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  • The backbone that enables the Electronic Court projects to proceed are province-wide case tracking systems that are used in all 87 court locations (44 staffed) in the provinceIEC (an electronic court file) allows Court Services to be radically transformed
  • Enable sheriffs to access the status of docs and when they are complete – reduce the need to call the registry as often

Bc Presentation Ctc 2009 Presentation Transcript

  • 1. E-Court – Status Update from BC
    Andrew Clark
    Ministry of Attorney General
    September 23, 2009
  • 2. 2
    Integrated Court Framework
    Participants in the court system, the litigants and their counsel, court services and the judiciary, together use the advances in technology to improve access to justice and to ensure cost-effective and efficient processes leading to the presentation and resolution of matters coming before judges in the British Columbia Courts.
  • 3.
    • Electronic Search (e-Search)
    • 4. Purchase Documents Online
    • 5. Court lists
    • 6. Electronic Filing
    • 7. Filing Assistant
    The e-Court Model
    • Document production, routing, signing and distribution
    • 8. Justice Partners access to electronic court file
    • 9. Digital Audio Recording
    • 10. Electronic Exhibit Presentation
    • 11. Log Note Standards & Hiving
    • Common Case Tracking/Mgt System (CEIS and JUSTIN) is starting point
    • 12. Evolution from case tracking to case mgt
    • 13. Document Repository
    • 14. Document mgt
    • 15. Workflow
    • 16. Escalations
    • 17. Outcomes
    • 18. Essence of e-Court is an electronic court file with electronic document management & hooks from front end systems into back end case management
  • Court Services Online (CSO)
    E-Search
    Civil data and documents
    Provincial Criminal data only
    Purchase Documents Online
    Access to Restricted Files
    Daily Court Lists
    Filing Assistant
    Provincial Small Claims
    E-Filing
  • 19. The Electronic Filing Solution
  • 20. Centralization vs. Decentralization
    Centralized model
    Decreasing resource and support costs
    Increasing points of service delivery
    Cluster model
    Localized model
  • 21. E-filing Implementation
    Local
    Registry
    e-registry
    Local
    Registry
    Local
    Registry
    Cluster Model
    43 staffed registries
    8 e-registry sites
    35 local registries
  • 22. E-Filing Status
    10% Uptake
    E-Filing enhancements to support uptake
    Resource Constraints:
    Staffing
    Court of Appeal e-Filing
  • 23.
  • 24. E-Search & e-Filing
  • 25. Quotes From e-Filers
    "So everyone whose arm I have twisted enough to get them to use e-Filing is singing its praises.  They love it.  And of course so do I - particularly given that I submitted a CDO for entry yesterday and had it back entered and digitally signed by Patricia this morning.  Yea! "
    " I love e-Filing so much that I refuse to file anything manually.  It is the way of the future. You have so much more control, efficiency and convenience right from your desktop"   
    "Turn around time is wonderful"
    "Everything is at my fingertips, it is great"
  • 26. Filing Assistant
    Filing Assistant
    5 Small Claims Forms
    8 New Forms in progress
    January – June 2009
    Hits:
    Notice of Claim: 5,228
    Reply: 1,327
    Third Party Notice: 46
    Application: 545
    Survey Results:
    Very Satisfied or Satisfied: 90%
    Total number of surveys completed: 652
  • 27. Integrated Courts Electronic Documents (ICED) Project
  • 28. ICED Scope
    Criminal (civil deferred)
    Registry document production, routing, signing
    In-basket and access to documents: Crown; and ALL AGENCIES !!!!!
    Sheriff access to documents: SCMS
    Corrections: Expanded integration of JUSTIN and CORNET
    e-Faxing
  • 29. Feedback from Chilliwack
    Due to the positive comments and the fact there was no big issues to resolve at a meeting, we will not meet tomorrow. Please continue to let me know any new issues and/or concerns that may arise.
    Any issues that were submitted are being looked at, and you will hear back from the ICED group.
    Job well done.
    Thanks again, everyone.
    Signed
    We love ICED
  • 30. Feedback from Duncan
    Just a follow up to our conversation about the new ICED system. I have been working with the system in cells for the past couple of days and I have to say that I am pleased with the outcome so far. Yesterday was one of the heaviest days that we have had in a while custody wise, and although there was some overtime incurred, there was far less than normally would have been. Normally we would need to wait for the original paperwork (with blue ink) on an inmate prior to sending them to the institution, but with this new system it’s cut down on that wait dramatically, and has put less pressure on the registry I’m assuming with no sheriffs hovering over their desk waiting for paperwork. The only issue, and a small one at that, is we are determining from an escort position whether or not we need to have the document attached to the inmate’s effects when they are moving from court to different specific institutions as that is our legal authority to transport. I am aware that the Nanaimo office has been sending them no paper since ICED went live there and that there have been no issues. I am sure that it will be the same thing here, but I do have to say in summary that I am very impressed with ICED so far and I see it very beneficial.
    Deputy Sheriff
    Tracey Johnson
    Duncan Sheriffs
  • 31. Feedback from Kamloops
    Just wanted to let you know that since the implementation of ICED in Kamloops we have seen a large decrease of paper being rec'd by us from the court registry. We have one person assigned to printing off daily recognisances and filing them. This has greatly decreased the amount of filing the legal secretaries have to do giving them more time to spend on other essential work. If we need to have an order we can just access it off of Justin at anytime.
     
