opinion piece Developing Effective Videoconferencing within Court rooms Consult Design Implement Transform

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1 opinion piece Developing Effective Videoconferencing within Court rooms Consult Design Implement Transform

2 The use of videoconferencing in Australia s courts is ever expanding. Videoconferencing is the way of the future. Videoconferencing is not a new technology; it has been used since the 1970s, however in the last decade it has been increasingly adopted within civil, industrial and criminal courts to provide greater access to witnesses, experts and for a range of pretrial and administrative purposes, as well as in hearings. The popularity of videoconferencing is a result of both the distances courts have to cover, particularly in the larger states, and the consequent costs associated with travel for witnesses, lawyers and the judiciary. The simultaneous development of electronic case filing has accelerated adoption of videoconferencing technology. Parties on both sides of the video conference can easily access case documents and content. The logistical advantages of videoconferencing, coupled with the convenience of electronic case filing, have increased effectiveness of the courts and to the manner in which cases can be brought and heard. Videoconferencing is widely used for the presentation of remote witnesses and evidence in trials, hearings and pre-hearing conferences and mediations. It also provides for the protection of witnesses where physical presence in court may provide emotional distress to the witness. In civil cases videoconferencing is fast becoming a normal court process, rather than an exception. The benefits of videoconferencing to the court Cost Savings The ability of videoconferencing to reduce court costs is widely accepted. Travel expenses can be directly reduced by the use of videoconferencing. Time Savings Having judges and court personnel travelling between courts is time consuming. Videoconferencing allows the judge to preside over a hearing without having to expend time to get to the specific location of the court room. Eliminate Distance problems The tyranny of distance has long been a constraint in the conduct of court proceedings. Videoconferencing has changed this by making the court room accessible across the globe, enabling witnesses and experts to be included into proceedings no matter where they reside. Security Sometimes it is safer to use videoconferencing and have certain individuals in a different location than the judge and other parties in a case. Transporting prisoners to and from courts creates risks for the public and court personnel. Versatility Videoconferencing can be used on an as required basis by the court. It allows for a range of court processes such as mediations, ceremonial proceedings and administrative hearings to be conducted without the need for all parties to be physically present. Access to Courts For individuals who may have physical impairment, are infirm or unable to physically attend the court, videoconferencing provides a suitable alternate. Videoconferencing within the courtroom Videoconferencing technology will continue to grow within the courtroom environment. Videoconferencing is likely to replace teleconferencing in most cases and may also allow courts to reduce traveling for civil hearings. In general the current problem with videoconferencing is the degree of difficulty in operating the system and the limited inability for the judge and other courtroom participants to accurately assess the demeanor and physical and verbal expressions of a videoconferenced party or witness. Courtroom videoconferencing therefore requires special configuration to ensure that is suitable to the court process. The use of advanced audio visual switching and audio systems is critical; whereby camera and audio presets are suitably designed and

