Frequently Asked Questions (FAQ)

 

E-Justice Project: Frequently Asked Questions (FAQ)

  • 1. WHAT IS E-JUSTICE?

    E-Justice (also called Paperless Courts) is part of the Government of Ghana e-Transform Programme that seeks to automate the existing manual filing systems within the Court’s Registry; i.e. from filing of cases to the execution of court decisions. It is simply an electronic case management system for the registry-side of the entire court process. A “proof-of-concept” pilot project is currently being implemented at the Law Court Complex, which houses 44 High Courts. This project is wholly sponsored by the World Bank.

    The Ministry of Communications is the implementing agency and a South African firm, Messrs. EOH, is the Solution Provider, with an American company, Messrs. Leading Associates, offering the Consulting Services for the project

  •  

  • 2. WHY E-JUSTICE PROJECT?

    The manual system is characterised by:

    • Duplications of suit numbers.
    • Hand written documentation and manually created files.
    • Manual transfer of documents from one person to the other through the registries.
    • High case processing times and case backlogs.
    • Manual payments and receipts for court processes, which may result in fraudulent activities.
    • Delays in court processes.
    • Manual financial reconciliation.
    • Inconsistent reporting at various levels.
    • Loss of documentation during processing.

    All these lead to poor turnaround time on the adjudication of cases, thus affecting justice delivery.

  •  

  • 3. IS THE E-JUSTICE SYSTEM NATIONWIDE?

    Not yet. The Judicial Service is starting with a “proof-of-concept” pilot project at the Law Court Complex, Accra. However, there is a plan to roll out the e-Justice project to the Supreme Court, the Court of Appeal, all High and Circuit Courts in the regional capitals as well as the Tema Metropolitan area by 2022.

  •  

  • 4. HOW WILL FILING BE DONE WITHIN THE E-JUSTICE ENVIRONMENT?

    Filing will/can be done in two ways:

    1. Those who walk into the Court House can get the documents assessed and filed at the Service Bureau centres that are licensed by the Judicial Service to do that.
    2. Online users can also file using an internet portal.

     

  •  

  • 5. HOW WILL PAYMENT BE MADE?

    Payment will be made using the online portal which accepts payment for the following instruments:

    Debit/Credit Cards (International) – VISA

    Debit/Credit Cards (Local – Ghana)

    Mobile Money Payments

    Bank Transfer

    Court Users can also make payment for documents filed at the various Pay Points managed by Ecobank, at the Law Court Complex.

  •  

  • 6. HOW DOES E-JUSTICE FUNCTION?

    E-Justice simply provides the electronic platform for filing, process services, fees assessment and payment, allocation of cases to Courts/Judges, Judge’s calendar management and the execution of processes for all cases filed at the Registry of the Court. It also interfaces with the Digital Transcription Systems (DTS) for the digitization of courtroom proceedings and transcriptions.

  •  

  • 7. WHO CAN ACCESS THE E-JUSTICE PORTAL?

    All external users of the justice delivery system can access the portal. They include Lawyers in good standing, State Attorneys, registered  Bank officials and other legal officers of institutions involved in the criminal justice system.

  •  

  • 8. HOW CAN ONE ACCESS THE E-JUSTICE PORTAL?

    First, you must be a registered user of the portal. Then you can access the portal through a weblink from the official website of the Judicial Service i.e. https://www.judicial.gov.gh or by using the website address https://ejustice.jsg.gov.gh

  •  

  • 9. WHAT CRITERIA MUST BE MET TO ACCESS THE E-JUSTICE PORTAL?

    One is required to go through a registration process to obtain a Business Partner Number (BP ID), which is needed to complete the portal registration for a username and password.

  •  

  • 10. WHAT IS A BUSINESS PARTNER NUMBER/ID?

     

    A Business Partner ID (BP ID) is a unique Identification Number generated for all users of the e-Justice system. Cases associated to a BP ID grant an individual a single view point of all cases filed when he/she logs onto the system. It is a requirement that documents intended to be filed are accompanied by a BP ID.

  •  

  • 11. . DO I HAVE TO PAY MONEY TO GAIN ACCESS TO THE E-JUSTICE PORTAL?

    No. Access to the e-Justice portal comes at no cost. All that one is required to submit is a valid national ID alongside the following details for registration: Full Name, Physical address; Mobile number; Email address; Solicitor’s and Chamber licences in the case of Lawyers.

  •  

  • 12. IF ONE DOES NOT HAVE THE TOOLS TO ACCESS THE E-JUSTICE SYSTEM WHAT SHOULD HE/SHE DO?

