Bc Presentation Ctc 2009

E-Court – Status Update from BC
Andrew Clark
Ministry of Attorney General
September 23, 2009

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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.

Electronic Search (e-Search)
Purchase Documents Online
Court lists
Electronic Filing
Filing Assistant

The e-Court Model

Document production, routing, signing and distribution
Justice Partners access to electronic court file
Digital Audio Recording
Electronic Exhibit Presentation
Log Note Standards & Hiving

Common Case Tracking/Mgt System (CEIS and JUSTIN) is starting point
Evolution from case tracking to case mgt
Document Repository
Document mgt
Workflow
Escalations
Outcomes
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

The Electronic Filing Solution

Centralization vs. Decentralization
Centralized model
Decreasing resource and support costs
Increasing points of service delivery
Cluster model
Localized model

E-filing Implementation
Local
Registry
e-registry
Local
Registry
Local
Registry
Cluster Model
43 staffed registries
8 e-registry sites
35 local registries

E-Filing Status
10% Uptake
E-Filing enhancements to support uptake
Resource Constraints:
Staffing
Court of Appeal e-Filing

E-Search & e-Filing

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"

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

Integrated Courts Electronic Documents (ICED) Project

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

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

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

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

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

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

Change Management
Authentic – bring in stuff from Chg Mgt conference – see if anything from Huguette is useful

Lessons
Learned

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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

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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

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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

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Hybrid system
Develop performance management standards early
Silos of support
Change Management:
Don’t under estimate
Be authentic

Service Delivery Transformation

Changing citizen preferences and demands for better value and ease of convenience
Changing demographics and need for measurable and sustainable improvement in client satisfaction with services
Technology revolutionized Government communications with citizens, business and other justice agencies
Demand for more cost effective and efficient services
Increasing workloads as a result of new programs and legislation and shrinking budgets

Opportunities