Digitalization of criminal case files in public prosecution units
For the General Prosecutor’s Office, and subsequently for the National Prosecutor’s Office as its legal successor, we carried out the design, development and implementation of the SDA — Digitalization System for Preparatory Proceedings Files in public prosecution units.
The SDA system was designed to support the digitalization of criminal case files — both preparatory and court proceedings — handled by appellate and district-level prosecution units. The purpose of the implementation was to create an electronic case file repository enabling efficient document search, evidence analysis and controlled access to digitized files for parties to proceedings, courts and other authorized bodies.
The project was carried out in 2014–2021 and also included SDA modification services and warranty support for the implemented modifications.
Challenge
Criminal case files are often extensive, paper-based and composed of many different documents. Working with such documentation requires efficient searching, analysis and sharing of information with authorized persons and institutions.
Traditional work with paper files involved time-consuming document review, frequent copying of files, manual search for information and limited access to evidence materials.
The main challenge was to create a system that would allow paper documents to be converted into electronic form, organized in a structured repository, searched, analyzed, anonymized and securely shared with authorized users.
The system was intended to support the work of prosecutors, secretariats and other units involved in handling criminal proceedings.
Business objectives
The expected result of the implementation was to increase the speed and quality of proceedings and enable faster access to information contained in case files.
The key business objectives included:
- improving the exercise of rights related to reviewing preparatory proceedings files by citizens and entrepreneurs participating in criminal proceedings,
- minimizing the time and cost of transferring preparatory proceedings files to authorized entities,
- minimizing the time and cost of anonymizing case files,
- reducing the time needed to prepare an indictment,
- minimizing the time required to find specific documents in case files,
- facilitating analysis of evidence material,
- reducing the need for frequent photocopying of files,
- enabling electronic archiving of files.
Functional scope
The SDA system included a set of modules supporting the full process of file digitalization, management, analysis and sharing.
The functional scope included, among others:
- authentication and authorization layer,
- start panel,
- document scanning module,
- case file management module,
- anonymization module,
- analytical module,
- sharing module,
- OCR module,
- local administration module,
- central administration module,
- ePUAP communication module,
- PKI support,
- internal integration layer,
- external data integration module.
Our solution
We designed, developed and implemented a system enabling the creation of electronic equivalents of paper documents from criminal case files. The solution allowed paper documents to be converted into digital form, organized within the structure of a case file and used in further processes: search, analysis, anonymization, sharing and archiving.
Digitalization and case file management
The document scanning module and case file management module enabled users to create digital representations of paper documents and organize them within the structure of a case.
This allowed users to work with an electronic repository of files instead of repeatedly relying on paper documentation. The solution supported secretariats by reducing time-consuming activities related to copying, searching and preparing documents for access or transfer.
OCR and document search
The OCR module enabled recognition of document content and improved the efficiency of searching information in digitized case files.
As a result, prosecutors and other authorized users could find specific documents, phrases or information gathered during proceedings more quickly. This was particularly important for extensive case files, where manual information search could be very time-consuming.
Anonymization and file sharing
The system included an anonymization module supporting the preparation of files for sharing with authorized entities. It helped reduce the time and cost required to prepare documents for review or transfer.
The sharing module enabled digitized files to be transferred electronically or on external data carriers to courts and authorities conducting criminal proceedings. The system also allowed parties to proceedings to review digitized case files at designated access points in prosecution units, detention centers and prisons.
Security, authorization and PKI
Due to the nature of the processed data, the system required a strong focus on security, access control and accountability of user actions.
The authentication and authorization layer, PKI support and administration modules enabled access management and control over user permissions. This was essential in an environment processing criminal proceedings documentation.
Integrations
The system was integrated with services and systems supporting administrative processes and data exchange, including:
- ePUAP,
- SIP Libra2.
The ePUAP communication module supported processes requiring communication with the public administration platform, while integration with SIP Libra2 supported data exchange within the environment used by prosecution units.
Technologies
The project used, among others:
- .NET,
- PHP,
- PostgreSQL,
- CentOS,
- PKI.
The technology stack was selected to meet the requirements of a public-sector system, including security, stability, handling large document sets, integrations and deployment in a distributed environment of prosecution units.
Results
The implementation of SDA enabled the creation of an electronic repository of criminal case files and improved work with case documentation. The system supported file digitalization, searching, analysis, anonymization, archiving and controlled sharing with authorized entities.
The key results included:
- improved work of prosecutors through easier search and analysis of case files,
- improved work of secretariats by reducing the need for frequent photocopying,
- faster retrieval of required documents,
- the ability to archive files in electronic form,
- support for the rights of parties to proceedings to access case files,
- the ability to share digitized files with courts and authorities conducting proceedings,
- support for document anonymization,
- reduced time required to search for information in case files,
- increased efficiency of evidence analysis.
Project organization
The project was carried out in consortium with ACSYS BSC Sp. z o.o. and required the involvement of a team with broad analytical, architectural, security, implementation and development competencies.
The project team included, among others:
- project manager,
- business analysts, including the head of the business analysts team,
- system architects, including the head of the system architects team,
- security architects, including the head of the security architects team,
- deployment and maintenance experts,
- subject-matter consultant for document circulation in prosecution units,
- development team.
This team structure made it possible to combine technical expertise with an understanding of document circulation processes in prosecution units and the security requirements specific to systems processing sensitive criminal proceedings data.
Summary
SDA — the Digitalization System for Preparatory Proceedings Files — supported the digitalization of criminal case files in public prosecution units. The system enabled the creation of electronic equivalents of paper documents, their search, analysis, anonymization, archiving and controlled sharing with authorized entities.
The project required combining competencies in document digitalization, OCR, security, PKI, integration with public administration systems and modeling of case file circulation processes in prosecution units.
The solution was designed and implemented to improve the work of prosecutors and secretariats, shorten the time needed to access information and increase the efficiency of proceedings.