atlante judicial information platform...no sharing of data. one database per province (logical...

Atlante Judicial Information Platform

Contents

Citizen-Oriented Justice 3

Atlante: A Constantly Evolving System 4

What Benefits Has Atlante Provided? 5

People and Entities that Use Atlante 6

Functional Aspects 7

Atlante’s Integration with Other Applications 12

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Citizen-Oriented JusticeThe Canary Islands Government has made a firm commitment to modernizing its justice system in order to make it more flexible and efficient. These efforts are based on two fundamental pillars: organization and technology. In the Canary Islands Justice Administration, this technological progress has a name: Atlante. This system has exponentially improved the region’s judicial processes. With even greater levels of integration, the new upgrade to Atlante II will further enhance the justice service’s citizen-oriented approach.

Atlante Judicial Information Platform 3

Atlante: A Constantly Evolving System• Atlante provides various benefits to the

Canary Islands Justice Administration, including communication, information sharing, teamwork, task coordination, collaboration among multiple parties, adaptability, and standardization of processes and documents. The Canary Islands Department of Justice commissioned the design and implementation of this solution in early 1998. Atlante is based on an open, flexible platform that allows the system to evolve and permits the integration of other commercially available tools.

• Through a strategy oriented towards processes, people and technology, the system provides users with everything they need to do their jobs and make decisions within the judicial framework. The application consists of various modules: Judicial Bodies, Common Communication Service, Filing and Assignment Offices, Calendar, Free Legal Counsel, Justice Courts, Prosecutor’s Office, Juvenile Justice System, Institute of Legal Medicine, and Database of Information of Judicial Interest. These various modules are integrated in an intuitive, user-friendly environment that provides aggregated information and context-sensitive help, all with complete security.

• Atlante integrates all parties involved in judicial proceedings, both internal (General Council of the Spanish Judiciary, Chief State Prosecutor’s Office, Free Legal Counsel Commissions) and external (Wage Guarantee Fund, 112 Emergency Service, Security Forces and Corps, Professional Associations, Canary Islands Directorate-General for the Protection of Minors), and offers flexibility in the selection and execution of procedures. This complete, standardized system therefore encompasses all jurisdictions and stages of proceedings and includes all of the necessary functions.

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What Benefits Has Atlante Provided?Since 1998, when it assumed responsibility for providing the human and physical resources of the Justice Administration, the Canary Islands Government has continuously invested in improving the operation of the region’s judicial bodies. The following table highlights the key technological advances seen by the Canary Islands Justice system between 1998 and 2012.

1998 2012Documents were typewritten. All documents are created in electronic format.

Filing was done manually, using books.

Filing is done electronically in a centralized system that simplifies case assignment and transfer.

No sharing of data. One database per province (logical integration currently underway). Information can now be shared, within legal and security constraints.

Numerous collections of templates and documents.

Single template collection and procedure flow.

The judicial bodies and the prosecutor’s office were completely disconnected from each other.

The judicial bodies and the prosecutor’s office can share records, documents, and case files in digital format.

One server per judicial body.Consolidated servers are maintained by the Directorate-General for Telecommunications and New Technologies.

Filing and assignment offices were disconnected from all other entities.

Filing and assignment, notifications and orders, etc., are now fully operational common services supported by information systems.

No connection to the outside world.Continuous work with external entities: General Council of the Spanish Judiciary, Ministry of Justice, Wage Guarantee Fund, etc.

Little culture of technology.Knowledge of the functions of Atlante II has advanced tremendously. General computer skills have also increased considerably.


People and Entities that Use AtlanteAs a computer tool serving the Justice Administration, Atlante is necessarily complex and open to numerous groups. For instance, it is used by Justice Administration staff involved in the general administration of relations with the justice system (clerks, document processors, etc.). Because each type of staff member performs different types of activities, the system is adapted to each position’s specific responsibilities.

Atlante currently has 4,200 users, of whom 3,200 work for judicial bodies and 1,000 work for the National Police Corps, the Civil Guard or the Municipal Police.

