WORD PROCESSING IN THE COURTS

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) Contents This monograph was supported by Federal Grant No. 80-BJ-CX-0032 awarded to the National Center for State Courts, Williamsburg, Virginia, by the Systems Development Division, currently the Bureau of Introduction ...... "...... " ...... " ...... v Justice Statistics (BJS ) part of the U.S. Department of Justice, underthe Omnibus Crime Control and Safe Streets Act of 1968, as amended. Points of view or opinions stated in this document do not necessa'rily PART I. Deciding whether I:l word processing system is the answer represent the official position or policies of the U.S. Department ofJustice or the National Center for State SECTION 1. Court applications for word processing ...... ~ ...... 3 Courts. Assessing the suitability of word processors for meeting court needs; ...... 3

Text-editing and forms production ...... 0 ••••• 0 .. • • .. • .. • • • • • • .. .. • • ... 3

Records processing and case tracking ...... 0 •• 5

SECTION 2. What are the options? ...... •...... 'j ••••••• 0'" 0 • 0 •• 0 ••• 8

Development of word processing 0 • 0 0 •••••••• 0 0 • 0 0 •• 0 ••• 0 • 0 0 • • • • • • • • • • • • • • • • • • • • • • •• 8 ,'C Distinction between word and data processing ...... 0 • • • • • • • • • • • • • •• 8 Word processing system components and software capabilities . ....•...... "...... 8

Basic Iz.ardware ...... ~ ..... ~ ...... '.' ...... ! • •• 9 Optional hardware .. ~ .... ~ ...... " ...... " ...... 10

Software ...... ! .... '...... •...... ' ...... ' ...... ~ ...... ". 11 System configurations ...... •...... ,. . • .. 12 Types of word processing systems ...... •...... ,...... 13 PART II. Developing and implementing a word processing system in the court: @ 1984 by the National Center for State Courts the systems approach Printed in the United States of America SECTIONl. Identification of problems and alternate solutions ... 0 ••••••••••••• 0 ••••••• 19

SECTION 2. Feasibility study .....•..•.. 0 • 0 •••••••••••••••• 0 0 0 0 0 •• 0 • 0 0 0 0 • 0 •• 0 0 ••• 0 0" 21 National Center Publication No. R-091 Formulating goals and objectives 0 0 0 • 0 • 0 •• 0 •••• 0 • 0 •••• 0 • 0 0 •• 0 0 ; 0 ••••• 0 •• 0 0 0 0 ••• 0 •• 21 Gathering and analyzing information. 0 .. 0 .... 0 • 0 •• 0 0 0 • • • • • • • .. • • • • • • • • • • • • .. • • •• 21

Data collection instruments ...... ; ...... 0 • • • • • • • • •• 22

SECTION 3. Cost-benefit analysis 0 • • • •• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •• 23

Cost and benefit categories ...... 0 •• 0 0 0 0 • 0 0 ••••••••••••••••••• 0 • 0 0 •••• 0 0 • 0 0 •• 0 23

Cost evaluation methodology 0 0 • 0 •• 0 0 0 0 O •••••••••••• '. • • • • • • • • • • • • • • • • • • • • • • • • • • • •• 24

SECTION 4. Procurement process ... " ...... 0 • 0 • • • • • • • • • • • • • • • • • • • • •• • • • • • • • • •• 28 The RFP process...... • ...... 28 Documentation of the system...... 34 SECTION 5. Implementation and training ...... •...... •...... , . . • . .. 35

Site preparation 0 ••••••••••••••••••••••••••••••••••••••••••••••• 0 •••••••• 0 • • • • • •• 35 Conversion ...... "...... ' .. '. . . .. 35

Training ...... iii ••••••••••••••••••••• '•• ! • • • • • • • • • • • • • • • • • • • •• 36 SECTION6. Continuous monitoring, evaluation, and refinement ...... 37.

Monitoring the system ...... , ...... '.'...... 37 1.\ Library of Congress Cataloging in Publication Data Evaluation of the system ...... 0 • •••••••••••••••••••••••••••••••••••••••••••• 37 Main entry under title: c) Retining and upgrading the system ...... •...... •.. ; . . . .. 37 Word processing in the courts. (~~. .~::.Summary • ~ ....•....•...... ',-, .•...... •..•.•.....•...... '..... '''I ••••••••••• " • • •• 38 Glossary of word processsing terms ~ ...... 39 Bibliography: p. Bibliography ...... "...... "...... 43 1. Court administration-United States-Data proces­ sing. 2. Word processing-United States. 1. State Judicial Appendix A. Typing survey ...... ~..... 46 Information Systems Project (National Center for State Appendix B. Request for proposal, Rhode Island Supreme Court Courts) ~ information system, and site visit report...... 49 KF242.C68W671984 347.73'0285 8414860 Appendix C. Telephone surveY'~f.,five courts using word processing ...... 59 ISBN 0-89656-077-5 347.3070285 'If ,I'

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Lislt';/ of illustrations Introduction , ' This moncomputers ...... 14 The reader will also learn how to conduct a It is hoped that this book will fill a iong-felt need Standard features for easy comparison of dedicated word processors: II systems approach" assessment' of word processing of court administrators for a reference work and technology. To this end the following steps will guide to the field of word processing with the electronic typewriter with text-editing capability...... • ...... • . • . . . .. 15 be reviewed: Standard features for easy comparison of dedicated word proce3sors: special needs of courts in mind. It was undertaken ,J • determining the information processing require­ jointly through a grant from the Bureau of Justice standalone or shared-resource system with full display (CRT) ...... 15 ments and deciding what types of word process- . Statistics and a project of the National Center for Standard fea~ures for easy comparison of dedicated word processors: I ing equipment will fulfill these requirements State Courts, and was subsequently revised to keep shared-Io~ric system ...... •...... 16 most efficiently and economically abreast of rapidly changing developments in word Cost analysis of word processing ..•...... •...... ' ...... 25 • establishing the proper procedw."0s for evaluation processing technology. and acquisition of word processing equipment­ The principal NCSe staff contributors to Word Benefit analysis of word processing ...... •...... •...... •... 'C\' ••••••••• 26 in particular, specifications, standards, guide­ Example of evaluation worksheet ...... ; ...... • ...... •...... 31 Processing in the Courts were Mary Louise Clifford lines, and methodology that should be followed in and two fonner staff members, Brenda N. Snyder Sample I.contract terms ... Ii • • • • • • • • • • • • • • • • • • • • • • • • • • • • .. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •• 33 the evaluation and procurement of word process­ and Lynn A. Jensen. J. Michael Greenwood, of the ing equipment Federal Judicial Center, served as consultant in the Although the general methodology and process of first stages of the draft. analysis in the ICsystems approach" are in principle The authors wish to express their appreciation similar for both data and word processing, different for the review and comment of several National criteria, priorities, and analytical techniques are used Cehter staff members: Thomas G. Dibble, senior in the evaluation and acquisition of word processing staff associate; J. Douglas Walker, staff associate; technology. and Douglas C. Dodge, senior staff attorney. They This monograph will not compare particUlar mod­ also thank Brenda W. Jones for her care in the els or manufacturers of word processing equipment, preparation of the manuscript, assisted by Pat nor evaluate all the functions and capabilities now Maddox, Lynn Adams, and Stacey Healy, as well l ~ available. The word processing industry and services as Carolyn McMurran for her editorial suggestions. I'

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1. Hbrd Proceslling and· Information Systems (monthly) (New York: 2. Denver: National Center for State Courts, 1977, now available from- the Geyer-McAllister Publications); Auerbach lllird Processing Reports (Penn' Publications Coordinator, National Center for State Courts, 3()(} Newport sauken. N.J., Auerbach Publishers); Datapro Reports on Word Processing Avenue, Williamsburg, Va. 23185. (Delran, N.J.: Datapro Research Corp.); Seybold Reports on "brdProcess· 3. State Court Infonnation Syatems and Statistical Reference Series, vol. inn (monthly) (Media, Pa.: Seybold Publications). 3 (Williamsburg, Va.: National Center for State Courts, 1981).

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!~\'; ['I I'It I . SECTION! l Court applications for word processing

Modem word processors can produce almost any scheduling cases for oral argument; or processing type of printed documents. The crucial issue is and maintaining budget and accounting informa­ whether using word processors for the type of infor­ tion. Trial courts have similar needs in maintaining mation a court expects to enter and the documents it indexes and calendaring cases, but their heavy needs

\, produces is moro efficient and effective than using are for lists (attorneys, jurors, defendants, etc.); filling standard typewriters or more sophisticated data out large numbers of fonna (summonses, warrants, processing computers. subpoenas, juror notices, witness notices, attorney Word processors are particularly advantageous for notices); and processing of case recorcUt. certain types of court documents, but provide only Unfortunately, there is no formula or concise PART I marginal improvements for other types. Rarely will a method of determining precisely the cost-effective­ court install a word processor for a single application, ness, cost-benefits, or suitability of a spe..<>ific class of Deciding whether except, perhaps, large courts with a high degree ofjob equipment for the courts. The performance needed specialization. Inmost courts, word processing should from a word processing system will determine the a word processing system be employed for an assortment of uses. choice and combination of equipment, the functions is the answer The applications that will make word processing sought, the ldnds of court personnel skills that must useful to appellate courts differ somewhatfroln those be developed, and the reactions of court personnel to most needed in trial courts because of the differences the new technology. The potential production volume, in the nature of the work. Appellate courts expend the type ofdocuments to be produced, and the service effort in drafting, revising, and publishing opinions; needs should be related to the cost, efficiency, and indexing cases by subject matter; maintaining dock­ productivity ofthe word processing equipment being ets; monitoring submission of transcripts and briefs; ~onsidered. i. Assessing the suitability of word processors for meeting court needs The various applications needed can be separated ordinary correspondence and memoranda. The sec­ into two groups according to the functions the word ond group comprises case tracking and processing, . processing equipment must perform in order to pro­ for which the word processor must be able to produce ducethe kinds ofdocuments needed in the courts. The lists, indices, calendars, statistics, and tickler files. Ii first group includes all those text-editing applications Each group will be discussed in tum, along witp. the that are involved in the production of manuscripts, word processing capabilities required for each. fill-in forms and letters, standard documents, and

Text-editing and forms production o Manuscripts complex iu. content and format; and substantial '. "\\. Manuscripts are documents (longer than five dou­ variety of documents. In some cases, the documents b!e-spacedpages) that normally will require extensive must be typeset, which can be done directly from the &u.ting and rewriting, Usually the finhl copy must word,processor floppy disk. have no typographical errors, and may be used for extensive photocopy reproduction. Some manuscripts Standard fiU-in forms and letters may be updated periodically over a lengthy period. These documents contain standard text (usually 80- The following types of COUl't documents would 99 percent ofthe printed content remains unchanged) usually be classified as manuscripts: opinions, comli except for some personal or case-related information plex orders, manuals and regulations, a,4ministrative such as names (parties, case, and lawyers), case title, reports, studies, handbooks, and transcripts. address, and date(s). (See page 4 for an example. ) Manuscripts are an excellent use for word process­ Usually, the printed copy will have official or legal ing equipment. They meet most criteria for both significance and will be used frequently. i: , I effective and efficient use of this technology: frequent The following types of court documents fall into ~.) it) retyping ofthe same document; a significant amount this category: notices, orders, form letters, jury no­ ;i,. of text to be revised; lengthy documents; error-free tices, and subpoenas. They can be economically \: final copy; high-quality printed copy; documents produced on a word processor in three ways: .' [' . o 3 Preceding page blank • -

COURT APPLICA'fIONS FOR WORD PROCESSING 5 4 WORD PROCESSING IN THE COURTS Standard "boilerplate" documents standardization and the amount of modifications (1) The form or letter and the variable information • only a few copies of a form are produced ~ach Some court documents are assembled by merging and insertion of additional non-standard text. If are !'ecorded in two different documents in the word week; .' various standardized paragraphs. and inserting more than fifty },>ercent of the text must be revised, processor. Using the "document assembly/merge" • only a small amount of information needs to be appropriate case-related variable information before the approach should be reconsidered or revamped. function, the word processor automatically m~rges changed; the final document is printed. The standard para­ and prints the final forms or letters. This approach is • list processing or records processing and case graphs call be prerecorded on the word processor and Correspondence and memoranda applicable when tracking applications are unavailable or too cum­ assigned ltppropriate reference/glossary identifica­ These documents usually are short (one or two • large numbers (20-100) of the same letter need to bersome to use, or tion codes. The author can refer to a coding scheme, pages) in length and are typed with no or minimal be produced; • high-quality original copy is required. and the word processor operator can access and revisions. The word processing operator can store the • the same variable information will be used in (3) Preprinted forms with sufficient space to enter combine these paragraphs into a draft or final document and correct obvious typographical errors several letters; . variable information are used. The variable informa­ document with relatively few keystrokes. In,addition, before producing the final copy. • a substantial amount of variable information tion is recorded and printed on continuous preprinted the operator can insert the variable inform~tion into The least efficient use of most word processing (more t'han five percent of the document) is forms. This can be an advantageous approach unless the document using any of the procedures described equipment is the production of general correspon­ entered; substantial preparation and planning for forms above (standard fill-in forms and letf..ers). dence and memos; these should be a secondary, not • continuous-paper.:feeding devices can be used; design; data ~ntry, and production coordination The following types of court documents may fall the primary, purpose for obtaining word processing • list processing and case record processing appli­ are required. This approach is applicable partie­ into ilie "boilerplate" ca~gory: jury instructions, equipment. Authors who are careful about the content cations are available on the word processing ularlywhen complaints, presentencing teports, and probation and form of such documents should seriously con­ system; and • very large numbers offorms (several hundred per reports. The productivity rate for these documents sider an electronic typewriter or personal computer, • a high-quality original copy should be produced. week) need to be produced; , will vary tremendously according to the degree of not the more expensive word processors. (2)- The. form or letter is recorded on the word • list processing and records processing, applica­ processor and the operator types in the variable tions are used; information as each document is being produced. • an original document of high print-quality is not WORD PROCESSOR CAPABILITIES NEEDED This approach is substantially more time-consuming required. but may be appropriate when _ The following capabilities are considered desit­ h.orizontal scrolling &ble for all text-editing and fonns-generation appli­ insertion cations that require full-time operation of the word queueing of several documents for printing Example of a fill-in form processing equipment: search STATE OF WISCONSIN Case Number • storage medium: floppy diskette simultaneous printing/editing of different CIRCUIT COURT NOTICE TO APPEAR • printer speed: 40-55 characters per second documents County • input terminal: keyboard with cathode ray tube stored and default formats (CRT) sub- and super-scripting o State of Wisconsin • features and capabilities: vertical scrolling o County o Municipality automatic centering word wraparound automatic line spacing These required functions for full-time operation dic­ automatic page numbering tate that court managers should look at word proces­ r .., automatic pagination and repagination sors in the medium and higher price ranges to secure backspace error corre\r.ting or strikeover satisfactory performance. Ifthe workload is not great .. CLERK OF COURT bloll:k-move/copy enough to require full-time operation, a personal continuous-paper-feeding device (for manuscripts, computer that offers most of the capabilities may be fill-in forms, form letters) adequate. deletion Additional text-editing features and capabilities This case Is scheduled for a hearing as Indicated below: dictionary/glossary phrase insertion (for boiler­ that would be helpful but not absolutely necessary FOR 0 Preliminary Hearing DATE plate documents) are the following: o Arraignment document assembly/merge (fill-in fo~~ form • automatic widow/orphan adjustment TIME o Pretrial Conference letters) ; • justification LOCATION o Motion document-oriented files (for manuscripts) • hyphenation: hot zone and scan ROOM o Trial global search and replace • automatic footnote tie-in JUDGEI o Sentenr.lng COMMISSIONER headers/footers • records processing software o Disposition o Other I ;~ , ) Initials Records processing and case tracking rate IBy: I I appropriate for a word processor would be the ease Dlltrlbutlon 1\ Records processing is among the more recent o Prosecutor enhancements available in many word processors. with which the statistical reports needed for case o Prosecutor's Copy Courts with small or medium-size caseloads may find management and resource allocation purposes can o Attomey it cost-effective to evaluate word processing equip­ be manually prepared. Caseload inventory and o Defendant 0 ment for the uses described above and at the same manner-of-disposition statistics, trend analysis, age 0 time study the feasibility of performing records ofdisposed and pending cas el oad cannot be handled

processing on a small scale on the word processor. A easily or quickly on a word processor, but if their I CR 202, em. NOTICE TO APPEAR-CRIMINAL __ rule ofthumb for deciding whether the case volume is manual preparation is no problem, then a word I~