3 programmed so that they meet the particular judicial needs. Such things as enabling full body views of the videoconferencing party instead of just the upper-torso and head may be critical to capture the person s entire demeanor rather than just facial expressions. The advance in high definition video has also dramatically increased the quality of the videoconferencing, such that subtle mannerisms and non-verbal gestures can be captured by viewers. An Audio Visual SOE is fundamental to the successful implementation of court room videoconferencing. Create a Standard Operating Environment The development of a Standard Operating Environment (SOE) is a necessary step in the introduction or refresh of videoconferencing system within courtrooms. Organistations contemplating the deployment of enhanced courtroom technologies and new audio visual infrastructure should set aside time and funds to ensure an SOE is properly defined and documented. The Standard Operating Environment specifies the standardisation and categorisation of audiovisual equipment, design standards, videoconferencing standards and amenities available to all judges, jury, court members, staff and public The objective of the SOE is to define: the minimum audio visual requirements for all Courtrooms to meet the statutory and operational requirements a framework to standardise audio visual technology and infrastructure to provide a means of identifying and upgrading, where required, any sub-standard facilities where audio visual services are required. Within the SOE the full suite of videoconferencing and audio visual services should be defined. This includes: A Policy for the conduct and use of videoconferencing which sets the key practices that should be adopted. A determination of the General Standards to be used for videoconferencing and audio visual services such as high definition video, hi-fidelity audio, video and audio switching requirements and so forth The Design Standards contain the core detail on the specification for the audio visual and videoconferencing systems, cabling standards, display standards, endpoint particulars (e.g. camera) and the like. Within the design the audio and visual switching design is annunciated along with details on rack layouts, joinery requirements and any service specifics such as audio transcription and hearing augmentation. Contained within the Videoconferencing Standards are the specifics around the videoconferencing system. This section of the SOE provides information on codec, multipoint control units (MCU s), video gateways and videoconferencing control and management systems. The Audio Standards establish the guidelines for court room audio requirements. These extend to audio capture, transcription services, audio reinforcement and amplifications and hearing loops Determination of the Automation Configuration Standards, such that the audio visual control system is designed and configured to a complement the operational requirements of the court and make systems use simple. Functional and Graphic user interface designs should be included. Room Configuration Standards define the placement of end-points (cameras, displays, microphones) in a typical courtroom layout along with defining camera presets and Pan- Tilt-Zoom angles. Develop a Standard Operating Procedure To maximise the use of the court videoconferencing services and to ensure a robust standard set of procedures, a Standard Operating Procedure (SOP) should be developed. The SOP will define a standardised operating practice and ensure that audio visual facilities are used effectively, efficiently and in the correct manner; enabling an improved audio visual experience through consistent processes and complementary user and technical support. The SOP will contain workflows and processes which users should adopt when needing and using audio visual and videoconferencing facilities in court rooms.

4 The SOP will be a universally based set of practices which are to be adopted by all court room users. It is likely that early forms of the SOP will contain a number of automated and manual processes, consistent with current operating models within the court; however longer term many of the manual processes may automated through the use of better technologies and software. Therefore the SOP should be considered as a living document and should be regularly reviewed and updated as new automated systems are introduced into the courts. Given the highly specialised nature and complexity of courtroom videoconferencing it is imperative that Standard Operating Procedures are developed. Benefits of an SOP: Standard Courtroom Practice The SOP will provide a universally adopted practice across all courtroom facilities. This will ensure consistency in managing and supporting audio visual facilities and provide a more trusted user experience. Increased Productivity. Having a standard operating procedure, will eliminate current inefficiencies in the way in which audio visual facilities are managed and supported. Through introduction of automation; where practical; for such functions as room and resource bookings and cancellations will help remove bottlenecks and the onus on manual processes. Improved User Training and Technical Support Having a standard operating procedure will generate a consistent training approach. It will also permit a more dependable support environment; extending to help desk services; to assist users in the establishment and conduct of videoconferencing sessions and to guide users in the effective use of the audio visual facilities. The SOP should also include support procedures as necessary for users to have access to robust (technical) support processes. Defined process ownership and responsibilities. The SOP should clearly identify process owners and set roles and responsibilities for each organisational group. It is expected the SOP defines the process owner and responsible authority for audio visual resource management. Similarly it should also describe who will be responsible for the audio visual systems. SOP Focus Areas The SOP should consider the following areas for standardisation across the court: That where possible functions are automated to improve efficiency and user experience. A system which allows users to view and book resources (rooms, videoconferencing services, interpreter services etc) using an electronic booking system. A concierge (or similar) to coordinate videoconferencing services and to provide user Identification of process ownership, booking administration, resource conflict resolution and exception management. Technical support for system faults and troubleshooting. About the Author Roland Hambleton is a Principal Consultant at Consultel and has provided videoconferencing advice within the Australian justice system. Roland has spent more than 20 years working in the telecommunications industry. Roland takes a leadership role in developing practical outcomes for his clients and combines this with his passion for business innovation. Roland enjoys a considerable profile within the industry through his personal networks and participation with suppliers and clients. He combines his technical knowledge with his commercial acumen to give organisations savvy advice.

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