City of Phoenix Prosecutor s Office ediscovery

Transcription

1 1. Welcome to ediscovery ediscovery is a web-based application provided by the City of Phoenix Prosecutor s Office. ediscovery is a web portal accessible from the World Wide Web that provides defense attorneys the ability to view/play and download case related discovery electronically. See section 4.7 to download a video codec for On Officer Videos. Some physical discovery will continue to be disclosed manually including store videos, audio tapes and CDs, and photo discs. Because communication between ediscovery and defense attorneys occurs via , defense attorneys must provide an address to the Prosecutor s Office. To update your address with the City of Phoenix Prosecutor s Office, send an to jennifer.cole@phoenix.gov. 1.1 ediscovery Technical and User Support Submit technical and user support questions through the ediscovery Web site at 2. ediscovery Requirements Defense attorneys must meet the following requirements to be able to use ediscovery: 2.1 Have access to a computer with the following software installed and working properly: - Internet Explorer 6 (or higher) - PDF reader, i.e., Adobe Reader 8 (or higher) - ZIP utility for viewing and extracting ZIP compressed files. ZIP utility is automatically installed by Microsoft for Windows XP SP2 or higher. If your computer does not have a ZIP utility, you may consider downloading free ZIP utility software from the internet. - Picture file viewer - MP3/audio file player - XVid video player (for playing on officer camera videos) See Section Have internet access 2.3 Have an account 2.4 Provide address and bar number to Prosecutor s Office 2.5 Have at least one active case with the Prosecutor s Office 2.6 Have a logon account (Accounts are automatically created. See 3.1 below) Page 1 of 8

2 3. Acce ssing ediscovery ediscovery can be accessed over the internet at the url: This is a secure site. Defense Attorneys must have a logon account to access the disclosed evidence. 3.1 Creating an Account ediscovery will automatically create an account and send an to the defense attorney when electronic discovery is first available. ediscovery s will be sent from ediscovery@phoenix.gov. Please add this address to your contact list to avoid any SPAM filters. The initial logon account information will contain the following information: - User name - Temporary password - URL to ediscovery logon screen 3.2 Password Requirements When connecting to ediscovery for the first time, the system will require the user to change the password. Additionally, ediscovery will require users to change their password every 31 days. The same password cannot be used again until the 26 th new password. When setting a password, make sure the password requirements are satisfied: - Must be a minimum length of ten characters - Must contain at least one uppercase alpha character (a-z) - Must contain at least one number (1-9) - Must contain at least one special character ($,?,!) - Can NOT contain spaces Example password: Testing01! 3.3 Lost Pa ssword If a password is lost or forgotten, it can be reset through the Forgot Password? link on the logon screen. Passwords can also be changed when logged on through the Change Password link. Logon Screen: Logged On Screen: 3.4 Account Deactivation ediscovery accounts will be automatically deactivated when a defense attorney no longer has at least one active case in the system or when the account is not accessed for 90 days. Page 2 of 8

3 4. Using ediscovery 4.1 Communication from ediscovery ediscovery will automatically send an notification after 4:30 pm or 9:00 pm, for evidence disclosed after 4:30, when evidence has been disclosed and is available for download. Initial notification will include two s: 1) logon account information, and 2) disclosed discovery information. If a logon account has been created in the past, ediscovery will only send one with the case and disclosed discovery information The disclosed discovery information will only be sent for days where the initial discovery was disclosed and when additional discovery is disclosed The disclosed discovery information will contain the following information: - Link to ediscovery - Complaint Nbr and Defendant Name - File Name for recently updated evidenc e - Date and Time evidence was disclosed NOTE: Though the will list recently disclosed evidence, the discovery packet in ediscovery will contain the evidence, including evidence previously disclosed ediscovery s will be sent from ediscovery@phoenix.gov and the subject line will indicate that the contains ediscovery related content. 4.2 Connecting to ediscovery Open web browser, i.e., Internet Explorer or Safari if using an ipad Go to The logon page will appear When logging in for the first time, use the user name and password ed to you. The system will ask you to change your password. Complete the password change process If you ve previously logged on to ediscovery, use the user name provided to you and the password you ve set during initial logon. Page 3 of 8

4 4.2.5 Click Log In. The discovery page will appear. 4.3 Viewing Discovery NOTE: if using an ipad, you must use Safari as the web browser You may view or listen to discovery from your PC or ipad (NEW) without downloading the discovery Click on View Files to view the list of discovery. Page 4 of 8