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6 WORD PROCESSING IN THE COURTS COURT APPLICATIONS FOR WORD PROCESSING 7

processor can probably handle a court's records and operate adequately any case record information processing and operational case tracking needs. system. The purpose and the size of court databases WORD PROCESSOR CAPABILITIES NEEDED Records processing software capabilities enable vary so widely that both productivity gains and cost the more sophisticated word processors and micro­ savings are difficult to estimate. computers to perform some complmc data processing The court must properly review and analyze the Efficient records processing requires the word Ifthe court wants to manipulate records to produce runctions traditionally accomplished on larger data information requirements to determine processor to perform the following functions: statistical reports of any kind, applications such as multiple-field sorts and rapid sorting glossary-writing capability are needed that permit processing computer systems. Word processors now • precisely what pieces of information must be the computer to select multiple fields at a fairly rapid can maintain a computer database that provides collected; multi-field selects and rapid selecting comprehensive information, reduces duplication of data entry and error checking speed. If these applications on the word processing • how this information should be represented in arithmetical functions including calculation of software are slow and cumbersome, or cannot handle data, and also permits rapid entry and retrieval of the database (abbreviations, codes, full text); dates the volume of work projected, they may not be as information in order to satisfy a variety of needs. • how the information will be accessed, modified, Each manufacturer's records processing package flexible file and field access coaireffective as software applications that would be and indexed; database and document assembly/merge available on a data processing computer. contains a software program that automatically • how rapidly inquiries must be answered; handles the organization, catalogi~:g, location, stor­ production and manipUlation of statistical • how cases should be stor~d, grouped, and charts age, retrieval, and maintenance of the data for each accessed; record. Most of these packages have simplified meth­ • what types of operational reports must be pro­ ods enabling nontechnical personnel to enteL-, update, duced and distributed and in what format and inquire, retrieve, and print any or all information frequency; contained in a specific record or an entire file (a group • whether statistical reports are needed for case of related records). management reports (beyond the capabilities of The database can be used'to produce a variety of word processors); and reports, listings, indices, statistics, and tickler files. • how accurate and up-to-date the information In addition, selected pieces of information in partic­ must be. ular case records can be merged into other documents Generally, the larger the database and the more to produce various forms and notices. intricate the data analysis and reporting requi:l:e­ Records processing software that is employed pri­ ments, the bigger and more powerful the word marily for case-tracking and monitoring information processing resources needed. If larger capacities are can also be used for several other court applications, needed, the COl,lrt can acquire larger storage media such as equipment inventory, court personnel rec­ (e.g., larger, ri'gid "Winchester" disks) and larger ords, and attorney lists. computer memories. On most word processors, how­ Compared with the larger data processing systems evert both software and hardware limitations will available, the records processing software packages remain. Word processors that can handle records available for almost all standalone word processors processing and case tracking will not provide the and minicomputers and for many shared-resource data processing capabilities needed for producing word processors presently available have limitations statistical reports for case management purposes. in the following areas: Many courts that use records processing software • data entry verification and error checking on their word processors have underestimated their • size ofthe database (i.e., the number of characters requirements-particularly the number of fields of of information for each record, the number of information needed for each case and the number of fields of information contained in each record, or cases that ultimately must be processed and ana­ the total number of records or total characters of lyzed. They have also overestimated the word proces­ information that can be stored and manipulated) sor's capacity and capabilities, particularly the speed • speed and means of storing and accessing the and flexibility of accessing information and produc­ information ing listings. • computational power and data-manipulation To assure adequate system responsiveness and capabilities (e.g., limitations on how records are satisfactory performance, certain database limita­ selected and sorted, making both procedures slow tions are necessary in the use of most word processors and cumbe.rsome) for records processing, as follows: • methods of updating records and producing • no more than 400 to 500 characters ofinformation reports in each record • the number of auxiliary files available • no more than 40 to 45 fields of information in On the other hand, records processing packages for eac..l) record word processors do not require computer program­ • no more than 2,000 to 2,500 cases in.a single file mers, and they permit court employees to learn, • a separate file on a large disk or on a separate 4\ operate, and maintain a computer-type data system floppy disk for each major type of case category \ easily. Some systems offer glossary capabilities that (civil cases or subcategories thereof, criminal '. ($A. do permit the operator to write instructions to perform cases or subcategories thereof, inactive cases) fairly complex data sorting functions. • one terminal (CRT) available for every 800-1,200 Court managers must recognize that it takes sub­ active general jurisdiction cases; or for every stantial planning and processing resources to develop 2,000-2,500 active limited jurisdiction cases • p

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WHAT ARE THE OPTIONS? 9

SECTION 2 Basic hardw81·e What are the options? Central processing unit tems and rigid ("hard") disks for multiterminal The purpose ofthe central processing unit (CPU) is systems. . ~n eValuating a court's need for word processing, it ment of word processing; distinction betweert word to store and process information. Data received from A diskette is a mylar disk encased in a cardboard IS Important to have a clear understanding of what and data processing; word processing system com­ the keyboard, or other input device, are processed and protective cover. These range in size from 3.5 to 8 word processing is and what options are available in ponents and software capabilities; system configura­ sent to storage or to a printer or other output device. inches in diameter and can contain from 15 to more selecting a system. This section discusses the develop- tions; and types of word processing systems. The central processing unit consists of the control than 100 pages (60K to more than 200K) of informa­ unit, the logic unit, and the storage unit.1 tion. A rigid disk, which is a more durable storage The control unit interprets instructions so that the medium than a diskette, ranges in size from 51,4 to 14 Development ofword processing . proper operation takes place. The operations are inches in diameter and can contain from 200 to more carried out in the logic unit and the storage unit. The than 700,000 pages (1 Mb to more than 600 Mb) of Although an outgrowth of the computer industry, le~rs, previously requiring many hours ofrepetitious logic unit handles all logic decisions. The storage information.2 Rigid disks are available as removable word processors were developed as a separate type of typmg, could now be typed once and automatically unit, which is also referred to as the primary memory, and nonremovable (fixed) disks. Small multi-terminal office equipment rather than as an extension of data merged with a mailing list to produce personalized stores the instructions and information received from systems often use a combination of nonremovable processing systems. The purpose of word processing letters. Although the early word processors offered the input device. snd "floppy" disk storage devices. Larger multi­ equipment was to automate the production of much limited error-correcting and storage capabilities in In the selection of a word processing system, an terminal systems, because of their increased storage ofthe paperwork in an office. comparison with today's word processors, this was important consideration is the size and expandability requirements, rely less on "floppy" diskettes and The two major differences between the first word still a major step forward in automating the office. of the Illemory. Generally, systems with larger mem­ often use a combination ofnonremovable and remov­ processors and electric typewriters were the magnetic Through the 1970s, data and word processing ory sizes offer a greater range ofcapabilities. Expand­ able disk storage devices. storage and text writing capabilities provided by the systems usually existed in the office as separate ability of the memory is an important design feature Prospective purchasers of word processors should word processor. The magnetic storage capability entities with little interaction. In the 1980s, the trend of word processors. With expandable memory, it is be aware of the incompatibilities in the way vendors allowed the typist to store and recall documents for is away from this single-task approach to office possible to broaden the range of capabilities by store information on disks. Few word processing revision, thus eliminating much retyping. The text automation toward integrated office systems that increasing the memory size and adding more sophis­ manufacturers store or retrieve information on the editing capability allowed the typist to correct any serve both the word and data processing needs of an ticated software. disk in precisely the same manner, nor do they errors and to make editorial changes more easily­ organization. adhere to standard methods of coding, as data text could be removed, added, or rearranged. Form Keyboard processing manufacturers do. Information cannot The keyboard, which is the primary input device of easily be exchanged between different vendors' disks. a word processo~ resembles a standard typewriter Thus, it becomes very important to select a word Distinction between word and data processing keyboard. In addition to the standard keys, there are processor that can be expanded as needs change or special keys for activating the word processing f!mc­ increase. It is important to understand the differences be­ ~anagement, and lengthy mailing lists have been tions. Some systems use labeled function keys such tween word and data processing when selecting mtroduced by word processing vendors. These tasks as "delete," "insert," or "replace" to indicate the Printer office equipment. Word processing is the creation and were previously considered data processing applica­ appropriate key to press. Other systems use mnemon­ The printer, which is the primary output device on editing of text-e.g., correspondence, manuscripts) tions. As a rule, such packages are most successfully ics in which a code key is pressed in conjunction with a word processor, produces the ~'hard" or printed copy and lengthy reports. Data processing is the manipu­ used on word processing systems with large memory standard keys to activate functions (e.g., code key of the information typed into the system. The two lation of numerical information-e.g., processing a and storage capacities. Conversely, many data proc­ and the letter /Cd" to delete text). types of printers used with word processors are p~yroll, managing records, and forecasting trends. essing manufacturers have introduced word process­ impact and nonimpact printers. Impact printers use SImply stated, word processing involves primarily ing software for their computer systems, with the Cathode ray tube (CRT) a striking mechanism and a ribbon to create the wor~, data processing involves mostly numbers. more sophisticated software found on the larger A video display unit attached to the keyboard characters; nonimpact printers use some other . ~Ith .the move toward system integration, the computer systems. These word and data processing enables the typist to view the text on a TV-type screen method (such as ink jet or laser) to create the distinction between word and data processing appli­ software packages vary widely in tlieir effectiveness before the document is printed. Typists locate changes characters. cations is often unclear. "Software" packages to and should he researched thoroughly before purchase. to be made with a movable cursor and enter the The most commonly used printer for a word handle tasks such as statistical analysis, records appropriate editing commands with various function processing system is an impact printer with a remov­ keys. The revisions take place in the control unit and able "daisy" or thimble-type printing element. The then appear on the screen immediately. The visual printer produces letter-quality copy at speeds ranging Word processi.ng system components and software capabilities display of text speeds up the editing process by from 20 to 55 characters per second (CPS). These eliminatillg the need to wait for a printed copy of the printers offer a wide variety of type styles and are document to see the revisions. available in wide-track and twin-track versions. The wide-track printer allows the printing of documents A word processing system consists of hardware Word processing system hardware and software. Hardware consist of physical devi.l::es: Disk storage of more than 200 characters in width (more than the central processing unit, the keyboard, the video Disk storage is the secondary or auxiliary storage twice the width of normal letter paper), and the twin­ display unit, the storage device, the printer, and the unit of a word processor. This device consists of two track printer has dual print elements for specialized optional special-purpose equipment. The hardware parts-the storage medium (disk) and the disk drive, printing. components for single-task word processors (referred OpUonal hardware I which records and reads information on the disk. The In installations where there is a high volume of Special printers I most popular storage media at the present are flexible printing, matrix and line impact printers are some­ to as dedicated systems) and integrated systems are Optical chamcter mader the same. Software is composed of the stor(!d instruc­ MagnetiC card data ("floppy") diskettes for small word processing sys- times used. Because of the relatively poor quality of converter tions that make the hardware function as a word Photocomposition processor. The following diagram illustrat.es a word TfJlecommunlcatlonsl 1. V. Thomll8 Dock and Edward L. Essiell, PrinCIples of BU8illess Data 2. Datapro Reports all Hbrd Proce$sillg (Delran, N.J.: Datapro Research electronic mall Processing, 4th ed. (Chicago: Science Research Associates, Inc., 1981), pp. Corp., 1982), p. 115. processing system and its components: "Optional or additional on some models. 7&81.

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10 WORD PROCESSING IN THE COURTS WHAT ARE THE OPTIONS? 11 :i 1 the result, these printers are used primarily for draft processing systems. Laser printers bum images onto " ',1." copy. Matrix printers print several hundred charac­ a cylinder, and ink jet printers spray ink to form the ters per second, and line printers print several hun­ desired character. Laser printers can print up to 120 Software I dred lines oftext per minute. Matrix printers are now pages per minute; ink jet printers can print about 100 In contrast to the tangible hardware components available that can be used for both letter quality and characters per second. Laser printers can produce puter. On small computer systems, word and data high-speed draft printing. However, the quality some­ ofa word processor, software consists ofthe programs processing operations cannot take place simultan­ excellent letter-quality printing, but the present tech­ that govern the operation ofthe system. The software times lacks the crispness of the daisy or thimble nology is considered complex, costly, and unreliable. eously. The computer functions as a word or data printer. allows the operator to instruct the central processing processor, depending upon the applications program The print quality on the ink jet printer is less unit how, what, and when to perform various func­ Two types of nonimpact printers, laser and ink jet, desirable, but it is lower in cost and more reliable. ~hat is loaded in the computer. On larger fully are being used with increasing frequency on word tions. There are two types of software: system and mtegrated systems, word and data processing opera­ applications. System software controls the basic tions can take place simultaneously in the central operation of the word processor. Applications soft. processing unit (CPU). Optional hardware ware is designed to perform specific tasks. AIt~ough the word processing capabilities required On a "dedicated" word processor, system software are dictated by the tasks to be accomplished it is Paper-handling devices when an office is upgrading from a magnetic card includes all standard word processing functions and important to understand what is generally considered Automatic sheet feeders and envelope feeders can system to a disk system. is provided by the manufacturer as a part ofthe basic to be the set of standard functions as well as the be attached to printers to provide unattended paper system. Applications software for some dedicated Data conversion interface optional capabilities found on some word processors. handling. The feeders insert each new page or systems includes list processing, math programs The standard functions should be a part of any good envelope, position it, eject it after printing, and insert Text-OOiting equipment with the proper data-con­ and operating systems that allow the system U; version interface device can transfer information w.0:~ processing software program. Optional capa­ the next sheet or envelope. Additional features avail­ function as a microcomputer. bilities should be evaluated and selected according to able on some feeders are collation, automatic pagina­ from a word processing system to a phototypesetting On microcomputers, most system software is incor­ system to produce typeset documents. The word individual need and cost. The following list describes tion, and paper trays for various paper sizes. porated in the operating system. Word processing is these software functions and capabilities. A forms tractor and pinfeed platen are other processor can be cable-connected to an in-house one kind of applications software for a microcom- devices used for automatic paper feeding. These typesetter or, using a telecommunications device, the require the use ofcontinuol~,s-form paper with sprocket information can be sent to an outside printer's holes punched in a perforated margin for automatic typesetting equipment. WORn PROCESSING SOFTWARE CAPABILITIES feeding through a printer. Letterhead stationery, envelopes, alld standard forms can be mounted on Telecommunications and electronic mail Standard Functions continuous-form paper for use with tractors and Telecommunications is a term used to describe the INSERT/DELETE. Ability to add or remove text from a document. REPAGINATION.Ability to change page endings after a document pinfeeders. communication between compatible word processing ERROR CORRECTING. Ability to make a correction by typing one is edited, rearranged, or if a new page length is desired. or data processing systems within an organization or character over another. SUPERISUBSCRIPrPRINTING.Ability to print footnote notations Data-conversion devices using telephone lines. Telecommunications capabil­ AUTOMA'l'IC CENTEIUNG. Ability to automatically center desig­ fonnulas, etc., a fraction of an inch above or below the line. ' nated text between margins. Hardware can be added to word processors so that ity can be added to most word processing systems by HEADERSIFOOTERS.Infonnation to be printed automatically at data from one type of medium can be transferred to purchasing additional hardware (acoustic couplers DECIMAL ALIGNMENT. Ability to automatically align columns of the top (header) or bottom (footer) of all or most pages of a another, reducing or eliminating the need to rekey or modems) and software. Using this hardware and figures on the decimal point. document. documents that have already been typed on a word software, information can be transmitted by tele­ BLOCK·MOVE/COPY.Ability of system to move or copy designated text to another location in the same document or to another processing system or on a typewriter. There are phone from a word processing system to a computer, document. Optional Functions several such devices. another word processor, phototypesetter, or other SEARCH. Ability of system to locate a character string (segment of FOOTNOTING ROUTINE (or TIE-IN). Ability to link footnotes to device. This process is now being used to transmit text) specified by an operator. applicable text so that footnote appears on proper page. Optical character reader daily correspondence, contracts, and other business DUAL COLUMN. Ability to fonnat text in two side-by·side columns. mail. The following diagram illustrates a typical GLOBAL SEARCHIREPLACE. Ability of a system to search for An OCR is a data-conversion device that scans repeated occurrences of a designated character string for deletion COLUMN MOVE/DELETE. Ability to isolate columns of infonna. printed material and, through machine recognition system with telecommunications: or replacement. tion and restrict the editing function to that column. of printed characters, converts the typed copy into AUTOMATIC UNDERLINING. Ability to automatically underline 'YlDOW/ORPHAN ADJUSTMENT. Ability ofsystem to prevent first computer-readable form. The use of OCR allows an text during input. On some systems, there is an additional line of a paragraph, a title, or a heading from being the last line on ordinary typewriter to serve as an input device for a 1YPical set-up for underlining feature that allows designated sections of text to be a page. automatically underlined after input. word processing system. Secretaries using typewriters telecommunications/electronic mail FILE SELECT. Ability of the system to retrieve infonnation from equipped with an OCR-readable element can prepare between two word processing systems HORIZONTAL SCROLLING. On systems with a CRT, the ability of data files, as specified by the operator. the cursor to move horizontally along a line of text to access more the initial draft. The typed pages can be fed into an characters than the screen can display at one time. DEFAUUl' FORMAT. A fonnatsetting, with commonly used margin optical scanner and read electronically into a word and tab settings, that is automatically implemented by the system VERTICAL SCROLLING. On systems with a CRT, the ability to when a fonnat is not specified by the operator. processor. Many type styles can be read by the new move vertically a line at a time, through the entire text. Central Modem or Mademor Central STORED FORM RECAILIDISPLAY. Ability of a word processor to OCR devices. An advantage of an optical character proceSSing acoustic acoustic processing WORD WRAPAROUND. Ability of a system to move a word to the unit coupler coupler unit store a fonn and display it when needed. This fonn can also be reader is that fewer word processing terminals are next line automatically if the word does not fit on the line being combined with new keyboarded text and stored separately. will ~. . needed since they be used primarily for editing, FORMS INPUT. Ability of the system to space from field to field formatting, and printing. HYPHENATION. Methods usoo by word procesaors fordetennining with a single keystroke to fill in a prerecorded fonn. the proper hyphenation points for end-of..line word divisions. See STORED MUUl'IPLE FORMATS. Ability to store several fonnate (tab Magnetic card data converter the glossary for definitions ofdifferent methods such as "hot zone" and margin settings) and recall them as needed. hyphenation, discretionary hyphen, and hyphenation scan. Magnetic cards are a popular method ofstorage on JUSTIFICATION, Ability of system to print documents with an some electronic typewriters and word processing DOCUMENT ASSEMBLY/MERGE. Ability to combine several docu. even righthand margin. Some CRTs can display justified copy on ments to create new documents. Also refers to the merging of the screen. systems. A magnetic card data converter is a device Word Processing System' Word Processing System' letters and addresses to print personalized letters. .. Location 1 Location 2 PROPORTIONAL SPACING. Ability to print text that is similar to that transfers the information from magnetic cards AUTOMATIC PAGE NUMBERING. Ability of system to number to a magnetic disk without rekeying the documents. document pages automatically and to renumber them when text is typeset documents in appearance (different amounts of space ~tween ch!ll'acters on different lines). Some CRTs display propor­ This device is frequently used for media conversion ·Te/ecommunlcatlons software added to both systems. rearranged. tionalspacmg on the screen.

