. Zulu

By DELPHINE ZULU? –
DETERMINED not to be left behind in a fast evolving electronic age, the Zambian Judiciary has been maximising the use of information and communication technology (ICT) to quicken judicial settlements and improve management of the courts.
To this end, the Judiciary, in 2009, embarked on an ambitious computerisation programme, making Zambia one of the leading African countries to introduce real-time digital court recording and case management systems.
The programme, which was commissioned in 2010, was made possible with the help of the Investment Climate Facility for Africa (ICF) which provided 75 per cent of the funding.
The ICF, whose headquarters are in Dar-es-Salaam, Tanzania, assists African countries improve their investment climate by removing barriers to conducting business such as prolonged dispute settlements.
In the Zambia’s case, the decision to go digital, came out of a realisation that the Judiciary could no longer isolate itself from technology nor cling on to the old and time-consuming “pen and paper” tradition of recording proceedings and filing of court processes.
It was anticipated that with digitalization, there would be greater transparency as issues of case records going missing and delayed judgments would become a thing of the past, and ultimately would increase public confidence in the court system.
The programme is already paying dividends. Since the launch, the face of the Judiciary has changed in the manner in which it is operating.
Now, at the click of a button, adjudicators, court officials, litigants and their legal representatives, the media and even members of the public can easily access rulings and judgments, and track court proceedings.
“The launch of the digital technology will enhance transparency in the Judiciary especially on corruption allegations because there will be little human contact. Parties are accessing their proceedings using various systems,” explained information technology deputy director Michael Zulu in an interview.
Mr Zulu said that the new technology had made the work of the media, lawyers, litigants and interested parties easier as they could access the records minutes after the proceedings.?He explained that the purpose of the ICF’s funding to the Zambian Judiciary was to ensure transparency in the handling of commercial cases and in turn help the country improve its ranking in the business and investment world.?The first phase, which cost $600,000, comprised the computerisation of court proceedings and training of staff.
The second phase amounting to $4 million involves the automating of the registries and setting up of an electronic data base to secure court records.
So far the Judiciary has automated 12 court rooms in the Magistrates Court, High Court and the Supreme Court in Lusaka and on the Copperbelt with over 30,000 files being converted into soft copies for easy accessibility.
The other facility is the electronic cause list which has been mounted at the Magistrates Court, High Court and Supreme Court premises.
The electronic cause list enables parties to confirm whether their cases are scheduled and before which Judge.?This has helped to decongest the registry.
Further, to encourage use of this new technology, the Judiciary is in the process of introducing lower court fees for e-filing and higher fees for those parties who still wish to file hard copy documents.
Judiciary Chief Marshal Ken Kafwaala said the IT department had introduced a tracking system to trace records. The system shows which person last handled the file.
“If this system is taken to all Courts in Zambia especially the busier ones, it will lessen the complaints of missing files which has created a perception that the Judiciary was a corrupt institution,” he said.
Mr Kafwaala said the introduction of the computer technology in the judiciary had also made it possible for him, as Chief Marshal, to easily monitor all court proceedings in all automated court rooms even outside Lusaka and be able to make follow ups where ever there was need.
Lawyers are impressed with the level of technology in the judiciary and encouraged it to speed up the process of introducing e-filing and e-payments as it will also reduce on congestion in the?busy and tiny registry which receives over 30,000 files per day.
The media, too, has appreciated the technology introduced in the judiciary because they are able to access files easily by conducting a search electronically thereby serving time and enabling them to beat their deadlines.
“The Judiciary posts recent judgments on its website regularly making it easy for us to have access. We are now able to write stories from Judgments from the comfort of our offices, unlike before where we had to chase for Judgments or proceedings from one office to another and sometimes these would go missing,” said selected reporters assigned to cover the Courts.
Apart from automating the courtrooms, the IT department had installed a Biometric Access Control at the entrance of the High Court and the Supreme Court to monitor members of staff.?“This is to instill discipline in members of staff. You can only use this facility, using one’s thumb, to log in between 07:00 and 10:00 hours afterwards it’s not accessible until 16:00 hours.
Meaning if one was to leave the office before 16:00 hours they can easily be singled out,” Mr Zulu explained.?Furthermore, the Judiciary has used information technology to improve internal communication.
The creation of a public relations department and the engagement of the public relations officer Terry Musonda have helped to enhance information flow in the institution.
The public relations department has introduced a number of internal publications such as the law directory and legal calendar bearing lists of members of staff and the various departments.