Circuit Court Clerk

20 N. Public Square
Judicial Building
Murfreesboro, TN 37130

Juvenile Clerk's Office
P: (615) 898-7972
F: (615) 217-7120

General Sessions
Civil Division

P: (615) 217-0069
F: (615) 898-7801

General Sessions
Criminal Division

P: (615) 898-7831
F: (615) 898-7835

Circuit Court Civil Division
P: (615) 898-7820
F: (615) 217-7118

Circuit Court Criminal Division
P: (615) 898-7812
F: (615) 217-7119

Collections Office
P: (615) 217-7146
F: (615) 217-7118

Strategic Plan 2013

Strategic Plan for 2012 (PDF)
Strategic Plan for 2011 (PDF)

Changes to the strategic plan are noted in red or green.

Organizational Structure

Circuit Court – Civil

Circuit Court – Criminal

Court Collections

General Sessions Court – Criminal

General Sessions Court – Civil

Jury Administration

Juvenile Court

Records Management/Retention

Technology Administration

  1. Fiscal Management/Accountability
    1. Improve bookkeeping processes

                                               i.     Address audit finding

1.    Related to our current case management system

2.    New software will reverse these findings

                                             ii.     In contract with NewDawn Technologies for JustWare case management Software

1.    Go live scheduled for Winter 2013 / 2014

                                            iii.     Separate bookkeeping for General Sessions Civil and General Sessions Criminal Courts

                                            iv.     Separate bookkeeping for Juvenile Court

    1. Collections Department

                                               i.     Has a staff of four, a Collections Specialist, two Collections Assistants and an Admin Support

1.    Increase to a staff of six in order to assign one to each process.

a.    Traffic

b.    Circuit Civil & Juvenile

c.     Session & Circuit Criminal

d.    Session & Circuit Criminal

e.    Calls

f.      Admin Support

                                             ii.     Adding additional offerings from current vendors

1.    Garnishments/Wage Assignments

                                            iii.     Bringing in additional vendors

                                            iv.     Determine "drop dead" date for items to be turned over to collections agency

    1. Court Budget Management

                                               i.     Payroll tracking – To be tracked by each Clerk's Office (ONGOING)

                                             ii.     Office Supply ordering improvement (ONGOING)

1.    Use a standard list of products to order between offices

2.    Office supply ordering tracked by office

3.    Reduce printing quantities significantly.

                                            iii.     Copier Contract Management

1.    Better tracking of each copier's/office usage – holding users (and Clerk's Offices) accountable for usage counts

                                            iv.     Postage Reductions

1.    Email jury reminders


 

  1. Technology Management
    1. Customer service advances and improvements

                                               i.     Point of sale and internet payment processing (PENDING CMS)

                                             ii.     Scan and share documents via internet site (PENDING CMS)

1.    Ability to scan and share documents via email, intranet, or internet

    1. Case Management Software(CMS) improvements (ONGOING)

                                               i.     Identify modules that can be added as to not overwhelm the transition

1.    Jury Management

a.    Go live scheduled for Oct/Nov 2013

                                             ii.     Add modern printing capability to reporting and receipting (PENDING CMS)

1.    Receipting will be done through a receipter rather than a standard printer

2.    Reporting/Dockets print to laser jet or document center printing

    1. Building upgrades

                                               i.     Information Monitors throughout Judicial Center (PENDING CMS)

    1. Implement some type of Enterprise Software (Office 365) solution throughout court

                                               i.     Unified word and data processing applications

                                             ii.     Update SharePoint software

  1. Extra-Agency Interaction/Support
    1. Build up communication between the offices of the Clerks of Court via SharePoint

                                               i.     Disseminate information/updates

                                             ii.     Store scanned documents and files

                                            iii.     Create and maintain Standard Operating Procedures

  1. Statutory Liability
    1. Review consistency in documentation between offices

                                               i.     Staff should encourage the public to utilize the online forms

                                             ii.     Provide a place for onsite pickup of forms for each office

                                            iii.     Mittimuses in General Sessions

                                            iv.     Information to Pro Se litigants

1.    Public Relations efforts in each office

    1. Records Management

                                               i.     Destruction of Evidence (ONGOING)