    The Judicial Service is licensing Service Bureau firms which will have all the requisite logistics and training to offer e-services to all those who are not able to use the portal or who cannot physically access the Court for a fee.

  •  

  • 13.WHAT HAPPENS TO THE SYSTEM WHEN POWER IS INTERRUPTED?

    The Law Court Complex already has in place a 2MVA generator set that is sufficient to support the entire building’s electrical installations. Also available is an AVR(automatic voltage regulator) to stabilize and filter power that comes into the building. Lastly, the Court Complex has a 400KVA UPS (uninterruptible power supply) that is capable of sustaining power for four (4) hours in the event of power failure from the main grid and the 2MVA generator set.

  •  

  • 14. WHAT WILL HAPPEN TO EXISTING MANUALLY FILED CASES?

    All active cases for the past two years will be digitized (scanned) and uploaded onto the system. All cases that do not fall within this category (i.e. inactive cases or active cases older than two years) will be scanned into the system as and when they are re-listed.

  •  

  • 15. CAN SOMEONE REQUEST FOR DOCUMENTS SUCH AS JUDGMENTS OR PROCEEDINGS THROUGH THE SYSTEM?

    Yes. The Case Management System through its portal allows authorised users to access and make requests for documents such as Certified Proceedings, Judgments and Rulings.

  •  

  • 16. CAN SOMEONE FILE A CASE DURING ODD HOURS I.E. AFTER WORKING HOURS AND ON WEEKENDS?

    Yes. One can file a case even after working hours and during odd times, but that process would be attended to, and deemed filed on the next working day.

  •  

  • 17. WILL THE SYSTEM BE ABLE TO DO ELECTRONIC SERVICE?

     Yes. The system is provisioned to do electronic service. During the Business Partner registration, valid email addresses and mobile numbers are needed for such purposes. Bailiffs can serve and prove service through the system.

  •  

  • 18. WILL LAWYERS BE ABLE TO DO ELECTRONIC SERVICE BY THEMSELVES?

    Yes, the law is being amended to enable Lawyers to serve their own processes on other parties.

  •  

  • 19. DOES THE SYSTEM ENABLE ONE TO FILE A COMPLAINT?

    Yes. There is a complaint module on the portal which allows Court Users to submit their complaints on a particular case. This makes it possible for complaints to be forwarded electronically to the offices of the Court Manager at the law Court Complex, Judicial Secretary or the Chief Justice for redress. Besides, there is a ‘LODGE A COMPLAINT’ link on the Judicial Service website.

  •  

  • 20. CAN ONE OBTAIN CERTIFIED DOCUMENTS THROUGH THE SYSTEM WITHOUT NECESSARILY WALKING TO THE COURT?

    Yes. The portal has a module that enables Court Users to request for certified Court documents which will be submitted to them via their email account after the necessary payments have been made.

  •  

  • 21. HOW FAST CAN ONE GET HIS/HER DOCUMENTS FILED USING THE PORTAL?

    Within 30 minutes. All documents submitted will be sent to the registry staff for assessment after which a bill is sent for payment.

  •  

  • 22. DOES THE SYSTEM ENSURE A VIRTUAL COURT ENVIRONMENT?

    Yes, together with the Digital Transcription Systems (DTS), a virtual Court environment is created. 

  •  

  • 23. WILL JUDGES BE ABLE TO ISSUE OUT ORDERS FROM THEIR HOMES?

    Yes. Judges will be able to work outside the Court but within the framework of the rules of Court. This is a web-enabled application which ensures access outside the office.

  •  

  • 24. HOW SECURE IS THE SYSTEM?

    There are three levels of security within the e-Justice system. These are: Data Security, User Access Control and User Authorization. Its detailed audit trail keeps track of every activity or action taken within it.

  •  

  • 25. WILL THE SYSTEM PREVENT CORRUPTION WITHIN THE SERVICE?

    Yes. The system would ensure transparency and also limit the human interface between the Court staff and the Court Users. Notifications are sent to the mobile numbers of the Business Partner anytime payment is made on their behalf.

  •  

  • 26. HOW DIFFERENT IS THE E-JUSTICE FROM THE CURRENT SYSTEM?

    The current system (manual) is characterized by

    • Duplication of suit numbers.
    • Hand written documentation and manually created files.
    • Manual transfer of documents from one person to the other through the registries, which leads to delays.
    • High case processing times and case backlogs.
    • Manual payments and receipts for court processes, which may result in fraudulent activities.
    • Delays in court appearances.
    • Manual financial reconciliation.
    • Inconsistent reporting at various levels.
    • Loss of documentation during processing.

