Central Services (CS) assists and facilitates the daily operations of the 18th Judicial District Attorney’s Office. CS primarily serves in reception; outgoing discovery; and managing all incoming and outgoing files and correspondences.
Incoming and Outgoing Files & Correspondences and Packages: On average, the Office will receive five pounds of mail daily. CS ensures that all incoming letters are opened and given to the correct employee. In addition, when officers drop off additional discovery, CS distributes it to the staff. CS will also manage deliveries of large items, like furniture.
Distribution of Official Documents: CS sends a quarterly retention report to 38 law enforcement agencies; distribute Rule 16 letters to all parties involved in the cases, both past and present; giving discover to defense counsel when an entry of appearance is made; distribute probation reports; and Notices of Rejection.
Reception Services: Reception serves as a front line between our office and the community. On a busy day, the Arapahoe County Office will receive an average of 70 calls and drop-ins may also occur. In addition, they receive or give law enforcement discovery, probation reports, and documents to defense counsel.
File Rooms: The secretary will pull dockets and ensure the correct document gets filed in the correct place. This is especially critical for County Court, as case files are not electronic and only on hard copies.
Colorado Criminal Justice Records Act Requests: Ms. Morrison manages the management and redactions of documents requested by CCJRA.
General Services: CS will also order supplies and snacks; maintain the copiers and printers; manage general maintenance problems with the county; and raise and take down the flag every day.
There are a total of 12 CS employees, who are led by Director Pat Morrison. Nine of these employees are in Arapahoe, and three are in Douglas. Two of the Arapahoe County employees work in County Court discovery; two work in Felony/Juvenile discovery; one manages all the incoming/outgoing correspondences; one is a file room clerk; and one is a receptionist. The three in Douglas County manage all CS responsibilities.
Going Digital: Converting paper files into electronic documents, and making them accessible online, significantly changed the efficiency of both CS and the rest of the Office. There are now printers in every courtroom so that District Court prosecutors can print the documents they need.
E-Discovery: While the effort to go digital has been steady, the Office still faces a voluminous amount of hard copy documents to scan. There are currently 105,000 files in storage, four file rooms in the Arapahoe County Office; and 21,000 County Court cases being added each year. CS works with the Director of Operations to ensure that the Office continues to make inroads converting these documents to electronic files.
Time and Money Saved: Up until November 2015, CS made two court runs a day. The purpose of the first run is to deliver papers the courts need in the morning, and this is still done today. However, the second run’s purpose was to deliver court files and then bring them back. Because of going digital, this second trip has been eliminated. This saves about six hours a week so that CS can put towards discovery.