Canada’s criminal justice system is among the best in the world—a model for other countries, and a source of pride for Canadians. It has a strong foundation, but it faces a number of challenges. Change is needed … our criminal justice system has become inefficient and, at times, crippled by delays.”
Final report on the review of Canada’s criminal justice system
When court processes are stuck in the past, justice suffers.
For over a century, Alberta’s justice system relied on paper-based processes to manage critical courtroom events. Courtroom clerks hand wrote endorsements—official approvals for documents, bail conditions, and case actions—as well as other procedural notes. These handwritten records then had to be manually entered into the Justice Online Information Network (JOIN), the Province’s legacy case management system, alongside digital notes accompanying courtroom audio recordings.
This system often forced clerks to work through breaks and stay late, leading to burnout and a sense of being overwhelmed. Data entry was inefficient and error-prone. It was clear that a more effective solution was needed to modernize how court clerks endorsed, improving the speed and quality of court proceedings, and contributing to the goal of improving access to justice for all Albertans.
Buried in paperwork: The daily struggle of court clerks
Alberta court clerks faced overwhelming “piles of files,” repeatedly hand-writing information and risking errors. Dealing with so many paper files created a physical and cognitive strain, and that made work tough.
After court, they had to enter data into old computer systems by hand, which often meant working through lunch and staying late.
The Courtroom Digital Service project modernized how clerks endorse, improving efficiency and clerk well-being.
I don’t have a single staff member during the regular running of courts that doesn’t have a stack of work sitting on their desk at all times. We struggle to keep up, and we work a ton of overtime. The point is to not live in a constant state of scrambling.”
Alberta Court of Justice Regional Clerk
Recognizing the need for change, the Ministry of Justice and Solicitor General joined forces with the Justice Digital team and Alberta Digital Innovation Office (DIO). Together, they partnered with OXD to develop the Courtroom Digital Service (CDS), an innovative solution designed to streamline and digitize courtroom processes across the province.
Transforming an outdated paper process without disrupting court proceedings.
One of the biggest challenges of this project was helping clerks transition from paper to digital information capture without disrupting court proceedings, all while integrating with the existing JOIN system. The historical process was highly manual and relied on labour-intensive data management practices.
- Enforcement agencies documented information, which was printed and sworn at a hearing office.
- Data clerks confirmed details in the JOIN legacy system and created physical files.
- Before docket court (a type of court hearing), clerks manually organized files and added printed Endorsement Sheets (ES), which are forms used to record official approvals and decisions made during court.
- During court, clerks added handwritten notes to the ES, capturing any new decisions or approvals that occurred in real-time.
- Post-court, files were sorted for data entry and endorsement action, where the recorded decisions and approvals were formally processed.
- Data was entered into JOIN again, paperwork attached to files, and physically filed away based on status.
This repetitive and time-consuming process highlighted the inefficiencies in managing court caseloads. Our task was to retire the physical endorsement sheet process and implement a more efficient digital system for information capture, reducing the workload on court staff. And because this was a live courtroom environment, we had to do that without causing inconvenience—or worse, disruption—to ongoing court proceedings.
Leveraging user-centred design, Agile development, and technical ingenuity to modernize courtroom processes.
Starting with user-centric research and co-design to uncover real needs and pain points.
The challenge of modernizing Alberta’s courtroom processes required a thoughtful, multi-faceted approach. We began by immersing ourselves in the courtroom environment, conducting observational research and employing co-design—a participatory method where end-users (in this case, judges and clerks) become active partners in the design process. Through collaborative workshops, we tapped into their practical knowledge and daily experiences.
This user-centered approach allowed us to uncover critical insights that might have been missed in a traditional top-down approach. By giving clerks a seat at the design table, we ensured our solution would address real needs and pain points, paving the way for adoption, buy-in, and ownership among future clerks. The tailored approach met the specific requirements of Alberta’s courtrooms and ensured successful implementation.
Agile methodology ensures continuous operations during transition.
Given the scale of the process change and the critical nature of courtroom operations, we adopted an Agile methodology. Agile is an iterative approach to software development that emphasizes flexibility, collaboration, and rapid delivery of working software. This approach allowed us to design and develop CDS while court proceedings continued uninterrupted. We implemented rigorous validation steps and error-checking to maintain data integrity during the transition from paper to digital.
