Monday, February 20, 2017

Name Searching in Tax Warrants

By default, our new tax warrant search is using a new name search system that behaves a little differently that you may expect. This change has many advantages, mainly that it now locates parties entered as part of an estate or other unusual situations.

What this means for you:

  • You no longer need to enter last name first, though it is still fine to do this. The new search will locate matching names no matter where they are in the party string. For example, "Pickett, Julie" and "Julie Pickett" will return the same results.
  • This also means that "Julie Pickett" will return results such as "The Heirs and Interested Parties in the Estate of Julie Pickett" or "Prisoner number 9876543 Julie Pickett" or even "AKA Julie Pickett" without additional searches on your part.
  • If you are used to entering partial names and a wildcard, this will be a change for you. Because the system is currently looking for alternate spellings and nicknames for your search, you'll need to go ahead and enter all the information you have about the name. For example, "Julie Pickett" and "Pickett, Ju%" are not the same.

Because of this change to the system, we have added some detail to allow you to see exactly what additional names and words were included in the search. If you are accustomed to seeing the search parameters at the top of the results page, you can expand this to see more detailed information:

In this example, we have looked for alternatives, nicknames, and various spellings of the derivations of "Julie"

Please contact us with any questions or concerns about name searching!

Thursday, February 9, 2017

NEW: Indiana Statewide Tax Warrants now available on Doxpop

We're excited to announce a new search that covers Tax Warrant data for the entire state of Indiana!

Over the last several months, we've been working to combine InCite data with other Tax Warrants available around the state, along with a number of search improvements that will make filtering through results much simpler and faster.

This addition to our services is already included in your subscription, as we believe strongly in continually adding value for our subscribers. As always, our support is free and ready to assist should you have questions or comments about the new service.

Regardless of your subscription level, searches may be used in any area of our system whether that be Court Cases, Recorded Documents, or Tax Warrants. This new service adds significant value for anyone preparing to issue credit, provide insurance, or verify a lien status.

Tax Warrants in the State of Indiana may be issued for individual income, sales tax, withholding or corporation liability. These liens are filed in the County Clerk's Office and also forwarded to the County Sheriff. For more information on how Tax Warrants are issued, the state website provides some guidance: Indiana Department of Revenue Stages of Collection. Additionally, they provide information on How to Resolve a Tax Warrant once it has been issued.

Note that the Tax Warrant information currently available through the court search will still be available for two weeks as we transition users to the more complete, state-wide Tax Warrant search. Look for a more detailed announcement about this coming up.

And now for a sneak peak at the service! You'll notice a new area of the site for searching Tax Warrants, along with a new data tab.

There are several advanced search options to allow searching by tax type, date, status, amount, name, address, county and more, in any combination. As always, once you have built a search that fits your needs, you can save that search and be alerted to updates on the results.

Our search results look a little different, with several new features.

Each column in your search results can be sorted, as well as moved. You can click on a column header and drag it to the left or right to group together the columns you find most important. Other new features include an additional filter that allows you to quickly locate items in the result set. As usual, you can save or set email alerts on any warrant. To do this, click on the star or bell icons for the row for that warrant. Clicking on the Warrant Number will take you to the complete set of details for that warrant.

At the top of the details page, you'll notice a back arrow that will return you to the results page, as well as arrows to the left and right. These will walk you through each warrant in your result set, in case you don't want to click back and forth between the results and each warrant detail page.

Also at the top is an option to view the information in the AR-WAR format that you may be more used to.

Please explore these features and let us know what you think! If you have any questions about the service or need help, please contact our support team at 866-369-7671 or

Wednesday, February 8, 2017

Why can't I e-file on juvenile cases in every county?

There has been some confusion among folks who are trying to e-file on juvenile cases in Allen, Marion, Madison and Johnson counties.

These counties track their juvenile cases on the Quest case management system. Although Quest is in the process of getting e-filing working on their system, they have not yet completed the certification process with the state.

For these four counties e-filing on juvenile cases (JC, JD, JM, JP, JS, JT) is not always available and, of course if the cases are not available, e-filing is not mandatory.

To make things a bit more interesting, it appears that in Marion some JP cases are not on the Quest system, So there, your best bet is to try to locate the case through the e-filing system and if you can't find it, contact the court for advice.

Presumably Quest will complete their certification process soon. When that occurs, we'll post a second article here to let you know.

It took a  while to find a resource for this on the State's web site, but here's where we found the information...

<  Look for the counties marked with the brown information graphic in this document:

Sunday, January 22, 2017

Marshall County Courts Move to Odyssey. Court record access through Doxpop continues without interruption.

Over the weekend of January 21st/22nd, the Marshall County Courts converted to the Odyssey case tracking system, thus moving their data storage and administration to Indianapolis. 

