Scottish Government

ERROR HANDLING PROTOCOL

Introduction

This document outlines Scottish Court Service views on errors that occur in the ISCJIS 'primary loop' for transmission of data between ISCJIS partners. It will also set out procedures to rectify errors. (Discussed with ACPOS rep)

• Types of Errors File not received by Sheriff Court from PF
  
• Data in electronic file inconsistent with Complaint
  
• Data sent by Sheriff Clerk to SCRO incorrect
  
• File not received by Procurator Fiscal / SCRO (Local Records Office) Rectification of Errors SCS would suggest that these issues should be resolved by doing the following. Local SC contacts local PF to ascertain that file has been sent.
  
• If PF confirms file has not been sent they should intimate to local SC when it will be transmitted.
  
• If PF confirms that file has been sent the local SC contacts SCS COP helpdesk for them to investigate. If file has been received but not processed SCS COP helpdesk will take necessary steps to rectify problem.
  
• If file has not been received SCS COP helpdesk will contact CO helpdesk for them to investigate, and resend if required. Electronic data inconsistent with Complaint. The local SC will take a decision in respect of how much work is required to rectify the error. They will inform the PF and either, amend the error if they have the facilities to do so, or they will delete the case. The PF can then rectify the problem and resend the appropriate data if required.
  
• If the PF, or some other agency notes the error then the PF should inform the SC that a specific case requires to be deleted and the new details should be sent electronically to the SC for automatic registration.
  
  If the error is not noted until the case has called in court, there are procedural difficulties with having a new case registered, specifically when documentation has been produced and intimated to other parties. It may be in these circumstances that the error despite being intimated may have to proceed through the system, ( and flagged for future rectification) Data sent by Sheriff Clerk incorrect If the Sheriff Court finds an error in respect of information that has been sent to one of the other ISCJIS partners, the Sheriff Clerk will notify both the local Records Office and the local PF. This notification will be in the form of a hard copy letter (See appendix A for final disposal amendments and Appendix B for continuation amendments). This will give details of the Case, and also what the new disposal / continuation should be.
  
• If the error is noted by any of the other ISCJIS partners they should inform the local SC (a list of local contacts and phone numbers are attached) of the error. The local SC will then take the necessary steps to rectify the error, and will inform all parties by way of the hard copy letter referred to in para. 3ci).
  
• If the information is required to be sent electronically, the partner involved will need to contact the SCS Helpdesk (0131 221 6848) who can make the necessary arrangements for that case to be included in the next transfer of data.

Currently the system will be paper intimation only. SCS, Crown Office and SCRO require further discussion before the automatic transfer of amendments can be investigated from the SCS system

• File not received by other ISCJIS Partner If the local PF does not receive a file that they would expect to receive from SCS, they should contact the local SC (a list of contacts and phone numbers are attached) to ascertain if the validation process has been completed locally. The validation process will be completed within 3 working days of the court sitting.
  
• If the process has been completed they should check with Crown Office Helpdesk to see if the file has been received, and not processed on their system. If the file has not been received, Crown Office helpdesk should contact SCS who will take the necessary steps to send the file.
  
• If SCRO do not receive a file that they would expect from SCS they should contact the SCS helpdesk.
  
• If any Police Force has an enquiry in respect of the receipt of files from the Scottish Court Service the first point of contact will be SCRO, who will do any necessary checks, and if required will liaise with the COP helpdesk to ensure that the file is sent and received.
  
• The process of sending files is automated within the Scottish Court Service.

SCS are able to re-send files to either, each of the ISCJIS partners individually, or both simultaneously.

Sheriff Clerks will where possible respond to all inquiries in terms of the SCS agency target which says that we will reply to all correspondence, except that which requires extensive investigation, within three working days of receipt.