• Judges and magistrates• Prosecutors• Court secretaries• Medical examiners• Civil servants in the corps of case

managers, document processors and court assistants

• Spanish Security Forces and Corps• Wage Guarantee Fund• General Council of the Spanish

Judiciary• 112 Emergency Service staff• Short-term goal: integrate the system

with legal professionals (lawyers and solicitors)

Atlante is also used by certain groups—such as court secretaries and the prosecutor’s office—that belong not to the Canary Islands Justice Administration but to the Spanish Ministry of Justice. The tool is also adapted to the jurisdictional tasks of judges and magistrates.

Additionally, the courts use Atlante to communicate with departments and other bodies belonging to various administrations: registers of deeds, notaries, Social Security, etc.

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Functional AspectsAtlante consists of four main modules and 19 subsystems that perform a wide variety of functions.

Filing and assignment of lawsuits and petitions

• The system ensures the transparency of justice.

• It is designed to ensure impartiality in the assignment of cases to judges.

• It allows publicly available information about cases to be centralized in the filing and assignment offices.

• It allows large-scale tasks to be automated.

Processing of court proceedings

• Legal certainty is the main benefit of the system.

• Procedures are structured in a way that standardizes workflows.

• Processes in judicial offices can be automated.

• User productivity is enhanced through the addition of standard tools.

• Information from case files is automatically inserted during document processing.

• All information pertaining to a particular case file can be found in one place.

Modules

Atlante JP Atlante IML Atlante AJGAtlante II

Judicial Office Clinical

Pathology

Laboratory

Juvenile Justice System

Prosecutor’s Office

Notifications and Orders

Filing and Assignment

Balanced Scorecard

DIJI

E-learning Platform

Online Services for Third-Party Integration


Template management

• All judicial bodies of the Canary Islands use a common template repository.

• Management and maintenance are simple thanks to the use of paragraphs.

• The Justice Administration conveys a coherent corporate image.

• The use of standard templates increases user productivity.

• When procedural laws are changed, the document repository can be adapted quickly and flexibly through a simple process.

Alarms integrated into procedures

• The system controls users’ day-to-day work and helps to prevent situations in which parties are denied proper legal defense.

• An alarm module ensures the safety of victims of gender-based violence.

• The system’s flexible model also includes manual alarms.

• These features directly impact the quality of the information recorded in the systems.

Online publication of commercial-law decisions

• The system provides legal certainty in real time.

• The Administration reduces costs by replacing the official gazette with online publication.

• Commercial-law decisions are published online.

• The publication turnaround time is shortened.

• The system will allow the creation of a public portal where the Justice Administration’s judicial decisions will be posted.

PROCESSING OF COURT PROCEEDINGS

MANAGEMENT OF COURT DATES

REPORTS AND STATISTICS

DECISION-MAKING TOOL ONLINE PUBLICATION OF DECISIONS

TASK PLANNER

TELEMATIC NOTIFICATION

ELECTRONIC SIGNATURES

PERMISSION MANAGEMENT

EVIDENCE REPOSITORY MANAGEMENT OF ALARMS INTEGRATED INTO PROCEDURES

DATABASE OF INFORMATION OF JUDICIAL INTEREST TEMPLATE MANAGEMENT

FILING AND ASSIGNMENT OF LAWSUITS AND

PETITIONS

INSTITUTE OF LEGAL MEDICINE FREE LEGAL

COUNSELCIVIL PROCEDURE LABOR PROCEDURE

CRIMINAL PROCEDURE

CONTENTIOUS-ADMINISTRATIVE

PROCEDURE

MANAGEMENT OF JUVENILE REFORM

PROSECUTOR’S OFFICE

JUSTICE COURTSCOMMON SERVICES

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Processing of applications for free legal counsel

• Applications for free legal counsel are approved more quickly.

• Costs are reduced by centralizing information and access to all case files.

• The system provides greater control over case invoicing.

• It reduces the time required for court proceedings in each case.

• Digital case files can be created in case management systems.

• Bureaucratic tasks associated with payments made by bar associations are eliminated.

