INTRODUCTION OF FAST TRACK COURT SYSTEM CONCEPT AUTOMATED COURT SYSTEM – COMPUTER NETWORK ENVIRONMENT The key players in an automated Court are: the Cashier, Process and data entry clerk, the scanning Clerk, the Bailiff, the Docket Clerk the Court Manager and other auxiliary staff, such as Recorders Transcribers and Interpreters.

1 Cashier’s Workstation When a case is first filed in Court, the first point of call is the Counter or the Cashier’s workstation.  The relevant fees (for the endorsement on the Writ, bailiff service and mileage etc) are assessed.  The court uses the existing Schedule of fees. The case number is automatically generated.  For this to be properly done, the Cashier is trained to be able to identify the nature of the case and use it to decide on the entry and classification of the case, to enable the correct number to be generated automatically by the computer.  An electronic receipt is generated for the fees paid.  Every entry made here will automatically be recorded on the Central Server. Simultaneous actions are taken by the Data Clerk and the bailiff after the filing of writ or process.

2 Process for Data Clerk’s Workstation

After the Cashier has concluded his work on the document, he passes it on to the Process Clerk who enters other details on the case including the names, telephone numbers, fax numbers, e-mail, residential and postal addresses of the parties and counsel.  Physical docket or file is then opened for the case.

3 Scanning Clerk’s Workstation

From the Process Clerk’s workstation, the Writ or process will proceed to Scanning Clerk where it will be scanned. It is part of the process for converting paper into digital form for ease of storage and retrieval.  A complete document management system with the appropriate software is recommended as the ultimate in managing Court Records. 

4 Bailiff’s Workstation

As soon as the Writ or any document is filed, the Bailiff’s workstation is activated. The new case is indicated by information on the Bailiff’s workstation. The document may be printed out and service effected within twenty-four hours without necessarily waiting for the physical duplicate before proceeding to effect the service. When the document is served the Bailiff proceeds to proof service or non-service on his computer without necessarily calling for the original docket to proof service on it. The proof of service or non-service can be viewed at all the Stations and particularly by the judge in the Courtroom. The new procedure occasioned by the electronic record management and E-filing applications. At the appropriate time the Rules may be amended to enable electronic copies of documents to be served, either physically or electronically.

5 Docket Clerk’s Workstation

Several processes have to be compiled with before the case can proceed to the Courtroom. These include the filing of appearance, Statement of defense, Counterclaim and Reply and Interrogatories, all of which are done before summons for directions are filed.  While these are being done, the physical docket is kept with the Docket Clerk in the Docket room.

6 Combined functions

In most Courts, the workstations of the Docket Clerk and the Scanning Clerk will be combined, especially where the rate at which new Writs and processes filed are not that frequent.

7 Courtroom workstation

In the reform and particularly the Fast Track Court, each Courtroom is semi autonomous of the main Registry.  For faster service delivery the Chief Registrar delegates duties in the Courtroom to the Court Clerk.  The Court Clerk manages all the cases assigned to that Court Clerk until the case is disposed of. All the important Court Orders, Forms and other procedural precedents are computerized and the Judge and Court Clerk manage all processes electronically.  For example, when an Order for Interim injunction is granted in Court, the Court Manager will activate the Format on the computer, fill in the necessary particulars, print it, collect the necessary fees and issue receipt for it in the Courtroom.  The Judge signs it, and copies are instantly served on the parties if they are available in the courtroom and service proved by the Court Manager.     

During trial of a particular case the Court Clerk enters all the particulars of parties and appearances for the day and time case was started and the time proceedings will end as well as progress of the case.

Under the Electronic Case Flow Management Application the Judges and staffs in the Courtroom are core-center within the project.  Each case is therefore managed independently from the main registry of the High Court until the case is disposed of.  The docket is then sent to the General Registry for the execution process to begin.  This is part of the process to decentralize the Court registries to ensure efficiency and accountability.

8 The Trial Judge

As far as the application of the Electronic case management is concerned, the Trial Judge manages each case in accordance with the FTC guidelines developed. The system automatically monitors the Judge’s performance. The Judge’s personal computer is used to log-on to the Central Server of the Local Area Network for any information he requires on cases before him.  He takes daily notes of each case that will assist him when delivering Judgment.  The system is designed to enable the Judge to access the electronic Library when a Law authority is citied in the course of the trial.

9 Coordinator and Quality Controller

The Quality Controller or Co-ordinator should be a person who is versed in both Court Procedure and Management in Information Systems.  He has a Works station to enable him monitor the performance of staff at each workstation, and of cases on the entire system.  Each case with its unique suit number and title should be easily accessed by the Co-ordinator.  He will not however have access to change any information.  He is however able to view the Systems database to see the status and performances of all the cases adjournment on cases, and man-hours spent on cases. He is in charge of all aspects of Returns including Judicial Statistics and Management reports.

This position has been established administratively to oversee the implementation of the automation system.