UYAP National Judiciary Informatics System

UYAP is an e-justice system as a part of the e-government, which has been developed in order to ensure fast, reliable, soundly operated and accurate judicial system. As a central network project, it includes all of the courts, public prosecutors services, prisons, other judicial institutions and other government departments in Turkey. All these are equiped with computers, case management systems, network and internet connection and given access to all the legislation, the decisions of the Court of Cassation and judicial records. WHAT IS U Y A P?

Number of the Judges and Prosecutors High Criminal Courts Centres134 Courthouses587 Judges6.199 Public prosecutors4.114 Administrative judges1.259 Personnel Forensic Medicine Units63 Penitentiary and Detention Houses 371 UYAP has been designed in order to improve the functioning and efficiency of the judiciary and to create an effective and less bureaucratic judicial system for the concerned institutions and individuals

The Annual Number of Case in Turkey All judiciary processes, case management, trials, correspondence and transactions were transmitted into the electronic environment which enables paperless office structure.

ERP –Personel Management –Training Management –Supply Management –Procurement Management –Financial Management Judiciary Functions –Public Prosecuters Services –Penal Law Services –Civil Law Services –Enforcement-Bankruptcy Services –Administrative Law Services –Convict-Arrest Management –Forensic Medicine Common Functions – –Electronic forum –Data Bank –Internet –Word Processor –Verdict Support Ministry of Justice Central Units Supreme Court Court Houses Penal Law Public Prosecuters Civil Law Enforcement- Bankruptcy Record of Convictions and statistics Administrative Jurisdication Administrative Law Tax Law Forensic Medicine Prisons Occupational Units Public Houses and baby nursery Supporting Functions –Occuputional units –Judge houses and resort units –Library –Health –Archives –Baby nursery Judge houses and resort units Functional Scope

Supreme Court of Appeals MOJ – Central Units Provincial Units Court of Constitution High Commission of Election All of the judicial units and agencies currently make use of ICT in their daily lives as all processes and transactions were transmitted into electronic environment. UYAP

UYDU INTERNET ADLİYE CEZAEVİ TÜRK TELEKOM Metro Ethernet ADLİYE CEZAEVİADLİYE Metroethernet 20 Mb MetroEthernet 2x2 Mb G.SHDSL 2Mb G.SHDSL 1 Mb ADSL UYAP SİSTEM MERKEZİ (Şaşmaz)TÜRKSAT (Gölbaşı) 3G WAN and LAN were completed All judiciary units were connected to with each other via sole central network. This connection was provided through territorial lines and satellite. These Connection types are the substitutes for each other.

8 Personal Computers Laptops Laser Printers Portable Printers Power Supplies (1 KVA) Scanners Structural Cables Power Supplies ( KVA) 87 In due course, all hardware has been upgraded and also software has been improved and updated by the own project team of IT department of Ministry of Justice itself. HARDWARE DISTRIBUTED

UYAP trainings have been given in modern laboratories in practical way Basic Computer Training: UYAP Training: All staff All personnel have been trained through internet by using distance learning

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DECISION SUPPORT SYSTEMSUPPORT With the Decision Support System, procedural mistakes are reduced to a minimum level. The aims of this facility are to prevent procedural errors during legal proceeding, to minimise other possible errors, to provide accuracy and speed to the legal proceedings and to accumulate public trust in justice. (1.350 warning have been produced in the system till this time and they are presented for the use of the users. Also, warning is still being produced on the Laws.)

12 DOCUMENT MANAGEMENT SYSTEM The Document Management System (DMS) in our Ministry has been integrated and exchange of the electronic documents between the provinces and centre has been started. At present, all kinds of data, Information, documents are flowing in documentation management system between MOJ and other units electronically.

13 ELECTRONIC SIGNATURE Procedures, among the branches of the justice system and other relevant official bodies, have been totally integrated and automated on electronic signature infrastructure in UYAP, establishing electronic office atmosphere that not need paperwork. Until now, personnel have applied for the e- signature and of them have been given their e- signature. It was required by a regulation by the Ministry of Justice that documents will no longer be circulated physically among the judicial units after All the documents will be required to be sent in the electronic environment, which are signed by e- signature. The usage of electronic signature paves the way for saving from costs, time and labour force in judicial processes.

