2006-03-08 CC Packet - Laserfiche WebLink

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.. '1 "1.,. ~ '] :1 :] '] :] ] J J J D IJ J t1 J ] J d Our fax system is unique in that documents faxed to the office are directed to e-mail instead of being printed. As a fax arrives it appears on the e-mail system and also notification is sent out to the appropriate cell phone(s). This system is especially helpful during the weekend so that quick action can be taken regarding people who have been arrested or if a police officer has a question. Our computer network is also equipped with a feature which allows for secure, remote access of our files. Together, these call routing, fax, and computer access features are helpful if the City needs a quick response at a time when an attorney is at home or otherwise outside of the office. . The computer resources of our office use a database system called TimeMatters. This system contains all of the contact information for clients and parties to litigation (including each person arrested or prosecuted by the City). It also handles scheduling, deadline warnings, billing, phone messaging, and e-mail traffic based on Microsoft Outlook. TimeMatters serves as a document creation system for documents produced using WordPerfect or Microsoft Word. Our office primarily creates documents in WordPerfect and Adobe. We have the most secure internet system available. Our e-mail is run through a secure internet server operated by the Lexis-Nexis Corporation (a corporation serving the legal industry). The office internet connection is contracted through Time-Warner. The connection has static IP addresses with a dedicated fIrewall using 128 bit encryption. We have a Gold maintenance contract for our Norton Corporate Anti-Virus protection allowing for real-time virus updates. Reporting Mechanisms We have systems and mechanisms in place for reporting on projects, requests and litigation. Each matter, project or prosecution is entered into our TimeMatters system. That database systems tracks the date and type of each court appearance, documents produced for each case, and amount of hours billed. We produce several types of reports which show billing and progress. Currently we provide detailed billing entries for all civil matters. Because of the requirements of the Minnesota Data Practices Act, we provide a tally of hours spent on prosecution matters and a separate report showing the progress of each case. The report describes each case by its identification number, type of charges, and then states the type and date of each court appearance. Accordingly, the City is protected from civil liability for errant disclosure of private data as no criminal suspect or defendant is identified in a billing or progress report. Responsive Time Frames All telephone calls are returned within a maximum of 24hours. We intend on treating the City of Centerville as we do Circle Pines and Lexington - and we have always viewed them as priority clients. The normal response time for inquiries from the Cities are generally much shorter than 24 hours and are often handled immediately. Requests for research depend on the scope or urgency of the project but are usually initiated within 24 hours. J ! In the event that the City presents our fmn with a question or matter which is beyond our expertise, we have preexisting relationships with a number of law firms to provide specialty -8-