The county is slowly progressing towards where they need to be in terms of adjustment to Odyssey. There are still approximately 500 cases that need to be retrieved from Archives and scanned onto the system. We have determined several reasons why these cases were not ported over from OJIN to Odyssey upon "go-live" in June.
1. For criminal misdemeanors or felonies constituting domestic violence, a "DV" or "DVA" is often tacked on to the end of the case number. Since all criminal cases do not necessarily constitute domestic violence, the postscript "DV" or "DVA" was left off entirely when porting over cases into Odyssey. This should not have been overlooked and most of the cases still needing to be scanned fall into this category. This creates a great deal of extra work for staff and was certainly very frustrating to court supervisors. This is an issue with the Odyssey vendor, Tyler Technologies, who we are currently negotiating with about this issue.
2. Cases prior to 1992 were not ported over. This accounted for most of the 50,000 cases that were not ported over to Odyssey. By statute, the Court must only hold cases in their court management system for 20 years. All cases prior to this will be kept on Laserfiche if concerned parties need to recall case information from an older case.
3. Some cases numbers were transposed on court documents written by hand. An extra number may have been added or left off by human error, making that case number essentially nonexistent. This is an error on the part of Yamhill County staff, and one that we hope will be eliminated with the implementation of the paperless system. There will be no handwriting to read/translate/transpose. Court supervisors hope that having typed records easily accessible on Odyssey will prevent much human error.
This unfortunately means lots of mundane scanning for all court employees, including myself. I have been included in some conversations with Tyler Technologies, the Odyssey vendor, and they are very apologetic for these errors. There are issues still popping up just about every day, six months after the implementation of Odyssey. In the private sector, this would be a huge issue. However, this is the public sector and inefficiencies are to be expected. I would anticipate most issues to be resolved by the end of 2012.
This is definitely an exciting and ever-changing opportunity!
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