UYAP DATABANK The mobile legal sources: everyone can access legal sources with their mobile phones It was created a Databank of information on relevant legislation, regulations, circulars, template texts, holding of the courts, jurisprudence, circulars, studies, examplary texts, template texts, sample decisions

Integration between UYAP I & UYAP II Integration between subsystems –Public Prosecuters, –Courts, –Forensic Medicine, –Prisons, etc. Record of Convictiond Supreme Court Gendarmery Population and Citizenship (MERNİS) Constitutional Court Land & Cadastre Council of state Prosecuters Courts Enforcement-Bank. Prisons Forensic Medicine Administrative Law UYAP I UYAP II Ministries Supreme Court of Public Accounts Police Integration with other systems –Supreme Court, –Record of convictions and statistics –Population and Citizenship Unit, –General Directorate Of Land Registry & Cadastre, –Ministries, –Police Departments, etc. Integration Scope Apart from all judicial organisations which are fully integrated internally, the number external institutions that are integrated in UYAP has exceeded 27

17 The Number of Online Search on Birth Database called MERNİS The number of online search for family record on MERNİS Saving thanks to Mernis integration : € The number of online search on criminal records database Saving thanks to criminal records integration : € SAVİNGS OF INTEGRATİON

18 The number of online search on police database (POL-NET) Saving thanks to POL-NET integration : € Online confiscation on traffic records of POL-NET Saving thanks to traffic records of POL-NET integration € Saving thanks to KİHBİ integration € Number of online communication among judicial units Saving thanks to online communication among judicial units € SAVİNGS OF INTEGRATİON

19 UYAP CITIZEN PORTAL By using their electronic or mobile signature they can examine their files through internet. Citizens can reach and examine their case information via Internet and learn the hearing days without going courts.

20 UYAP LAWYER PORTAL According to the latest figures, lawyers have been registered to the lawyer’s portal, and of them use this system effectively Litigate a claim or dispute to court through electronic means, Review his cases via electronics means Submit his petition with electronic signature online via UYAP.

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22 SMS INFO SYSTEM The number of citizens using this system 397,742 The number of lawyer 3,527 The courts or public prosecutors can also send SMS to the citizen’s mobile phone instead of preparing legal summons. In addition judges, prosecutors and personnel in courts can be notified by SMS about how many days remained from their annual day off limit, the decision of appointments, assignations, placements and also any kind of event in their personal file.

With this system, expenses of bureaucracy and postal costs are removed. After the system was put into practice which brings easiness to lawyers and citizens, it is not necessary to go to courthouses to get information about the phase of the case or to learn the date of the hearing and also they no longer have to pay travel costs to go to remote courts. 23 BUREAUCRACY AND POSTAL COSTS ARE REMOVED

The courts or public prosecutors can also send SMS to the citizen’s mobile phone instead of preparing legal summons UYAP MOBİL

UYAP MOBİL GBT (2010)  At around 1000 arrest decision is given daily  The number of wanted people is now  the number of people issued arrest warrant in 2009 is  After the introduction of the project it is understood that 3850 wanted people are already in prison.  Hand terminals are used for search  At the first stage 1000 gendarmerie use the system

26 LEGAL AID WEBPAGE

UYAP SYSTEM CENTRE The capacity of the centre is sufficient for more than seventy thousand users.

By the use of up to date information technologies the services that are given to the public about judicial processes are higher qualitiy. UYAP GAINS

Minimizing the judicial mistakes Ability of tracking a person’s whole judicial history Reaching different case files of a person Catching the fugitives %100 management of prisons Adaptation of users to new laws Fully online and workflow driven processes Minimized paper work by the use of DMS and integration Integration with other government units Reaching the data online when needed No data repitition Government & Judicial Process Gains

All takeover files from previous year can be prepared within instantly. Easy and fair dispatch of the files and works of courts and enforcement units is ensured. Prevention of corruption: Destruction of files are impossible because of electronic recording and all the activities are logged in the system. Transparency in terms of accountability and data accuracy:

UYAP Rol Out MAP COURTHOUSES AND ADMİNİSlTRATİVE COUNTY COURTS WHİCH WERE TAKEN İNTO OPERATİON AFTER COMPLETİNG THEİR TRAİNİNG PROCESS

The Number of Document # of Users # of Concurrent Processes1.750 # of New Files per a day Average System Login per a day #SQL per second3.200 # of Documents per a Day (Insert-Edit) # of Read Documents UYAP With NUMBERS lines of Code More than user interfaces More than reports and document templates

CRIMINAL COURTS PROCESS BEFORE UYAP AFTER UYAP Writing edits3-5 mn.3 mn. Post lists10-20 mn.1 mn. Statistics15-20 day15-20 mn. Criminal record1-15 day1 mn. Birth Certificate1-15 mn.1 mn. Take over files7-15 day1 mn Transfering files15-20 day2-3 mn. Promotions1 day0–1 mn. Annual statistics1 week0–5 mn. 33 Before and after UYAP

IDS IPS Antivirüs İçerik Denetimi Firewall In the system all recognised security hardware and software are preferred. All data is backed up instanly and regularly in the recovery center. NAT SECURITY

UYAP works on Intranet UYAP works on Intranet SİSTEM MERKEZİ NETWORK SECURITYIDSIPS Antivirüs Firewall Content check NAT VPN

INTEGRATING WITH THE OTHER COUNTRIES The UYAP database can be connected to the databases of the other states and can form a broadened network Achieving this goal will result in secure and swift transition of international requests such as rogatory letters, extradition matters and transfer of sentenced persons. Apart from these, UYAP case and document management system and word processor software were designed to be independently used by other judicial systems. So, it is completely possible to import these main components to other countries as they have already been transferred other related institutions in Turkey.

