Tarrant County Clerk: A First-Of-Its-Kind AI Implementation
Organization Profile
- Population: 2.16 million
- Department Spotlight: Tarrant County Clerk
- TEA Award Category: Performance & Innovation
Background
Deep in the Lone Star State, Tarrant County is gracefully shouldering an ever-escalating volume of legal proceedings through a first-of-its-kind implementation in Texas. The role of county clerks across the nation remains more critical than ever, as they encounter growing workloads and the urgent need for digital modernization. In a time when court clerks' offices nationwide are strained by the growing volume of court filings and demands for timely and more efficient service, Tarrant County Clerk, under the leadership of Mary Louise Nicholson, has emerged as a trailblazer, adopting artificial intelligence (AI) to transform and enhance its judicial operations.
Tarrant County Clerk was awarded a 2024 Tyler Excellence Award for Performance & Innovation, demonstrating the astounding capacity of technological advancements to overcome heavy backlogs faced by human staff, refocusing the workload rather than replacing the workforce. The shift towards new technology is a testament to the office's innovative approach to problem-solving, demonstrating that AI technology, when thoughtfully deployed, can be a powerful ally in streamlining processes while boosting the human element of public service.
The Challenge
Tarrant County, with a bustling population of 2.16 million, experienced exponential growth in court filings year after year, compounded by the increased backlogs caused by the pandemic. In an interview, county clerk Mary Louise Nicholson described the challenges: “The courts were opening back up, and we found ourselves with a backlog of thousands of e-filings.”
In an exhaustive review of their capacities, Nicholson and her team of clerks found themselves at a crucial juncture. This congestion of legal processing threatened a core pillar of justice delivery — timeliness and accuracy.
Implementation
The response by Tarrant County Clerk was no less than exemplary. With 36 employees in the department and 172 throughout the organization, the focus was on strategic digital innovation. Opting for Tyler Technologies’ CSI solution and applying its capabilities of document understanding and workflow automations to Tyler’s Enterprise Justice solution was just the beginning; what really distinguished their initiative was the visionary approach they took to its implementation.
Starting with exhaustive planning stages, the office identified critical areas needing immediate attention, the “lowest hanging fruit” as Nicholson dubbed it, which involved high-volume, no-fee documents — areas they could automate with minimal risk and maximum impact.
Collaboration became central to the strategy. Nicholson and her team cultivated a working group comprised of subject matter experts, county clerk managers, information technology professionals, and CSI personnel from Tyler Technologies to ensure a seamless integration within the existing frameworks. CSI employs bots to enhance the management of case files by recognizing and automating content. Simultaneous training sessions and a continuous feedback loop during the AI bots’ training phase ensured that the technology was aligned carefully with the office’s operational needs.
Results
The improvements were tangible — documents were processed faster, accelerating the judicial process significantly, which attorneys and the public quickly acknowledged and appreciated. Attorneys now witness their documents processed faster, advancing through the judicial system with improved swiftness.
“We immediately heard back from our attorneys explaining they could not believe how quick their documents were downloaded … and how we process it out,” Nicholas said .The results were substantial, including:
- Streamlined Processing: The 48-hour intake period was cut to minutes, reducing the backlog of e-filings and enabling quicker case resolutions and improved service delivery to the public.
- Enhanced Accuracy: The accuracy of data processing and entry were improved, reducing human error and ensuring more reliable case handling.
- Operational Efficiency: Staff were able to focus on more complex, higher-value tasks.
The impact of these strategic implementations was multifaceted, showcasing a blend of technological adoption with a human-centric approach, not only enhancing efficiency but also significantly improving the quality of service.
A Road Map for Other Counties
Nicholson’s insights provide a road map for other counties considering AI integration, highlighting straightforward initiation, collaborative opportunities, customization, and the ongoing development of AI capabilities. She emphasized the importance of starting with fundamental tasks, “Start simple. Build a foundation of what you have. Look for the low hanging fruit, the numerous documents you can process, look at your resources. [AI] is a tool, and it is something that can be extremely beneficial for your court process”
Nicholson also highlighted the value of collaboration for smaller counties looking to adopt AI, suggesting they “look at a holistic approach and bring other partners in for the bot process.” She also underscored the necessity of making AI tools adaptable to specific judicial operations: “You have to commit to spending time to make sure [AI tools] understand your business process and how things work in your court system.”
Moreover, Nicholson touched upon the developmental benefits of continuous investment in AI by stating, “The more you invest in the AI tool and teach the bot organically, the information is going to grow, the library is going to grow.” By committing to ongoing engagement with AI technologies, counties can enhance their operational effectiveness and efficiency.
The Future
With the foundation laid, the future holds plans for scaling these solutions to broader areas of their operation, pushing the envelope of what technology and strategic planning can achieve in public service. Emphasizing a vision for continuous progress, Nicholson affirmed this is but one component of their court system’s transformation. Their eyes are set on continuously evolving and scaling the solution to meet future demands and further serve the community.
Nicholson remains committed, reinforcing that the system’s transformation is ongoing, and she remains steadfast in the pursuit of elevating every aspect of the office’s service delivery. Her leadership inspires a vision toward public service delivery that not only meets the demands of today but anticipates and rises to the challenges of tomorrow.
Conclusion
In the midst of a climate where many clerk’s offices nationwide navigate heavy backlogs, increased demand, and limited resources, Tarrant County has emerged not just as an exception but as an exemplar. As outlined in the county’s TEA profile, Nicholson says, “Our office is a testament to what’s possible when you combine a dedicated team, a commitment to community service, and the right digital tools.”
This bold initiative not only forges a path of innovation for others to follow but also cements Tarrant County’s place as a frontrunner in the Texas judiciary, a testament to the adage that everything is bigger in Texas, including the capacity for technological innovation.