shift based on patrol zones . Attempts to serve papers are noted on a locally generated cover sheet; unserved papers are returned to the Civil Division at the end of the shift. The Civil Division has its own software for tracking served papers and charging for papers served; I'm not involved in that side of the game so I can't give you any help in that area.