5 4.3.3 Click on Open/View for an individual discovery item to view the.pdf or.mp3 file. 4.4 Downloading Discovery NOTE: you cannot download discovery from an ipad, only view The Discovery screen will list all discovery packets available for download. The list can be sorted by clicking on the column title. The packet contains disclosed evidence for that case. The packet name will be the Complaint Nbr +.zip Click Details to VIEW a list of individual discovery files within the packet Click Download to DOW NLOAD the packet onto your local computer. Follow the download instructions. ediscovery will download a ZIP file Click Open or Save to download the documents to your computer When download is complete, find the ZIP file and view, print, play, or extract contents using a ZIP utility. Note: Zip utility windows will differ based on the user s Zip utility. - The Name column displays the file type (.pdf or.mp3) and the Type of evidence contained in the file. The Date column lists the date the document was posted on the ediscovery Web site. Page 5 of 8

6 Zip Utility Examples: 4.5 Logging Off To disconnect from ediscovery, click Logout or close the browser window. 4.6 Playing MP3/Audio Files Due to the wide variety of MP3/Audio file players, we recommend that you check with your local IT support staff or vendor for assistance playing the audio files provided. MP3 is an industry standard format and is supported by most operating systems. 4.7 Playing AVI On Officer Camera Video Files To play on officer camera videos from the Police Department, you may choose to download a compatible video player. We recommend that you check with your local IT support staff or vendor for advice before downloading any new programs. Below are links for downloads for both Windows and Mac (excluding ipad). The City of Phoenix is not responsible for the impact of downloading a video codec onto your computer. Windows: Mac: (excluding ipad) Page 6 of 8

7 4.8 Discovery Downloading Disclaimer Information retrieved through your ediscovery account is confidential and may not be disclosed to the public. See Rule 15.4(d) of the Arizona Rules of Criminal Procedure; Comment to Rule 15.4(d) Information retrieved through your ediscovery account may not be disseminated by the defendant, defense counsel, or a member of the defense team to anyone other than a member of the defense team, either orally, electronically, in writing, or otherwise. See Rule 15.4(d); Comment to Rule 15.4(d); Rule 4.4(a) of the Arizona Rules of Professional Conduct Information retrieved through your ediscovery account may be used only as necessary to defend the particular case listed. See Rule 15.4(d) Information retrieved through your ediscovery account may not be used solely to embarrass or harass any person or for any other improper purpose. See ER 4.4(a). 5. Officer Integrity Search 5.1 Acce ssing the Officer Integrity Search From the Home Page, click on the Officer Integrity Search link at the top of the page. 5.2 Checking to see if an officer has an Officer Integrity Report Search by entering a serial number or name and click Search If there are no reports for the officer entered, you will receive a response stating: There are no reports available. Page 7 of 8

8 If there are reports, you will receive a list of the results found Click Download to view, save or print. See Downloading Discovery instructions above. 5.3 Officer Integrity Reports Disclaimer As of March 25, 2011, the Phoenix Prosecutor s Office is disclosing officer integrity information to defense attorneys through the online ediscovery Web site. This information may relate to the credibility or integrity of an officer or may otherwise be exculpatory. The Phoenix Prosecutor s Office provides this information to satisfy its discovery obligation under Rule 15.1(b)(8) of the Arizona Rules of Criminal Procedure. By disclosing this information, the Phoenix Prosecutor s Office is not conceding that the information is either relevant or exculpatory in a particular case Officer-integrity information will be updated on the ediscovery Web site as it s received and may be revised at any time. The Phoenix Prosecutor s Office will not provide notice when information regarding any particular officer is updated or revised. Each defense attorney will be responsible for ensuring that he or she is aware of the most recently disclosed information on this Web site. Defense attorneys may access officer integrity information whenever this Web site is in operation. Searches may be conducted by using an officer s serial number or last name Information retrieved during any search is confidential and may not be disclosed to the public. See Rule 15.4(d) of the Arizona Rules of Criminal Procedure; Comment to Rule 15.4(d) Information retrieved during any search may not be disseminated by the defendant, defense counsel, or a member of the defense team to anyone other than a member of the defense team, either orally, electronically, in writing, or otherwise. See Rule 15.4(d); Comment to Rule 15.4(d); Rule 4.4(a) of the Arizona Rules of Professional Conduct Information retrieved during any search may be used only as necessary to defend the particular case for which the search was conducted. See Rule 15.4(d) Information retrieved during any search may not be used solely to embarrass or harass any person or for any other improper purpose. See ER 4.4(a) The Phoenix Prosecutor s Office endeavors to provide accurate, current information. If you believe that the Phoenix Prosecutor s Office has incorrectly added, redacted, or omitted information regarding a particular officer s integrity, please contact the Phoenix Prosecutor s Office at Page 8 of 8