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12 WORD PROCESSING IN THE COURTS WHAT ARE THE OPTIONS? 13 Typical shared-resource system 'lYPical shared-logic system SIMULTANEOUS PRINTING/EDITING. Ability of system to print a RECOVERY. Ability that allows an operator to salvage date from using standalone systems document while an operator is working on another document. damaged disks. EXTRA·WIDE LINE WIDTHS. Ability to create wide documents, SYSTEM SECURITY. Ability to restrict access to a system, usually Central Secondary by requiring users to have passwords. Central Central processing storage usually in excess of200 characters. processing processing unit device GLOSSARY. Ability to store frequently used phrases, editing, TYPEWRITER FEATURE. Ability to access the printer directly and unit' unit commands, or complete applications. This information can be use it as a typewriter. recalled with a minimum of keystrokes. Keyboardl Keyboardl RECORDS PROCESSING. Ability that allows an operator to retrieve CRT CRT selected information. from files, categorize the files, and generate I OptionalSo(tware Capabilities reports as a result of this process. FILE SORr. Ability to arrange data in alphabetical or numerical COMPUTER LANGUAGE COMPILER-Allows the system to be I order. 'programmed by the user. 'In stendalone systems, the seme herdware often houses both the central *The number of CRTs Is dependent on the size of the system. processing unit end the CRT. MATH. Ability to perform math calculations and column totali.ng. MICROCOMPUTER OPERATING SYSTEMS. Programs designed for DICTIONARY/SPELLING VERIFIER. Ability to match words use on microcomputers that can be used on some word processors. a,gainst a prestored dictionary to check for spelling or typograph· The word processor can then function as a microcomputer and ical errors. accept microcomputer applications programs. 'J.Ypes of word processing systems After the need for a word processing system has Dedicated word processors been determined, a decision has to be made whether Dedicated word processors range from electronic System configurations to select a low-cost personal computer, a single-task memory typewriters to large multi-terminal shared­ "dedicated" word processor, or an integrated word logic systems. The following tables illustrate the There are three general configurations for word central processing unit but shares other components. and data processing system. features, magnetic media, components, and software processing systems: standalone, shared-resource, and Standalone systems with shared-resource capability associated with dedicated word processors. The reader shared-logic. The following factors should be deter­ can be connected to printers, storage devices, or Personal computers should study the figures carefully to obtain a com­ minants in selecting configurations: special-purpose equipment. This usually results in Although this monograph is primarily about dedi­ parative view of dedicated word processing systems. • Location ofthe components. Are the components better utilization of the shared equipment. cated word processors, there are many situations in The primary consideration in selecting a dedicated to be located in a central facility, distributed small courts where the less expensive personal com­ system lies in the word processing needs of an throughout a single building, or located in several Shared-logic puter may be adequate to do the limited text editing organization. The system selection process is straight­ different buildings? A shared-logic system is a multi-terminal word and forms production required. Software that handles forward and involves compromises concerning only • System capabilities. What capabilities, storage processor in which the terminals share the central name-and-address records, generates matrices of capabilities, cost, available hardware, and vendor capacity, and memory size are needed? processing unit as well as other system components. these records, produces fonns and address labels, servicing and training. After the system has been • System expandability. What are the future needs Courts that initially need a multi-terminal system or and performs a variety of accounting functions can installed, management and use of the system should of the court? Does the court anticipate adding are interested in replacing a standalone or shared­ be purchased for these computers. be coordinated through a word processing manager. workstations or other devices? Is it possible to resource system with a more powerful system should The principal ru:awback of a personal computer is add components to the system or to expand the consider a shared-logic system. Since system com­ that operator training is not included (although it is memory for greater capabilities? ponents are shared, the shared-logic system provides available if the purchaser wishes to pay for it), and Integrated word and data processing system • Access to special devices. Are some of the system for more efficient use of the shared components .. the user manuals require some time to master. If, As mentioned earlier in this section, many com­ components to be shared by more than one Shared-logic systems may also provide a wider range however, cost is an important factor, good personal puter manufacturers are now offering word process­ workstation? of capabilities, more storage capacity, and a faster computers are available for as little as $3,000. ing software for their computers. operating speed than standalone or shared-resource There are more choices available to the buyer ofthe Selection of an integrated system is potentially Standalone systems. Terminals can usually be added to a shared­ personal computer than to the purchaser of a dedi­ more complex than selection of a dedicated system. A standalone is a single-terminal word processor logic system at less cost than required for purchasing cated word processor, and some of these are fairly The process involves two user groups (word and data that contains all the hardware necessary for an additional standalone equipment or adding terminals processing operators) and requires that both groups 3 important to the individual who is going to spend a operator to work independently of any other system. to shared-resource systems. substantial amount of time working at the CRT. In be adequately represented. Consequently, the list of Standalone systems are selected most often by the The basic price of a shared-logic system is substan­ addition to selecting the size and expandability ofthe required capabilities is greatly expanded. Choosing a single-terminal user who sees no immediate or pro­ tially higher than that of a standalone system, but computer's memory, the buyer can choose between a system becomes complicated because compromises jected need for more than one terminal. However, the cost per workstation may be substantially lower detachable keyboard and a keyboard fixed to the are necessary by both groups. It is often difficult for even for the multi-terminal user, the location of than a comparable number of standalone word terminal. The detachable keyboard permits the oper­ word and data processing personnel to agree on a terminals may necessitate the selection of standalone processors. ator to arrange his working materials more flexibly pa:rticular system. Often a system with good data word processors. In most multi-terminal systems, The following diagrams illustrate standalone, than at a fixed CRT. Different keyboards have processing capabilities will have marginal word components are connected by cable to the central shared-resource, and shared-logic configurations. different touches as well, and an easily operated processing capabilities. Systems that will satisfy the processing unit. Ifthe distance between the terminals keyboard is more restful than one that is less res­ data processing requirement will often cost less than makes it impractical or impossible to connect the Typical standalone system ponsive. Screen sizes vary, as does the amount of those that satisfy both the data and word processing devices to a central processing unit or if the travel copy that can be displayed on the screen. The ease requirements. would be too burdensome for the operators, then Secondary Another issue that arises in the selection of an storage device with which the screen can be read is important, as is standalone systems should be used. Central the angle at which it sits. Printers vary, both in the integrated system is how it will be managed. Will processing there be word and data processing managers of the unit' style of print lUld in the noise they make. Many such Shared-resource factors affect the operator's comfort, and should be system, or will one manager be in charge ofthe entire A shared-resource word processor is a multi­ Keyboard and system? Ifthere are separate managers for word and CRT tried out personally when choosing a personal terminal system in which each terminal has its own computer.4 data processing, coordination and cooperation is essential between the managers. If there is one 3. See Willoughby Anne Walshe, "How WP Systems Are Meeting the PC 4. A good refcrence on this subject is Peter A. McWilliams, The Persollal manager, that individual must understand the needs Challenge," Office Administration and Automation (October 1983) for a 'In standalone systems, the same hardware often houses both the centrel Computer Book (Los Angelca: Prelude Press, 1983). comparison of standalone systems offered by thirty vendors. proceSSing unit end the CRT. of both the word and the data processing operations.

. , 14 WORD PROCESSING IN THE COURTS WHAT ARE THE OPTIONS? 15 The optimum use of the system can only be achieved personal ~omputers, electronic typewriters with text­ through good management. editing capability, standalone or shared-resource Standard features for easy comparison of dedicated word processors The following tables show the standard features systems, and shared"logic systems. to be found in dedicated and integrated systems, ELECTRONIC TYPEWRITER WITH TEXT-EDITING CAPABILITY Components " Storage media Storage capaciiy Integral keyboard/prlntsl' Floppy diskette-standard St~ndard diskette: 75-100+ pages Optional single or partial-line display 8" diskette or mini-diskette Minl-diskette: 15-40 pages ", Optional storage media unit internal memory Magnetic card: 5,000 characters Comparison of dedicated and Integrated systems Magnetic card Internal memory: varies Dedicated word processors Word processing capabilities are Usually easier to operate than System capabilities & functions (see Glossary for definitions) usually highly developed. integrated systems because the Standard functions. Additional capabilities available keyboard has more function keys. Automatic centering, ' on upper-prlce-rangfl systems Range of optional hardware is Automatic underlining Systems are designed for Automatic page numbering File select usually extensive. Backspace error correcting non data-processing personnei, which Auto pagination/repagination Forms input Limited data processing Decimal alignment Bidirectional printing capabilities are sometimes provided. makes the training process easier. Delete Global search and replace Block-move/copy Headers/footers Document assemblY/merge Column move/delete Highlighting Insert Integrated word processors Default format Justification Microcomputers are usually less found on the larger dedicated 'Nord wraparound Discretionary hyphenation Search expensive than dedicated word systems usually requires the FUesort Super/subscript printing processors. purchase of a minicomputer, which Optional equipment and software 'M:>rd processing software for is larger and more expensive than a microcomputers is purchased microcomputer. Automatic sheet feeder Forms tractor feeder separately and Is usually not as Because system hardware is Telecommunications Magnetic card reader powerful or as easy to use as the multifunctional, It may be less Price range software on a dedicated word expensive to purchase an integrated $700-$10,000 processor. system than separate word and data Range of optional hardware Is processing systems. usually extensive. Integrated word processors offer To obtain word processing the capability of merging data and capabilities comparable to those word processing files. STANDALONE OR SHARED-RESOURCE SYSTEM WITH FULL DISPLAY (CRT)

Components Storage media Storage capacity Keyboard Flexible (floppy) diskette Flexible (floppy) diskette CRT 8" standard diskette Standard diskette: 75-100+ pages ',' Disk storage device Mini-diskette Standard features for easy comparison of personal cOOlPuters Mini-diskette: 15-40 pages Printer Micro-diskette Micro-diskette: 75-100+ pages PERSONAL COMPUTER System capabilities and functions (see Glossary for definitions) Components Storage media Storage capacity Standard functions Additional capabilities available on Keyboard Flexible (floppy) diskette Flexible (floppy) diskette Automatic underlining Hyphenation upper-prlce-range systems CRT Mini-diskette: 15-40 pages Mini-diskette: 15-40 pages Backspace correcting Insert Bidirectional printing Disk storage device Micro-diskette: 75-100+ pages Micro-diskette: 75-100+ pages Block-move/copy Justification Column move/delete Printer i Centering Page numbering FUeselect {;I ~" File sort Pagination Footnots t"rln Word proceSSing/system capabilities and functions (see Glossary lor definitions) Decimal alignment Repaglnation Global search and replace Default format Search Glossary Insert-delete Automatic underlining Super-subscript printer Delete Simultaneous printing/editing Headers/footers Backspace error correcting Horizontal scrOlling File select Document assembly/merge Super/subscript printing Spelling verifier Automatic centering Vertical scrolling Delault format Highlighting Vertical scrolling Stored form recall/display Decimal alignment Word wraparound Stored form recall/display ~ Horizontal scrolling 'M:>rd wraparound Stored multiple formats Block-move/copy Document assembly Imerge Forms Input '- Widow/orphan adjustment Search Automatic page numbering Stored multiple lormats Global search/replace Repaglnatlon Opllonal equipment and software I Automatic sheet feeder Math software AddiUonal software available on most personal computers In this price range: Communications Microcomputer software Forms tractor feeder Accounting software (spreadsheets, Filing software (liSts, matrices) Optical character reader (OCR) ( Ink Jet and laser printers Photocomposition Interface accounts receivable, disbursements) Spelling verifier .~-- Line and matrix printers Records processing Magnetio card reader Shared-resource capability Price range $3,000 to $6,000 ,', Price range $6,000-$26,000

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16 WORD PROCESSING IN THE COURTS

Standard features for easy comparison of dedicated word processors (continued) SHARED-LOGIC SYSTEM "'==' Components Storage media Storage capa:clty (1, Central processing unit Winchester or other removable/ Rigid disk: 250-700,000+ pages Terminals with video display ncmremovable rigid disk Standard diskette: 75-100+ page:; units (CRT) Flexible (floppy) diskette Printer Disk storage device System capabilities and functions (see Glossary for definitions) Standard functions Additional capabilities available on I Automatic centering Insert/delete upper-price-range systems Automatic underlining Justification File sort ;1 Backspace correcting Page numbering File select Bidirectional printing Pagination Footnote tie-In I PART II Block-move/copy Printer queueing Glossary Column move/delete ,fIepagination Spelling verification Developing and implementing a ' Decimal alignment Search Widow/orphan adjustment Default format Simultaneous inpuVoutput word processing system in the court: Document assembly/merge Stored form recall/display I Global search and replace Stored format the systems approl\ch Headers/footers Stored multiple formats '" Highlighting Super/subscript printing ~:,,:::::.J; Horizontal scrolling 'krtical scrolling Hyphenation 'l.brd wraparound Optional equipment and software , Automatic sheet feeder Math software Communications Microcomputer software I, Compilers Optical character reader (OCR) .. ' I 1 Forms tractor Photocomposition Interface ' Ink Jet and laser printers Records processing Line and matrix printers Supplemental storage devices Magnetic card reader c Price range $14,000-$65,000

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Court managers or equipment salesmen all too In addition, there are several erroneous and mis­ frequently suggest a technological remedy to work­ leading claims and benefits made about word process­ flow problems and recommend a word processor or ing equipment. It is said, for example, that typo­ computer system before identifying the specific prob­ graphical error rates will markedly decrease for all lems that are to be resolved by this technology. Today typing work. Instead, error rates for original typed most court managers are familiar with the value of documents will be about the same regardless of the adopting a "systems approach" to evaluating court type of equipment used; however, errors will be needs before making substantial technological or eliminated easily with proper text editing in the procedural changes in court operations. The systems revision process. approach emphasizes the need to identify and study Word processing technology will not substantially the problems and define the goals and objectives increase the productivity for original typed materials. before a solution is chosen. In fact, productivity rates for original typed docu­ Through the systems approach, judges, court man­ ments are about the same on standard typewriters or agers, and analysts assess court needs and select the sophisticated word processors; typing productivity most appropriate manual or technological altema­ may substantially increase, however, for repetitive or tives.1 Each of the following steps in this approach is revised materials. important in achieving good results and attaining Another misconception is that the greater the goals. Many courts have failed to solve their problems amount of revision6-' required for a document, the or committed serious errors by omitting or condens­ more advantageous the use of word processing equip­ ing too many of the following steps: ment will be. Actually, word processing is pr&ptical • identification of problems and alternate solutions and effective when minimum or moderate amounts • feasibility study of text or format revisions are required; when more • cost-benefit analysis than sixty percent of the text must be revised, it is just .. procurement process as productive to retype the entire document. . • implementation and training Another erroneous claim is that word processors • ongoing monitoring, evaluation, and refinement are easy to learn and operate after a few days of The rest ofthis monograph explains the nuances of training and minimal experience. In fact, the achieve­ how the systems approach can assist in assessment ment of proficiency on most word processors usually ofrequirements and implementation of word process­ takes several weeks. ing systems in the courts. Although most such Before word processing equipment is purchased or systems are not so complex and costly as larger data upgraded, the court should determine whether main­ processing information systems, the assessment of taining the status quo or making improvements in court requirements and the evaluation of systems the current manual operations can adequately resolve under consideration are critical to their successful its problems. The following alternatives should be operation. examined: • redistributing typing and case workload, reas­ What word processors can and cannot do signing personnel, and redefining job duties Word processors will not, by themselves, resolve • revising and consolidating forms and noticing certain personnel and procedural problems. Word procedures processors cannot significantly improve basic typing • preparing and regularly UGing more effective and secretarial skills, nor change the style, format, techniques and materials, such as preprinted typing standards, or practices of court personnel. forms, pressure-sensitive labels, multipart forms, They cannot reduce demand for typing services-in and window envelopes fact, the introduction of word processors will sub­ • e1iminatingunnecessary or duplicative typing wOl'k stantially increase this demand-or reduce unneces­ • establishing, monitoring, and enforcing typing ... sary paperwork, unreasonable demands, and inef­ production standards ficient clerical and correspondence practices; orrecon­ • educating authors in bet,ter dictation and writing '. cile inequitable distribution of workload or establish practices, and increasing training of clerical and \, better work schedules. secretarial personnel in basic administrative and typing skills 1. For further information on planning and implementing an automated • sharing word processing resources when neces­ information system, see State Judicial Information Systems Project, Automated Information Systems: Planning and Implementaticn Guide­ sary, e.g., when volume and type of workload lines (Williamsburg, Va.: National Center for State Courts, 1983). does not justify separate word processors for