Functional prototypes allow clerks to test-drive the new system.
To refine our solution and reduce future development costs, we created functional prototypes—interactive models that explore functionality in a low-cost, low-risk manner—for clerks to test. These prototypes included key features such as court docket (schedule) generation and courtroom audio integration. We focused on increasing information density without the need for scrolling and added keyboard shortcuts for frequent tasks, all aimed at improving clerk efficiency.
Comprehensive onboarding through client mentorship.
Successful implementation hinged on effective onboarding—the process of training users on the new system. We equipped the CDS product owner with comprehensive training tools, including a reference guide for court clerks. Major releases were demonstrated in person, and clerks were given access to a non-production environment (a safe space for testing) for hands-on practice, supported by live court assistance.
Innovative technical integration bridges legacy and modern systems.
The technical challenge lay in creating a modern system that could integrate with the existing legacy system. We developed an innovative technology stack using Python with Django (a powerful web framework) for the backend—the server-side component of the application. For the frontend—the user interface—we chose Vue.js, a progressive JavaScript framework known for its performance and ease of use, coupled with Electron, which allows for the creation of cross-platform desktop applications. This cutting-edge combination provided the flexibility to build a robust, user-friendly interface while ensuring seamless integration with legacy systems.
Continuous deployment enhances government flexibility and responsiveness.
We implemented a continuous integration and deployment (CI/CD) pipeline by using Alberta’s OpenShift environment (a container platform) and integrating with GitHub. CI/CD is an automated system that allows developers to frequently merge code changes, run tests, and deploy updates to the live system. This approach allowed for rapid testing and feature releases, introducing a level of agility rarely seen in government systems. By automating these processes, we could quickly identify and fix issues, ensuring a consistently high-quality, up-to-date system.
We rigorously evaluated the software based on key metrics including support options, update frequency, and security measures, ensuring a robust and maintainable solution. Our approach enabled the application to efficiently handle critical judicial data operations, interfacing with the existing JOIN system. This improved accuracy and efficiency in court processes and optimized resources while preserving the integrity of the legacy system. The result was a nimble, adaptable solution that could readily accommodate future changes in judicial processes or technology, demonstrating that government systems can be both secure and highly responsive to evolving needs.
Phased roll-out ensures continuous learning and a smoother transition across Alberta courts
We developed a comprehensive rollout strategy to support incremental implementation across all Alberta Court of Justice locations. This phased approach allowed us to carefully manage the transition and address unique challenges at each site.
We staggered the release of features and locations based on a defined set of readiness criteria, including clerk capacity, cultural and judicial readiness, process alignment, and availability of technical resources. This customized preparation ensured that each court was fully equipped to adopt the new system successfully.
By tailoring our implementation to the specific needs and circumstances of each location, we minimized disruption to court operations while maximizing the benefits of the new digital system. This strategic rollout facilitated a smooth transition and allowed for continuous learning and improvement as we expanded CDS across the province.
Small changes can have big impacts.
Clerks across Alberta now digitally capture courtroom proceedings in real-time, ensuring faster, more accurate, and consistent documentation. This modernization benefits the judiciary, legal counsel, and the public alike, resulting in cost savings in docket management, file preparation, and post-court data entry. Improving the flow and speed at which court proceeds means less delays and faster times to resolution, benefitting the victims of crime, their families, and helping maintain our faith and trust in the justice system.
The Courtroom Digital Service has positively impacted Alberta’s court operations, leading to significant improvements in court preparation, data entry, and record uniformity.
We are getting our lunch breaks and, at the end of the day, we aren’t spending an hour writing on files either. It is overall more efficient.”
Red Deer Clerk
Setting the standard for digital innovation in Canadian public services.
Through its partnership with OXD, the Government of Alberta has emerged as a frontrunner in the digital transformation of court operations across Canada. This initiative not only streamlines current processes but also lays a robust foundation for future innovations.
The success of the Courtroom Digital Service demonstrates the power of combining user-centred design, Agile development methodologies, and innovative technology to drive meaningful change in even the most complex and traditional of government institutions.