Office of State Administrative Hearings (OSAH)

OSAH launched a web-based case management system (CMS) in 2017 as part of a multi-pronged effort begun in 2004 to achieve a paperless environment. Four judges agreed to pilot the new CMS and go completely paperless. The judges gave up file folders, folder labels, printing documents, and burning CDs or DVDs of hearing proceedings.

The CMS allows for documents to be generated and automatically attached to each case. Hard copies received in the mail are scanned using desktop scanners and attached to the case, and documents received electronically – by email, fax, or Citrix ShareFile – are downloaded and attached to the case. In addition, staff use dual monitors, which allow them to work more easily and efficiently with the CMS and attached documents. Citrix ShareFile makes it easy to transfer large files, case support documents, and digital recordings.

During the pilot, OSAH saw a 43 percent reduction in the use of office supplies such as file folders, folder labels, photocopy paper, CDs, and DVDs. In addition, the judges no longer needed to carry hundreds of file folders when they traveled to various hearing locations since they could securely access case documents on the web using a VPN.

Because of the success of the pilot, OSAH planned to expand use of the CMS to all 15 judges in 2018.