The IT role assesses the security and adequacy of the court’s technology infrastructure, including the adequacy of existing security measures and network/server capacity, maintenance of the case management system and electronic filing infrastructure, courtroom technology, and media and public access to electronic documents. The IT role may work in coordination with media relations to establish a trial Web page to publish information about the case. Depending on the court, this role could be filled by an IT person that works for the trial court, a state level IT person or a county IT employee, if the court’s IT support is provided by the county.
Information Technology personnel should expect and be prepared for increases in traffic due to the nature of high-profile cases. They should determine if any facility devices (i.e., copiers, public access computers) should have limited or altered access during the trial.
It is IT Department’s responsibility to prevent or minimize the impact of technological failures.
- Assess any audio visual/IT infrastructure needs prior to trial and participate in any preplanning meetings.
- Work with the HPC team to determine any IT needs related to the jury (i.e., computers and monitors to view video or documentary evidence) in both the courtroom and the jury deliberation room.
- Coordinate with the trial judge about any courtroom technology needs and timelines for installation.
- Ensure that all case management system updates are current and discuss any necessary upgrades and assess security concerns given the nature of the trial.
- Test digital evidence in advance as there are often problems with certain digital media, and some formats may require proprietary software or display methods. This should be determined and accommodated in advance of the trial.
- Train users on use of any court provided technology for evidence presentation and determine best placement and timing of when various resources may be needed for the trial. Attorneys are responsible for presenting their case and should know how to use the equipment.
- Determine if an overflow room is needed. This room should be determined ahead of time and technology resources set up to provide a video and audio feed to the area. This is needed not only to accommodate the volume of people but also to separate individuals that are likely to engage in hostile actions, such as rival gang members.
- In older courtrooms, an electrical and cable management plan may be needed.
The demands generated through heightened external communication will require IT to assess resources, capacity, and methods of communication available throughout the course of the case.
- Facilitate and support internet presence during the course of the trial (i.e., server capacity, bandwidth)
- Determine with the HPC team if Wi-Fi will be provided in the courthouse, and if so, maintain it. Evaluate the current Wi-Fi and establish if the court needs two unique Wi-Fi connections for staff and public use.
- Determine the increased demands on the court's website from the high-profile case and the likely impact. Discuss with the HPC team the most appropriate ways to disseminate information, such as court orders, with the expected higher amounts of traffic. Consider hiring a vendor or using external platforms to reduce the burden on the court's server. Another successful method is having a release schedule to attempt to limit the hits per day per person.
It will be important for internal communication methods and technologies to be evaluated by IT to ensure needs are met through the course of the case.
- Interface with state AOC officials as needed for support and resources.
- Support telephone rerouting, if necessary.
- Identify and/or design an internal communications network and document access for the case. This should be an agreed-upon method of communication during the case so that the HPC team knows where to find relevant information.
- Determine a mechanism for secure communications with justice partners. This might be as simple as an e-mail or phone tree, but it is likely to be more complex.
Dedicated IT staff need to be identified to monitor and quickly respond to technological needs during the course of the case. Specific responsibilities need to be outlined for each individual and the team to ensure courtroom technology is fully functional, network and wireless traffic continue to be functional with the increased demand, court ordered IT resources for the media are functional, and a response team is available and ready to address unanticipated problems.
- Ensure that all staff are properly trained and cross-trained in any software they might need to complete their duties.
- Ensure that there will be sufficient IT staff to accommodate the increased IT needs of a high-profile case and address any additional staffing needs that arise.
- Ensure that contacts for any vendors being used can be contacted quickly if the need arises (i.e., internet provider, phone company, etc.).