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Inmate Copy Service Request Process Chart A

Receive Correspondence

Search for Patron Record Is there an existing Patron Record?

No: Create new Patron Record

Yes: Add Request Record to existing Patron Record

Add Request Record to new Patron Record

Proceed to Chart B

Proceed to Chart B

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Inmate Copy Service Request Process Chart B Continued from Chart A What type of request is being made?

Court Records

Resource Citations

Reference

Proceed to Chart D

Proceed to Chart C

Letter forwarded to Reference

Answer forwarded to ICS from Reference Answer forwarded to Patron from ICS

Finalize: Sent to Reference

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Inmate Copy Service Request Process Chart C Continued from Chart B Can you locate the resources from the information provided? No: Create UTP requesting additional information

Finalize: UTP

Yes: Create Estimate Record for citations and forward to Patron Has the Patron returned payment for this estimate?

Yes: Process payment in Invoice DB

Create Payment Record in the 3Db

Forward copies and invoice to Patron

Finalize: Mail/E-mail/No Delivery

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No: Leave as “Estimate Created� until payment arrives


Inmate Copy Service Request Process Chart D Continued from Chart B At which Court are these records stored?

3rd Court of Appeals

Court of Criminal Appeals

Supreme Court

Other Court

Proceed to Chart E

Proceed to Chart F

E-mail request to Supreme Court

Proceed to Chart G

Mark Request as “In Process: File requested on xx/xx/xxxx” Receive notice of availability from Supreme Court

View file at Supreme Court Create Estimate Record for documents and forward to Patron

Has the patron returned payment? No: Leave as estimate created until payment arrives.

Yes: Process payment in Invoice DB Create Payment Record in 3Db

E-mail Request for to Supreme Court Mark Request as “In Process: File requested on xx/xx/xxxx” Receive notice of availability and check-out file Forward copies and invoice to Patron

Return file to Supreme Court Finalize: Mail-E-mail/No Delivery Necessary

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Inmate Copy Service Request Process Chart E Continued from Chart D Bring Request Form to 3 rd Court of Appeals Mark Request as “In Process: File requested on xx/xx/xxxx” Receive notice of availability from 3rd Court of Appeals View file at 3rd Court of Appeals Create Estimate Record for documents and forward to patron Has the patron returned payment? No: Leave as estimate created until payment arrives

Yes: Process payment in Invoice DB Create Payment Record in 3Db Bring Request Form to 3 rd Court of Appeals Mark Request as “In Process: File requested on xx/xx/xxxx”

Receive notice of availability from 3rd Court of Appeals

Check-out file from 3rd Court of Appeals

Forward copies and invoice to Patron Return file to 3rd Court of Appeals Finalize: Mail/E-mail/No Delivery Necessary

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Inmate Copy Service Request Process Chart F Continued from Chart D E-mail Request Form to Court of Criminal Appeals Mark Request as “In Process: File requested on xx/xx/xxxx” Receive notice of availability from Court of Criminal Appeals IS this file an E-Doc?

No: Retrieve File from Court of Criminal Appeals

Yes: Download and Archive E-Doc Files

Create Estimate and Forward to Patron

Create Estimate and Forward to Inmate

Return file to Court of Criminal Appeals

Has the Patron returned payment?

Yes: Process payment in Invoice DB

Has the Patron returned payment?

Yes: Process payment in Invoice DB

No: Leave as estimate created until payment arrives

Create Payment Record in 3Db

Create Payment Record in 3Db

Retrieve E-Doc File from Archives

E-mail Request Form to Court of Criminal Appeals

Forward copies and invoice to Patron

Mark Request as “In Process: File requested on xx/ xx/xxxx”

Finalize: Mail/E-mail/No Delivery Necessary

Receive notice of availability from Court of Criminal Appeals

Forward copies and invoice to Patron Return file to Court of Criminal Appeals Finalize: Mail/E-mail/No Delivery Necessary

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Inmate Copy Service Request Process Chart G

Continued from Chart D Is this file at a Court of Appeals?

No: Locate District Court Information

Yes: Locate COA Information

Create UTP Record with District Clerk contact information

Create UTP Record with COA contact information

Forward UTP to Patron

Forward UTP to Patron

Finalize: UTP

Finalize: UTP

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TX State Law Library | Inmate Copy Service Workflow Process Diagram