CMS MOJ

Case Management System Policy

1. Purpose

This Policy establishes the governance, usage standards, and operational framework for the Case Management System – Ministry of Justice (CMS MOJ).

CMS MOJ is a centralized digital platform designed to manage, track, and monitor legal and criminal cases handled by the Ministry of Justice from intake to final disposition.

2. Scope

This Policy applies to:

• Prosecutors and State Counsel

• Legal officers and investigators

• Ministry administrative staff

• Supervisory and oversight authorities

• Authorized external collaborators (where applicable)

3. Objectives

CMS MOJ is implemented to:

1. Digitize and streamline case management processes.

2. Improve transparency and accountability in case handling.

3. Ensure compliance with statutory timelines.

4. Enhance coordination between internal departments.

5. Provide accurate data for reporting and decision-making.

6. Reduce delays, duplication, and case mismanagement.

4. Governance & Oversight

• The Ministry shall designate a System Administrator responsible for technical management.

• A Policy Oversight Committee shall monitor compliance and system usage.

• Department heads shall ensure that officers under their supervision use the system properly.

5. User Access & Roles

1. Access to CMS MOJ shall be role-based.

2. All users must use secure login credentials.

3. Sharing of login credentials is strictly prohibited.

4. Access levels shall reflect official responsibilities.

6. Data Entry & Case Management Standards

1. All cases must be entered into the system at the point of receipt.

2. Case updates must be recorded promptly.

3. No case record shall be deleted without proper authorization.

4. All modifications shall be automatically logged.

7. Data Security & Confidentiality

1. All case data shall be treated as confidential.

2. Unauthorized disclosure of information is prohibited.

3. The system shall maintain secure storage and encrypted access.

4. Breach of data confidentiality shall attract disciplinary action.

8. Audit & Compliance

1. The system shall maintain an audit trail of all user actions.

2. Periodic audits shall be conducted.

3. Reports may be generated for management and oversight purposes.

4. Non-compliance with this policy may result in administrative sanctions.

9. Training & Capacity Building

All authorized users must undergo training before being granted access. Refresher training shall be conducted periodically.

10. Policy Review

This Policy shall be reviewed periodically to reflect operational improvements, legal changes, and technological updates.