    Stacey Allan
    Office Manager
    Crown Counsel Office
    Kamloops
  • 32. In Court
    Coordinate effective use of technology in the courtroom
    A full e-court system will:
    Manage transcripts
    Manage evidence
    Manage associated materials
    Integrate external resources
    Initial Focus
    Judicial practice direction
    Digital Audio Recording (DARS)
    Evidence Presentation Carts
    Role of the court clerk
  • 33. In Court
    Current Focus:
    Integration of Digital Audio/Case Management
    Elimination of Paper Forms in Court Room
    Exhibit and Witness lists for multi-day events
    Exhibit Tracking -> Exhibit Management
  • 34. Change Management
    Authentic – bring in stuff from Chg Mgt conference – see if anything from Huguette is useful
  • 35. Lessons
    Learned
  • 36. 23
    Lessons Learned
    Well articulated, documented vision
    Know where you are going and why
    Policy and Judicial Approval
    Partnering with judiciary is critical
    Balance between privacy and access
    Court Rules and legislative requirements
  • 37. 24
    Lessons Learned - continued
    Governance & Stakeholder Participation
    Include all stakeholders in an active way
    Court Services, Judiciary, IT, Legal Profession
    Understand the diversity of the client base
    New Technology
    2-factor authentication and Digital Signing
    Document standards (PDF, XML)
    Ensure system functionality meets workflow and usability requirements
  • 38. 25
    Lessons Learned - continued
    Technical Infrastructure –Global Planning
    Other projects and Government wide initiatives
    Capacity
    Complexity
    Incremental approach to development
    Overall plan is still required
    Volumes and impact on pilot
  • 39. 26
    Lessons Learned - continued
    Hybrid system
    Develop performance management standards early
    Silos of support
    Change Management:
    Don’t under estimate
    Be authentic
  • 40. Service Delivery Transformation
    • Changing citizen preferences and demands for better value and ease of convenience
    • 41. Changing demographics and need for measurable and sustainable improvement in client satisfaction with services
    • 42. Technology revolutionized Government communications with citizens, business and other justice agencies
    • 43. Demand for more cost effective and efficient services
    • 44. Increasing workloads as a result of new programs and legislation and shrinking budgets
  • Opportunities
    • Electronic Court File enabling virtual operations
    • 45. Balanced workload distribution between locations
    • 46. Regional and provincial in-basket
    • 47. Log Note Sharing and Real Time Monitoring
  • E-Court
    Questions?