Introduction

As the judiciary increasingly relies on audio and video (AV) technology, it becomes crucial to establish effective policies regarding upgrades, budgeting, future-proofing, support methods, service logging, personnel responsibilities, and documentation. This examines best practices in these areas, drawing insights from research and industry standards.

Upgrade Cycle for AV Equipment

  • Importance: AV technology is integral to court operations, necessitating a clear upgrade cycle.
  • Research: AV equipment lifespans vary, with an average of seven years. State courts typically upgrade every five to ten years, while federal courts do so every fifteenth year. Coordination with IT and facilities departments is crucial.
  • Recommendation: Courts should schedule complete AV system upgrades every five to eight years, with additional component upgrades as needed. Retaining control codes and providing training during upgrades are essential.

Budgeting for AV Replacements

  • Importance: Effective budgeting ensures timely upgrades and optimal use of resources.
  • Research: Courts often rely on internal and external funding sources and may consider leasing options. Various funding strategies exist, including outsourcing, SaaS, PPP, grants, and GWAC.
  • Recommendation: Courts should budget for upgrades on a five- to eight-year cycle, allocating upgrades across courtrooms or functional categories. Flexible funding strategies should be explored, with clear understanding of SLAs.

Future-Proofing Courtrooms

  • Importance: Flexibility in infrastructure is crucial to accommodate evolving technology.
  • Research: Infrastructure should anticipate future needs, such as fiber optic cabling for networked infrastructures. Attendance at industry events is essential to stay updated on emerging technologies.
  • Recommendation: Courts should ensure infrastructure flexibility, plan for long-term replacement, and transition to networked infrastructures to accommodate future technology upgrades.

Support Methods for AV Equipment

  • Importance: Effective support ensures uninterrupted court proceedings.
  • Research: Support methods vary based on expertise, complexity, integration, and budget. In-house expertise, supplemented by third-party support as needed, is recommended.
  • Recommendation: Leverage in-house resources first, supplemented by third-party support contracts. Clear SLAs and ongoing training are essential.

Logging Service Calls

  • Importance: Service logging facilitates efficient issue resolution and system improvement.
  • Research: Comprehensive logging helps identify recurring issues and improve support. Help desk software or custom databases can be used for logging.
  • Recommendation: Implement comprehensive service logging using suitable software, ensuring ease of use and periodic review.

Responsibility for Wireless Devices

  • Importance: Effective management of wireless devices ensures their availability and functionality.
  • Research: Rechargeable battery technology enhances device usability, necessitating designated personnel for maintenance.
  • Recommendation: Assign specific personnel for wireless device maintenance, provide comprehensive user guides, and ensure availability of charging stations.

Documentation for Courtroom Support

  • Importance: Comprehensive documentation facilitates efficient support and maintenance.
  • Research: Documentation should cover procedures, references, and diagnostics, ensuring support staff have necessary information.
  • Recommendation: Maintain comprehensive documentation in both hard and electronic formats, ensure regular updates, and provide training to support staff.

Handling Various Video Formats

  • Importance: Standardized handling of video formats ensures efficient court proceedings.
  • Research: Courts should provide standard hardware connections and require attorneys to provide compatible playing devices. Courts should not be involved in format changes to avoid data loss.
  • Recommendation: Establish court rules regarding video use, ensure technical readiness for HD video, and require conversion by interested parties.

Handling Future Demand for Police Videos

  • Importance: Anticipating increased demand for police videos ensures effective courtroom management.
  • Research: Police video usage is increasing, requiring courts to establish rules for use and handling.
  • Recommendation: Plan for increased video demand, establish court rules, and ensure technical readiness for video playback.

Conclusion

Adhering to best practices in AV technology ensures seamless court operations, effective resource utilization, and future readiness. By implementing these recommendations, courts can navigate the complexities of AV technology with efficiency and effectiveness.

Sources: 

  • Author: Unknown, “Best Practices for Court Technology.” The CLCT Court Affiliates, 2019, courtaffiliates.org/. Accessed 2019.

Figures, Tables, and Addendums

  • (1)http://www. ncsl.org/research/civil-and-criminal-justice/body-worn-cameras-interactive-graphic.aspx
  • (2)Bureau of Justice Assistance. 2015. Body-Worn Camera: Frequently Asked Questions.https://www.bja.gov/bwc/pdfs/BWC_FAQs.pdf
  • (3)https://statescoop.com/storage-management-a-big-concern-for-body-camera-users/

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