Justice courts

• Legal certainty is the main benefit of the system.

• The system allows interconnection with other judicial bodies.

• Procedures are structured in a way that standardizes workflows.


• Information from case files is automatically inserted during document processing.

• Statistical information and lists can easily be obtained for decision-making purposes.

Management of juvenile reform

• Costs are reduced considerably by eliminating paper documentation.

• The various units involved in the juvenile justice system are able to interconnect.

• Citizens benefit because processing is simplified considerably.

• Rehabilitation of juvenile offenders will be facilitated through measures adopted by judicial bodies.

Institute of Legal Medicine


• The system allows interconnection between judicial bodies, the prosecutor’s office and the Institute of Legal Medicine.

• Citizens benefit because processing is simplified considerably.

• All actions are managed by a single system.

• The clinical submodule makes it possible to view past records and consultations associated with a particular individual.

Prosecutor’s office


• The turnaround time for case files entering the prosecutor’s office is shortened.


• The system increases the productivity of users at the prosecutor’s office by automatically inserting information from case files during document processing.

• The system allows the management of each prosecutor’s pending tasks.

Database of information of judicial interest

• Canarian judicial bodies are able to access consolidated information.

• Magistrates are able to generate judicial decisions in the system.

• Citizens will see a shorter turnaround time for the publication of decisions.

• Costs are reduced by eliminating paper copies.

• Thanks to the automation of filing and search processes for arrest warrants, the productivity of civil servants at duty courts is increased.


Management of court dates and summonses

• The system manages the calendar of hearings and trials for all courtrooms.

• Professionals benefit from the optimization of their journeys between the various court facilities.

• A single entity oversees and organizes the planning of fast-track trials for all courts in the Canary Islands.

• The system facilitates coordination with the Spanish Security Forces and Corps.

Evidence management

• The system improves the cataloging, organization and storage of evidence held by Canarian judicial bodies.

• It allows seized pieces of evidence to be traced.

• It gives court secretaries greater control over the evidence involved in any court case.

• The system can generate lists of pieces of evidence and their statuses.

Management and decision-making tools

• The Balanced Scorecard allows the Public Administration to integrate management measures.

• The Administration can prioritize actions and investments according to its objectives.

• The system clarifies the medium-term strategic model by allowing the results of the developed model to be extracted.

• It helps to expand the organizational vision.

• It helps to align civil servants’ objectives with those of the Administration.

Lists and statistics

• Process automation increases productivity.

• Citizens can obtain real-time information about pending cases.

• Thanks to this subsystem, judicial offices can be reorganized in a way that moves towards a “one-stop” service.

• To reduce costs, the results of reports and statistics can be exported in electronic format (Excel, PDF, etc.).

Telematic notifications (LexNet)

• Professionals avoid having to travel between court facilities.

• Notification times are shortened, benefiting both citizens and professionals.

• The solicitors’ association is able to control the management of notifications.

• The system allows multiple automatic notifications. Court secretaries are able to sign an entire batch of notifications simultaneously.

• Communications are guaranteed to be secure and reliable.

Electronic signatures

• Electronic signatures allow individuals who send correspondence to be reliably identified.

• When a document bears an electronic signature, the identity of the sender is indisputable.

• An electronic signature confers upon the remitted information the same value as a handwritten signature.

• The admissibility of the remitted information as evidence in court is guaranteed.

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Task planner

• The system assists in the organization of judicial offices.

• Task planning and automation reduces human error. Mistakes can be identified and corrected before they lead to incidents.

• Control points are established through processes and task owners can be identified.

• Reports can be extracted in order to assess task completion rates.

Permission management

• The confidentiality and, consequently, security of information is guaranteed.

• Users can be organized hierarchically.

• Users are only allowed to carry out the tasks assigned to their particular profile.

• The case management application can be adapted to users’ various roles.


Atlante’s Integration with Other ApplicationsThe adoption of Atlante has involved a commitment to technology on the part of the Department of the Presidency, Justice and Equality. The tool has made it possible to integrate various other applications that are helping to make the Canary Islands Justice system more effective and operational.

