1. 1 NATIONAL JUDICIARY INFORMATICS SYSTEM Cengiz TANRIKULU Judge in Ministry of Justice, Advisor in Prime Ministry, The Republic of Turkey 24 October 2008 Thessaloniki U Y A P Republic of Turkey Ministry of Justice

2. 2 The "Crystal Scales of Justice" 2008 Edition Following the jury meeting of the Prize "The Crystal Scales of Justice", which was organised in Brussels on 2 October 2008, the jury selected the 4 following projects (presented in the alphabetical order by country): – Barreau de Paris" (France); – Court of Milan (Italy); – Ministry of Justice UYAP(Turkey) ; – HCMS, The Small Claims Mediation Service (United Kingdom) Among this selection, one project awarded the Prize "The Crystal Scales of Justice", the three others awarded a "special mention". As for the previous editions, the jury decided to keep secret the name of the winner until the Award ceremony in Catania, Italy (24 October 2008).Award ceremony in Catania The 4 selected projects will be invited in Catania by the European Commission.

3. 3 CONTENT OF THE PRENSENTATION This event will present an overview of the Turkish Judiciary System Secondly we will share the experiences of Turkish Ministry of Justice (MoJ) on National Judiciary Network Project (UYAP) and give some quick facts about UYAP and effects of the project on Turkish judicial system Provide assessment of UYAP outputs Republic of Turkey Ministry of Justice

4. 4 WHAT IS UYAP ? The Ministry of Justice has prepared an “National Judiciary Informatics System (UYAP)”, to achieve establishing a information system between the Courts and all other judicial institutions and Ministry, including prisons. Before UYAP equipped these institutions with computers, network and internet connection UYAP have central filing system. Structure is central.All servers are in Ankara. All data flow in to central units. Data standards and data standardization improved data quality and enabled reliable operational and management reporting system. Republic of Turkey Ministry of Justice

5. 5 UYAP I Ministry of JusticeMinistry of Justice Record of Convictions and statistics (reengineering) Criminal records and statistic system UYAP II Civil Jurisdiction Administrative Law Lawyers Citizens Supreme CourtSupreme Court UYAP-Sup. Court UYAP-Sup. Court 2000-2007

6. 6 To serve 40.000 employee of Ministry of Justice, 66.000 lawyers and citizen Integration of judicial units with each other and with other justice agencies Prevent citiziens from unjust treatment Rapid, efficient, reliable and integrated system Fast and efficient data exchange Cheaper judicial services Minimize the basic judicial errors Data standardization OBJECTIVES OF UYAP

7. 7 Alerts to identify users Electronic means instead of paper files Databank of information Information and basic legal aids to citizens Flexibility of working hours Audio and video records systems OBJECTİVES OF UYAP

8. 8 GENERAL INFORMATION ABOUT TURKISH JUDICIARY High Criminal Courts Centres134 Courthouses587 Penitentiary and Detention Houses425 Forensic Medicine Units63 Public Prosecutor Services7751 Judges5951 Administrative judges818 Public prosecutors3739 Personnel59.037

9. 9 Some other figures Auxiliary Court Personal : (Aprox.) 30. 000 Trainer Judges 1159 Members of the C.o.Cas 250 Members of Council of State:78 Lawyers ( approximately ) 70.000 Current Number of prison inmates: 96.000 Total Prison Officials: 31 000 Republic of Turkey Ministry of Justice

10. 10 The number of disputes in Turkey All these disputes numbers have been acquired by UYAP PROSECUTIONWRITS 1.416.739 PROSECUTIONPREPARATION 4.314.766 CRIMINAL CASES 2.673.374 CIVIL LAW CASES 2.180.305 ADMINSTRATIVE CASES 390.312 ENFORCEMENT CASES 9.640.669 GRAND TOTAL 20.616.164

11. 11 Turkey has approximately 73 million population. The court authorities in Turkey have annual huge working load. Judicial Institutions are handling very heavy workload. Some Facts About Turkey

12. 12 The employees, who work in judicial section, have being used very old technologies. Cases have being derived to long in the scales. It has being taken up long time to come to a conclusion the cases. The problems faced by the judiciary are complex, ranging from the enormous workload, inadequate training, information and monitoring. Legal procedures were complicated and disorganized. It must be carry out a reform on judicial sector in Turkey Problems !..

