Judicial Technology and Automation Committee
Division of State Court Administration
30 S. Meridian Street, Ste. 500
Indianapolis, IN 46204
Director and Counsel for Trial Court Technology
The Indiana Supreme Court’s Judicial Technology and Automation Committee (JTAC) and state Bureau of Motor Vehicles (BMV) are working together to help Indiana’s trial courts and clerks meet new federal rules requiring faster reporting of serious traffic violations by commercial drivers. The Federal Motor Carrier Safety Improvement Act requires that these major offenses be reported within 30 days in 2007 and within 10 days by 2008.
In 1994, the Abstract of Court Record (SR16) took an average of more than 53 days to arrive at the BMV. Today, as a direct result of the JTAC project, the average time has dropped to 1-3 days. If Indiana did not meet the new reporting requirements, there was a good chance the state would lose $34 million a year in federal highway funds.
JTAC has developed a secure, web-based application — INcite (Indiana Court Information Technology Extranet) — that allows courts and clerks to transmit this data via the Internet. It is available to all Indiana counties at no cost.
In 2009, the BMV/INcite application was upgraded to allow the courts to electronically send the most serious types of convictions, suspension and disqualifications for Operating While Intoxicated (OWI) offenses, and Drug Violation involving a Vehicle. In addition, the "Search" feature of the SR16s, along with a "Save Draft" feature, were included in this upgrade.
More than $600,000 of the grant funds were used for courts and clerks in 70 of Indiana's 92 counties to upgrade their existing case management systems, train employees, and to purchase new computers, copiers and fax machines.
Before implementation of this system, most SR16s were sent to the BMV by mail. More than 10,000 paper forms were received by the BMV each week, requiring 20 full-time employees to enter the data into the BMV computer system. Since JTAC created INcite, processing time for SR16s has been cut by two-thirds, and the number of courts sending information electronically has increased from 30 when the project first began to 320 today!
This new work will focus on allowing courts to transmit more serious traffic violations in real time and to electronically submit the Affidavit for Probable Cause for Operating While Intoxicated offenses and the Order of Conditional Probation (form SR17). This will ensure that approximate convictions, driving privileges suspensions and/or disqualifications get posted to the defendant's official driver record in a timely manner as mandated by state and federal law.
The INcite application offers many advantages over the hard copy SR16:
JTAC staff is working with courts and clerks in each county to help determine which option is the best for them, taking into account their current process.
To ensure the BMV receives the UTT (Uniform Traffic Ticket) or SR16 form, some counties send in multiple copies of the same conviction information by mailing or faxing. This duplicates effort for county staff and the BMV.
Others do not send in SR16s at the time of conviction, but wait until after a grace period to receive a payment. This is not compliant with federal requirements and counties now know that convictions must be sent as soon as possible.
Sending conviction information via electronic transfer, mail or fax within 10 days brings Indiana into compliance and will ensure data on unsafe drivers is readily available, thus keeping our roadways safer for all Hoosiers.
JTAC serves as intermediary between vendors and BMV, reviewing their test files to see if CATS (the BMV system) will accept them before they even send them in.
JTAC provides Microsoft Word templates of the SR16 for those counties that are now filling them out by hand.
A daily BMV run is now scheduled, so SR16s sent before 6:00 PM will get processed each night and therefore on the record the following morning.
BMV Phase I: 70 counties received a total of $529,601 in grant funding for system upgrades, equipment and training; and, 14 fourteen counties received a total of $21,276 for equipment with BMV Phase I carryover grant funding.
BMV Phase II: 33 counties received a total of $86,772 in grant funding for system upgrades, equipment and training.
JTAC provided 478 one-on-one training sessions to local courts and clerks.
JTAC staff is working closely with the BMV and will provide assistance.
If you have questions or problems, contact us toll-free at (888) 275-5822, or
Annette Page at annette.page@courts.IN.gov or 317-234-2876
David Steward at david.steward@courts.IN.gov or 317-234-3475
Deb Arnett at deb.arnett@courts.IN.gov or 260-316-7623
Debra Weatherholt at debra.weatherholt@courts.IN.gov
If you have any suggestions or feedback, please do not hesitate to contact us.