19 " Preceding page blank , 20 WORD PROCESSING IN THE COURTS

individuals or departments but when tbe tech­ substantially assist them: and (c) whether the system nology becomes cost-effective if groups share will actually produce, or provide access to, the neces­ the system sary informAtion and printouts within the desired SECTION 2 time without too much effort. When does the court need word processors? In addition the court should not acquire expensive Feasibility study The typical problems that might cause a co~ to , '. word processing equipment unless varIOUS prereqUl- if examine the potential value of word processmg site conditions or anticipated goals can be met. The I Word processing should be considered only it meets a demonstrated and documented need. In somi) complex, burdensome, sophisticated, or unreliable to technology include the following: coun should be able to answer in the affirmative accomplish standard tasks: (d) court personnel do not • substantial backlog in typing and printing of most of the following questions. situations, word processing technology will not be a reasonable alternative. Court managers should not have sufficient and appropriate typing and clerical documents .. Can the court reasonably estimate the typing work to uti1fue them fully. • unacceptable turnaround time for the reVISIon of volume to be produced? '/ install word processors and then expect the court to documents find sufficient justification for their use after they are On the other hand, a word processor being con­ Is there sufficient volume to keep personnel pro­ ,I installed. sidered for court use must have the capacity to • poor quality oftyped documents ductive? support all planned court tasks for which it is needed. • excessive amounts of retyping because of typo­ I Many word processors currently installed in courts Does the court expect to limit or reduce the number are either not used sufficiently or not adequate to If the court finds that its word processor has a slow graphical and format errors or minor editorial of court personnel assigned to clerical or secretarial handle the tasks assigned. Word processors are response time for certain text-editing or records changes positions? . processing functions, or requires frequent changes or • cyclical typing production schedules ! underused when (a) the machines are used less than Does the court plan to reorganize and redistribute five to six hours per day; (b) the text-editing and modifications in the storage medium used, the court • need for excessive clerical or secretarial support, the typing workload? has either been misled or did not adequately eval­ or excess typing and secretarial overtime records processing functions are not understood or Can the court directly project increased judicial or i used: (c) the court personnel find the machines too uate the particular word processor's functions and • increased typing and workload dem~d~ to be clerical productivity by introdu~g ",:ord processin~? capabilities. met in spite of budget or pe;sonnel restricti?n~ Can the court project good utilization of the eqUlp- I • extensive amounts ofretypmg the same or similar ment? " information for various notices, listings, or reports Are most of the documents appropnate for effiCIent ! Formulating goals and objectives • difficulty in accessing and extracting case production on the word processin~. system, i'7'~ is information j there a large proportion of repetitive or reVISIon The preliminary step in the systems approach is to • maintenance oflarge permanent documents, such printed and typed (lourt documents." (Appendix B typing? . tify th ···ti f d state clearly the objectives and purposes of the as procedural manuals, that require periodic Can the c.ourt cost-Jus e acqUlsI on 0 wor technology as they relate to the overall goals of the contains an excellent example in the Request for minor updating or reorganizing processors within two to three years? I court. Many systems fail, or succeed only partially, Proposal for the Rhode Island Supreme Court Infor­ The three most crucial questions in making the Does the court need or requit<;; documents of better mation System in the section entitled 4

22 WORD PROOESSING IN THE OOURTS

prepared, and what other types might be prepared on times, the typical length of ea~h type. o~ document, word processors? . . the proportion of the text needing reVISIon for each in what form (handwritten or typed) is the ongmal type ofdocument, the response time required for reply material that will be entered or revised on word to inquiries or production of reports for case record.s? SECTION 3 processors? . What are the existing typing production (total Cost-benefit analysis What additional administrative tasks and du?es volume) and the productivity (pages or lines per (such as filing, answering telephones, researc¥ng day) rates or standards for each type of document, Experience with the use of word processors has dockets) are performed by personnel who nnght and what are the existing and anticipated work shown that with the proper selection of equipment, the benefits may change over time. Costs can be identified and evaluated with relative ease, normally become word processor operators, and how and by schedules? . word processing technology can provide significant whom will such tasks be performed after the installa­ What are the anticipated quality standards desrred benefits to courts by increasing productivity and expressed in dollars. The most rational method is to compare potential benefits with costs on some mathe­ tion of word processing equipment? by court management? ... administrative effectiveness. The extent to which What are the volume and typing characteristics of Th what extent will the court administration be these benefits offset the increased costs, however, matical basis, e.g., in the form of ratios (benefits to costs) or a subtraction formula (benefits minus cost each type of d,Q,cument produced-i.e., what is ~e willing to. change work schedules, typing priorities, particularly for equipment and supplies, has seldom volume and the relative proportion of the total typmg been ascertained. equals net value: gain or loss). As previously dis­ and time demands, or restructure the office or depart­ cussed, some intangible benefits are difficult quan­ workload for each type of document? ment in terms both of office space and of personnel Court managers must weigh the importance of to What are existing and anticipated turnaround duties and responsibilities? improving efficiency and alleviating existing PI'Ob­ tify and relate to financial expenditures. However, lems against the estimated costs and the necessary some comparisons can include intangible benefits if new administrative procedures. The more critical a the court is willing to develop a weighting scheme and rate the importance and potential impact of Data collection instruments problem or the greater the potential improvements, 2 the more desirable a solution even at a higher cost. these benefits. This approach is based on the theory that any benefit can be ranked according to its One desirable approach is to collect and ~nalyze information and statistics to complete a less detailed Each court must balance the value and benefits of relative importance a decision-maker. the typed and printed documents that nnght be analysis of needs should at least be obtained. Two making a change against the costs and organiza­ to Only when current costs and efficiency are weighed produced on the word processing system. The co~ alternative approaches are suggested;.thefirst sh?uld tional adjustments required. This process is called should determine the volume and frequency WIth be sufficient but the second, whIle more tIme­ cost-benefit analysis. against the corresponding costs and effectiveness of the word processing system will the court manager which each type of document is produced, w~o re­ consuming, additional validity The objective of a cost-benefit analysis is to identify p~ovides chec~. have a rational basis for deciding whether to obtain ceives the documents, and how they ar~ transnntted. (1) Each typist and cle~k comp~etes ~ fill-m fo;m from among various manual and technological alter­ The court must gather the information necessary (see Appendix A) containmg pertinent mformation natives those approaches that offer the best combina­ the equipment, and if so, which equipment choices to prepare a flowchart, matrix, listing, and narrative about each document produced. . tion of benefits or potential savings at the least cost are most cost-effective. Minimally, the court should compare total costs of the existing approach (whether to help describe the functions performed by the court, (2) Each secretary or clerk reproduces an addi­ over a prescribed period of time.1 The purpose is to the types of information needed to .produce docu­ tional carbon or photocopy of each document com­ quantify benefits and relate them to the costs in a manual or an existing word processing system) to costs and benefits of the proposed word processing ments and the sources and entry points of the pleted, with the preparation time ~oted on each extra meaningful way. In addition, the court must be alternatives. info~ation. (See Appendix B for an example of the copy. This process should b~ requrr~ for ~o to t~ee aware that not only the costs but the importance of kind of information needed.) weeks during a typical peno~ (aVOId major ho~day If it is uneconomical and too time-consuming for weeks or summer vacation penods). These tecllDlqUes the court to complete a detailed. work measurelll;ent will permit the court analyst or manager to tabulate Cost and benefit categories study to evaluate the existing typing and clencal and analyze the word proceslcing requirements and workload and document flow, reliable and valid statistics needed. There are four basic categories to analyze when • personnel-court staff assigned full time to word completing a cost-benefit analysis: fixed costs, vari­ processing operations (recurring) able costs, tangible benefits, and intangible benefits. • staff training (recurring); additional costs for Fixed costs introductory training Either one-tim~ or recurring fixed costs remain • acquisition of additional software or equipment relatively constant throughout the useful life of the modifications (although these are fixed costs system or the period the analysis covers. These once decided on, the court has discretion as to expenses are relatively static regardless of work whether to incur these expenses) demands or production variations. The following is a list of the fixed cost items that should be calculated. Variable costs • word processor(s) including peripherals and acces­ These are usually more difficult to identify and sories (if purchased, one-time costs; if leased or accurately calculate. They vary depending on actual rented, recurring costs) usage. Variable costs are frequently overlooked but • word processor(s) maintenance fee (recurring) can be substantial expenditures and should be in­ cluded in any cost evaluation. Th9 following variable • space and related services-light, electricity, etc. (recurring) cost items should be calculated: • office furniture and accessories (one-time) • word processing supplies: ribbons, print wheels, continuous-form paper, floppy disks • site preparations and equipment installation • personnel (court staffoperating the equipment on charges-electrical outlets, ship;,ing (one-time) a part-time or on-demand basis) 1. A comprghensive discussion of cost-benefit methodology for the courts, i:. ~Iuding caso studies nnd techniques for project costs nnd quantifying 2. Ibid. See also: Court Reporti'lIg Alternatiues for CO/lllecll'cut (Williams­ benefits, cnn be found in State JUdicinl Information Systems Project, Cost­ burg, Vn.: Nntionnl Center for State Courts, 1979). Bellefit Methodology for Eualuall'oll ofState Judicial Illformatioll Systems (Williamsburg, Vn.: Nationnl Center for State Courts, 1979).

23

d •

) ,I·1 24 WORD PROCESSING IN THE COURTS I J :I COST-BENEFIT ANALYSIS 25 Tangible benefits • greater productivity of court-generated documents am?unt of time per unit ofproduction (Step 2) ofeach Direct reductions in costs, particularlY manpower (notices, calendars, jury listings) major category or application. STEP 5 reductions, where savings can be projected with some Tabulate the annual nonpersonnel expenditures. degree of certainty. because of the introduction of STEP 4 Intangible benefits STEP 6 word processing technology, are tangible benefits. These are difficult to quantify and to assign ~bulate the personnel expenditures needed to Savings can be translated into specific quantifiable specific monetary values. Frequently these types of s.el'Vlce both the manual and word processing alterna­ Calculate total expenditures (personnel plus non­ values or weights and easily factored into a general benefits may be just as valuable as financial benefits, tives-the sum of the number of persons multiplied personnel) divided. by the.total weighted printed cost-benefit equation. The following are examples of j by ~e average s~ary and benefits multiplied by output (Step 3). This prOVIdes a comparative value but they should not substitute for some cost assess­ per page ofpnntout. tangible benefits: ment of the alternatives being evaluated. Sometimes portion of worktime for each personnel classification .j group plus any contractual services. Worksheets for cost analysis and benefit analysis • reduction or limiting of future growth of secre­ a quantitative scoring schedule can be employed to follow. tarial and clerical staff translate and compare intangible and tangible bene­ J • reduction or elimination of paperwork or over­ ! fits. Examples ofintahgible benefits are the following: 1 lapping documentation and cross-referencing • improvements in the quality of court.administra­ :1 COST ANALYSIS OF WORD PROCESSING (e.g., multiple notices, reports, docket books, tion and the quality oftyped documents generated Personnel costs indices) Manualopemlfon by the court W,rd proceSSing • reduction in case processing time and document Number • improvement in the efficiency and morale of r Average annual Number preparatl()n time by judges, law clerks, and court personnel ) of salary plus Average annual people of salary plus higher-echelon administrative staff • enhanced responsiveness and image of the court benefits people • reduction in access time and manpower because I Secretarial benefits to the public as being more efficient, accurate, Development and more precise, accessible, and accurate informa­ and responsive to public needs I training phase tion is available $ • assistance and savings to other government Regular operations $ • anticipated increase in workload which can be agencies (district attorney, public defenders, law Clerical handled by judicial personnel enforcement, legislature) Development and training phase Regular operations Supemsory Cost evaluation methodology I Development and traIning phase 'Iraditional text editing and forms generation 1 Regular operations These figures should be calculated for each word Totals Costs must be evaluated over the projected life /I $ processing application (opinions, notices, records Contractual semces $ span-not just the initial start-up and implementa­ processing) using an anticipated volume of docu­ Annual fee I Development and Annual fee tion expenditures-for the word processing applica­ ments to be produced by the.court. Analyzing and training phase tions, and compared with the existing operations or cost-justifying each major application will help the .L. $ alternative approaches under consideration over the court both to lmderstand which applications will be Nonpersonnel costs Annual expenditures equivalent time period. Therefore, all direct and most cost-effective and to establish priorities in the Forms and documents Manual W,rd Processlng indirect, one-time and recurring, fixed and variable implementation of word processing applications. Printing and duplication cost estimates should be included in a composite Related supplies If a court intends to use word processing only for $ ~$------cost assessment of each of the alternatives under General office equipment and SUpplies consideration. traditional word processing activities (text-editing and printing, standard list processing, and form-fill­ Machines One of the major cost elements, yet one ofthe most in applications), the following simplified method of "TYpewriters, dUplicators is 'Mlrd processors (other than storage) elusive to calculate precisely, personnel costs. The cost-benefit analysis may be useful. (An assumption Operation and maintenance unit-o:t:cost item (e.g., secretaries and clerks) for is made that the only crucial benefit is in the speed Informat/on storage which costs will be computed (Uperson" hours con­ and volume ofproduction ofthe documents; quality is Flies, cabinets, etc, nected to salaries and hours of word processing equiValent to that of an electric typewriter, and other Computer storage (disks) production) should be established at the outset. Thes~ tangible or intangible benefits are of minimal im­ Travel costs (for demonstrations, costs are computed by finding the product of the portance.) For each manual and word processing comparisons, training) dollar rate per unit-of-cost item and the number of alternative under consideration, the court should Postage cost items. make the following calculations: Space (square feet x annual $/sq, ft.) In developing a separate set of costs for each Other contractual services (Installa- alternative, costs for the current, usually manual, STEPl I/on, shipping, evaluation) operation are calculated first. Then costs for the other Calculate the total estimated number of pages Ongoing vendor support alternatives can be developed using the current produced annually for each major category or Program and data conversion system costs and production as a standard. application. Insurance costs The relationship between productivity and cost Site preparation represents the cost-productivity ofa word processing STEP 2 Electrical: air conditioning, system. Since word processor productivity varies Calculate the time (proportion of an hour) required heating, humidity control, substantially, depending on the application and to produce a page ofoutput for each major category or Wiring, and power supply application (typing, proofing, printing, re-editing). Space preparation: Installation equipment employed, no single cost-production ratio of walls, ceilings, braCing, can be derived. STEP 3 adequate storage facilities Either a cost per page or a cost per document may Calculate the total weighted printed output-the Miscellaneous (specify) be used as a primary measure of cost-effectiveness. sum of the annual volume (Step 1) multiplied by the Total costs $ ~$~----- , I fA 0"

:~

26 WORD PROCESSING IN THE COURTS COST-BENEFIT ANALYSIS 27

BENEFIT ANALYSIS OF WORD PROCESSING Word processing used for records processing in listings and forms. COurtS It is also difficult to provide general estimates of Annual TIme TIme Potential Since records processing encompasses so many potential cost savings. The court should estimate and Frequency total per per Increase I" possible applicables, methods Of production, and compare the costs for the existing operation with the Al/erago of proo pages page: page; pagesp~ measures of productivity, it is very difficult to quan. Documents number ductlon ofp~ mal'l ... al word dliCedwith alternative word processing system options under produced of pages (annual) ductlon production processed word processing tify potential productivity gains accurately. Output may be measured in ways such as the number of consideration and with more sophisticated records Reports processing systems on minicomputers. Lists of the printed pages or forms; the number of responses and Opinions key :fix;ed and variable cost items that need to be inquiriesJ or the timeliness and accuracy ofinform a­ Memoranda tabulated are provided earlier in this section (see tion. Some applications are comparable to providing "cost and benefit' categories"). The court must be Lists the standard fill·in form,s and letters discussed earlier Indices particularly careful to estimate all appropriate direct in this section; other applications require the develop­ and indirect personnel costs associated with any SchedUles ment and maintenance of a large database with records processing operations. Dockets extensive revisions but minimal production ofprinted Notices (list types) !J Statistical reports (list types) Other (specify) Totals

,)

Major types of Annual number Average Inquiries of Inquiries response time

Manual Word procenlng

Weight Rating Score (weight x rating) Manual Word processing Manual Word processing Tangible & Intangible benefits Reliability of service Accuracy of Information Accessibility of Information Timeliness of information Personnel time (judge) Personnel time (clerical and secretarial) \ Personnel time (other court administration) Quality of court services Quality of documents Space requirements Budget requirements Flexibility of use of personnel caseloads Management of caseload

Sumof~ore ~ ______~ ______

~------=-----=------" . • r-_._-----_. -,-- .~.

