Migrate your Court Clerk data

Cases are the central record, identified by court-assigned case number with a case type (criminal, civil, traffic, probate). Standard fields like case number, type, status, filing date, and assigned judge are well-structured. We migrate case records 1:1 and flag any non-standard case type classifications for manual review.

Party records attach to cases with defined roles: defendant, plaintiff, attorney, witness, surety. Names, addresses, DOB, and attorney bar numbers are standard fields. We preserve the party-role relationship per case and handle duplicate party records across multiple cases by deduplicating on SSN or full name + DOB.

Filings are the atomic record of a case event — complaints, motions, orders, judgments. Naming conventions and filing types vary by state court rules. We map standard filing types (complaint, motion, order, judgment) to destination equivalents, and we flag non-standard local filings that require manual mapping.

Documents attach to filings or cases. File formats include PDF, TIFF, and legacy formats. We migrate the file binary and metadata (filename, date, doc type). We check file size limits and convert legacy formats to PDF-A where the destination requires it.

Hearings are scheduled events linked to a case, with date, time, courtroom, and judge assignment. Status fields (scheduled, continued, held) are standard. We migrate hearing records with their case linkage intact and handle continuances as separate records rather than overwriting the original date.

Financial obligations attached to a case — fines, court costs, restitution, probation fees. Payment status and balance fields vary by system. We migrate the full ledger including paid and outstanding amounts, but payment records may require mapping to the destination's financial module.

Bond records track surety posted for defendant release. Fields include bond type (cash, surety, property), amount, status (posted, exonerated, forfeited), and surety information. Bond-to-case linkage is critical. We preserve this relationship and flag cases where bond status is inconsistent with case disposition.

Probation supervision records attach to criminal cases with supervision start/end dates, probation officer assignment, and compliance status. Some Court Clerk systems store probation in a separate module. We merge probation records into the case migration where the source supports it and flag cases that have separate probation records for manual review.

Warrant records linked to cases include warrant number, issue date, status (active, recalled, served), and issuing judge. We migrate active warrants with case linkage. Served and recalled warrants are migrated as historical records but flagged for compliance review in the destination.

Court Clerk systems frequently use county-specific custom fields for local compliance tracking, interpreter needs, or jury management. These fields are not standardized across systems and cannot be reliably migrated without a manual field-mapping session per county. We document any custom fields discovered during discovery and require explicit mapping before migration.