The County Court of Victoria hears about 12,000 cases a year, including criminal and civil cases, and has jurisdiction over all criminal matters except murder and treason. As the County Court of Victoria heard thousands of cases each year, court staff struggled with overwhelming paperwork. A legacy case management system didn’t cover every process and was difficult to use. K2 Software helped the Court connect different IT systems, replace paper processes, and capture information electronically. As a result, employees save time and serve the public more effectively. The Court used Nintex Automation K2 to manage legal cases more efficiently, including completing documents, judicial orders, approvals, and audits.
Streamlining correspondence
Challenge: Slow and laborious process
The Court system knew it needed to modernize the way it managed a high volume of paperwork but wasn’t sure where to start or which technology to use. i2 Management, who handles their IT resourcing, recommended using Nintex Automation K2 to digitally transform several complex manual processes using business process automation.
The first process the Court tackled was the directions correspondence workflow. which generates hundreds of pieces of correspondence that had to be individually printed and assigned. According to Grace Ong, Digital Transformation Project Manager, “The process prior to [Nintex] K2 Five was manual and paper-based, involving our registry staff having to print emails and draft documents. There were literally trays and physical inboxes with documents awaiting review.”
Solution: Automated routing
WithNintex Automation K2, the process is much more straightforward and tightly integrated with the Court’s iManage CRM system, a common legal industry platform. The Court can now efficiently route any documents to the correct party, assigning appropriate priority levels to ensure the most critical documents are addressed first. When a document is routed to a judge or judicial registrar, Nintex Automation K2 provides more context regarding the case, which helps inform them to provide guidance for the decisions they make against the draft order.
Ong says, “The [Nintex] K2 Five solution is very flexible in terms of how the judge or judicial registrar prefers to work. Some may want to be a bit more detail-oriented and work directly on the order, which is great because we’re all working in the same document, providing us with version control and only one document to manage.”
