Information technology in high-profile cases

This guidance complements our high-profile case management recommendations. 

Understanding information technology needs

The IT role assesses the security and adequacy of the court's technology infrastructure, including 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 web page for public information about the case. Depending on the court, this role could be filled by an IT person who works for the trial court, a state-level IT person, or a county IT employee.

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.

Courtroom technology

It is the 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 preplanning meetings.
• Work with the high-profile case (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 jury deliberation room.
• Coordinate courtroom technology needs and timelines for installation with the trial judge.
• Ensure that all case management system updates are current and discuss any necessary upgrades. Assess security concerns given the nature of the trial.
• Test digital evidence in advance. Some formats may require proprietary software or display methods. This should be determined and accommodated in advance of the trial.
• Train users on court-provided technology for evidence presentation and determine the best placement and timing of the resources 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 identified ahead of time, with technology in place to provide a video and audio feed. The room can be used to accommodate additional spectators or separate individuals who are likely to engage in hostile actions.
• In older courtrooms, an electrical and cable management plan may be needed.

External communication

The demands generated through heightened external communication will require IT to assess resources, capacity, and methods of communication throughout the pendency of the case.

• Facilitate and support internet presence during the course of the trial (i.e., server capacity, bandwidth)
• If Wi-Fi is provided in the courthouse, it needs to be maintained. Evaluate the current system and determine if the court needs two unique Wi-Fi connections for staff and public use.
• Assess the increased demands on the court's website from the high-profile case and the likely impact on site performance. Discuss with 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 better control peaks in activity.

Internal communication

It will be important for IT to evaluate internal communication methods and technologies to ensure needs are met throughout 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 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.

Staffing

Dedicated IT staff need to be identified to monitor and quickly respond to technological needs during the course of the case. Specific responsibilities should be outlined for each individual and the team to ensure all technology and communications are fully functional. A response team should also be in place to address unanticipated problems.

• Ensure that all staff are properly trained and cross-trained on any software they may need to complete their duties.
• Secure sufficient IT staff to accommodate increased needs related to the high-profile case and address any additional staffing as needed.
• Ensure vendors can be contacted quickly for emergencies (i.e., internet provider, phone company, etc.).

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