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Peter Lewis explains how the CPS intends to implement full digital working and reduce its reliance on paper trails.
By April 2012, the vast majority of our work at the CPS will be done digitally and our working practices will be streamlined. We are currently trialling various components of the new digital process in a number of pilot areas around the country (see map on page 29) which will help us learn the best ways of doing things before a comprehensive roll out next year.
Our aim is that by the end of the year we will have a number of tried and tested ways of working digitally that will firstly eliminate a lot of wasted time, and secondly build in more helpful checks and balances along the way.
The practical impact
The move to digital working will contribute to eliminating many of the resource heavy processes associated with paper, including photocopying, filing manual forms, locating files, couriering large volumes of paper and spending valuable time matching correspondence to case files. Important examples include:
Having common digital platforms with the police
This will mean that the police can feed information into our systems directly, and prosecutors can go and view key pieces of evidence held by the police on their systems remotely, such as CCTV footage. This will negate the need for huge electronic file transfers or the physical handing over of discs (or perhaps even old fashioned VHS tapes) alongside bundles of paper files. More importantly, it means that we and the police will be working off one master copy of each case file, and all the information is common to both organisations and up to date at all times.
Secure e-mails
Due to the sensitive nature of our work we use secure e-mails to share information with criminal justice agencies – the police, courts service, and witness care units – quickly and reliably as the information remains secure and the transfer is both quick and cost-effective.
We are encouraging law firms, chambers and defence solicitors to use the secure e-mail system, which is part of the Government Secure Community.
In a number of CPS areas secure e-mails are being used daily to exchange information, files, and the payment of fees. It is free and easy to sign up to and is available to any firm of solicitors or set of chambers which might receive files from the CPS (for more information please see http://www.cjsm.cjit.gov.uk/signup/index.php). This system can also be used to send cases to court.
Use of laptops
In Merseyside, Wales and Wessex we are conducting live trials in a programme where prosecutors use laptops or tablet devices in court. Ultimately this will be deployed across the country. In one case prosecuted in Wessex where a laptop was used, all information was compiled electronically. The lawyer reviewed the file on screen and presented the case directly from the laptop. The defendant pleaded guilty and the lawyer e-mailed the result to the office, where the decision was recorded on our database and the Victim & Witness Care Unit notified.
Electronic presentation of evidence
This is where specially equipped courtrooms provide all parties with screens on which to view evidence. Jurors, judges and defence all follow the evidence simultaneously on screens as it is presented by prosecuting counsel in court. Where possible, and appropriate, this way of presenting evidence can shorten the length of complex trials and keep juries much more engaged. It is a practical alternative to paper trial bundles, and can make document-intensive fraud trials, for example, easier to understand. This method had been used several times in major terrorism and fraud cases.
Why we are doing this?
Overall a digital prosecution system will result in a simpler, faster and more cost effective exchange of information with our criminal justice partners and will speed up the entire process. By October this year we hope to have all the technology in place to work digitally and from there on in the intention is to move rapidly to implement all parts of the digital working process. The aim is that the CPS will be working digitally from April 2012 onwards. There is a real sense of momentum building across the criminal justice system on this; I would urge everyone involved in the administration of justice to get on board as soon as possible as I have absolutely no doubt that this is the future for us all and it starts now.
Peter Lewis, Chief Executive of the Crown Prosecution Service.
Digital prosecution - Key components
Our aim is that by the end of the year we will have a number of tried and tested ways of working digitally that will firstly eliminate a lot of wasted time, and secondly build in more helpful checks and balances along the way.
The practical impact
The move to digital working will contribute to eliminating many of the resource heavy processes associated with paper, including photocopying, filing manual forms, locating files, couriering large volumes of paper and spending valuable time matching correspondence to case files. Important examples include:
Having common digital platforms with the police
This will mean that the police can feed information into our systems directly, and prosecutors can go and view key pieces of evidence held by the police on their systems remotely, such as CCTV footage. This will negate the need for huge electronic file transfers or the physical handing over of discs (or perhaps even old fashioned VHS tapes) alongside bundles of paper files. More importantly, it means that we and the police will be working off one master copy of each case file, and all the information is common to both organisations and up to date at all times.
Secure e-mails
Due to the sensitive nature of our work we use secure e-mails to share information with criminal justice agencies – the police, courts service, and witness care units – quickly and reliably as the information remains secure and the transfer is both quick and cost-effective.
We are encouraging law firms, chambers and defence solicitors to use the secure e-mail system, which is part of the Government Secure Community.
In a number of CPS areas secure e-mails are being used daily to exchange information, files, and the payment of fees. It is free and easy to sign up to and is available to any firm of solicitors or set of chambers which might receive files from the CPS (for more information please see http://www.cjsm.cjit.gov.uk/signup/index.php). This system can also be used to send cases to court.
Use of laptops
In Merseyside, Wales and Wessex we are conducting live trials in a programme where prosecutors use laptops or tablet devices in court. Ultimately this will be deployed across the country. In one case prosecuted in Wessex where a laptop was used, all information was compiled electronically. The lawyer reviewed the file on screen and presented the case directly from the laptop. The defendant pleaded guilty and the lawyer e-mailed the result to the office, where the decision was recorded on our database and the Victim & Witness Care Unit notified.
Electronic presentation of evidence
This is where specially equipped courtrooms provide all parties with screens on which to view evidence. Jurors, judges and defence all follow the evidence simultaneously on screens as it is presented by prosecuting counsel in court. Where possible, and appropriate, this way of presenting evidence can shorten the length of complex trials and keep juries much more engaged. It is a practical alternative to paper trial bundles, and can make document-intensive fraud trials, for example, easier to understand. This method had been used several times in major terrorism and fraud cases.
Why we are doing this?
Overall a digital prosecution system will result in a simpler, faster and more cost effective exchange of information with our criminal justice partners and will speed up the entire process. By October this year we hope to have all the technology in place to work digitally and from there on in the intention is to move rapidly to implement all parts of the digital working process. The aim is that the CPS will be working digitally from April 2012 onwards. There is a real sense of momentum building across the criminal justice system on this; I would urge everyone involved in the administration of justice to get on board as soon as possible as I have absolutely no doubt that this is the future for us all and it starts now.
Peter Lewis, Chief Executive of the Crown Prosecution Service.
Digital prosecution - Key components
Peter Lewis explains how the CPS intends to implement full digital working and reduce its reliance on paper trails.
By April 2012, the vast majority of our work at the CPS will be done digitally and our working practices will be streamlined. We are currently trialling various components of the new digital process in a number of pilot areas around the country (see map on page 29) which will help us learn the best ways of doing things before a comprehensive roll out next year.
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