PROCUREMENT PROCESS 29

be evaluated on a relative scale. The court should or the submitted vendor responses as the basis for determine how important each criterion and sub­ selecting a word processing system. Any manufac­ SECTION 4 element is, i.e., how much weight should be given to turer seriously interested in responding to the request each factor, using a scale such as the following: for proposal must be prepared. to demonstrate the ProcureDlentprocess word processor's capabilities to the court's evaluation Degree of importance committee. necessary. Too frequently, however, courts have Weight The usual method of obtaining word processing Extremely important 9 This demonstration ofa vendor's product must not equipment should be through a request for a proposal acquired word processing systems by "sole source" Very important 7 be just the staridard or "canned" presentation of the (RFP). If a court is planning to acquire only one or procurement without knowledge of the available Moderately important 5 system; rarely does a vendor's controlled demonstra­ alternatives and capabilities, and have either ob­ two inexpensive word processors for a few straight­ Not very important 3 tion fail, or show the weaknesses and possible defects forward word processing applications, a detailed tained poor perfonnance or paid more than necessary Minimally important 1 of the equipment and software programs. RFP and extensive evaluation process may be un- for the resources provided. When evaluating word processing systems, the Obviously, the criteria and their assigned weights court should include an extensive ''benchmark'' per­ constitute subjective judgments. The evaluators formance test that has been specified and developed The RFP process should agree on the terminology and the weights by the evaluation committee. Actual documents from before the fonnal evaluation of the vendor proposals the court, to be handled by the word processor, should While the RFP process may seem time-consuming Identifying selection criteria is begun. The vendors should not be infonned of the be in this benchmark test of the proposed system. and costly, this expenditure is minimal compared Development of a list of criteria or elements to be details of the criteria to be evaluated or of the This approach permits the evaluation team to assess with the penalties of installing an ineffective or used in the selection process will help the court to weightings. The RFP should generally list the classes each manufacturer's capabilities on comparable per­ dysfunctional word processing system. focus on those elements that are crucial to a well­ of criteria under consideration, but not other evalua­ fonnance standards and to understand the software Some of the reasons for requiring an RFP are infonned, unbiased decision. It will infonn the ven­ tion details. variations and alternative procedures offered by • that vendors may propose better solutions than dors of the importance of the various functional Examples of the application of this rating pro- each manufacturer. This type of test demonstrates those envisioned by the court; capabilities and production capacities required so cedure are shown below. ' \ . the strengths and weaknesses of the word processing • that the number and types of word processors are that they can offer the most appropriate system. This systems offered. so diverse and so rapidly changing that it is list will also serve as a basis for objective evaluation Criteria The ratings for each vendor conducting the bench­ impossible for the court to keep current; of the vendors' proposals and demonstration of the description Weight Interpretation mark test should be assigned according to some • that RFPs solicit more than just equipment: e.g., equipment. Automatic footnoting 7 Very important rating scale such as the following: software support, training programs, and main­ Appearance 2 tenance services; Classifying criteria according to importanc.e Minimally • that comprehensive evaluation of the more at­ After the criteria are specified, a weighting scheme important Excellent 8-10 tractive offers pennits the court to compare and should be agreed on by the review committee. Both Average response time 9 Extremely Good 5-7 identify objectively the more effective and cost­ mandatory and desirable criteria must be considered. in records file important Fair or poor 1-4 beneficial word processing systems; Mandatory requirements represent the absolute or • that better or more flexible tenns and extra minimum requirements that the vendor's proposal services may be available in a competitive must meet in order to be considered. Following are Evaluating the vendor's proposals and Each committee member should rate each proposal solicitation; some requirements that should be considered: demonstration independently 011 standard evaluation fonns after • that trade-offs can be obtained and better evalu­ • hardware: number of CRT work stations, type of Each court will develop its own criteria and weight­ reviewing the proposal and observing the mandatory ated, even though no single machine has all printer, storage medium and capacity ing scheme based upon its unique demands and demonstration. Each evaluator, exercising his or her features and functions that may be sought; • software: word processing text input and editing priorities. The mandatory requirements are judged independent judgment and area of knowledge, should • that sometimes production and functional require­ features (see standard functions listed i.n the first. prepare a worksheet ofthe type on page 31. After all ments can be met in several ways, so that glossary) Failu~to meet these absolute specifications should manufacturers are evaluated, the committee should negotiations and modifications are necessary. • additional capabilities of the hardware and soft­ automaticrilly eliminate the vendor's proposal. A tabulate and compare the ratings. Where ratings for The essential elements of an RFP for word proc­ ware: CRT display features (e.g., characters per vendor should be given an opportunity to clarify his a particular word procesSOr show substantial dif­ essors are comparable to the acquisition of other line, lines per screen), printer features (e.g., inter­ statement if interpretation is in question, but the ferences, the entire committee should discuss and automated electronic equipment. (See Appendix B for changeable fonts, top-of-fonn control, and queu­ court's definition and terminology must be met. clarify why there are such discrepancies. Usually an example of an RFP. A detailed model of an RFP ing of multiple documents to be printed) \ Obviously, all mandatory features and capabilities these discrepancies will be resolved so that one or a can be found in Automated L'1,formation Systems: • maintenance and service response rate must be well understood by the court and by the few word processors are the most highly rated. The Planning and Implementation Guidelines, cited in • miscellaneous: space limitations, security and individuals involved in preparing the RFP. This will highest-rated vendor should nonnally be chosen. If bibliography.) Here, we shall discuss the entire RFP access control, existing site facilities, additional permit the court to answer vendors' requests for several are very closely rated, however, the evalua­ process and evaluation procedures, emphasizing peripheral equipment or capabilities clarification and will avoid, misunderstanding and tioncommittee should further review the results and those elements that are critical for the proper selection The inclusion of mandatory requirements in the confusion. reach a group consensus on the most appropriate of a word processing system. RFP is beneficial to both the court and the vendors. The apecifications and definitions for desirable choice. The RFP should be distributed to as many vendors The court benefits by eliminating proposals that criteria can be less precise. Each element is judged The independent research and users' ratings found as have sales and maintenance offices within or near cannot possibly satisfy its needs, while the vendors according to the degree of desirability or conformity in various technical magazines and reports can the court's jurisdiction as possible. The court's word benefit by avoiding the preparation of a costly thatis shown in the vendor's written or demonstrated furnish additional infonnation. Ofparticular value is processing evaluation and user committee should proposal and by being able to offer the most appro­ response. Points are awarded according to preestab­ the experience of other courts within the region. This actively participate in the entire RFP process­ pl1ate models and equipment configurations among lished guidelines and a consensus of the evaluation type of infonnation may be helpful in verifying the preparation, evaluation, and selection. The process a variety of word processing systems in a particular committee. evaluation committee's findings, but should not be consists of the following four steps: identifying selec­ manufacturer's line. A court that waives its manda­ used as the primary resource. There appears to be tion criteria; classifying criteria according to impor­ tory requirements in response to sales ploys is not Benchmark testing of proposed system no relationship in the word processmg industry tance; evaluating each vendor's proposal; and com­ prepared to begin the bidding process. The court should never rely solely on sales litera­ between a vendor's size or public image and the paring and selecting the vendor and model. Desir'able criteria (as opposed to mandatory) may ture, salesmen's explanations and representations, quality or effectiveness of his word processing equip-

28

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30 WORD PROCESSING IN THE COURTS PROCUREMENT PROCESS 31

EXAMPLE OF EVALUATION WORKSHEET

ment in serving judicial needs. arate maintenance contract with manufacturer); or ~ndor ______In the final analysis, the court should acquire a lease with option to buy (the court has the option to word processing system apply portion of lease payments towards outright Evaluator ______purchase; requires separate maintenance agreement). • that can be adequately serviced within a few Date ______Score ______Maximum ______\Amdor score ______hours, has a good or excellent reliability record, The court should tabulate all costs (direct and in­ requires few repair calls, is responsive, and has direct) over the expected life ofthe equipment (usually competent maintenance personnel; four to eight years) for a realistic cost comparison of MANDATORY CRITERIA' the various acquisition methods. • that has been demonstrated to meet or exceed all Crltel'lon met the performance requirements established by the While the acquisition cost of the word processor is lIems Yes No Comments court; easy to calculate, several "hidden" costs must also be Printer speed • that the entire evaluation committee or a great figured into the cost comparison; e.g., maintenance, Number of lines displayed Document-orlented flies majority of it feel comfortable with and are authorization charges, costs of spen,f.Jng money now Footnote tie-In confident will meet both the operators' and man­ rather than at a later date, word processing supplies Number of fields available In data file agement's demands; i.e., that the equipment will and accessories, and anticipa1;efi equipment modifica­ produce the desired outputs and results within a tions and software enhancements during the esti­ DESIRABLE CRITERIA' reasonable or prescribed time frame; mated life span. Various tax advantages and trade­ Weight • that will not be too cumbersome to learn and that offs among the acquisition methods are usually not Items Weight Score score Comments will facilitate expeditious production of docu­ germane to the courts. Applications (benchmark) ments and be easy to operate; It will generally be advantageous to purchase word Manuscripts processors when (a) only a few low-priced word Standard forms and lettelS • that is within the budget allocation and can (text assembly) be shown to be reasonably cost-effective and processors (under $6,000-$7,000) systems are to be Forms fill-In cost-beneficial for the principal applications acquired; (b) a court has extensive experience with Memoranda/correspondence considered. word processors and is assured that they can ade­ Statistics/tabular material quately meet all existing and projected word process­ Lists (record processing) a. Case Information Selecting the vendor ing needs without additional equipment or software b. Inventory Before a contract is signed, final clarific~tion of enhancements; (c) the court plans to rent or lease the equipment for more than three years. Summary terms and conditions should be made. All assurances Ease of operation of machine performance, delivery dates, mainte­ It will be advantageous to rent or lease with an Text (data) entry nance, and other terms should be put into writing. option to purchase when (a) the court has no experi­ Text editing Furthermore, it should be specified that the vendor's List processing updates ence with word processing equipment; (b) the court Printing proposal constitutes part of the contract, because the needs additional word processing capacity for a short Media handling decision was based on the vendor's proposal. period; (c) the court cannot sufficiently evaluate Weight whether the word processor has adequate capacity Support services Weight Score score Comments Contract content and performance capabilities (this is particularly Many court users will ask a very basic question: important for records processing functions that some­ Service, training, and support Should we sign the vendor's standard contract? The Delivery schedule answer is, No-not until it has been modified to meet times cannot be fully analyzed and demonstrated Availability of service personnel the terms and conditions required by the court. during the RFP and benchmark assessment); (d) Technical support funding sources are limited; (e) a substantial number Training manuals Standard vendor contracts generally serve the ven­ Training program dor's best interests, not the court's. Sample contract of word processors or a large shared-resource word Equipment reputation and user ratings terms that the court should detail are shown on processing system is obtained; or (f) the manufacturer Strength and reputation of vendor page 33. cannot provide all the desired hardware and software capabilities. Weight The court should conduct final negotiations with Function/features/capacities Weight Score score Commenlll the chosen vendor to obtain the best possible terms The court must be particularly cautious when a and conditions. This is not to say that other vendors manufacturer wants to sell equipment at substan­ Display quality tially reduced prices. This is sometimes an indication Printout quality may change their proposals and begin negotiations. Storage capacity That would be unethical. Rather the court and the that the particular equipment or modal is outdated or Screen size best bidder should resolve any remaining difficulties. that new, more competitively priced a..lld more ef­ Scrolling features Without such resolutions, the court may have no ficient equipment will soon be introduced. A, compre­ Display features hensive survey of the market and current prices Printer features choice but to reject all offers and to initiate the Machine dialog bidding cycle anew. should be completed. Input features Once a court makes a substantial purchase ofword Automatic editing features Method of acquisition processing equipment, this initial acquisition often Document assembly featuros Search, delete, move capabilities There are several methods of acquiring word proc­ necessitates additional acquisitions from the same Arithmetic capabilities essing equipment: outright purchase, rental (usually manufacturer to avoid conversion costs, staff re­ Records processing capacities a short-term contract ofone month to one year with a training, and maclrine incompatibility. Therefore, Records proceSSing capabilities 3O-day cancellation clause; maintenance included); the court should thoroughly explore and assess the (sort, select) lease (usually a long-term-two or more years­ word processing market before any substantial pur­ contract through "third-party" lessor, requiring sep- chase is made. 'Only those applications, features, and processes pertinent to the court's objectives and needs ~JtJuld be Included In the evaluation. The Items and descriptions listed are for illustrative purposes.

~ ______~ ______~~ ______~ ______~ __~ ______L ______~ ____~ ______~ __~ ______~ ____~ ______~~.~ _____~ -~--~-- - ~'" \, Ii 32 WORD PROCESSING 1N THE COURTS 'i (I Ii PROCUREMENT PROCESS 33 l:XAMPLE OF EVALUATION WORKSHEET (continued) SAMPLE CONTRACT TERMS ()-' Over~1I best features and capabilities: ______--:- ______Secllon Purpose o 1. Term of bon tract and contract termInation To present the'l:;ontract dUration and conditions 9f early termination. 2. Installation and. Overall weakest features and capabilities: ______-,-- ______-".. ____ -:- __ In addltlorito general statements about defining delivery dates, riders detailing the program schedUle delivery date should be prepared. 3. Liquidated damages c To present damage assessments for delayed Installations or late performance. A contract without such remedies for vendor failures Is an Invltat/on to abuse. Terms should be carefully detailed. 4. Standard of perform- ,..;t.I,~ G ance and acceptance To present the procedures and conditions under which equipment will be accepted before payments will of equipment accrue. Performanc~ levels should be carefully detailed. Equipment that does not meet acceptable performance levels over an acceptable period should be replaced by the vendor. 5. Terms of use To detail how varIous levels of use are defined and charges assessed (e.g., extra use charges). 6. Maintenance of eqUipment To define and assess different maintenance categories (e.g., on-call and on-site maintenance, preventive and remedial maintenance, prinCipal period of maintenance, replacement parts). Also to detail the maintenance requirements and remedial actions. c 7. Substitutions, addi- tions, and conversion To provide the basic terms under which equipment may be substituted or added to the system. It Is Imr,ortant to provide for substitution. Witli \\\lntal, a major problem has been vendors' refusal to permit units).users to update their systems (e.g., to replace an outdated, expensive unit with modem, less expensive 8. Major field modifications To detail the terms during any field modifications by the vendor. 9. Alterations and " , attachments interests.To detail the conditions under which Users may alter equipment. These agreements protect the,vendor's 10. Program testing and compiling time To describe. the t~rms of Vendor testing and program compiling. 11. Training and technlcalserv/ces To detail the terms of training and technical services (e.g., training courses, technical skills, costs) prOVided by or available throu9h the vendor. 12. Site preparation To detail site preparation term!l. Usually the vendor provides speCifications (after the user's request), and c' the user must bear the cost of meeting them. 13. Transportation, In- stallatlon, relocation, To detail the terms and conditions of equipment delivery, Installation, relocation (If any), and removal.

{~, and return of equipment 14. Risk of loss or dam- Usually to relieve the user of (and aSSign to the vendllY) liability for most damages not due to user age, and contractor negligence or eqUipment modifications. /lability 15. Supplies ,";: \) Usually separately contracted, but must meet vendor specifications. 16. Title To detail ownership or transfer of title. 17. Purchase option To detail any prOVisions for applying rental credits toward a purchase price. Usually part of proposal. 18. Incorporation of proposal The vendor's proposal (response to RFP) should be made part of the contract. 19. Warranty To detalla,~y warranty. Obtaining a warranty Is recommended. "0 20. Taxes To detail tax payments, If any. ii 21. User's obligation, approvals To explain user's funding procedures. A few courts will be constrained by belrig unable to comml't money over extended periods of time (e.g., unable to make long-term legal commitments).

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Source: Court Equipment Analysis Project, Data ProceSSing and the Courts-Roference Manual (Denver: National Center for State ;. Courts, 1977), Appendix B, PP. B-11, 12. {}vallablefrom Publications Coordinator, N!!!,lonal Center for State Courts, 300 Newport Avenue, Williamsburg, Va. 23185. - " i '" til I,,;

