Statistical Notice: Statement of Administrative Sources

serving the community through the administration of justice
Document Details
Date last updated: Revised June 2013
Document Authors: Statistics & Research

Statement of Administrative Sources

The following Table describes the administrative/management sources which the Northern Ireland Courts and Tribunals Service currently use to produce official statistics.  There are no databases that are administered or managed by other organisations.

Table 1: Statistical usage of the Northern Ireland Courts and Tribunal’s Service administrative and management sources

Name/Title of Administrative Data Source Name of overarching Administrative System
(if different)
Main administrative purpose of this source/system
(Brief Description)
Geospatial Coverage Title(s) of all Statistical Products derived from this Source
ICOS (Integrated Courts Operation System)   To collate and record information in both Criminal, Civil and Family court tiers and report on performance in these business areas. All court tiers within the Northern Ireland Courts and Tribunals Service Judicial Statistics

Mortgage Press Release

Magistrates’ Court Bulletin

Crown Court Bulletin

High Court Bulletin

County Court Bulletin

Children Order Bulletin

NICTS Annual Report and Resource Accounts
Enforcement of Judgment’s Office Judgment Enforcement Management System Data on the enforcement of  civil judgments in Northern Ireland and performance of EJO Northern Ireland Judicial Statistics

NICTS Annual Report and Resource Accounts
Taxation Office   Data on caseload and performance of the Taxation Office Northern Ireland NICTS Annual Report and Resource Accounts
Tribunals   Data on caseload and performance of Tribunals Northern Ireland Judicial Statistics

NICTS Annual Report and Resource Accounts
Coroners Service for Northern Ireland   Data on the caseload and performance of Coroners Northern Ireland Judicial Statistics

NICTS Annual Report and Resource Accounts
Office of Care and Protection   Data on the number of case reviews and controllership orders Northern Ireland Judicial Statistics

NICTS Annual Report and Resource Accounts
Paroles Commissioners Secretariat   Data on the Data on the caseload and performance of the Paroles Commissioners Secretariat Northern Ireland NICTS Annual Report and Resource Accounts

Table 2: Detailed information about the Northern Ireland Courts and Tribunals Service’s governance arrangements for its administrative and management sources

Arrangements for providing statistical staff (whether inside or outside the organisation) with access to administrative or management sources for statistical purposes When there are changes to administrative systems, statistical staff are consulted in a timely manner so that they can adequately prepare for the changes.

In relation to ICOS, a member of ICOS Support Team will highlight any changes in relation to new variables, additional orders and other changes to the format of the database.
Arrangements for auditing the quality of the original source data When ICOS downloads are made, the following validation steps are completed:
  1. checking consistency over time and between variables;
  2. reliability of data using logic checks;
  3. checking that variables fall within accepted ranges; and
  4. checking with the ICOS Support Team in the event of any major discrepancies that have occurred since the last download.
Limited validation is undertaken on data generated from other sources.
Procedures for handling changes, and possible discontinuities, in the underlying source data For data generated via ICOS, individual court offices are asked to check any discrepancies that occur in relation to cases, for instance, when wrong dates have been input to the system.  Once these have been checked, a list of any necessary changes is compiled and supplied to the ICOS Support Team who arrange for the information to be amended on ICOS.
Procedures for ensuring the security of the statistical processes which use administrative or management sources Data generated via ICOS are received from their secure internal download facility that only specified personnel have access to.  Persons are identified by case number and the names and addresses of personnel are not downloaded to the statistical databases.  Files are held on drives that are only accessible by relevant branch staff.  Files are not transmitted outside the branch.