13. 13 Average duration of assize General Courts : Penal: 266 days Civil: 241 days C.o. Cassation Penal: 283 days Civil: 86 days Council of State: 460 days Republic of Turkey Ministry of Justice

14. 14 Project plan with milestones TJSRevision In 2000 Analysing of the process process In 200 2 Composing of the project projectschedule In 2001 Design of the system and production of Programmes and screens and screens In 2003 Testing system and new products products at the end of at the end of the 2003 the 2003implementing of the project of the project in pilot units in pilot units at the beginning of beginning of the 2004 Project start to roll out in whole Turkey in whole Turkey at the beginning of the 2005 ConjecturalProject’s finish time End of 2007 2007 Republic of Turkey Ministry of Justice

15. 15 UYAP in Public Prosecutors Offices and Criminal Courts Criminal Court Public Prosecutor Office Court of Cassation Other Public Prosecutor Office

16. 16 UYAP IN CIVIL COURTS Plaintiff and defendant & lawyer Civil courts Court of Cassation UYAP SMS IS e-announcement e-notification

17. 17 Ministry of Justice Council of StateConstitutinoal CourtSupreme Court Administrative Law Administrative CourtsAdministrative Courts Tax CourtsTax Courts Criminal records and statistics Civil JuristicationCivil Juristication Public ProsecutersPublic Prosecuters Penal Law ServicesPenal Law Services Civil Law ServicesCivil Law Services Enforcement-BankruptcyEnforcement-Bankruptcy Administrative LawAdministrative Law Convict-Arrest ManagementConvict-Arrest Management Forensic MedicineForensic Medicine Lawyers https://avukat.adalet.gov.trhttps://avukat.adalet.gov.tr Citizen https://vatandas.adalet.gov.trhttps://vatandas.adalet.gov.tr UYAP consists of these sub- systems:

18. 18 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 –e-mail –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

19. 19 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

20. 20 Police station Offence PublicProsecuter Driving License Information Courts On line Supreme Court Council of State Land & Cadastre Record of Convictions Population & Citizenship (MERNIS) TelecommunicationsAuthority General Directorate of PTT On line Convictions Prison Forensic Medicine On line Akbank Integration

21. 21 DELIVERED HARDWAREComputer 22.200 Laser printer 11.265 Uninterruptible power supply 5.090 Laptop 9.217 Laptop printer 2.800 Color Printer 418 Scanner 2.437

22. 22 CABLE LAYING Cable was laid in 807 units for 38.200 connection points across Turkey ANKARA Republic of Turkey Ministry of Justice

23. 23 UYDU ARTHITECTURE OF UYAP NETWORK INTERNET 100 Mb BARTINSALİHLİTOKAT YOZGAT TARSUSZİLE T URKISH T ELEKOM ATM & Metro Ethernet 200 MB ANKARAADANAKAYSERİAKSARAYTRABZONİZMİR connection with fiber cable 10 Mb MetroEthernet 4 Mb F/R 4 Mb G.SHDSL 2Mb G.SHDSL 1 Mb ADSL 679 units 906 units TÜRKSAT 2 Mb F/R 13 MHz

24. 24 Number of UYAP Users Number of UYAP Users at 2006 10.012 Number of UYAP users at the beginning of 2007 27.806 As of now number of UYAP users 55.000

25. 25 Number of Connected Users to UYAP System (LOG-IN Numbers) Number of Connected Users to UYAP System (LOG-IN Numbers) Number of Connected Users to UYAP System (LOG-IN Numbers) Number of Connected Users to UYAP System (LOG-IN Numbers) Official judicial holiday

26. 26 Monthly joined document’s number in to the UYAP system Official judicial holiday

27. 27 Number of transactions in UYAP

28. 28 Trainings were given in laboratories and practical on site Republic of Turkey Ministry of Justice

29. 29 With the Decision Support System, procedural mistakes are reduced to a minimum, virtual discussion forums within judicial organization about jurisprudence is in place, information sharing is enabled.

30. 30 Legislation Directives Sentences Case law Judicial essays Template texts Circulars etc. UYAP Databank Republic of Turkey Ministry of Justice

31. 31 Management of UYAP Senior Responsible Owner: Minister of Justice Minister of Justice Board of UYAP Head of Board is Undersecretary Vice President of the Board is Deputy Undersecretary Other members of the board are some general directors of the MoJ Project team Consist of about 250 staff Republic of Turkey Ministry of Justice

32. 32 UYAP in courts Republic of Turkey Ministry of Justice

33. 33 UYAP trainings have been given in modern laboratories in practical way Basic Computer Training: 13.000UYAP Training: 43.500 The last instant 27.605 personnel have been trained through internet by using distance learning/e-learning

34. 34 DISTANCE TRAINING 34/46

35. 35 35/46 Citizens can reach and examine their case information via Internet and learn the day fixed for the trial without going courts.