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____ u .,"_ L-===--_~-==~------===--~~·,·:::::::::.,..-,-===-=---t-~,,-"« .. ,=-;n;'~~"'"."'-;',,' ~~~~~~~_~~ 34 WORD PROCESSING IN THE COURTS Docwnentation of the system It is easy to plan, install, and implement a word Operations manual SECTION 5 processing system without documenting it. Doing so This provides word processing personnel with a takes less time and money, but vendor documenta­ d.escription and detailed examples of the court work­ Implementation and training tion makes it possible for new staff to understand the flow and work products, input forms, and output machine and the workflow, and court management documents; guidelines for work priorities and antici­ Most word processing systems do not require any major remodeling of existing court facilities or reno­ carefully review and prepare plans for the installa­ to modif.y, refine, and expand the system, ifnecessary. pated deadlines; and processing procedures needed to tion and placement of all components of the word If straightforward and standard word processing use the equipment most effectively. vation of offices. Nevertheless, the court should processing system. applications,ar~ performed, the documentation can be more limited than would be needed for a court Users manual and training procedures Site preparation developing a detailed case tracking and notification Responsibilities, actions, frequencies, and special There are two major environmental considerations system. Regardless of the type and amount of word instructions should be defined so that court personnel cated power lines, special outlets, or higher amperage; processing equipment obtained, some vendor docu­ in the preparation of court facUjties: (a) appropriate electrical fluctuations can seriously damage the can use the manual both as a training guide and a office conditions that meetth~ technical specifica­ mentation should be required. Certain documenta­ comprehensive reference manual. These materials equipment. Word processing equipment should not tion should be completed and kept available. tions for the proper installation and operation of the can be used in conjunction with the vendor's standard word Pl'OCesSing equipment; and (b) desirable office share an electrical line with other equipment requir­ training manual; however, the court should not ing heavy electrical power, such as air conditioners, General system description conditions that provide adeqv.ate comfort and ease of elevators, or photocopy machines. expect to rely totally on the vendor's manuals. operation for personnel USiJ:lg the word processing An overview of the system for management-level system. The placement ofthe equipment is also particularly comprehension and general technical description of Detailed system design important for the operator's comfort~ efficiency, and the equipment and capabilities of the sYBtem will be Unlike many large computer systems, word!proc­ This describes the equipment's functional require­ essing systems do not normally require extensive productivity. Lighting should provide a sufficient needed. ments, design characteristics of the applications (the level of illumination and brightness without produc­ and expensive office and building modifications such ing undue glare on the CRT screens. The keyboard data elements, inputs, outputs, data files), and soft­ as additional air conditioning, raised floors, fire Implementation plan ware program specifications. (Note: This documenta­ and the CR'l' should be placed at the proper height The impact of the word processing services on protection, expanded pOwer supplies, and a supply and angle. tion is required only if very complex word processing room. The court must be careful to review vendor internal court operations and the anticipated changes applications such as list processing are included in Another important l.'Onsideration is ease of access in the services provided to both court and noncourt specifications, howev/er, and be sure that the word, the word processing operations.) processing area where the system will be located to the work stations, storage units, and the printers, users with the introduction of this technology should particularly when court personnel share the work be described. remains within reasonable temperature and humid­ ity ranges. High temperatures will adversely affect stations or are not permanently located at a word both court person:nel and the reliability of the equip­ processing station. The amount and placement ofthe ment. Low humidity, a particular problem in colder wiring and outleu, will be important. The location winter climates, can cause static el{lctricity that may and proximity o£\the work station to the printer(s) must be considered because of the noise level of the harm the equipment and cause the loss of informa­ plinter, particularly if the printer used heavily tion in the word processor. Appropriate placement of is the equipment or the installation of small con­ (several houJ:s each day). Unless it is located a air substantial distance from court personnel (which is ditioners and static mats will help alleviate such not usually desirable), or is only moderately used, an problems. Some word processors may require dedi- acoustical hood is usually required. Conversion Unlike data processing, the implementation of approach is recommended only if the intended appli­ word processing n~rmally requires only a few cations are not currently being performed. The advan­ months. The court should appoint a qualified person tage of direct conversion is the relatively low cost of to serve as project manager for the installation of the implementation. The primary disadvantages are equipment, the training'ofpersonnel, and the conver­ sion to word processing applications. Normally, an that a working system is abandoned before personnel are properly trained and that the equipment and individual involved in the feasibility study and the functions are still unproven. Rarely should this systems selection should be assigned as the project approach be taken. manag~r or supervisor. A smooth conversion of the existing procedures to Parallel conversion word processing is not only desirable from a cost The old method operates simultaneously with the standpoint but is also the first direct encounter most word processing system for a specified period oftime. users will have with word Prompt results proC'~sing. With parallel conversion, the new operating pro­ " t with minimal errors will assure continuing entllU­ cedures arid their resulting outputs can be compared siam and support for the word processing system. . There are three possible conversion approaches. with the old. Personnel can learn the system and can identify technical faults and procedural problems Direct conversion while still having a backup or avoiding severely The installation and implementation of the word r~du~ed services. '-Fhe ~ruor advantage is the protec­ processing system and discontinuation of the old tIon It affords agamst failure of the new system. The disadvantages include additional costs of operating manual approach take place simultaneously. This two systems simultaneously. Most word processing ; 35 36 WORD PROCESSING IN THE coURrs applications should be implemented in the parallel sion. One advantage of the modular approach is mode, with dual operations lasting for not more than that it permits extensive testing before introduction SECTION 6 three or four months after the installation of the of the next major function. The disadvantage is that equipment. the conversion period can be lengthy and costly. Continuous monitoring, Whichever conversion procedure is followed, the Modular conversion court should undertake a detailed evaluation of the evaluation, and rermement This refers to the implementation of se1f.contained installation of the system, to determine the level of applications or subunits of the applications, such as accuracy, timeliness, and usefulness of the informa­ A word processing system should be continuously evaluations and audits should be made to assure the indpmg or notice preparation. This approach is tion to the users; the actual development costs; the evaluated by all people involved. In addition, periodic inteErrltv and operational efficiency of the system. particularly desirable if a major records processing differences betwesn the projected and the actual system is being developed on a large shared-resource schedule; adherence of personnel to established word processing system. The implementation of the manuals and proce.dures; and adequacy of the Monitoring the system modules may involve either direct or parallel conver- documentation. Monitoring and audits should be performed by bility to oversee and manage all word processing supervisory personnel on a routine basis. If the operations. Users should be routinely surveyed every system involves more than two or three work stations, few months to assess the adequacy of service and to '!raining an individual should be officially assigned responsi- identify areas for improvement. During the initial four to ten weeks after the court must closely examine the causes. Examples of installation of the word processing equipment, the potential causes for low productivity may be one or Evaluation of the system court should expect a substantial decrease (typically more of the following: improper or poor vendor 10 to 25 percent) in secretarial and clerical typing training, unreliable equipment,inadequate manage­ Several types and methods of audit should be -con­ any variances should be noted, investigated, and productivity for most applications. These temporary ment of the word processing area, inadequate pro­ ducted at least once a year. explained. reductions are caused by the time court personnel cedures, unsatisfactory word processing functions. The areas that should be evaluated include must take to learn and understand word processing Under such circumstances, the original contract or Procedural audits • operating system performance, which includes codes and operational procedures and to adjust to the agreement should require the vendor to provide This type of review involves verifying that input, the adequacy of the existing equipment, storage use of new technology and n€,lW procedures in hand­ additional or supplemental training at no or.minimal processing, and output procedures are met and that capacity, and functional capabilities of the ling papf'-flow. In other words, a manufacturer's cost. Another approach is for the court to specify in system controls are operating as designed. The software; initial traIning is usually insufficient, and personnel the contract the withholding of full payment until procedural evaluation also ascertains by whom, • equipment reliability and maintenance service; can only adjust to the machinery by personal exper­ adequate training and performance standards have where, and when various word processing functions • performance measurements, including the qual­ ience. If production and productivity rates do not been achieved. are being performed. ity and timeliness ofthe documents produced and substantially rise after a few months, however, the the accuracy ofthe information provided; System assessment • backup and contingency plans; This is concerned with the technical aspects of • data and system security; word processing and the degree to which the system • adequacy of documentation; is meeting the standards established for it. Normally, • personnel competence and use of system's this evaluation is conducted by knowledg~able spec­ capabilities; ialists. Performance should be assessed in relation to • environment (operators' comfort); the plan or preestablished goals of the court, and • workflow improvement. Refining and upgrading the system Because of the rapid advancements in word proc­ m·anufactureris necessary. The political and practical essing technology, chances are good that new equip­ i!IDplications of a major equipment conversion are ment or enhancements to existing software packages usually severe; ther~fore, the importance of a thor­ will be available within a short time after the system ough analysis and comprehensive evaluation of is installed. Most software improvements are minor vendors' capabilities and capacitie.':l before acquisi­ refinements or enhancements to the initial software tion cannot be overemphasized. provided. These enhancements should not require At some point, particularly if the court is using any significant retraining of personnel. The court outdated word processing equipment, or ifsubstantial should stipulate in the contract that the vendor will changes are made in requirements and services provide any software enhancements at no cost for at needed, court managers should consider the possi­ least one year after installing the system, and at a bility ofsubstituting or substantially upgrading their prescribed nominal cost after the first year of equipment. Some equipment changes, such as chang­ instal) ation. ing printers or storage devices (upgrading from 5%" Ifexisting equipment does not meet the anticipated to 8" floppy disks, or from floppy disks to Winchester goals and objectives within a reasonable time (six to disks) should be easy, and will offer better per­ nine months), the court must seriously study whether formance at competitive prices. additional equipment enhancements will resolve the Before a decision is reached on any substantial problems or whether equipment conversion to another hardware changes or expansion of the system, a cost-

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,~, Il "\" il ~ 38 WORD PROCESSING IN'l'HE COURI'S " '~ l:: benefit analysis should be done to determine whether What is the remaining useful life of the existing " the change is cost-effective. A number of considera­ equipment? Glossary of Word Processing Terms \1 tions should enter into this decision. What effect, good or bad, will the replacement Does the additional, upgraded equipment or alter­ equipment have on court personnel and court native word processing system truly provide greater performance? capability and capacity for a lower or equal price? What guarantees and warranties will the vendor ACOUSTIC COUPLER. A device used with a telephone for trans­ DISPLAY BUFFER. In CRT-based systems, a temporary storage What is the cost and the required time for provide? mission of information between word processors, computers, or area used for inputting data before it is transferred to diskette for other equipment. Couplers are portable and used for slow-speed permanent storage. conversion? communications. ACOUSTIC COVER. A sound-deadening cover that houses a DISPLAY FUNCTIONS. '!ext editing or computer functions that j printer. can be seen on a CRT screen. Summary BACKGROUND PROCESSING. The ability to keyboard or edit text DISTRIBUTED·LOGIC WORD PROCESSING SYSTEM. A word proc­ I simultaneously while printing, telecommunicating, or perform­ essing system where each terminal has its own computer logic. ing other word processing functions. Peripherals and storage devices are frequently shared by the The use of word processing technology in the instantaneously. Material to be printed can go terminals. courts has not been as rapid as in the private directly from a floppy disk to a photocomposition BIDIRECTIONAL PRINTER. A printer that prints from left to right and right to left to increase the printing speed. DOCUMEN1' ASSEMBLY !MERGE. The ability to combine several business secto!l'. Courts, for the most part, are just unit. Many systems can now communicate directly documents to create new documents. Also refers to the merging of beginning to realize that word processing can be an with LEXIS and WESTLAW, which provides auto­ BLOCK·MOVE/COPY. The function that allows blocks ofw.xt to be letters and address lists to print personalized letters. moved or copied within a document or to another document. inexpensive solution to the myriad paperwork prob­ mated legal research. Trial courts can produce forms DOCUMENT·ORIENTED SYSTEM. A system that stores text as lems faced daily. As with any technology, the poten­ and notices much faster, can'fldit and revise manuals BOILERPLATE TEXT. Standard text that is stored and used multi-page documents. Repaginating documents, moving or copy­ tial user of a word processing system should develop and regulations more easily, R..l1.d may find that low­ repetitively to create new documents. ing text from page to page, and reformatting are usually easier volume case tracking and recorru, P!~essing can be BYTE. A unit of computer storage approximately equal to one and faster to accomplish than on page-oriented systems. See a plan to evaluate the feasibility and applicability of character. page-oriented system. a system in his own setting. The importance of the done with a word processor more easily than "systems approach" cannot be stressed too much. manually. CENTERING.The function that automaticallY centers text between DOUBLE DENSITY. The storage of information on a floppy The growth of the word processing industry and margins. diskette in a manner that doubles the capacity of a standard Word processing technology has evolved from the COLUMN MOVE/DELETE. The capability of a word processor to diskette. magnetic card stage to the point where each word the advancement of technology continue to reduce isolato columns ofinformation and restrict the editing functions DOUBLE-SIDED DISKETTE.A type of diskette that uses both sides proGessing system can be a small computer system the cost of word processing systems. Within the next to the columns. for the storage of information. housed within a single CRT. Today's systems are decade the word processing computer will be as CONTINUOUS FORM. Sheets of paper connected by a perforated DUAL COLUMN. The ability of a word processing system to capable of "talking" with other systems for the price common a fixture in offices as the electric typewriter. edge del3igned to be used with a pinfeed platen or tractor-feed format text in two side-by·side columns. of a long-distance telephone call. Data processing Word processing is a technology that is already easy device. ELECTRONIC TYPEWRITER. A category of office keyboard equip­ and word processing are converging and becoming to use and p::-actical, and courts should be taking CONTROL CHARACTER. A symbol that designates a particular ment classified as between electric typewriters and word proc­ information processing. advantage ofthe efficiencies it can offer in processing function, such as a tab. This symbol appears on the screen but essors. Electronic typewriters can facilitate arrangement of text Appellate courts within a large state can transfer paperwork. does not print. as it is input and can store some typed information, but have CPS (characters per second). The number of characters an output limited text-editing capabilities. opinions from one jurisdiction to another almost device prints in one second. ' ERROR CORRECTING. The function that allows the operator to CPU (central processing unit). The part of a computer that replace one character by striking over it with another. includes circuits that control the interpretation and execution of EX'rRA-WIDE LINE WIDTHS. Capability that allows the creation instructions. of wide documents, usually in excess of 200 characters in width. CRT (cathode ray tube). A video display screen. FILE LENGTH. The number of characters, lines, or pages in the CURSOR. A lighted position indicator on a CRT. Most systems document or data file being accessed. employ a series of arrow keys for up and down, left and right FILE SELECT. The ability of the system to selectively retrieve movement in making revisions to text. information from data files, on specification by the operator. DAISYWHEEL.lnterchangeable print element for a printer. FILE SORT. The ability of the system to arrange data in alpha­ DAISYWHEEL OR THIMBLE PRINTER. An interchangeable ele­ betical or numerical order. ment-impact printer, offering letter-quality printing, at a printing FOOTER. Information to be printed at the bottom of all or most speed of2().55 characters per second. pages of a document. This function is frequently used in conjunc­ DATABASE. A collection of interrelated data organized in a tion with automatic page numbering. computer to reduce duplication of information, to provide for FOOTNOTE TIE·IN. The ability of a word processing system to link rapid retrieval and reorganization of the data, and to generate footnotes to applicable text, so that the footnote will appear on the various listings and reports, proper page. DECIMAL ALIGNMENT. The function that automatically aligns FOREGROUND PROCESSING. A word processing' application such columns of figures on the decimal point. as telecommunication or printing that prohibits the use of the DEFAUI1I'FORMAT. A format setting, with commonly used margin system for other word processing functions at the same time. ana tab settings, that is !lutomatically implemanted by the FORMAT DISPLAY. The visual display of the psgI'). and document system when a format is not specified by the operator. format, e.g., margin and tab settings, pitch size, alld line spacing. DELETE CAPABILITY. The function that removes characters, FORMS·FEEDING DEVICES. A pinfeed-platen or forms·tractor words, lines, sentences, paragraphs, or pages from the storage device attached to a printer for continuous paper feeding. medium. FORMS INPUT. The function that allows an operator to fill in DICTIONARY /SPELUNG VERIFIER. The function that matches information on forms by advancing from one blank to another words against apl'estored dictionllrli'. in order to check forspellillg with a single keystroke. '.,; or typographical errors. FUNCTION OR CODE KEY. The key that activates a partiCUlar DISK DRIVE .. The device that operates the floppy or hard disk. machine function. DISCRETIONARY HYPHEN. A hyphen, inserted by the operator, GLOBAL SEARCH AND REPLACE. The ability of a system to , that is printed only if the divided word appears at the end of the search for repeated occurrences of a character string for deletion line. or replacement.

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40 WORD PROCESSING IN THE COURTS GLOSSARY OF WORD PROCESSING TERMS 41

STANDALON~ WORD PROCESSING SYSTEM. A single-station TABLE OF CONT;ENTS OR I.NDEX GENERATOR. Ability of a word processmg system that includes a central processing unit Ii ON·UNE/OFF·UNE SWITCH. The dual capability of a word 1 system to automatically compile a table of contents or index for a GLOSSARY. The capability that allows the storage of frequently storage device, an input terminal, and a printer. ' document. used phrases, editing commands, or complete applications. This processor of sharing the facilities of another word or data processor (on-line) or operating independently (off-line). STANDARD l"UNCTIONS. As defined by the authors standard TELEC

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Bibliography

Cannata, Frank G., "The OA Printing Controversy: Ink·Jet vs. McWilliams, Peter A., ThePersonal Computer Book (Los Angeles: Lasers," Office Administration and Automation. August 1983, Prelude Press, 1983). pp.57·59. McWilliams, Peter A, The Word Processing Book (Los Angeles: Childress, Stephen L., "Wiuchester Blasts the Memory Barrier," PreludePress,1983). in Microcomputing, May 1983. pp. 26-40. Murphy, J olmA, "Integrated Office-Automation Systems," Mini­ Courts EquipmentAnalysis Project, Business Equipment and the Micro Systems, May 1983, pp. 181·88. Courts: Guide for Court Managers (Denver: National Center for State Judicial Information Systems Project, Automated Informa­ State Courts, 1977. Now, Publications Coordinator, NCSC, 300 tion Systems: Planning and Implementation Guidelines (Wil~ Ne~ortAve., Williamsburg, Va.) liamsburg, Va.: National Center for State Courts, 1981) Datapro Research Corporation,DataproReports on Word Process· Walshe, Willoughby Ann, "How WP SystemsAreMeeting the PC ing (Delran, N.J.: Datapro Research Corporation, 1982). Challenge," Office Administration and Automation, October Dock, V. Thomas and Edward L. Essick. Principles of Business 1983, pp. 47·58. Data Processing (Chicago: Science Research Associates, 1981) Walshe, Willoughby Ann, "Clustered Systems: Configured for Flanagan, Patrick, "An Office User's Guide to Minicomputers." Productivity," Office Administration and Automatz'on, June Office Administration and Automation, May 1983, pp. 35-43. 1983, pp.53-65,l00. Appendices Kenealy. Patrick, "WP Software Advances Rapidly," Mini-Micro Wang, Frederick A, "Office Automation," Mini·Micro Systems, Systems, May 1982, pp.171·80. December 1982. pp. 198-207. Macfarlane, David, "What you get when you buy Office Automa· Weinstein, Bernard A, "Office Automation Without Micros," tion," Datamation, February 1983. pp. 102-14. Datamation, November 1983, pp. 176-78. I, I

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Appendix A 47

6. Revision number. Indicate here how many times appropriate amount oftime as you login a job. This is you have revised a document. Put an "0" for original only for convenience and accuracy in reporting, since typing, and a number 1 for first revision, a 1'2'1 for the there is no need to report the time you enter for second revision, and so on. individual jobs. We are only interested in the over­ APPENDIX A 7. 'lbtallines typed. Estimate the total number of all typing time requirements that you face in your lines you typed on the document in question. office and not in the time required for individual 1YPing survey 8.7btal pages in the document. Write the total tasks. number of pages in the documept in this space. Note: Aprelimary step in assessing a court's need will describe quickly the typing work you receive. As for word processing equipment is a survey of the you will see when you read the instructions, this is Filling in 'the typing time log Cop~es of all prepared documents not a test of your productivity. We are seeking 1. 1btal hours at work. Record tha number of hours On the following days (or during the 2nd week) a;rwunt of typing done, the types of documents, the you spent at work for each day of the survey period. please duplicate a copy of each document prepared amount of revision, and the total time consumed in information on the volume, nature of typing, and time n~eded to produce court documents. 2. Typing time. Shade in the time line to reflect and note in the bottom righthand comer the approxi­ typing. The following suggested instructions will those times during the day in which you were typing. mate time you started and finished typing this explain to the typist the purpose and method of the For accuracy, it would be best if you shaded in the document. survey. A log for recording the results is included. Survey dates The typing logs have been designed to collect TYPING LOG SHEET TYPING SURVEY information on all of the typing jobs you receive GENERAL INSTRUCTIONS over a period of three weeks. The survey should ______Date ______begin on three Mondays and conclude at the-end of Name Purpose of the survey the day oh Fridays. Three mailers have been pro­ The court is studying our typing production for vided for the return of completed survey forms at the the possible introduction of word processing equip­ end of each week. They should be put in the mail at MacY;,,)e Rush or Light or Revision Total Total ment. The results of this survey will help in deter­ the end of the day on the following dates: Document name Author's used (To normal heavy number lines pages mining the equipment and features that may be Initials DWP,MAG o (RorN) (LorH) (10 20 typed Mail forms for first week: ______MEM) 3 ... ) (est) needed to satisfy our word processing needs. Mail forms for second week: ______Typing logs Mail forms for third week: ______This survey is designed primarily to determine These booklets should be sent to: ______how much typing and what kinds of typing you receive during the period of the survey. The booklet If______you have any questions please at _____feel free to call:_ contains a series of daily log sheets on which you

Instructions for the log sheets

General instructions those documents that you will later be asked to revise, Please start a new log sheet for each workday. Ifon this name should be unique to the document you are some days you need more spl1,~e than is provided OIl a typing. Each time a document is returned to you for single log sheet, simply continue to log that day's jobs revision typing, you should use the same name you on the next page ofthe booklet. Extra log ~heets have previously used to identify the document. been included to allow for heavy typing days. 2. Author's initials. In this space, put the initials of If on a given day you do no typing, write "no the judge, law clerk, or court administrator who gave typing" or "no exchange of opinions" on the respec­ you the document to type. tive log sheets for that day and start a new one for the 3. Machine used. Note here which machine you next day. If you are absent from work at any time uiited to type the document. For your convenience, the during the period of the survey, put your name and following codes are to be used: "T" for electric the date you were absent on separate sheets for each typewriter; "DWP" for the word processingmachinej day you are absent, and write "absent" on each of ICMAG" for the mag card or memory typewriter; and those sheets. "MEM" for the memory typewriter. The logs have been designed to allow you to fill in 4. Rush or normal. Indicate how quickly the typing the necessary information quickly. They should not must be done. If it needs to be done quickly and Gake you more than a few minutes per day to requires immediate attention, put an "R" for rush; TYPING TIME LOG complete. Each job should be recorded immediately otherwise put an "N" for normal. Total hours at work ______Typlng time: (Shade In times you spent typing) after it has been completed. It is important that you 5. Light or heavy revision. This should be:filled in record all ofthe typing you do regardless ofthe size of only if you are doing revision work on a document 7 am 8 9 10 11 12 1 2 3 4 5 6 7pm , the job. you previously typed. Light revision (1,) for this survey is defined as word modifications, typing Filling in the log sheets corrections, and a few, but not extensive, sentence ,I 1. Document name. In this space provide a brief, and paragraph corrections. More extensive revisions I descriptive name for each document you type. For should be logged as heavy revision work (H). II " t I I I APPENDIXB j Request for proposal, Rhode Island Supreme Court informatiop system I and site visit report ..