1.    Regular submissions for destruction of records to the Records Commission, each meeting

                                             ii.     File Archiving

1.    Circuit Criminal

a.    At archives through December 1990

b.    Ready to move to archives through October 1992

c.     Preparing for archives through December 2003

2.    Circuit Civil

a.    At archives through November 1989

b.    Ready to move to archives through January 1991

c.     Preparing for archives through _________

                                            iii.     Scanning/microfilming project

1.    Register of Deeds office using archiving budget to scan/microfilm minute books

a.    Juvenile Court minute books to be scanned/microfilmed and indexed

  1. Staff Development
    1. Employee Training

                                               i.     Lunch and Learns

1.    Topics specifically chosen or requested by staff

2.    Topics chosen by  needs seen upon review of staff wide performance evaluations

                                             ii.     Monthly Employee Council in lieu of Quarterly Staff Meetings

1.    One representative from each department

a.    Serves on council for six months

b.    Acts as liaison between elected official and frontline staff

2.    Strategy and Long Range Planning

3.    Assess current needs

                                            iii.     Annual Budget and Finance Review each July

                                            iv.     Standard Operating Procedures

1.    Analyze process for use with software upgrade (ONGOING)

2.    Determine best use of staffing levels

                                              v.     Specific Cross-Training project

1.    By Court Office

2.    Across Court Offices

                                            vi.     Language Training Classes for Front Desk Clerks and other clerks as needed

1.    Rosetta Stone has been purchased and available to clerks for language training

    1. Performance Measurement

                                               i.     Job Descriptions

                                             ii.     Performance Evaluations

                                            iii.     Individual Development Planning (Performance Action Plan)

  1. NEW JUDICIAL BUILDING
    1. Upgrade benefits gained from new building

                                               i.     Automated telephone system

                                             ii.     Higher counters/raised glass to protect front desk clerks

                                            iii.     Enclose bookkeeper in Sessions

                                            iv.     New carpet

                                              v.     New/updated bathrooms

                                            vi.     New workstations/desks

                                           vii.     Updated break areas

                                         viii.     New Sewer


 

                                                Updated and Completed from FY2013                                                  

 

  1.  Fiscal Management/Accountability
    1. Improve bookkeeping processes

                                               i.     Investigate technology to improve accountability

1.    Add shortcuts to current software (not available in the current version)

2.    Investigate user-friendly software that reduces the manual input (JustWare)

    1. Collections Improvements

                                               i.     Specific department/clerks (IMPLEMENTED JULY 2011)

                                             ii.     Garnishments/Wage Assignments (IMPLEMENTED AUGUST 2011)

                                            iii.     Adding additional offerings from current vendors

1.    Skip tracing database access (IMPLEMENTED OCTOBER 2011)

    1. Court Budget Management

                                               i.     Copier Contract Management (BEGAN 3rd QUARTER FY 2011)

1.    Replaced all old copiers with copier/fax/scan centers (COMPLETE 1st QUARTER 2012)

2.    Moved all fax operations to the centers, trained on scanner use, and set up network folders to facilitate scan usage (COMPLETE 1st QUARTER 2012)

                                             ii.     Postage Reductions (SIGNIFICANT REDUCTION AS OF 2nd QUARTER FY 2013)

1.    Utilizing scanner to email information rather than mail when possible (BEGAN 1st QUARTER FY 2011) (FIRST YEAR SAVINGS OF $7,977.46)

2.    New postage meter purchased by the County could potentially save office money on certified mail (SIGNIFICANT REDUCTION AS OF 2nd QUARTER FY 2013)

3.    Investigate the reasons/options for using certified mail (SIGNIFICANT REDUCTION AS OF 2nd QUARTER FY 2013)

  1. Technology Management
    1. Customer service advances and improvements

                                               i.     Scan and share documents via internet site

1.    Ability to scan and share documents via email, intranet, or internet (COMPLETE 2nd QUARTER 2012)

                                             ii.     Website update (IMPLEMENTED 4th QUARTER 2011)