36. 36 They can be informed by means of web site/Citizen Portal about their cases or hearing dates They can be informed by means of web site/Citizen Portal about their cases or hearing dates

37. 37 Lawyer can : Pay process and tax fee from his office by use of VPN Technology and or on Network in Bars rooms through internet banking and UYAP, Litigate a claim or dispute to court through electronic means, Review his cases by electronics means Submit his petition online with his electronic signature by UYAP By using their electronic or mobile sign lawyers can examine their files through internet.

38. 38 SMS PROJECT As a recent development, after reaching and agreement with the GSM operators; text messages containing information about the case files can be sent to the parties of cases, who need to be warned to attend court. It allows users to ask for alerts to be sent to them whenever any chosen event occurs, by email or text (http://vatandas.adalet.gov.tr/proxy/lib/vatandas.html).http://vatandas.adalet.gov.tr/proxy/lib/vatandas.html

39. 39

40. 40 40/46 UYAP’S Web Mail Server has 55.000 active USERS. The capacity of the server is 90.000. By means of virtual discussion forums within judicial organization about jurisprudence is in place, information sharing is enabled. Every user can share own experiences, problems and ideas with other users via free lectern and he can ask his occupational questions to others, he can find solutions for his problems

41. 41 41/46 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. (1350 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.)

42. 42 42/46 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.

43. 43 UYAP with Numbers # of Case Files On the System57.240.073 # of User 55.000 # of Concurrent Process1.750 # of New File per Day200.000 Average System Login per Day53.778 #SQL per second3.200 # of Documents per Day (Insert)1.000.000 # of Documents per Day (Insert+Update) 400.000 4.500.000 lines of Code More than 3000 user interfaces More than 4000 reports and document templates

44. 44 By the use of up to date information technologies the services that are given to the public about judicial processes are higher qualitiy. GAINS

45. 45 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 repetition Government & Judicial Process Gains

46. 46 Transparency at judicial processes Lawyer and Citizen Portal Automatic calculation of penalties Minimized procedural mistakes Distribution of crimes No waiting at lines Social Gains

47. 47 All documents, processes and files are standardised: Before UYAP courts and other judicial units have being writen the writs one by one. After UYAP similar writs are being writen through stencils. Due to standart and ready forms, all the data are filled automatically into the documents like instructions, indictmans, hearing minutes, decision and others so as to finish cases faster and more efficient and not to wait for days. It is nearly saved on labour force by 30 % In the past it took so many times to prepare all the documents durıng the case or hearing but now it takes only minutes and it provide us speed and reliance.

48. 48 Economical judicial services: With the on-line connection of courts, expenses of bureaucracy and postal costs are removed. Before UYAP it could be reached to old issues of the Judicial Legislations Bulletin only per department of the Education of MoJ and that is being taken up time. After UYAP these issues can be accessed via MoJs web site online.

49. 49 The payments of the experts and taxes can be controlled in a more reliable way. Now the budget of the judicial units are prepaired by UYAP and budgetary control is made via UYAP online and momentary. Determination, audit and expenses are pursuitted on a central database with the accounting system in UYAP. Obtain central financial control

50. 50 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:

51. 51 The performance of the personnel can be followed via the electronical environment. To provide the capability to measure performance and report on the effectiveness of Turkish judicial services in terms of such performance indicators are defined by Government and stakeholders. Performance management through integrated management information

52. 52 After UYAP inspections of the judicial would be per UYAP online and remote. That possibility will be bring in time, costs etc. Provision of Clear Evidence on performence and quality for inspectors, every processes are logging by system Fulfill inspections in to electronic means

53. 53 The processes that takes hours or days can be done only in minutes by UYAP. Decrease administrative and judicial workload so to enable practitioners to focus on their other priorities. Simplify process:

54. 54 54/46 PUBLIC PROSECUTORS PROCESS BEFORE UYAP AFTER UYAP Instruction to other unıtsHalf a day0-1 mn. Monthly statıstıcsHalf a day0-3 mn. Annual statistic1 week0-5 mn. Preparing take overs3 day0-1 mn. General forms1 week0-5 mn. Birth certificate1 week0-1 mn. Criminal record1 week0-1 mn. Searching file10-15 mn.30 sn.-1mn. Preparing standart forms5 mn.0-30 sn. Examining stage of files10 day0-30 sn.

