Case management onboarding

Welcome

Tell us about the agency bringing case management into eCourtDate. This intake assumes Standard onboarding is complete.

Agency name *The same name you used in Standard onboarding.Standard onboarding referenceFrom your Standard onboarding confirmation email, if you have it.

Has your agency completed Standard onboarding? *

YesNot yet

Case management lead

The person who knows how staff work cases day to day and can make configuration decisions.

Name *Job title *Email *Phone *

Confirmation email *We send the confirmation here.

Current system

Describe the system that holds your cases today and how your IT team can share its data.

Current system *

Where is this system hosted?On premises means agency servers. Internal cloud means your agency manages it. Vendor cloud means your provider manages it.

System versionThe version helps us plan the right connection steps. Leave it blank if you do not know it.

Choose None if cases are kept on paper or in spreadsheets.

What kind of system is it? *

Mainframe or green screenDesktop or client-server databaseWeb or cloud applicationSpreadsheets, paper, or none

In service sinceRoughly when the current system went live.Contract or support endsLeave blank if it is not set or does not apply.

How can your agency share its data? *

Either path works. Sample extracts are shared at kickoff, never through this form.

Flat file exports (CSV, TXT, or XLSX)Export the data to files and send them securely. Works for most agencies.Read-only database connection or database backupThe fastest path for large or complex histories.Not sure yetYour data access contact and your specialist decide at kickoff.

Can your staff export the data?Tells us whether a third party is needed to produce the data.Is the database documented?

Data access contact

The person who can grant read-only access or produce the exports, and who would sign an NDA if your agency needs one.

Name *Job title *Email *Phone *

Case model

Tell us what kinds of cases will run in eCourtDate, how they are coded, and how they are numbered.

New cases filed in a typical year *Where do charge or statute codes come from?

Can you export your code tables? *

Case types and subtypes, statuses, event and hearing types, disposition codes, the charge table, party roles, and document types. Mapping these is the first step of the migration.

Yes, we can export our code tablesSome of themNo

Does your state mandate case type or statistical codes?

Yes, the state mandates case type and statistical codesNoNot sure

Example case numberOne current case number, so we can match the format.

Case numbering *

Keep our existing case numbersRecommendedStart a new numbering scheme

Judges, courtrooms, and calendar rulesDeadlines and local rules that set dates

Daily workflows

Describe the work your staff do in the current system every day. This is where the configuration starts.

The three tasks your staff repeat most *Steps still on paper or re-keyedWork done outside the current system

Staff in the current system on a typical day

Reports and exports

List the reports and data exports your agency must keep producing. Each one is verified against your current output before cutover.

Reports your agency must produce *

Required by statute, funding, or oversight.

Does the state prescribe the exact report format?

Yes, the state prescribes the exact report formatNoNot sure

Reports other agencies run against your data

Can you share a sample of each report and export at kickoff? *

A copy of each one lets us verify the eCourtDate version matches before cutover.

Yes, we can share samples at kickoffNo

Connected systems

Tell us which systems exchange data with your current system today. You decide what stays connected.

Does a state justice broker or integration hub mediate these exchanges?

Yes, a state justice broker or integration hub mediates exchangesNoNot sure

How do those exchanges work today?

APISFTP or scheduled filesManual re-entryNot sure

Feeds a partner depends on every dayConnections that must stay after go-liveYour specialist confirms each connection at kickoff.

Sensitive records

Tell us about records that need extra safeguards, so access controls and agreements are in place before any data moves.

Does the current system hold balances, payments, or funds on cases? *

YesNo

Does the current system hold victim contact information for notification statutes? *

YesNo

Does your state require a CJIS Security Addendum or vendor fingerprinting?

Your IT or CJIS systems agency contact usually knows. Not sure is a fine answer.

Yes, our state requires a CJIS Security Addendum or vendor fingerprintingNoNot sure

Access rules

Migration

Decide what history comes with you. Nothing is uploaded here; sample extracts are shared at kickoff.

How much history? *

Your full history migrates intact; choose a shorter range only if policy requires it.

All historyRecommendedLast 10 yearsLast 5 yearsOpen cases only

Total cases in the current system *All years, all case types.Oldest filing yearWhere documents are storedDocument volumeScanned and electronic documents attached to cases.

How clean is your people and party index?

Duplicate people are the first cleanup task in most migrations.

Clean, few duplicatesKnown duplicate people or partiesNot sure

Who reviews the field mapping?This person approves the mapping and each mock conversion before anything moves.

Does your agency need an NDA before sharing data?

YesNoNot sure

Cutover and readiness

Tell us how the move should be paced and who on your side will carry it.

How should the move be paced? *

Phase by case type or divisionRecommendedStart with one division and expand on your timeline.All at onceEvery division cuts over on the same date.

Run eCourtDate alongside the current system before retiring it? *

Yes, run both until we are readyRecommendedNo, cut over on a set date

Target go-liveThe month the first phase should be live. Leave blank if not set.Training window before go-live

If the system is unavailable on go-live day, what is the fallback? *

Paper or manual processCurrent system stays available read-onlyNot decided yet

Who can your agency commit to the project?

A named project managerSubject matter experts for each case typeA finance lead who reconciles balancesAn IT or data leadSuper-users who will train others

Professional services *

eCourt AI is the modernization partner for courts and justice agencies. For case management projects it profiles and remediates your records before migration, independently verifies the converted data against agreed acceptance criteria, and keeps searchable archival access to the retired system.

Yes, include eCourt AI professional servicesRecommendedLet us discuss it at kickoffNo, our own team will handle it

Dates to avoidAnything else about the migration

Review and submit

Confirm your choices before sending them to the onboarding team. Nothing is configured until your agency approves the final setup.