Municipal Register of Wills System

General Overview

CSI has developed a suite of specialized management components for a total Register of Wills solution:

• Probate 
  
  The Probate Tracking System, for use by probate staff, provides for the entry and tracking of probate petitions. It also facilitates the processing of online probate forms completed by Attorneys (see below). Information processed includes estate information, attorney/correspondent information, Parties in Interest, Witnesses, and Short Certificates. Fees and documents are automatically generated and produced with electronic signatures. Users also have the ability to record Informal Caveats, Foreign Fiduciaries, Record Wills/Administrations and DBN/DBNCTA processing. Reports include: Percentage done by Attorneys/Which Attorneys; Number of Estates; Monthly Finances; Probates without an Inventory Sheet after 9 months.
  
  
• Online Probate submissions by Attorneys 
  
  This component is a web-based system that provides Attorneys with the opportunity to submit probate petitions from the comfort of their office. Probate Petitions, Estate Information and Witness forms can all be generated to cut down on time spent in the Register of Wills department. Provisional fees are also calculated to give an idea of the potential cost of probate. A filing history is automatically maintained and a messaging system improves communication between Attorneys and municipal staff.
  
  
• Marriage License 
  
  The Marriage License System is for use by marriage license counters clerks. The application interfaces with pen pads for electronic signatures on documents. Once the marriage record (and where necessary, the translator form) is completed, the customer signs with the pen pad. The signatures are stored electronically, and merged with the completed forms for printing. In addition to the marriage record and translator forms, a marriage certificate is printed (on pre-printed forms) with the marriage record information. Clerks can take the printed forms from the printer, and deliver them to the cashier for payment processing. A holding file for incarcerated or sick call applications can also be entered in the marriage record information. In addition, a Wedding Scheduler tracks appointments for Weddings to be assigned a Justice of the Peace. Reports can include: Bureau Log Sheet; Age of Bride and Groom Breakout and a Wedding Schedule Report (to be used to sign-up Judges).
  
  
• Marriage Records 
  
  The Marriage Record component, for use by marriage record counter clerks, allows operators to enter and track all marriage records. Clerks may enter and update marriage records after contacting applicants who have not sent in the marriage certificate. Searching and printing operations include: Certification of marriage record, translator, and marriage certificate copies; Exemplified Certification of marriage record, translator, and marriage certificate copies. Reports include: Report for signed marriage licenses that have NOT been returned within 60 days with phone number to contact; Age Breakout Report; Marriage Records Bureau Log Sheet.
  
  
• Orphans' Court 
  
  The Orphan’s Court Petition Transaction System, for use by Orphan’s Court counter clerks, allows the entry of transaction orders for petition payments into the Departmental Finance System.
  
  
• Inheritance Tax 
  
  The Inheritance Tax Transactions and Receipts, for use by the Inheritance Tax department clerks only, allows clerks to enter inheritance taxes that are being paid, voids, returned checks, and deposits. The system can run outside of the Departmental Finance System with its own set of reconciliation reports. Inheritance Tax Department Reports, Official State Receipts to be printed on Dot Matrix printers, Daily 308 Reports, and the Deposits, Transactions, Returned Checks Summary and Detail Report are some of the reports which can be generated.
  
  
• Finance 
  
  The Financial Tracking System, for use by the Chief Financial Officer, will track all daily departmental transactions, bank deposits, cash, check and credit card transactions. It is tied into the cashier programs for other departments. The following reports can be generated: Financial Department Reports; Transaction Totals Report; Reconciliation of Daily Cash Report; Monthly/Yearly Reports.
  
  
• Cashier 
  
  The cashier program allows clerks to select and pay transactions that are ready for payment. A receipt can be printed from an image file created and the clerk can validate the receipt, check and probate petition (if applicable). The cashier program holds transactions from all connected departments. At the end of the day, clerks close out the drawer (‘Z’ process) and produce a Reconciliation of Daily Cash Report. Anytime during the work day, the cashier may elect to print out a ‘X’ process report to check the drawer totals against the program totals.
  
  
• Additional Fees 
  
  The Additional Fee Invoicing Program, for use by Additional Fee clerks, provides for the tracking of invoices based an assessments received from mail and/or the Inheritance Tax department. Report generation is possible along with batch letter production for outstanding invoice payments.
  
  
• Short Certificate Room 
  
  Short Room clerks use this component to request certified copies, searches, and issue short certificates. Along with report generation, this system allows for the Printing of Certificates with a Control Number Program.
  
  
• Index Room/Research 
  
  A component designed to specifically facilitate record research and copy issuance.
  
  

Each component is specifically designed to respond to changing business practices and to automate municipal departments quickly and efficiently.