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From paper to the present: the emergence of online services in the courts by Phil Hocking Chief Information Officer Family Court and Federal Circuit Court. www.comcourts.gov.au. ISSUES FOR DISCUSSION.
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From paper to the present: the emergence of online services in the courts by Phil Hocking Chief Information Officer Family Court and Federal Circuit Court www.comcourts.gov.au
ISSUES FOR DISCUSSION • How do services delivered via video or on-line enable courts to better meet the needs of our clients? • What are the implications for court spaces and court staff of enhanced information and communication technologies? • How do we support the needs of clients who are not particularly computer savvy?
Video and Online Servicesin the FCoA and FCC • Video Services in the Courts • IPVC • Online Services in the Courts • Commonwealth Courts Portal
Context of Courts • Family Court of Australia • National Family Law Jurisdiction • Superior Court with Appellate and 1st Instance Jurisdiction • 35 Judges • Federal Circuit Court • Court of 1st Instance • Family Law and General Federal Law • 65 Judges
Video Technology • Prior to 2012 - ISDN Model • Federal Courts have used ISDN lines for VC since before 2000 • Lines rented from Telstra • Extremely expensive • Difficult to calculate accurate costs per session • Difficult to pass on full costs to parties • Very limited usage due to call costs
Video Technology From 2013 - Internet Protocol VC (IPVC) • All FCoA/FCC sites (21) upgraded to use IPVC infrastructure • 30 Fixed systems in courtrooms • 4 fixed systems in meeting rooms • 27 portable units • 4 Tandberg units – personalised video conference units • Means VC data is carried over existing WAN lines (sunk cost) so effectively free • High Definition Video and High Quality audio • Courtroom VC is fully integrated with court recording system and sound reinforcement system • Can be party-party (direct dial) or multi-party sessions (coordinated centrally via the bridge) • Some Courtrooms also have integrated Document Camera
Video Conferences in Courts • 27 Portable Units • located at all sites • only needs a network connection to dial or receive video conference calls • Tandberg personal unit below
Video Equipped Courtroom (use touch panel to operate the technology)
Video Equipped Courtroom (document camera)
Video Technology Benefits of Internet Protocol VC (IPVC): • Free VC sessions between sites • Free sessions with external sites which also use IP (Internet Protocol) enabled equipment • Free sessions with external parties via Cisco Jabber but must have: • PC/laptop with ADSL connection, microphone, webcam and speakers • Packets can be tracked by engineers to ensure priority for high quality on WAN • Simple to use
Video Technology • Risks • Need contract with supplier with local support • Need very good internal 1st level support model: • Judges demand superior performance • Engineer/Help Desk support must be available as required • Should be able to monitor VIP sessions • Loss of confidence by a VIP user through a bad session can occur and takes time to recover from
Video Technology • Unintended consequences • All national judicial and staff telelink meetings now via IPVC • Heavier use than planned for (good!) • New online Booking System was needed to manage bookings • Need to link IPVC bookings to case management system for hearing but avoid clash with non-court related bookings
How do services delivered via video enable courts to better meet the needs of our clients? • Reduce travel costs for • Parties living in remote areas • Parties who can’t afford to travel to court • Expert witnesses living interstate/overseas • Other govt agencies (eg legal aid) • Faster delivery of judgments to circuit locations • Cheaper and faster • directions hearings for regional locations • family report conferences for regional locations • Protection for vulnerable witnesses • Hosting an AIJA national real time interactive conference next month
What are the implications for court spaces of video conferencing technologies? • Need to allow space for equipment rack if inside (heat issue/access) or outside courtroom • Cabling may be difficult • Joinery changes may be expensive • Be aware of all viewing angles and glare • Ensure integration with • court recording system and provider • sound reinforcement systems
Video Equipped Courtroom (AV equipment rack)
What are the implications for court staff of video conferencing technologies? • During installation must have judicial agreement for changes to bench etc • Have a Pilot site to prove concept • User manuals and training are vital • Complex part is tuning the network for VC traffic • Need to have Help Desk staff trained to instantly respond to issues during a session • Staff have embraced IPVC as improved communication tool • Less travel due to meetings via IPVC now
How do we support the needs of clients who are not particularly computer savvy? • Contact Centre help line to assist with Jabber setup • Not an issue in courtroom as they just appear as normal • We always have court officer to assist at circuit sites • Must still stress that they are in a court and to dress/behave accordingly
A lesson on VC • www.youtube.com/watch?v=oMXm3fvktjU
Online eServices in the Courts - Commonwealth Courts Portalwww.comcourts.gov.au
“…to provide a common platform to advance on line services on behalf of the Family Court, Federal Court, and Federal Circuit Court and Family Court of WA.”
How do services delivered via on-line services enable courts to better meet the needs of our clients? Portal provides: • Single user ID and password for all federal courts information • 24/7 access to view documents, orders, listing details • Simple system to upload documents • Smart eforms for applications guide user through process • Self-select hearing date and pay by credit card • eCourt Forum • enables a virtual court room for attendances via Portal
What are the implications for court staff of the Portal? • Courts are fully committed to developing full Electronic Court File (ECF) • Direct benefits are reduced costs due to: • Minimal data entry • No file movements • No lost documents or files • Less printing and paper costs • No archival and retrieval costs • Self-service for provision of sealed orders leads to reduced postage and handling • Also fits with govt’s Digital Transition Strategy
What are the implications for court spaces of online services? In Court - changes needed to view ECF • Screens required for • Bench • Associate • Parties/lawyers • Witness • Could be all-in-one touch screens or tablets • For judge must be able to display multiple documents like paper file • Printer required for ad hoc printing
What are the implications for court spaces of online services? In Court - screens on bench considerations • Angle of display • Avoid obscuring parties • Avoid glare • OHS issues • Flexible installation for other judges to use • Embedded in bench or mounted on top • Motorised systems for fine tuning • Cabling access and costs
What are the implications for court spaces of online services? In Court - screens on bench considerations • Screens should not interfere with viewing angles for judges • Keyboard, mouse or touch screen • Footprint on bench • All-in-one-computer may be appropriate
What are the implications for court spaces of online services? Other areas of the courthouse will also need more screens: • Chambers • Registry - any locations where ECF is viewed • For clients – • File viewing section • Front Counter (Coles self-service model) • Issues - cabling, joinery, footprint etc • What about viewing ECF on circuit?
How do we support the needs of clients using online services who are not particularly computer savvy? • Contact Centre Help Line available business hours • Web sites online help • Staff can remotely take over their PC to train them live (usually for law firms) • Analysing issues raised by clients to address them (dynamic help screens) • Printed documents will still be available • Paper less courts = less paper www.youtube.com/watch?v=eIeZg0-Tc9M