    The e-Justice comes with the following benefits:

    • Electronic notifications on all Court actions / activities, thereby keeping Court Users abreast of the status of their cases.
    • Digitisation of records creates e-docket for easy access and reference by Judges, thereby solving the problems of docket misplacements and missing dockets.
    • Unique generation of suit numbers, thereby solving the duplication of suit numbers, which is characteristic of the manual recording process.
    • The online portal improves court user engagements with the Courts, thus limiting human interaction, which sometimes breeds corruption.
    • Quick and efficient processing of cases.
    • Easy retrieval of case records.
    • Compliance with policies.
    • Improved security of case related information.
    • Easier to generate reports on the state and progress of cases.
    • Improvement in public confidence through the prompt treatment of cases with optimised capacity and reduced costs to the Court User.
    • Increased productivity through automation.

  •  

  • 27. WHAT DO I NEED TO FILE A CASE?

    It is a requirement that one obtains a Business Partner Number (BP ID) to file a case. This is easily acquired when one walks to the Court with a valid National ID, full name, mobile number, email address and physical address to be registered.

  •  

  • 28. HOW DO I FILE A CASE ELECTRONICALLY? CAN I FILE MULTIPLE CASES?

    To file a case electronically, one must access the e-Portal platform with a registered Business Partner Number (BP ID). There is no limit to the number of cases one can file using the e-Portal platform.

  •  

  • 29. HOW DO I TRACK A CASE?

    Case status is readily made available on all cases using the portal. However for any change in a case status, a notification is immediately sent to all parties involved in the case to inform them of the new status. This is done through SMS notification or e-mail or both.

  •  

  • 30. HOW TRANSPARENT AND ACCOUNTABLE IS THE E-JUSTICE SYSTEM?

    One can readily check the status of a case from the portal to know the progress of the case. Again, a notification is sent to parties involved anytime a process is filed on the case, putting all parties on the same “page”.

  •  

  • 31. IF I AM NOT REPRESENTED BY A LAWYER, HOW DO I ACCESS THE SYSTEM?

    You can access the system through the Service Bureau firms licensed by the Judicial Service. But for first time Court Users, one must get registered for a one-time Business Partner Number (BP ID) which is a requirement for all transactions within the e-Justice system.

  •  

  • 32. DOES THE SYSTEM MAKE ROOM FOR AUCTIONING?

    Auctioneers are auto selected and notified within the system. The auctioneers’ portal enables them to submit their reports and returns electronically to the Court.

  •  

  • 33. ARE COMMISSIONERS FOR OATHS AND NOTARIES PUBLIC CATERED FOR IN THE E-JUSTICE SYSTEM?

    No. Documents sworn before a Commissioner for Oaths and Notary Public are not part of the scope of the project, as they are excluded from documents which may be handled electronically by section 4 (h) of the Electronic Transaction Act, 2008 (Act 773). However, such documents would be digitised and uploaded onto the e-Justice system when presented to the Court.

  •  

  • 34. HOW DOES THE SYSTEM SERVE MINORITY INTEREST? E.G. THE VISUALLY IMPAIRED?

    At the moment it does not serve minority interest but any accessibility programme for the visually impaired can interface with the portal application just like accessing any other online resource.

  •  

  • 35. HOW CAN JUDGMENTS BE EXECUTED THROUGH THE E-JUSTICE?

    Enforcement of Judgments will be done through the official Court Bailiffs. The Bailiffs will be notified for their services through the system.

  •  

  • 36. HOW DO I GET COPIES OF JUDGMENTS/RULINGS?

    Request for copies of certified documents can be made through the portal platform. The requested document will be sent to the user after payment has been made.

  •  

  • 37. HOW SUSTAINABLE IS THE E-JUSTICE PROJECT/SYSTEM?

    The Judicial Service has put in place the requisite logistics needed to ensure a smooth roll-out of this programme at the pilot Courts.

  •  

  • 38. HOW IS A REAL COURT SITTING MANAGED UNDER E-JUSTICE?

    The Judge, Court Clerk and Recorder can access the electronic docket for easy reference. The daily recording of activities within the Court room is done electronically in the system. Parties are notified electronically on the action of the day for the Court.

  •  

  • 39. IF I DO NOT HAVE A COMPUTER AND CANNOT ACCESS THE INTERNET, HOW DO I ACCESS E-JUSTICE?

    There are licensed Service Bureaus who can offer such services to Court Users at a fee.

  •  

  • 40. IF I ENCOUNTER ANY PROBLEM USING THE SYSTEM WHAT DO I DO?

  •  

     

We use cookies to improve our website. Cookies used for the essential operation of this site have already been set. For more information visit our Cookie policy. I accept cookies from this site. Agree