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Overview

There are 1.5 million court cases filed in Indiana each year, and millions more pieces of data are created by trial courts, city and town courts, small claims courts and probation departments. The Indiana Supreme Court Division of State Court Administration (Division) is required to collect these extensive case statistics and financial data and compile them in an annual multiple-volume series called the Indiana Judicial Service Report.

Examples of data collected each year include:

• number of cases filed, pending, and closed
• method of case disposition
• court and probation expenditures
• juvenile and adult probation statistics and demographics
• various other statistics

In addition to reporting these statistics, the Division analyzes new case filings and judicial resources using Weighted Caseload Measurements (WCM). This allows the Division and trial judges to better understand workloads, and is one method used to compare the relative caseloads of one court to another. The WCM also helps ensure an even distribution of cases between judges and determine how much assistance courts need to handle heavy caseloads.

To compile and analyze these millions of pieces of data, the Judicial Technology & Automation Committee (JTAC) developed a secure web-based application that allows trial courts, small claims courts, detention centers, public defenders and probation departments to submit statistical and financial data electronically. In addition to electronic submission of data, this system will provide reports in real time on statistics and performance measures for court staff and the public.

The Problem
Prior to 2007, all reports and forms—with the exception of the Quarterly Case Status Report (QCSR) — are completed manually by judges, clerks, and other court officers. Electronic versions of the forms can be downloaded from the Division’s website and typed, rather than handwritten, but data from the forms is still collected manually.  The disadvantages of the old system include:

• Data entry errors
• Untimely submission of reports and forms
• No "real-time" reporting capabilities
• Reports not fully searchable
• Printing and postage costs

The Solution
Our new web-based system is available through JTAC's secure extranet-INcite (Indiana Court Information Technology Extranet). This allows courts to electronically submit statistical and financial data for the annual Judicial Service Publication and Indiana Probation Reports.

All courts are mandated to submit their forms through INcite. 

2008 Forms
On March 29, 2009, Quarter 1 2009 QCSR and Probation forms became available.

On January 11, 2009, all 2008 annual forms became available, which include Court Revenue, Budget and Expenditures, Annual Operations and Court Reporter.

On September 30, 2008, all 2008 Probation forms became available.

On July 1, 2008, the 2008 quarterly QCSR and Small Claims QCSR became available for entering data.

2007 Forms
As of April 3, 2007, courts began submitting the first Quarter 2007 QCSR form online through JTAC's INcite application. Other forms that are available include.

On January 2, 2008, all 2007 forms became available. This includes the fourth quarter QCSR and Probation forms, as well as the annual Court Revenue, annual Budget & Expenditures, and annual Probation Operations forms.  The available annual forms are outlined below:

Advantages of the new system:

• Increase efficiency
• Make records available in "real time"
• Decrease human error by providing courts with a secure, web-based system, INcite
• Create searchable reports
• Make data available on court's website, better serving the courts, public, and state and federal agencies

>> START USING THE ICOR SYSTEM <<
If you are a user of the ICOR system and need assistance,
please contact the JTAC HelpDesk at 1-888-275-5822.

Contact Information
If you would like more information about this project, please contact Heather Berry at (317) 234-2755 (Fax: 317-234-2605) or hberry@jtac.in.gov.