Hyland's Alfresco platform significantly reduced the DA office’s paper consumption and file storage, making it the county’s smallest – rather than largest – consumer of paper and archive storage. Today, the Multnomah County DA’s office has very rapid case history research capability. Cases can now be researched in seconds rather than 72 hours.
“There has also been a huge reduction in liability for damaged and lost information, and lawyers have on-the-spot courtroom access to any of our case documents,” Kosydar said.
Alfresco platform has also helped the county comply with the Oregon legislature’s court-mandated e-filing requirements and its custom Discovery Builder application provides an interface to documents that have been identified as discoverable, allowing for redaction, bate stamping and version control.
Another key benefit of the solution is that users now have the ability to create an electronic Trial Notebook from available documents in the document management repository. Users choose files from a list and those files are exported into a single PDF document. Once the PDF is created, users can annotate and bookmark it to follow their trial plan and meet their needs.
“We have seen a huge reduction in work hours related to discovery preparation,” said Kosydar. “Plus, we are now enabled for cloud delivery of discovery once we have established Safe Harbor, which is key for architecting for the future.”
After evaluating several solutions, they chose Alfresco platform based on its open architecture and partnered with Micro Strategies to build a custom interface.
“We wanted an open source solution that integrated readily with our existing case management system. Alfresco platform fit the bill,” Kosydar said. “It also met the Department of Defense’s standards for open source and document management systems, which was a bonus.”