The Rhode Island Judicial Systems & Services (RIJSS) is hereby soliciting responses from vendors However, if a single vendor cannot meet all of the selection criteria, certain trade-off decisions, weigh­ for an integrated word-processing data-processing ing the relative importance of each h)dividual cri­ system for the Rhode Island Supreme Court Manage­ ment Information System. terion and the degree to which each vendor meets said criterion, will be made. The selected vendor will be required to meet the Accordingly, vendors may submit, ifthey so desire, selection criteria as delineated in a later 2ection. more than one proposal for consideration. Background

In 1976 the Rhode Island Supreme Court,.began a court's workload has continued to expand. Even comprehensiv€l'eview of its workload and pro­ though the total number of pending cases remained cedures. The purpose of the program was to find new the same between 1978 and 1979, the number ofdirect ways to deal 'Y.ith the increase in filings and a civil and criminal appeals filed has increased. The gr6wing backlog. The program focused on both additional criminal and civil actions that must be judicial and administrative aspects of the court. So disposed of after oral argument require more time far the program has yielded many recommendations, and it has also begun to have tangible results. and effort from the court. The prospect ofa constantly increasing workload has forced the court to intensify One exampll~ is the significant increase in disposi­ its search for ways to use resources :pIore effectively. tions over the last two years. This has occurred One need that has become evident is for an efficient mainly as a result of several innovations introduced information system. The need exists on both the to "screen out" cases that can be disposed of without judicial and administrative side of the court. While oral argument and a full opinion. These innovations not an end in itself, an information system is a means include the following: adopting more stringent cri­ by which the court can increase effectiveness without teria in granting petitions for certiorari; scheduling adding personnel. preargument conferences in those cases where there In the course ofthe improvement projects described is a good possibility for settlement; and screening out above, the court has determined that the following appeals that are controlled by already existing case law or statute. capabilities must be developed. .. The results are obvious. The number ofdispositions Word processing before argument has increased 65 percent in two A preliminary survey of the options available to years, and the total for the 1978-1979 term was the court shows that it is feasible to develop a word exactly twice what it was in 1973. processing capability as part of an information The increase in dispositions before argument has system. Such a capability is essential to the coun's been very important. During the last six years the effort to make better use of existing resources. Word court has experienced a large growth in the number processing would have four prinlary applications: of cases docketed. For every five cases docketed in • opinion drafting; editing; indexing; and publish­ 1973, sevlm were docketed in 1979. While dispositions ing, including telecommunications with BI/,cam- '. after argument have increased, the numbers have putenzed typesetter; ':1 not been large enough to close the gap between filings • legal/administrative directories and repoJ/J, such and dispositions. Consequently, the increase in dis­ as lawyer lists, disciplinary mailings p.ndh~ports, positionl3 before argument has been the lcey to keep­ judicial plans, budgets and annual reports; ing up 'Y.ith new filings a'nd avoiding further growth in the bucklog. • automated legal research and interface capabil­ ... ities with LEXIS and WESTLAW (legal time­ Nevertheless, despite these accomplishments the sharing services);

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50 WORD PROCESSING IN THE COURTS Appendix B 51 • automated accounting, including an accounts registry. This system would provide a much more receivable system for the collection offines, costs B. Satisfaction of functional and performance efficient and reliable method for tracking the pay­ requirements addition to an increase in the same transac­ and restitution, as well as an internal aUditing ments of fines, costs, and restitution. The usefulness tions, there will be enhancements to the sys­ and fiscal control system. This document sp~cifies what wo would like of word processing to the court's administrative and the system to accomplish. The vendor's pro­ tem, both known (hru."dware interface to supervisory responsibilities is just as obvious. The posal should be aimed at satisfying the func­ another CPU) and unknown. A full·time pro­ Automated case tracking court now prepares multiple drafts of a variety of grammer/analyst will be assigned to this reports before publication. Word processing would tional requirements, rather than at concen­ Individual case monitoring, automatic docketing, trating on the technical details presented, project to participate with the v~nd\)r in all and automatic noticing are the primary functions reduce that need and allow staff to be used more phases ofthe project so that he/she will be.able effectively. The same holds true for mass mailings since the latte'l reflect the realities of the which are part of a case tracking capability. The existing data processing environment rather to maintain and enhance the system in the and the repetitive con'espondence and notices the future. To meet this criterion, the vendor should National Center for State Courts in its study "The than the one envisioned. show: Appellate Process in the Rhode Island Supre!lle court sends out. C. Cost Court" recommended that the court assume active The proposal should specify a fixed price bid, 1. How the initial hardware and software supervision over cases throughout the appellate I. System goal and objectives broken down into two components: configuration can be expanded to process process. Implementing the recommendation will re­ A. Goal 1. Hardware cost three times the volume, and how it can be quire the capacity to monitor status an~ comJ?~ance 'lb complete the development of a comprehensive, The configuration envisioned includes, in further expanded to meet other known and with procedures on a case-by-case basIS. IndiVIdual automated information system for the Rhode addition to a central processor and main unknown enhancements. Costs of expan­ case tracking is a large enough task in itself to justify Island Supreme Court. memory, sion should also be presented. an automated information system. B. Objectives • 7 CRTs located on various floors at 250 2. The role our programmer/analyst would Publishing the Rhode Island Reports, the official 1. 'lb acquire and install hardware that can Benefit St. play in the development. l'ecord of the court's opinions, has become increas­ support the information system that has been • 3 printers (2 letter quality, 1 line printer) E. DeVelopment time ingly difficult for the court. The cost of printing and designed for the court capable of handling both on-line and Since one of this project's goals is to speed the long delay between the filings and the publication 2. 'lb develop, in phases, the three basic functions batch-printing requirements judicial processing, timeliness is essential. which the system must have: of opinions are among the major problems. Four • disk storage capable of handling data The vendor should indicate how long each years ago the cost of publishing each volume was • on-site word processing (text editing) and storage as outlined in the Qesign statis­ component will require and how this time $15,000. The price has climbed to $22,600 for th~ last storage with the ability to provide random tics, plus any system overhead (program commitment will be met. completed volume and to $25,000 as the lowest bld on access to stored material, cumulative indices libraries, etc.) F. Reliability the next contract. Along with inflation, the principal of current decisions, citations and key words • communications capabilities to the host The vendor should comment on the reliability reason for these increases is the antiquated method (when those items are specified), and a CPU and service of the hardware along with what used to publish the volumes. Currently the court means of transferring text to a computer provisions (warranties, etc.) would be avail­ provides typewritten copies of each opinion to the typesetter • backup (while the Supreme Court does able to ensure software reliability. printer. The opinion is then set in uhotlead" and page not have the high backup requirements • on-site data processing and storage for sel­ of, for example, a funds transfer applica­ G. Financial stability proofs are sent back and forth to the court until all ected applications One risk in dealing with outside vendors is the erroi:'S are corrected. The process is slow and tedious, tion, a failure that would leave the system • simultaneous communications with a host unavailable for more than half a day possibility of financial failure during the and therefore, it is reasonable to expect cost increase$ project. To assist in evaluating this likeli­ until modem technology is introduced. computer at the Rhode Island Division of with any frequency (i.e., less than 99 Information Processing percent uptime) would have serious conse­ hood, the vendor should include financial The time consumed by the publishing process has quences; accordingly, some sort of "cold information. grown just as significantly. 'lbday it takes almost two H. Geographic proximity years from the filing ofthe last opinion in a volume to II. Evaluation criteria standby" backup would be required) final publication. The practical effect is that opinions Eight major selection criteria have been identified. • environment-the environmental require­ A means of reducing another of the risks that were filed by the court in 1977 have yet to be In order of importance they are as follows: ments (electricity, floopng, temperature, inherent in dealing with an outside vendor is published. This hampers the operations of the court A. Credibility humidity, etc;) that must be met (this to facilitate the ease of communication be­ itself, the lower jurisdictions, and the bar in general. The vendor must guarantee prescheduled deliv­ ip,formation will be used to determine site tween vendor and customer. The vendor preparation costs, as the equipment will should indicate the location of the office from The court estimates that the introduction of a word ery. 'fo minimize this risk, one question that will will processing/computerized typesetting system would be raised is, "Is it reasonable to expect the system be installed in a normal office environ­ which development and service work. reduce delay from two years to four months. ment at the Supreme and Superior Courts to be delivered within the cost, time, hardware, Building) III. Bid proposal format There are a variety of other uses for the proposed software, and personnel constraints gutlined in A. General word processing capacity. One of the most important the vendor's proposal?" The evaluation will take - ~. Software would be as part of automating the court's case two forms: A fixed price for the entire system must be The bIdder's response to this Request for processing system as described above. This applica­ 1. An evaluation of the vendor's track-record in specified indicating the costs associated Proposal shall be made according to the tion would provide automated docketing, noticing of • turnkey development projects with startup. specifications set doW!. in this section, both for content and for sequence. As the bid attorneys, and calendar preparation. Another key • word processing development projects • system design , use would be the development of an index of the • vendor support (education, training, etc.) proposal shall be used to determine the bid­ • government projects der'scapability, it should be specific and issues decided in the opinions filed by the court. The 2. An assessment of • documentation design of this index would not differ to any great • implementation complete in every detail. The proposal should • hardware selections • maintenance be practical, clear, and coherent. degree from the manual versions that currently exist. • software tools recommended (operating sys­ However, the data processing capacity would provide D. Expandability/flexibility The Supreme Court shall provide no finan­ tem, language, generalized software pack­ cial assistance to any bidder for preparation a much more comprehensive and accessible system ages or features) An anticipated annual growth of 15 percent to support the court's research needs. over a project life of seven years means that of the proposal. However, the court will make • personnel commitment to the project, both the system must be able to handle three times available to bidders relevant user data and Another important application would be an numbers and qualifications of key personnel information. r , accounts receivable system ttl be used by the central the initial capacity. This applies to data stor­ who will be assigned age, transac#on throughput, and printing. In The bidder should not necessarily limit the bid responsetollie performance of the ser- --''''-~-

':' 52 WORD PROCESSING IN THE COURTS I Appendix B 53 I tional of the equipment and software in­ vices in accordance with this document, but I access to the data. cluded in the bidder's proposal (minimum will be used both to display and to update should outline any additional services and Describe the system used for the identifica­ master files. their cost if the bidder deems them necessary reference to Part II, C.1, 2). tion and reporting of softw,'ll'e malfunc­ This communications capability is essential to accomplish the program. tions. Clarify the relationships between The bidder will submit six complete copies 6. Statement of bidder's qualifications to the court's aim of building a distributive this system and any system used to report information processing system. A comprehen­ of the proposal and any related information hardware malfunctions. Complete copy of Form 4 concerning bid­ in sealed envelopes to: der's qualifications and submit as part of sive statewide judicial information system Discuss any additional chargeable soflr requires that information about cases be avail­ State of Rhode Island and Providence ware packages, features or languages that the proposal package. Include any addi­ able to other courts and offices. Further, it is Plantations the bidder feels might be of interest, with tional information which the bidder con­ essentj.al that case tracking and comprehen­ Division ofPurchasing charges and requirements for such features. siders to be pertinent to his qualifications. sive Climinal histories have (where legal) 289 Promenade Street 3. Vendor support Provide the nEllne, address and telephone relevant information from all the courts. A Providence, Rhode Island Describe the capability of providing train­ number of the individual(s) within the telecommunication capability allows this. ing for analysts, programmers, and oper­ bidder's firm authorized to negotiate and sign a binding contract in the event that Nevertheless, there are numerous applications A bidder's conference will be held 011 May 6 ators. Document the scope of training, the bidder's proposal is accepted. that should be developed and maintained at the Providence County Courthouse, 7th frequency, and location as well as associ­ more appropriately on a small standalone floor, 250 Benefit Street, Providence, Rhode ated costs. Also state whether hardware IV. Specifications mainframe. An accounts receivable system Island, at which time all bidders will be given Iillnilar to the proposed is available for for fees, costs, and fines is a good example of an opportunity to ask questions concerning training prior to delivery. The three basic functions which the system must such an application. The maintenance of the Request for Proposal. The conference will For each person whom the bidder will perform will be developed in phases. cumulative indices (mentioned above) as well begin at 10:00 a.m. Proposals will be delivered make available to support the system (in­ A. Word processing (phase 1) as computer-assisted legal research are other no later than 12:00 noon on May 23. An stallation, systems, maintenance), provide The word processing function will be the first examples of instances where a local main­ announcement of the vendor selected for pur­ the following: title, responsibility, past to be developed, primarily because ofthe large frame would be most appropriate. Such a poses of contract negotiation will be made on experience, resident office. backlog of opinions that have yet to be pub­ mainframe with a communications capability approximately June 6. 4. Delivery schedule lished. The court has decided that addressing is the most cost-efficient option. B. Specific format State the dates on which all hardware and the word processing needs immediately is not C. Data processing (phase 3) The bid proposal is to be completed in six software requisite for initial operations only a cost-effective approach but also avoids The local, standalone data processing system separate sections, with a cover page identify,· could be located on site. compounding existing problems. If possible, will be programmed (in COBOL) to handle ing each section. Pages in the proposal are to State the date by which all hardware and the development of the other functions (data transactions and files that are to be main­ be numbered consecutively with the Table of software in your proposal could be fully processing and communications) will start tained solely within the court. It will also be Contents designated as page 1. Proposals operational. before this phase is finished. The court antici­ designed to allow the operators to UpdSlts> must be presented in the following sequence: 5. Cost data . pates that the word processing software pack­ repm*"s prepared OIl the host system and 1. General A complete disclosure of all cost to the ag&prvviaedby the vahdor will meet most of transmitted to the local system. After updat­ 2. Hardware/software its needs. There are, however, applications ing is complete, the new transactions will be issuing agent associated with procuring, that are particular to the court. 3. Vendor support transporting, instalnng, and making oper­ communicated to the host system, where they 4. Delivery schedule A good example of this is the capacity to will update a master file. As indicated above, 5. Costdata ational all hardware .in the bidder's pro­ posal must be made available in this sec­ create and automatically update indices of the local hardware must be able to handle all 6. Statement of bidder's qualifications tion. Use the form provided plus any the cases and statutes cited by the court in the three functions (word processing, telecom­ Specific outline instructions by section follow. additional information you believe relevant opinions. This is a use that is particular to the munications) and local data processing) simul­ 1. General for this purpose. legal environment. taneously without degradation. Submit with your proposal a letter oftrans­ Discuss and explain each of the available The final step in this phase will be the The court expects that this system will mittal; a brief executive summary with plans (Purchase, lease, rent) that the bid­ "backloading" and processing of the opinions provide calendar control and case monitoring conclusions and recommendations; and a der's firm offers as it relates to this proposal. yet to be published. The backloading will reports, be used in maintaining an automated completed Rhode Island Division of Pur­ Include a copy of the bidder's standard begin at the same time as the regular opera­ docket and in producing the court~s calendar chases Bid form (see attached). tion ofthe system. In this way the court hopes 2. Hardware/software contract for the type of plan offered of scheduled events. In concert with the word • vendor support costs (education and to be current in a relatively short time. Other processing component, the data processing Submit information on the device proposed word processing applications have been given as well as sizes or capacity where training, location and miles from installa­ system will also provide automatic noticing of tion to training facility); vendor a lower priority. Administrative applications, participants as to scheduled actions. The appropriate. ~ystems such as report preparation and editing, auto­ Provide a complete description or technical engineers/analysts/programmers (ex­ system will also be used for the collecting, plain in detail) matic letter writing and other judicial appli­ storing, and reporting of management statis­ manuals describing the software: cations will be deferred until the telecom­ • documentation costs (technical manuals tics. Since this will involve both Supreme • language supported munications and data processing phases are Court and systemwide data, the telecommuni­ and programming aids, quantity of each complete. • ease of programming and costs) cation capacity will be needed for this • flexibility in format of inquiry, update, B. 'Thlecommunications (phase 2) application. output Itemize each chargeable software package, The host system (at the Rhode Island Division routine or function which is included in the • communication capabilities with host ofInformation Processing) will mai:ntain mas­ V. Performance requirements computer vendor's proposal. Statet-he monthly rental ter files of all data processing records. The cost and purchase price for each. Also A. CRT response time Provide detailed descriptions of features of local system will be designed to do word indicate proprietary rights to software. processing and telecommunicate with the The CRT response time is measured as the the software proposed that will assist in List and identify any other cost to be elapsed time between the depression of the protecting the privacy and confidentiality host system at the same time. The display charged to the issuing agent relative to the terminals which are part of the local system "send" key and the appearance on the screen of the stored data, as well as unauthorized procuring, installing and making opera- of the first character of response. Based on the •