37 VIDEO- CONFERENCE SYSTEMS The other important technological feature is the usage of “video recording” and “video conferencing systems”, set up in 225 heavy criminal courts all over the Turkey and were rolled out in 225 heavy criminal courts. Thanks to this system any of the witness, victim or offenders who live far away from the court, even in different continents can be questioned.

38 ENVIRONMENTALLY FRIENDLY

39 THE AWARDS

40 In 2009, UYAP distance learning Portal has been selected the winner of Informatics Star Prize in Turkey. THE AWARDS

41 THE AWARDS

42 Ministry of Justice of Turkey has been selected as one of the 15 winners of Oracle's 'Enable the Eco- Enterprise' award. THE AWARDS

43 THE AWARDS SMS Information System has been awarded with the public prize of eGovernment Awards 2009 by the European Commission

44 THE AWARDS

GERMAN MINISTRY OF JUSTICE DELEGATION

MINISTRY OF JUSTICE DELEGATION FROM BRITAIN

47 COMMENTS

THE STRUCTURE OF IT DEPARTMENT The IT Department, within the MOJ, has the duties and responsibilities to establish, operate, and maintain the informatics system in cooperation with the units of the MoJ Project Team who works in IT department consists of Head of department (Mr. Mesut Orta), 13 examiner judges and nearly 250 personnel (computer-engineers, electronic- engineers, help-desk and programmers.) in central unit. There are also 371 expert users, 592 technical officer and 159 responsible UYAP Judges and Prosecutor in provincial units. In due course, all hardware has been upgraded and also software is improved and updated by the own project team of IT department itself

LAW ON AMENDED ADOPTION OF DECREE ON ORGANIZATION AND DUTIES OF THE MINISTRY OF JUSTICE Article 22/A (additional article 15/05/ /7. md.) Establishing, operating, maintaining and repairing informatics systems with the cooperation of central, provincial organisations of Ministry and relevant units of other dependent institutions; Carrying out services regarding to these systems with the cooperation of concerned units; Ensuring cooperation and collaboration within the units of Ministry regarding to informatics projects. With the cooperation of relevant organisations; transmitting all legislation, case law, academic publications, regulations issued by the international organisations in which our state participate, the decisions of international courts whose judicial authority was recognised and the other necessary publications compiled by all these organisations into electronic environment and to enable these sources at service of users Establishing more efficient and effective information, document and work flow system; producing or providing software for this system in conformity with the developments in information technologies Providing online or offline data flow and cooperation between systems at national or international level with respect to issues that fall under the duties of the Ministry Providing training of the personnel using PC in the central, provincial and dependent units with the cooperation of Training Department of Ministry Making cooperation with the other public institutions and organisations with regards to determination of the informatics standards and monitoring the development of these standards, concerning to the use of hardware of software Following and monitoring the development information technologies and to give opinions and make suggestions in respect of transmission of these technologies to the Ministry With respect to the issues fell under its tasks; making suggestions to the Ministry regarding to lack or defects of legislation by making researches and investigations, preparing by laws and regulations, and compose decrees Enabling effective and efficient operation of informatics system by making cooperation with the informatics units within department, courts and other relevant organisations THE DUTIES OF THE IT DEPARTMENT

50 HIGH BOARD OF UYAP  In order to handle institutional and legal differences within ministry and show the utmost determination of MOJ, it has been established a high Board in the ministry, who has responsibility to take necessary measures, provide harmony and eliminate obstacles to implement Project,  This board consists of Undersecretary, Deputy Undersecretaries and Director Generals of different departments

CHANGE MANAGEMENT  In the computerisation process of courts, the human element, judges and prosecutors who are considered the most conservative group in the legal profession, experience difficulties to keep up with the new developments.  In order to overcome this problem some trainings programs, awereness campaigns, meetings and seminars were organised.  While the computer literacy was only 5 % before UYAP in courts, it has been increased to level of 95 % thanks to basic computer and UYAP modules trainings.  Furthermore they have been given distance learning facilities enabling them to acces audial and visual training materials through internet.

MOTIVATION  Carrying out an IT project in public sector, particularly in judiciary requires overcoming too many difficulties. If the team are keen on succeeding with the utmost motivation and well-planning there is no chance for the failure.  The team work sprit and motivation is the most important stimulus in this context.  The motivation of the staff has been provided with some awards schemes and sharing that has been established for knowledge supply and motivation.  In addition there has been a strong share of know- how, consultative discussions and collaboration between ICT experts and judicial staff.

53 FINALLY Thank you very much for your attention If you have any questions please don’t hesitate to contact