Making Connections: Video technology is easily accessible, but integration must be simple. Does each component play well with others?

Video is everywhere. Arraignment, telelanguage translations, parole hearings, attorney and judicial conferences—you name the court application and you hear that switching to video conferencing will save you money and time. But, it is very important to consider if these systems will work with the partners your court may want to communicate with over the long term, if these systems are based on open standards, and if it is easy for overburdened court staff to use these systems without imposing a strenuous training regimen.

Sarah M. Becher, regional director of operations, with Visual Innovations Company, Inc. in San Antonio, is no stranger to A/V in courtrooms. Her primary vocation, she explains, is an A/V design engineer, and she has integrated numerous courtrooms including those in Texas, Philadelphia, and California.

These days, courts have some elaborate systems, she says. What they may have is not just voice but annotation from different positions. During trial an attorney may need to show one party moving from Point A to Point B. "They may need to draw an arrow or circle like the John Madden kind of thing, in one color, then in a different color, and archived as evidence," she describes.

In designing a system, as design engineers and consultants, we must find out what your needs are, she details. The solution is always comprised of various functions, and we need to uncover "the core answer, a combination of this, plus this, plus this. We have to put it all together.

"The key is just listening to their frustrations," she continues. "What I have discovered as an integrator is the fact that [all courts] are different, and have different criteria." In considering all the court wants and the budget, she adds, "sometimes we can’t get everything, but we try to get as close as possible what they need."

It’s important to use open standards-based equipment, she says, and her company integrates equipment from numerous electronic firms including Extron Electronics, Crestron Electronics, Shure, Williams Sound, Sharp, NEC, etc. "It’s important for the design firm to be empathic to the court’s needs," she says. For example, in designing a children’s courtroom it is important to understand the child is not to be traumatized during the proceedings. "The ability to have remote deposition, and to have the content of those proceedings streamed to a playroom or a side room is crucial so child doesn't have to go through that horrible experience again."

While equipment is standards-based, unfortunately, she notes, there are sometimes problems with the USB transport. "Some don’t play well with others," she says, adding that a standard method of transport should be created.

Open VC Standards

Minnesota-based Renovo Software is a leading developer of videoconference scheduling and inmate video visitation software. Its patented solutions are deployed in over 100 correctional facilities across North America, as well as some of the world's largest video conferencing networks.

The company provides its own solutions for the courtroom but also partners with Cisco Connected Justice for certain applications. Its video conferencing can be used for parole, probation, hearings, arraignment and video visitation for corrections. These are mostly for one-on-one connections, explains Drew Barrette, marketing manager. The company also has customers that use video conferencing for multiple connections, and on those projects they integrate with other vendors. The company is currently working on developing that technology.

Use of open standards hardware is important in making those connections, he continues, noting that Renovo is able to connect any video conferencing device using H.323 standards-based technology as long as the video infrastructure is in place. Unfortunately some smaller government entities, like corrections departments, have based their purchase for video visitation on a singular proprietary technology, he notes, in order to save the upfront capital costs. As time passes, however, users may quickly find the technology is not supported by those smaller companies. In addition, the corrections users may not be able to be connected to outside entities like courts that could save them money in the long run.

"It’s probably pretty frustrating," Barrette says.

He acknowledges one of the biggest hurdles is the budget. "Getting accessible videoconferencing hardware can be expensive, and trying to get that and the infrastructure in place can be tough." A study done by the National Center for State Courts in 2010 reported that more than 40% of court participants listed funding as an issue to using videoconferencing.

While getting over the initial cost is the difficult part, the advantage is huge savings in time and transport costs, Barrette notes. Since employing video conferencing, the survey notes that the state of Pennsylvania reported a $31 million savings and the state of Utah reported cutting 30% of travel expenses.

When they are specifying video visitation equipment on the corrections side, Barrette furthers, it would be judicious to think about the benefits of conferencing to the courts, and many do. "Yet some don’t realize they could have that benefit, and how much they could save. Courts could try to be more proactive in discussing this with their local corrections agencies, and pointing out how they should try to be compatible in their selection process."

Streamlining is a Snap—Or, Actually... a Click

What about tying video conferencing together with other courtroom visuals? Controlling a courtroom full of technology can be confusing and work intensive. In fact, one industry player CT spoke with says courts are hiring court technologists to run the complicated A/V equipment in the courtroom. A new app for the iPad may be just the solution that can ease that workload by offering many possibilities for multimedia information sharing.

In November, WolfVision, the manufacturer of presentation solutions, introduced vConnect—an app that syncs an iPad wirelessly with its WolfVision Visualizer for courtroom evidence. It creates an interactive dashboard in the app onto which users can easily dock and control "live" materials from the evidence Visualizer as well as virtually all other digital media types, such as videos, websites, charts and graphs, spreadsheets, PDFs, etc. Material stored on the iPad, Dropbox, or even email attachments can be added seamlessly onto the dashboard by navigating to them using the vConnect presentation features.

Up to five different material sources can be used simultaneously on the iPad, and additional media resources can be placed in the bottom toolbar, if needed. The app is available free for download on the Apple App Store.

WolfVision has been known for its evidence Visualizers that can display hard evidence on electronic display for the court. "We are having an identity change, we’ve had a quality Visualizer," says Kyle Greetham, marketing and communications manager. Now we will offer the "right tools for better collaboration—an interactive dashboard on your iPod. It takes control of the visual, and you can share any type of prepared materials—an email, web site, an Excel spreadsheet, digital images. It gives quick and easy access of all media."

More technology than ever is being integrated into courtrooms, Greetham continues, and it incurs a wide array of costs: the hardware plus installation costs, new design fees, even possibly a new staff position. Ten years ago the court technologist didn’t exist. Maybe you had an overhead projector, or a computer or a laptop, now it can be so sophisticated you could have a recurring position, he notes.

The courtroom today likely has computers everywhere and each control different pieces of evidence to be displayed. "We are basically cutting out devices you would need; with this you set it up, link it, and then present freely from one place without having to toggle through different inputs," says Greetham.

The app works with two new Visualizer series—the VZ-9 series (which has two models, the 9.4L with integrated laser markers and the 9.4F, which is offered in full HD), and the VZ-C6, its overhead ceiling model. The VZ 8 series, which is presented as the more economical choice for courts, can also be upgraded to have vConnect capabilities.

In a courtroom setting, audio visuals should enhance the case one is presenting. But if the technology is cumbersome and not easy to manage, it will just make court personnel struggle and burn up time. Use of technology that integrates disparate technologies just makes the wheels of justice turn more smoothly.

Becher of Visual Innovations speaks of recent project in Bexar County, San Antonio, Texas, that included a sophisticated video conferencing system integrated by her team.

"It was a proud moment in Cadena-Reeves [Justice Center] when annotation proved the person was guilty," she says. "We put the bad guy in jail."