1.    Online dockets (IMPLEMENTED 3rd QUARTER 2012)

2.    Designate Power User Tech Rep in each Clerk's Office (IMPLEMENTED 3rd QUARTER FY 2013)

a.    Maintain Review Site Information

b.    Answer mail

c.     Suggest news or related updates

    1. Case Management Software improvements (ONGOING)

                                               i.     Identify modules that can be added as to not overwhelm the transition

1.    Jury Management (JSI – GO LIVE OCTOBER/NOVEMBER)

2.    Possibly phase transition through Clerks' of Courts offices (GO LIVE IN ALL OFFICES AT ONCE)

                                             ii.     Hired Project Manager in concert with OIT to manage Case Management Software implementation (NOVEMBER 2011)


    1. Building upgrades

                                               i.     New Telephone System Jury Phone being VOIP (COMPLETED FY2012)

                                             ii.     Cameras in the front of each office trained on the front desk stations (IMPLEMENTED 2nd QUARTER FY 2012)

1.    Develop similar improvements for Juvenile Court Clerks' Office (COMPLETED 4th QUARTER FY2013)

                                            iii.     Higher counters or some kind of protection for staff (NOT FEASIBLE IN JUDICIAL BUILDING)

    1. Implement some type of Enterprise Software solution throughout court (IMPLIMENTING MS OFFICE 365)

                                               i.     Instant Messaging (MS LYNC – COMPLETED 1ST QUARTER FY 2014)

  1. Extra-Agency Interaction/Support
    1. Revision of Bonding Rules (COMPLETE MAY 2011)
  2. Statutory Liability
    1. Review consistency in documentation between offices

                                               i.     Online forms

1.    Also a place for onsite pickup of forms for each office

2.    Utilize the website more

                                             ii.     Mittimuses in General Sessions

                                            iii.     Information to Pro Se litigants

1.    New State Website (IMPLEMENTED 2nd Quarter FY 2012 – link available on our website)

2.    Public Relations efforts in each office

    1. Records Management (HIRED RECORDS MANAGEMENT ANALYST JANUARY 2013)

                                               i.     Destruction of Evidence (ONGOING)

1.    Undertook review of exhibits dating back to the 1980's

2.    Destruction approved by judiciary, the DA, and Records Commission (FEBRUARY 2012)

3.    Regular submissions for destruction of records to the Records Commission, each meeting

                                             ii.     Literal location of files (ONGOING – MOVING TO ARCHIVES)

1.    Will run out of space in current usable areas by April 2012

2.    Have not been able to move documents to Archives since 3rd QUARTER FY 2011

3.    Will begin boxing up records dating from 1995 forward (to achieve some space)

                                            iii.     Scanning/microfilming project

1.    Reviewed potential vendors for a full-scale back scanning project Selected a vendor to implement back scanning and microfilming of minute books (ONGOING)

a.    Circuit Criminal is virtually complete (CIRCUIT CRIMINIAL AND CIRCUIT CIVIL MINUTE BOOKS SCANNED, MICROFILMED AND INDEXED)

b.    Other vendors are cost prohibitive in light of the potential changes in the Case Management System

2.    Beginning an in-house, limited scanning project before moving records to Archives (IMPLEMENTED FEBRUARY 2012)

  1. Staff Development (ONGOING)
  2. NEW JUDICIAL BUILDING
    1. Upgrade benefits gained from new building

                                               i.     Automated telephone system

                                             ii.     Higher counters/raised glass to protect front desk clerks

                                            iii.     Enclose bookkeeper in Sessions

                                            iv.     New carpet

                                              v.     New/updated bathrooms

                                            vi.     New workstations/desks

                                           vii.     Updated break areas

                                         viii.     New Sewer

 

Links

Tennessee Administrative Office of the Courts

Justice for All
(A TN Supreme Court Initiative)

Online
Tennessee
Justice

(Free legal advice
& counsel)

Tennessee Open
Records Information

Tennessee Code Annotated

Rutherford County
Juvenile Court

Rutherford County
Chancery Court Clerk & Master

Rutherford County Seal

Rutherford County, Tennessee does not discriminate based on race, color or national origin in federal or state sponsored programs, pursuant to
Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d). Sonya Stephenson, Title VI Director.