Automated Court Information System for the Judiciary of Kyrgyzstan

Customer: Supreme Court of Kyrgyzstan

Donor: European Union, GIZ, Germany

Period: May 2016 - October 2020

We developed a comprehensive Automated Information System (AIS) for the Kyrgyz Judiciary, transforming how courts manage all procedural aspects of civil, criminal, and administrative cases. This ambitious project automated complex judicial processes and met stringent legal, operational, and security standards. While challenging, our team meticulously engineered this system to address the nuances of case management, from registration to archiving, and implemented a suite of integrated features that now streamline judicial workflow, enhance case handling, and ensure consistency across court operations.

The project was implemented by The Rule of Law Programme in the Kyrgyz Republic - 2nd phase (ROLPRO 2), ROLPRO2 in Facebook

Human rights cannot be guaranteed without justice; justice is the way to achieve dignity for all

- Kofi Annan

We decided to undertake this project because we believe in the fundamental importance of a transparent and fair justice system. A just legal framework not only protects individual rights but also fosters public trust in legal institutions. By implementing this automated court information system, we aim to enhance efficiency, reduce corruption, and ensure that all citizens have equal access to justice. Our commitment to transparency and fairness is essential for upholding the rule of law and promoting human rights within society.

The AIS facilitates seamless case registration, tracking, and processing by automating vital judicial functions, such as:

• Case Registration: Facilitates initial and ongoing documentation for cases and court materials.
• Document Management: Automated scanning, recognition, and categorization of scanned documents, organizing them within digital case folders.
• Case Assignment to Judges: Integration of a multi-criteria module that assigns cases based on case type complexity, judges' workload coefficient, and the need for balanced case distribution across judges.
• Judicial Workflow: End-to-end support for judicial proceedings, from case preparation and hearings to enforcement and archival.
• Data Analytics and Reporting: In-built analytics for statistical reports required by the Kyrgyz National Statistics Committee.
• Role-Based User Dashboard: Personalized dashboards for various user roles.
• Reminders and Notifications: Automated alerts to keep court personnel on track.
• External Integrations: Seamless connections with other government systems.

Additionally, the AIS offers a Document Automation Module, enabling the swift preparation of legal documents with templates. A Business Process Builder provides flexibility in case routing, user permissions at each case stage, and deadline setting, supporting real-time compliance and tracking.

The Court AIS software suite comprises the following components: primary software used by end-users, a user management program for controlling access rights and resource permissions (user authorization), and an administration program for configuring business processes and reference materials.

File Storage and Security:
The system leverages the Alfresco platform for file storage, ensuring the security and reliability of stored files, as well as managing controlled access.

Multi-Level Access Control:
The Court AIS system features an advanced multi-tiered access control structure for data and system functions. A comprehensive access log tracks user permissions and any assignment or modification of rights within the system.

Key User Roles in the Court AIS System:

• Court Clerks
• Chief Court Clerk
• Complaint Specialists
• Judges
• Judge Assistants
• Court Session Secretaries
• Archivists
• Court Chairperson
• System Administrators (full system management access)

This structured access framework supports the integrity and efficiency of court operations across all user levels.

Phase 1 (2016-2018): Development of the first version of the system and implementation in three local district courts of the first instance.

Phase 2 (2018-2019): System implementation across all local courts (67 district courts).

As part of the implementation of the Court AIS in first-instance courts, 752 people from 64 courts in the Kyrgyz Republic were trained, including 245 judges and 507 court staff members.

Our team made it happen! We are incredibly proud of these results.

Phase 3 (2019-2020): Development of a module for courts of the second instance and piloting in two appellate courts. Transfer of the system to the responsible government authority.

2021 - An audit of the software product conducted by an expert commission on behalf of the European Union showed positive results and recommended the system for use at all levels of the judicial system.

Since 2022, the state enterprise that received the system has implemented it in courts of all instances throughout the country.