policy-ppcs-annex-b.doc

182 where exceptionally there are problems with

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18.2 Where, exceptionally, there are problems with sending emails, offender managers must contact the appropriate PPCS team leader by telephone to discuss the most appropriate method of sending the information. 18.3 Local management must ensure that the equipment is in place to facilitate the scanning of documents which are only available in hard copy. Video Conferencing 18.4 The Parole Board and NOMS have been piloting a parole hub since January 2012. This hub is intended to increase the Parole Board’s hearing capacity, thereby enabling the timely hearing of cases by feeding larger groups of cases through a single hearing location PSI 17/2013-PI 07/2013-AI 09/2013 UNCLASSIFIED ISSUE DATE 11/07/2013
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UNCLASSIFIED PAGE 50 through the use of video conferencing technology (VCT). Both the prisoner and the witnesses give their evidence by VCT, thus saving time and expenses associated with running hearings. The hub is located in Grenadier House in London and is linked to satellite prisons. The satellites are HMP Garth, HMP Channings Wood, HMP Shepton Mallett, HMP Dartmoor and HMP Leyhill, although other satellites will be added throughout the course of the pilot. Details of the pilot are contained in PSI 2011/71 – Parole Hub Pilot. The Criminal Justice Secure Email (CJSM) Accounts 18.5 The CJSM service is an important part of the process of joining up the Criminal Justice System (CJS) in England and Wales. It allows people working in the Criminal Justice System and those working to prevent crime, including public, private and voluntary organisations, to send emails containing information up to an equivalent of ‘Restricted’ (i.e. sensitive data), in a secure way. This has made it possible for key groups of people to send emails securely to each other. 18.6 CJSM uses a dedicated server to securely transmit emails between connected Criminal Justice practitioners. Once connected, practitioners can use CJSM to send secure emails to each other and to Criminal Justice Organisations. Criminal Justice Organisations already have a secure email, as they are connected to secure Government networks. However, the CJSM service will enable other people and organisations involved in the Criminal Justice process, such as defence solicitors, YOTs, barristers, local authorities and victims and witness groups to send and receive secure emails as well. 18.7 PPCS Case Managers and prison staff must only email recall related material to a law firm / Solicitor via a CJSM account. 18.8 A CJSM domain is usually [email protected] PPCS Case Managers and prison staff must not send any material to a non CJSM email account, and if they are requested to do so, they must direct the law firm / solicitor to the www.cjsm.net website and encourage solicitors to sign up and obtain a CJSM account.
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