This move does not significantly affect Doxpop users because Doxpop buys access from the State Court Administration to a real-time feed of court data from the Odyssey system. Our customers' access to court information will not be interrupted during this transition.

A few of the services we provide will look odd during the transition because there will be a short period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for each County on your calendar. Every event will be available, but the older cases will have a different color from the newer cases. When we complete the merge process, these will go back to being a single color.
  • When you look at our "County Details Page", you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for some cases. This is because while we are loading the information from Odyssey, we will also be maintaining the old data until the operation is complete to ensure you don't miss anything. When you see two case entries, please look at both to ensure you have the most current information.
  • If you use any of our "watch" services to keep an eye on cases or people of interest, we will be moving those watches over so they point to the cases and people that are a part of the Odyssey data feed. We run a process to convert these twice each day, but it is possible for notification of events to slip through the cracks between conversion runs so you may want to periodically do a manual check between now and the first week of February, after that, we'll be back to normal.
Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that the Court Administration add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that they not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell the State Court Administration of your needs so we can get the information back online.

Additionally, Tax Warrants have been moved out of the court case management system as a part of this transition. Doxpop intends to release a new service next month that allows complete statewide searching of tax warrants for all counties. In the interim, you can obtain this information at the clerk's office.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Tuesday, January 17, 2017

Washington County joins e-filing

Voluntary e-filing begins today in Washington County. In a couple of months, it will become mandatory for subsequent filings.

In preparation, Doxpop visited Salem last week to present a CLE training session for the Washington County Bar Association. Special thanks to Doug Leatherbury for arranging the training session, and Mama Rosa's for hosting us and providing a great buffet!

After the training session, we went over to the courthouse to visit Sarah Milligan, the newly elected Washington County Clerk. Sarah took office on January 1 with completely new office staff, who are all doing a great job at quickly coming up to speed on how to run the Clerk's office. Her willingness to take on the implementation of e-filing during her third week in office is impressive! Please join us in thanking her and the staff for their hard work and efforts to improve the office.

Friday, January 6, 2017

Proposed changes to Marion County rules related to e-filing. (Probate & Fax Filing)

Marion County has posted two proposed local rule changes, one of which may take effect today. The complete list of local rules and proposed changes may be found here.

The most urgent change eliminates fax filing in Marion Superior and Circuit Courts. This may result in eliminating fax as an alternative to e-filing. You can download that rule proposal here. The proposal specifies that the change takes effect today, 1/6/17.

The second change aligns the local rules for probate with the e-filing environment. In particular, the change:
  • Eliminates the requirement to file the original will, instead specifying electronic filing of the will along with an affidavit attesting that the electronic document is a scan of the original. The form for this is appended to the amendment proposal (linked below).
  • Removes the requirement that most personal representative and guardians must appear in court.
This proposed change is to take effect a week from today, 1/13/17. Download the proposed order changing probate rules here.

Tuesday, January 3, 2017

Court & E-Filing changes for 2017

A few changes to court rules and information that everyone should be aware of as we enter 2017:

1) E-Filing is now required for case initiation in Hamilton County.

Here's a refresher on how to do this in Doxpop:

Remember that when initiating a case via e-filing, you are responsible for registered mail and delivering documents to the sheriff for service. In Hamilton County, you pay the sheriff directly for service. Most Sheriff's offices require three copies.

2) Subsequent filing on civil cases only is now mandatory in Wells County.

E-filing on criminal cases is still available but optional for Wells while they work out a few kinks in the system.

3) Four new case types have been added and one has been retired.
  • DR has been retired. Cases filed prior to 2017 will retain this designation, but it won't be used going forward.
  • DN is the new designation for Domestic Relation (Divorce) cases not involving children.
  • DC is the new designation for Domestic Relation (Divorce) cases involving children.
  • TS is the new designation for an application for judgment in a tax sale.
  • TP is the new designation for a verified petition to issue a tax deed.
The domestic relations types are fairly self-explanatory. The new tax sale designations are particularly helpful for abstractors and folks dealing in real estate. These used to be buried in miscellaneous civil, making them hard to search for. The new types will make life much easier for researchers looking for liens or tax deeds on real property.

4) There are no big changes to the e-filing rules. 

This isn't really a change, but it is notable that nothing in Trial Rule 86 changed. That was unexpected after the many changes we saw in 2015. This is a great sign that Indiana's system is past many of its growing pains!

5) Next up for e-filing: Washington County on 1/16, and Allen & Posey Counties on 2/16.

Give us a call if you need help preparing to e-file in these counties!

Click here to see the entire list of rule changes that took effect during 2016 or on 1/1/2017 on the State Court's web site.