2017 Standard Crime Contract Digital Requirements

Objectives Understand the digital requirements under the 2017 Standard Crime Contract. The key changes are: Electronic case management system requirements Rules for communicating over the Government Secure Intranet Requirements for electronic case reporting to the LAA Working with CJS Online Provision of records off ‘cloud’ storage

Section 7 – Digital Working The Standard Terms have been amended for the 2017 Standard Crime Contract to align with both the LAA’s strategic objectives to increase digitisation of our internal procedures and processes and with wider developments across the Criminal Justice System (CJS) such as: The CJS Efficiency Programme The Common Platform Programme This Programme brought together the police, courts service, CPS and National Offender Management Service, in a partnership with the Judiciary to deliver the ‘digital courtroom’ to both magistrates’ courts and the Crown Court.  It has enabled practitioners to be able to work from digital devices and present evidence to the court electronically. It has laid the foundations for the criminal courts to start to move away from paper based processes to working digitally by default.  This Programme aims to deliver a ‘common platform’ for the digital end-to-end management and progression of case information across the CJS. It will facilitate digital working from the police requesting pre-charge advice through to sentencing. It will simplify and improve the way the system works through sharing information, eliminating re-keying and ending duplications of effort.

Digital innovations introduced to the CJS to date Professional Court User (PCU) Wi-Fi The defence can securely access home case management systems, email and internet from the courtroom which means both their time and that of the court is used efficiently and will reduce the requirement for adjournments because of missing information. In-Court Presentation This project has installed screens and ClickShare hardware in courtrooms in the magistrates’ courts and Crown Courts. It allows the presentation and sharing of digital evidence and other material such as CCTV footage, maps, photographs etc., held on compatible devices such as laptops onto screens in the courtroom.

Digital innovations introduced to the CJS to date II Crown Court Digital Case System (CCDCS) The DCS enables case material to be accessed, prepared, annotated and presented digitally by the Judge, Clerk, Defence, Prosecution and Probation. The CCDCS removes the need for bulky paper bundles. Instead, all parties can work from a web-based digital file which will enable better collaborative working. Eforms and Crime Billing Online These are secure online systems through which defence practitioners can make applications for criminal legal aid and submit claims for payment easily and efficiently from any location with internet access.

Standard Terms - Key Digital Clauses The Standard Terms have been amended to reflect the LAA’s new digital working requirements and those of the wider CJS. Clause 7.19(i) A Provider must have access to an Online Account (the LAA Portal). Clauses 7.21-7.23 A Provider must submit information in connection with Contract Work to the LAA electronically. Clause 9.6 Now requires that Providers produce records off the “Cloud” if requested by the LAA on audit.

Standard Terms - Key Digital Clauses II The Standard Terms have been amended to reflect the LAA’s new digital working requirements and those of the wider CJS. Clause 7.19(j) A Provider must have at least one operational email account which must be able to send/receive emails over the Government Secure Intranet. This email address must be used by the Provider as the address by which criminal justice agencies such as the prosecution and police make evidence available and communicate electronically. Clause 7.20 Necessitates that all personnel who require it must have access to an operational email account which must be able to send and receive emails over a Government Secure Intranet (i.e. CJSM). A CJSM account is required for accessing Professional Court User Wi-Fi and the Crown Court Digital Case System (CCDCS).

Standard Terms - Key Digital Clauses III The Standard Terms have been amended to reflect the LAA’s new digital working requirements and those of the wider CJS. Clause 7.19(k) Is a new clause which requires Providers to have a system that is capable of being used to work electronically within the criminal justice system to accept evidence (electronically or otherwise) that is made available by criminal justice agencies. Such a system must be capable of being accessed and used remotely by the provider (e.g. at court or the police station). There is also a requirement that the Provider is able to connect to any relevant IP (internet Protocol) based video conference system and can archive digital materials. Clause 7.24 When CJS Online (i.e. Common Platform) becomes available the Contract requires Providers to access evidence served or made available by criminal justice agencies and serve documents required by the court, prosecution or other parties by lodging them online.

Defence Electronic Working - What it means in practice now As a minimum we expect provider to have the following digital capability in place at the commencement of the contract in order to meet our requirements. Contract Clauses What to look for at Contract start date 7.19 (i) Access to an Online Account. Have a LAA Portal Online account set up Use E-Forms via the LAA Portal to expedite criminal legal aid applications Submit claims via Crime Billing Online via the LAA Portal 7.19(j) & 7.20 have and use secure email to communicate digitally and accept evidence. All operational staff who require it must have a CJSM account i.e. an email address ending with the suffix of .cjsm.net Use CJSM account to interact with the CPS and other CJS partners to securely receive case papers such as IDPCs and Representation Orders. 7.19(k) a system that is capable of being used to work electronically within the CJS & can be accessed remotely. Have a Case Management System that can be accessed remotely via the internet (i.e. from home or at court using In-Court Professional User Wi-Fi) Have the ability to use video conferencing IP technology. Uses CCDCS before and during hearings to communicate and collaborate on digital bundles.

Future Digital Innovations The CJS Common Platform Programme will continue to introduce digital innovations and products during the lifetime of the contract and as a result, our expectations on what Providers should do in order to comply with our contract requirements (specifically para 7.24) will evolve and change over time. For Defence Release Strategy Providers will be able to gain access to the Common Platform via secure Identification Access Management (IdAM). On the Common Platform defence solicitors, advocates and their support staff will be able to: attach their firm to a case. access and download the IDPC for the first hearing. communicate online with the prosecution and court in relation to pleas participate in trial preparation and case management online. This will include directions, applications and provisioning of documents to other parties. The pilot area is Liverpool and the first piece of functionality for the CPS will be released in January 2017. Release 1 – charging & IDPC (CPS & Defence only). Release 2 – finalise Guilty plea cases (adds HMCTS). Release 3 – trial preparation and case management.

Defence Electronic Working - Going forward As a result of the introduction of new digital innovations and procedures compliance with clause 7.24 will evolve over time to include: Contract Clauses What to look for going forward 7.24 Access and use CJS Online Has registered on Common Platform and can log into the Defence Portal and use this interface as the mechanism for attaching to a case and accessing CPS papers such as the IDPC. Is engaged with other CJS Partners via the Online Case Progression dashboard to ensure effective and timely case management and progression. Serve documents required on the court, prosecution of other parties as required.