Kosovo (Under UNSCR 1244) Statistical Training

Prosecution / Courts Session 5, October 7th, 13.15 – 14.30

Overview of the Criminal Justice System and Statistics – The Integrated File Number

With funding from the European Union

DEVELOPMENT OF MONITORING INSTRUMENTS FOR JUDICIAL AND LAW ENFORCEMENT INSTITUTIONS IN THE WESTERN BALKANS 2009-2011 Phase three – Training

The Integrated File NumberIntroduction

Why would you want an Integrated File Number (IFN). Possible reasons:

1. To track the crime of an offender through the system

2. To link different datasets for statistical reasons3. To look at the criminal history of offender(s)4. Other?

Organization of Statistics

• ‘Data Monitoring’ has three aspects:• Operational information

The actual data for handling a specific crime/case• Management Information

Data to monitor the performance of the organizations• Statistics

Data for research and Policy• Although, ideally, these will be feed from the same

source of data the use and the users are completely different

• I will talk about statistics, unless specifically mentioned otherwise

The Integrated File NumberIntroduction

Be aware that:1. An (automated) IFN is not always necessary (not

really for reasons 1 and 2 in previous slide)2. Hardly any country has an IFN. Why would that

be?3. To implement and maintain a truly consistent IFN

is very costly

My recommendation: Start small (e.g. Common case number for Prosecution and Courts)

Contents

1. Conceptual implications

2. Technical implications

3. Organizational implications

The Integrated File NumberConceptual implications

The first two questions to answer are of course:1. What is the scope of the ‘Integration’?

Police – Prosecution – Courts – PrisonsOr even more?

2. What does a ‘file’ mean? The police registration? A case? All issues with counting units etc are applicable here.

The Integrated File NumberConceptual implications

The scope:The ideal would be that all justice related agencies use

the same IFN. One can also consider:– Probation service– Agencies responsible for Community Services– Special care institutes for addicts– Victim care– Legal aid– Immigration authorities

Again: it depends on what you want to do with the IFN

The Integrated File NumberConceptual implications

The file:• The basic question to answer is here is if the ‘file

number’ should be crime-oriented or offender-oriented.

• An offender oriented approach is conceptually more clear: it is always one person.

• What you probably really want is both: the possibility to track a crime as well as an offender through the system

The Integrated File NumberTechnical implications

How to implement the IFN technically is again highly dependent on the use of the IFN.

Some scenario’s and possibilities:1. Restricted to only a few agencies, e.g. Prosecution and

Courts2. A uniform person number for each crime3. A unique person number regardless of the specific crime

Technical implementation is highly dependent on whether manual or electronic datasets are used

The Integrated File NumberTechnical implications

Scenario 1: Restricted to only a few agencies, e.g. Prosecution and Courts

This could be simple to implement. Particularly if the counting unit (the case) is more or less the same. The sender (prosecution) should take care that a really unique (!) case number is assigned. The receiver (courts) has to add this unique case number to all files/records belonging to the case.

The Integrated File NumberTechnical implications

Scenario 2: A uniform person number for each crime

The idea is that there is a central register with a unique person number for all persons that are – at that moment – known to one of the justice agencies.

As soon as a person – suspected of having committed a crime – is known to the police, the personal details of this person are checked with this central register. There are two possibilities:

The Integrated File NumberTechnical implications

Scenario 2: A uniform person number for each crime (2)1. The person is not yet present in the register. He/she

will get a unique number. This number is returned to the police. The fact that he/she is now known in the police dataset is added to the register.

2. The person is already known in the register. The number is returned to the police. The fact that he/she is now known in the police dataset is added to the register (if not there already)

The Integrated File NumberTechnical implications

Scenario 2: A uniform person number for each crime (3)The central register thus consists of:1. Personal details (name, date of birth, ...)

(preferably non-changing data)2. The assigned unique number3. A list with all agencies where the person is at this

moment ‘active’, possibly but not necessarily with their own person or case number.This list could be like this:

The Integrated File NumberTechnical implications

Scenario 2: A uniform person number for each crime (4)Person name: Paul Smit; index number 2468

Agency Date entered Date removed Own number

Police city A 5/4/2009 1/3/2010 123456

Police city B 30/11/2009 234567

Prosecution C 12/7/2009 1/3/2010

Court K 15/1/2010 1/3/2010 45678912

Prosecution D 15/3/2010 AB234

Court K 10/5/2010 98765432

Prison X 2/6/2010 CONV23456

The Integrated File NumberTechnical implications

Scenario 2: A uniform person number for each crime (5)

As soon as a person is not ‘active’ anymore in a specific agency a message is sent to the central register

If all records in the central register have a ‘Date removed’, the person could be removed from the register

The Integrated File NumberTechnical implications

Scenario 3: A unique person number regardless of the specific crime

Basically this is the same as scenario 2. But now the person is not removed from the register.

In this scenario, the register could be linked to a criminal record register

The Integrated File NumberOrganizational implications

The organizational consequences for scenario 1 are not too far-reaching:

– For manual administrations changing forms– For computerized administrations modifications are

needed– Instructions to employees

The Integrated File NumberOrganizational implications

The organizational consequences for scenario 2 (and 3) are considerable:

– A separate central agency has to be created maintaining the register.

– Identification of persons costs a lot of time– This central register can not be a manual one– All participating agencies have to be connected to

the central register

The Integrated File NumberRecommendations

– Firstly: establish the exact needs. Why do you want an IFN

– Start small! With only a few agencies using the IFN and gradually adding more agencies to the system.

– Scenario 2 (or 3) is the most flexible and is ideal to develop the system incrementally. However, it is expensive.

Kosovo (Under UNSCR 1244) Statistical Training

Prosecution / Courts Session 5, October 7th, 13.15 – 14.30

Overview of the Criminal Justice System and Statistics – The Integrated File Number

With funding from the European Union

DEVELOPMENT OF MONITORING INSTRUMENTS FOR JUDICIAL AND LAW ENFORCEMENT INSTITUTIONS IN THE WESTERN BALKANS 2009-2011 Phase three – Training