I! Appendix B 55 54 WORD PROCESSING IN THE COURTS current level of security be maintained; that basis of jurisdiction, and by type of mix of a typical day's work, 90 percent of the following stages, depending on the indi­ Supreme Court services not be interrupted; appeal; dispositions reported by manner transactions must have a response time within vidual justice's preference: the initial draft­ that the statutes and rules pertaining to the of disposition and the decision of the 3 seconds, and 98 percent of the transactions ing of the opinion; or revisions subsequent appellate process serve as constraints. court must have a response time within 8 seconds. to finalization. It will end with the publica­ The Supreme Court clerk's office has a need • summary of pending cases: monthly and B. Printer response time tion of the Rhode Island Reports. The for detailed case information to assure that annual statistical reports offilings await­ A hard copy document, instead of a new highest priority will be given') to the simul­ case files are complete and to schedule hear­ ing disposition; pending cases reported screen, is produced by a number of CRT taneous entry of the opinions awaiting ings on cases, as well as a need to produce by offense category, by age (within sev­ transactions, with response time measured as publication and the opinions currently form notices that could be prepared automat­ eral ranges), and by stage in tlle ap­ the time between depression of the '(send" key being filed. ically. The administrative assistant to the pellate process and the appearance on the printer of the first 4. The secretary to the assigned justice will Chief Justice and the Appellate Screening • average processing times: monthly and character. Based on the projected mix of require the capability to Unit under his supervision also need some annual statistical report of the median transactions, 98 percent of the on-line print­ • revise only portions of the opinion detailed case information to identify proced­ time between processing stages; times ing must have a response time of less than 2 • copy standard text from another docu­ ural errors or missed deadlines. reported by type of appeal minutes. ment into the current opinion Summary information on Supreme Court • caseload projection: monthly and annual • move sentences and p,(,U'agraphs within activity and pending cases is required by the tracking report of trial court decisions VI. Detailed requirements the current opinion chief justice and the associate justices of the and of appeals filed in trial courts; decis­ A. Opinion processing • search through the opinion for a word, or court to support their scheduling and policy ions reported by offense category; appeals 1. There are five general requirements on words, and to replace these with other decisions. reported by offense category, by appeal­ processing opinions: words The accounting unit for Supreme Court ing party, and by stage in the process; • that the current level of security be • enter heading information only once activity is the appeal or miscellaneous petition both decisions and appeals reported by maintained • repaginate automatically (original action). This unit is not necessarily trial court • that the requisite indices. be generated • change the format of the opinion after it equal to defendant or case units used in trial 2. Screening appeals via the initial entry of the text onto has been keyed courts. A single case or even defendant may • exceeded time limits: monthly exception magnetic media • type without regard for hyphenation or account for several appeals while a number reports listing cases where time limits • that the headnotes be appended in such a margins of cases or defendants may be consolidated have been missed by either party at any way as to allow for accessing them as an • locate the sections to be revised without into one appeal. It is acknowledged that of several stages; exceptions reported by index searching through each page while measures of Supreme Court activity stage at which deadline was missed and • that the opinions awaiting publication 5. The court secretary will require the capa­ require dispositions in terms of appeals or by party responsible be entered on magnetic media simultan­ bilityto original actions, dispositions may also have • sentence review cases: monthly list of to be recQrded according to trial court cases or those appeals to the Supreme Court that eously with the opinions ready to be filed • access aU case title ;md citations in the ~ that t..~a proofreading process be reduced defendant units. concern cases where sentence review ap­ opinion, as an index Counting and tracking appeals must begin peals have been filed in the trial court; to one proofreading • proofread the opinion only once 2. The project will address the Supreme in the trial courts where these appeals orig­ these appeals reported by the processin.g 6. The administrative assistant to the chief inate. Caseflow reports on the time taken at stage of the sentence review in the trial Court's need to publish the Rhode Island justice will require the capability to Reports more promptly. At present the each stage of the appellate process require court and by disposition of the review in publication of these reports includes the • store the headnotes as glossaries t,hat processing time be calculated beginning that court following processes: • index the headnote summary at the decision in the trial court and continu­ 3. Docketing cases, notifying parties, and • generate the indices automatically ing through several steps before the appeal is scheduling hearings • initial drafting of the opinion B. Supreme Court management information docketed in the Supreme Court. Counting trial • docket book: immediate list of all appel­ • revisions prior to review by the other system justices court dispositions and appeals filed before late process transactions for each appeal The Supreme Court management information they are perfected and transferred to the or original action • revision prior to finalization system project will address the Supreme Supreme Court is necessary for calculating • notices and requests for briefs: form let­ • revisions subsequent to the grammarian's Court's need to monitor and track cases as appeal rates and compiling other information ters sent to attorneys at the time an review they progress through the Supreme Court useful for caseload projections. appeal is docketed • revisions subsequent to citation checking judicial process. The system will encompass 1. Monitoring Sl,.\preme Court activity and • ready for oral arguments list: monthly • proofreading subsequent to final approval the following portions of the Supreme Court's workload· list of all appellate cases ready to be • filing the opinion with the clerk's office caseload: criminal appeals, including state's • court activity summary: monthly and scheduled for oral argument by type of • dissemination of photocopies appeals prior to trial; civil appeals, including annual statistical reports of filings and appeal and with indication of mortths • appending headnotes to each opinion certified questions oflaw; petitions for writs of dispositions; filings reported by offense each case has been on the list; possibly, • typesetting the opinion certiorari; petitions for writs of habeas corpus; category, by trial court or other source, by arranged by pre-assigned priorities • proofreading galley proofs and other miscellaneous writs and petitions. .. • revisions subsequent to galleys The data collection process will begin with I: • preparation of page proofs the filing of a notice of appe,aI or a petition an.d ~' • creation of requisite indices will end with receipt of the final Atlantic I • pagination of indices entries Reporter citation. Both operational and man­ \~ • typesetting indices agement reports will be considered by the • printing and binding information system. As usual, the outputs 3. The proposed system will concentrate on with the highest priority for automation will all ofthe above-mentioned elements except be implemented first. dissemination of photocopies and printing There are three general requirements for and binding. It will begin at one of the the Supreme Court clerk's office: that the

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Appendix B 57 56 WORD PROCESSING IN THE COURTS

TRANSACTION VOLUMES/STORAGE REQUIREMENTS 1 High-speed printer Present word processing applications Input (lines/day) (60 characters/line) Output (lines/day) (60 characters/line) 2 Letter-quality printers Processing of opinions in Supreme Court and decis­ 1 Twin-sheet feeder ions in lower court. Funcllon Average Minimum Maximum Funcllon Average Minimum Maximum Thlecommunications Preparation of orders and notices. Opinion drafts 900 200, 11000 Opinions 450 120 5550 Oral argument calendar and other calendars. Opinion Indices 165 50 8170 General orders 10 6 15 Compatibility necessary between this system Record of child support payments is maintained in General orders 18 12 24 Headnotes 150 40 1850 and another system juvenile court. Headnotes 190 41 2000 Form letters 1400 940 2800 Form letters 1700 1000 3000 Reports 730 560 2800 This system had to be compatible with a host Case tracking by public defender. Reports 1300 1300 4000 Case processing 1570 750 3120 computer at the Rhode Island Division of Informa­ Reports, correspond )nce, personalized letters, mass Case processing· 500 500 600 reports tion Processing. mailings. File maintenance" 3900 2600 5200 "(characters/day) Storage Requlreme~1s (characters) System components as of January 1984 Special word processing capabilities used Systemj There is extensive use of glossaries in the Rhode Inquiry (number/day) (1920 character screen) Funcllon Average M,nlmum Maximum Central processing unit (used by Supreme Court and Island operation. Wang glossary capability is similar Opinions 16,780,800 8,390,400 33,561,600 Superior Court) to a programming language and is not limited to FuncUon Average Minimum Maximum (Including general Tape drive phrase storage. Complete applications, such as the Cross-reference orders and 15 3 30 headnotes) Fixed and removable disk storage selection of cases by judge from the oral argument Docket 10 5 20 Opinion Indices 12,060 4,380 116,160 2 Floppy disk drives calendar, can be handled using glossaries. Use of Summary 20 10 40 Form letters 208,800 104,400 417,600 30+CRTs math program ha.CJ been incorporated into the gloss­ Opinion Indices Reports -Cases reported 43,800 33,600 120,000 5+ Letter-quality printers aries. Glossaries have been written to standardize the Case processing file 2,100,000 2,400,000 -Orders reported 1,080,000 _.2 Line printers typing of opinions. Much of the manual set-up of -Cases cited .Twin-sheet feeders standard documents has been eliminated by gloss­ -Statutes & rules cited Telecommunications equipment aries. Standard glossaries available from Wang -Digest System 2 Laboratories have been modified for the Rhode Complaint! 25 15 40 Central processing unit (used by other trial courts) Island courts' use. respondent 60+CRTs There is extensive use of document assembly/merge. Index 20+ Printers In addition to the standard use for personalized Fixed and removable disk storage letters, this capability is also used in glossaries. Line printers SITE REPORT Matrix printers !, 'Thleco~municationsequipment Training process After selection and installation ofa system in 1980, a Wordprocessmgcapabilitiesrequiredas stat.ed 'Thpe dl'lVe Several individuals were initially trained by the report of its equipment and dperation was made in in request for proposal vendor on the basic operation ofthe system as well as 1983 by National Center staff. Block-move/copy, global search and replace, word Location ofterminals on advanced functions such as glossary writing. wraparound, headers/footers, search, glossary, file Distributed, at secretarial and professional staff Training is now in-house and handled by two indi­ Name of court select, system security, telecommunications, stored desks. viduals. This training program is superior to the Rhode Island Judicial Systems and Services (RIJSS) multiple fofulats, automatic page numbering, pagi­ vendor training. Glossaries have been written so that Rhode Island Supreme Court nation, repagination, insert/delete, document assem­ Integration of word and data processing files new operators can have hands-on training to learn bly/merge. It appears that data and word processing are not the basic operation of the system. This is a sophisti­ Equipment using each other's files. Itis anticipated there will be cated method of training and could serve as a model Two Wang Virtual Storage Minicomputers Reasons for selection of system . greater integration in the future. for other courts . Satisfied hardware and software requirements. Date of installation Reliability of system, vendor support, and ease of 1980 operation confirmed by other organizations using the same equipment. Method used for selecting equipment Lease options were favorable. Request for proposal was sent to eight vendors.-- Expandability and flexibility of system. Capability of the.system to generate indices of cases Word processing applications as stated in and statutes cited in opinions. request for proposal 1. Opinion processing, indexing of opinions, and Word or data processing system in court before capability of telecommunicating opinions from the present system was selected word processor to a typesetter. No word processing system. 2. Preparation of directories, reports, lawyer lists, No data processing system.' '~" judicial plans, budgets, annual reports, and . lengthy mailing lists. Equipment to be purchased accor~~ re­ 3. Capability of doing automated legal research quest for proposal , I -j using LEXIS and WESTLAW. i Central processing unit '.I 4. Automated accounting system. 7CRTs /,1

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APPENDIXC Telephone survey offive courts using word processing

Note: Information was gathered in 1983 on the Court word processing systems used in five courts in order West Virginia Supreme Court of Appeals to determine locations for site visits. Person contacted Court 'led Philyaw Alabama Supreme Court Assistant to State Court Administrator Person contacted System used Louise Livingston IBM Displaywriter Assistant to Ms. Norwood Configuration System used Standalone A. B. Dick Magna m Applications Configuration Text editing (opinions) Standalone (3 terminals) Applications Court Text editing Court of Appeals of Georgia Personalized letters wferson contacted Mass mailings ,fC'AIton Hawk, Clerk Comments System used They are using the glossary capability Lanier for sentence/phrase storage and are beginning to do alphanumeric sorts. Configuration I Standalone (3 te~als) i The A. B. Dick system is not suitable for "", prepripted forms. Applic.:a~ons , ) - \ , _~ ~-",~.-=~...... ;::o..:,,-=-_.=~...::::-'~ -=,=-:;.;::",,~"'~::.:.~~=.-_ o!'. ~te9iti,pg ." •... 0 .=. ~~, "" 'II Comments 1/ They were at 'one time entering docket '} Court ( \ on word processing systems, but have District of Columbia reverted to manual method. t: I, Person contacted ; " John Meggers Administrative Assistant to Court '" Mr. Polansky Texas Probate Court (Houston) System used Person contacted Compucorp , JudgePatGregory .. Configuration " System used Combination of standalone and Alpha Micro shared-logic Configuration Applications Shared-logic (5 terminals) Text editing Applications o IjJ·\ Personalized letters Text editing Mass mailings Records proceSBing (operational case Comments processing) \ ; Standalones in executive offices, chief Personalized letters justices, retired judges chambers, court Mass mailings of appeals. Shared-logic system in court Comments' reporters section. Programs are being They are beginNing to set up files written in BASIC to determine what for alphanumeric sorts and selective , can be done on word processing. retrieval.

59 \ , Preceding page blank ..

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I.~ I. National Center for State Courts The National Center for State Courts is a non­ profit organization dedicated to the modernization In carrying out its purpose, the National Center I of court operations and the improvement of justice acts as a focal point for state judicial reform, serves at the state and local level throughout the country. as a catalyst for setting and implementing stan­ It functions as an extension of the state court dards of fair and expeditious judicial administra­ systems, working for them at their direction and tion, and finds and disseminates answers to the providing for them an effective voice in matters of problems of state judicial systems. In sum, the national importance. National Center provides the means for reinvesting in all states the profits gained from judicial ad­ vances in any state. ...

BOARD OF DffiECTORS

W. Ward Reynoldson Robert C. Broomfield, Chief Justice, Supreme Court Edward B. Mc Connell, ofIowa Presiding Judge, Superior Court of Maricopa County, Arizona Executive Director, President National Center for State Courts Haliburton Fales, 2d, Edward F. Hennessey, Robert C. Murphy, White & Case, New York City Chief Justice, Supreme Judicial Chief Judge, Court of Appeals Court of Massachusetts William H. D. Fones, of Maryland President-elect Justie-e, Supreme Court of Tennessee John T. Racanelli, Lester Earl Cingcade, Presiding Justice, California Administrative Director of the Vernon M. Geddy, Jr. Court of Appeal, First District Courts of Hawaii McGuire, Woods & Battle, Vice-President Williamsburg, Virginia Arthur H. Snowden II, Administrative Director B. Don Barnes, Charles V. Johnson, of the Courts, Alaska Court System Chief Justice, Supreme Court of Judge, Superior Court, Oklahoma King County, Washington Leo M. Spellacy, Presiding Judl{e..",Courlcff)ummbn Dorothy T. Beasley, Gladys Kessler., , . . ~.PJf> .. sotGuYa1ioga County, Ohio J) Judge, State Court of Presiding J 1!dge;.ErunHyDlVision, Fulton County, Georeia ,~SuperlorCourt, District Charles H. Starrett, Jr., :-:.. ...'--:.:.:":>-~-.-.; .. -.... .- of Columbia Court Administrator, Court of George C. Berry, Common Pleas of Allegheny Judge, Probate Division of the County,Pennsylvania Circuit Court, Missouri ) OFFICES AND MANAGEMENT STAFF .. 'U

Headquarters 300 Newport Avenue Northeastern Regional Office C) Center for Jury Studies Williamsburg, VA 23185 1545 Osgood Street North Andover, MA 01845 300 Newport Avenue Edward B. Mc Connell SamuelD. Conti,RegionalDirector Williamsburg, VA 23185 Executive Director G. Thomas Munsterman, Dz'rector Southeastern Regional Office . Keith L. Bumsted 300 Newport Avenue Institute on Mental Disability Director for Administration Williamsburg, VA 23185 and the Law 300 Newport Avenue and Technical Services co! James R. James, RegionalDirector Williamsburg, VA 23185 Linda R. Caviness Western Regional Office Ingo Keilltz, Director Director for Development 720 Sacramento Street and Central Services San Francisco, CA 94108 Washington Liaison Larry L. Sipes, Reglonal Director Hall of the States 444 N. Capitol Street, Suite 608 Institute for Court Management Washington D.C. 20001 1624 Market Street, Suite 210 Harry lV. Swegie, Denver, CO 80202 lVashlngton Liaison Harvey E. Solomon, Executlve Dlrector

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