55. 55 55/46 CRİMİNAL COURTS PROCESS BEFORE UYAPAFTER UYAP Writing edits 3-5 mn. Tüm taraflar için3 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 dk Transfering files15-20 day2-3 mn. Promotions1 day0–1 mn. Annual statistics1 week0–5 mn.

56. 56 56/46 CİVİL COURTS PROCESS BEFORE UYAP AFTER UYAP Take over list3 day0-1 mn. Work list3 day0-1 mn. Adis form1 week0-5 dk Financial reports10 mn.0-4 mn. Work list for the financal units10 mn.0-4 mn. Getting information1-3 hour0-4 mn. Communication writs10 mn.0-1 mn. İssue table2 hour0-1 mn. Hearing list for 50 files2 hour0-1 mn. Search for files in archieve of unit1 day0-4 mn. Search for files in archieve of court3 hour0-2 mn. Search for status of files5-30 mn.0-1 mn. Writing instructions15 mn.0-5 mn.

57. 57 57/46 ADMINISTRATIVE COURTS İŞLEM UYAP’nden ÖNCE UYAP’nden SONRA Sending files to other unitsHalf a day0–1 mn. Monthly based statıstıcsHalf a day0–3 mn. Annual statıstıcs1 week0–5 mn. Promotion table1 week0–5 mn. Appeal stataıstıcs1 week0–5 mn. Take over list3 day0–1 mn. Terfi İş Cetvelleri Hazırlama İşi1 day0–1 mn. Adis forme1 week0–5 mn. Total receiptsHalf a day0–1 mn. Toplu Tahsilat/Reddiyat Hazırlama1 day1 hour Send files to provinces 1 day + 4 persnl ½ day + 2 personel Tebligat Reddiyat Listesi Hazırlama1 day½ day High court list½ day2 hour

58. 58 58/46 ENFORCEMENT OFFİCES İŞLEM UYAP’nden ÖNCE UYAP’nde n SONRA Opening new files 1–5 mn.0–1 mn. Totally files 3 day1 day İnstruction preparing 5 mn.1 mn. Selling process 1 hour3 mn. Take over 1 month1 mn. Annual statistics 1 day1 mn. Devir Listesi Hazırlama İşi 1 month0–1 mn. İş Cetvelleri Hazırlama İşi 1 day0–1 mn. Adis Form 1 day0–1 mn. Toplu Tahsilat/Reddiyat Ödemeleri İşlemleri ½ day0–5 mn. Toplu Tahsilat/Reddiyat Hazırlama İşlemleri 1 day1 hour Tebligat Listesi Hazırlama İşlemleri 1 hour1-5 mn.

59. 59 Judicial Institutions, which are using UYAP High Criminal Courts Centers 133 Administrative Courts Centers 23 Provincial Courts 515 Penitentiary and Detention Houses 392 Forensic Medicine Units 26 TOPLAM 1089

60. 60 PROJECT ROLL OUT PROCESS

61. 61 ELECTRONIC SIGNATURE After the enactment of the Law on Electronic Signature, the Ministry of Justice has reached an agreement with the public e-signature provider, for the delivery of the 30.000 e-signatures for judges, prosecutors and staff until the end of June 2008. Until now, 33.493 personnel have applied for the e-signature and 16.811 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 01.07.2008. All the documents will be required to be sent only in the electronic environment, which are signed by e-signature.

62. 62 INTEGRATING WITH THE EU The UYAP database can be connected to the central databases of the EU or member states and can form a broadened network in which European courts can benefit from. In the near future it will be possible to bridge UYAP with the backbone networks such as TESTA and other EU member countries’ systems. 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.

63. 63 “ True innovations were shown by representatives of the Ministries of Justice of Estonia and Turkey. Turkey demonstrated its integrated approach around the computerization of the judicial chain. Judges, prosecutors, lawyers and other legal professionals can (if authorized) can get with ‘one press of the button’ access to justice-registers, start judicial procedures, generate court performance information and pay electronically the court fees.” http://palbers.wordpress.com/2008/06/04/e-justice-conference-portoroz- slovenia/ 03.06.2008 From “e-justice in Portorož” evaluations:

64. 64 Republic of Turkey Ministry of Justice If you want any further info, you can get from http://www.uyap.gov.tr/english/index.html If you have any further questions, please don't hesitate to contact us! bidb@adalet.gov.tr fatih.onder@adalet.gov.tr arcam@adalet.gov.tr ctanrikulu@adalet.gov.tr akaya@adalet.gov.tr “More Justice, less bureaucracy”

65. 65 Thank you very much for your attention Ministry of Justice the Republic of Turkey