Atlante

Judicial Documentation

Center

National Police Corps, Municipal Police and Civil

Guard

LexNetWage Guarantee Fund

Ministry of Justice and other

autonomous communities

Canary Islands 112 Emergency Service

Remote Inspection System (General Council of the

Spanish Judiciary)

Consultation and Control System

(Chief State Prosecutor’s Office)

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LexNet

The integration of the Ministry of Justice’s LexNet platform has made it possible to create a new telematic notification service in Atlante. This service allows procedural communications to be transmitted telematically to various types of recipients (solicitors, lawyers, labor-relations specialists, government attorneys, etc.).

Ministry of Justice and other autonomous communities

Through an electronic delivery service for letters rogatory, different Spanish judicial bodies will be able to exchange information telematically for the purposes of making and remanding judicial cooperation requests.

Canary Islands 112 Emergency Service

Thanks to the integration of Atlante with the 112 emergency platform, judicial bodies handling cases of domestic violence or violence against women are able to electronically notify the 112 Emergency Service of criminal and civil actions, which may or may not be accompanied by restraining orders.

Wage Guarantee Fund

Thanks to the integration of the Wage Guarantee Fund, judicial bodies that use Atlante can generate and send information to the Wage Guarantee Fund. The same judicial bodies are also able to telematically receive and incorporate information sent by the Wage Guarantee Fund.

National Police Corps, Municipal Police and Civil Guard

With their integration in Atlante, the National Police Corps, the Municipal Police and the Civil Guard use a more automated procedure to record the dates of fast-track hearings at which police officers must appear.

Judicial Documentation Center

The integration of the Judicial Documentation Center allows judicial bodies to periodically submit copies of rulings and other decisions that are suitable for publication.

Remote Inspection System (General Council of the Spanish Judiciary)

Thanks to the integration of the Remote Inspection System, Atlante is able to periodically deliver statistical information generated by each judicial body to the General Council of the Spanish Judiciary, which then evaluates this information as part of its inspection process.

Consultation and Control System (Chief State Prosecutor’s Office)

Thanks to the integration of the Consultation and Control System, Atlante is able to periodically deliver statistical information generated by each judicial body to the Chief State Prosecutor’s Office, which then evaluates this information as part of its inspection process.


In addition to the functions mentioned above, Atlante II has improved the Canary Islands Justice system in various ways.

• Information has been centralized for each judicial province.

• It is possible to access all proceedings and case files handled in the Canary Islands.

• The new platform facilitates the online publication of information.

• The number of servers has been reduced.

• The solution is comprehensive and modular.

• The system’s technology architecture is cutting-edge.

• Costs have been optimized through the use of a Balanced Scorecard.

• Templates, procedures and workflows have been standardized.

• Alerts have been integrated into procedures.

• Automatic reports and audits have been introduced.

• Electronic signature for online services: This feature facilitates telecommuting for judges, magistrates, court secretaries and prosecutors and allows the application to be used on other devices (PDAs), which are essential to the work of professionals such as medical examiners.

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The Canary Islands Justice system has benefited from the introduction of Atlante in many ways, from a reduction in case processing times to an increase in the average number of procedures handled by Justice Administration personnel.

Examples:

The number of procedures handled each month by the existing pool of civil servants has increased.

Number of procedures per month: 620,000 in 2012, up from 180,000 in 1995.

The average time needed to file a case has decreased by 70% since 1998.

Number of cases filed electronically each day: 54,000.

Management of tasks and notifications has become more effective.

The task planner allows more than 1,000 tasks to be assigned each day.

Atlante users can have doubts and incidents resolved in real time.

The User Service Center resolves more than 30 incidents each day.

Management-level decisions are made more quickly at the Directorate-General for Relations with the Justice Administration.

The Balanced Scorecard makes it possible to analyze and exploit real data using more than 60 KPIs.

Management of free legal counsel has improved.

The waiting time for approval of applications for free legal counsel has decreased by 50% thanks to the free legal counsel module.


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