Secure e mail for Defence Practitioners in Sussex

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1 Secure e mail for Defence Practitioners in Sussex The Future All key CJS agencies are committed to the full exchange of information digitally by April Secure is a first step and it will become the predominant common method of information exchange for some agencies including the CPS very soon. Further information will be provided as this happens. What is secure (SEM)? CJ Secure is a national facility for all criminal justice practitioners, which allows those people who do not belong to one of the statutory agencies to have access to a free secure service, to allow them to communicate more efficiently and securely with other CJ partners. The system automatically links securely to police, CPS, Criminal Courts, Probation and Prison systems. The system is web based so can be accessed by any computer with internet access and can be used for sensitive data i.e. matters relating to criminal cases can be sent by SEM. The system encrypts an before sending it and then unencrypts it at the recipients end, preventing unauthorised access to the information contained within it. What does it cost? The system is free and there are no joining fees or log on costs other than those associated with ordinary . SEM works with most reasonable modern computers. When you apply you will be told if you computer system is compatible with the system. How do I find out more about the system? Visit the web site or look at the brochure circulated with this message. How do I register for secure ? Visit the web site and follow the joining instructions. You will be able to use the system between 2 and 10 days after registering depending on whether you apply for a server connection (suitable for larger companies) or a mailbox connection. What happens if I experience trouble using the system? There is a help desk contactable on How do I know who else is on secure ? All police, CPS, Criminal Courts, Prison and Probation addresses are on secure if they contain.pnn. or.gsi. in the address. The SEM system also contains a directory of registered users so you can look up contact details for other SEM users.

2 What can I use it for in Sussex? CPS Case progression enquiries Judge in chambers bail applications (joint with Court) Bail variation applications (joint with Court) Expert reports and solicitors letters Defence statements Notices that a defence witness will be relied upon Courts Judge in chambers bail applications (joint with CPS) Bail variation applications (joint with CPS) Expert reports and solicitors letters Certificate of trial readiness Barristers and solicitors fees Crown Court Results enquiries Crown Court Case progression Crown and Magistrates Court What can secure NOT be used for? Secure cannot be used for: Request for prison visit there is currently no e mail facility in the relevant prison office Police bail enquiries - work is ongoing to establish a process for this information flow Anything with a higher security marking than Restricted. 2

3 Sussex Rules for SEM use To enable efficient use of SEM there needs to be a set of simple rules for its use, which all parties abide by: 1. All agencies and defence firms where there is more than one practitioner must use group mail boxes to which several people have access. This is to prevent the case where either a defence firm or agency sends an and the recipient is on holiday, sick etc and it is not received. This could potentially lead to delays in court cases, which is not acceptable. For defence firms to set up group mail boxes they must first set up a user account with SEM, and then contact the help desk who will talk the user through the set up process. 2. All secure mail boxes must be checked at regular intervals at least twice a day. 3. When secure e mail is used for a communication, the same message must not be sent by letter or fax as well. This simply duplicates workload and the benefits of using SEM are lost. 4. CJ agencies do not have the administrative process in place to receive correspondence about a single matter by several means. For example if there is a bail application to be made which has a hard copy document associated with it, the application must be made by letter or fax so all the correspondence relating to that matter is together. An cannot be sent and a separate letter with the hard copy document. 5. Where an e mail box is not going to be checked for a period for any reason an out of office message must be set up on the system to alert people sending messages to that mail box. 6. Confidential information eg names must not be put in the title/address/subject as even in secure this can be viewed. Any confidential information should be included in only the body of the message 3

4 Contact points for CJ agencies CPS Case progression enquiries / Bail applications and variations/solicitors letters etc. should be sent to the below mail boxes, reply will be by e mail where possible. Note: when sending correspondence regarding bail variations or judge in chambers bail applications the message must also be sent to the relevant court at the same time Paralegal Officers for Crown Court cases*: * these teams take over responsibility after the decision has been made by the Magistrates Court that the case will be either committed or sent to the Crown Court. For cases committed / sent from Magistrates Courts at: Brighton, Lewes, Crawley, Horsham, Haywards Heath, Eastbourne and Hastings [email protected] For cases committed / sent from Magistrates Courts at: Chichester & Worthing [email protected] Magistrates Court Case Progression Managers*: * for all cases not being dealt with by the Crown Court Teams Brighton Magistrates Court [email protected] Eastbourne, Hastings & Lewes Magistrates Courts [email protected] Crawley, Haywards Heath & Horsham Magistrates Courts [email protected] Chichester & Worthing Magistrates Courts [email protected] 4

5 Courts Mail boxes for the courts are listed below Magistrates Courts For bail variations, case progression enquiries, certificate of trial readiness, expert report and solicitors letters. Note: when sending correspondence regarding bail variations the message must also be sent to the CPS at the same time Sussex Central Magistrates Court (for Brighton and Lewes) Note: Lewes Magistrates Court is now closed, and all Lewes cases will be heard at Brighton (listing enquiries) (court support & legal aid enquiries) (case progression enquiries) Sussex Western Magistrates Courts (for Chichester and Worthing) (listing enquiries) (case progression enquiries) Sussex Eastern Magistrates Courts (for Eastbourne and Hastings) (listing enquiries) (court support & legal aid enquiries) (case progression enquiries) Sussex Northern Magistrates Courts (for Crawley, Haywards Heath and Horsham) (listing enquiries) (post court results and legal aid) (case progression enquiries) Crown Courts Chichester (indictments and general listing memos) (case progression enquires) Lewes (listing enquiries) (case progression enquiries) Sussex Criminal Justice Board 5