Plymouth Division of the Probate and Family Court Department

This is a Massachusetts State Auditor review of IT controls at the Plymouth Probate and Family Court for July 1, 2008 through December 31, 2010.

“In accordance with Chapter 11, Section 12, of the General Laws, we performed an audit of information technology (IT) controls at the Plymouth Division of the Probate and Family Court Department.”

Auditors checked whether the court had enough safeguards around its computer systems, data, equipment, and emergency readiness.

“The primary objective of our audit was to determine whether IT-related controls were in place and in effect to support the Court’s IT processing environment.”

If you use this court, better controls can help protect your information and reduce the risk of delays if systems fail.

“An extended loss of processing capabilities could adversely affect the Court’s ability to perform its primary business functions and could result in significant delays in processing caseloads.”

The court passed many control checks, but auditors found three main problems: mismatched computer inventory records, weak password rules, and no documented tested continuity plan.

“Our audit revealed that the Court, in conjunction with AOTC, had not developed a documented business continuity plan that would provide reasonable assurance that mission-critical data processing and business operations could be regained effectively and in a timely manner in the event of an emergency.”

The court said it would work with Trial Court IT officials to reconcile equipment records, improve password policies, and create a written continuity and recovery plan.

“We shall contact the AOTC and the AOTC ITD in order to develop a written coordinated business continuity and recovery plan in the event of any interruption of our normal operations.”

This report is significant because it points to practical weaknesses that could affect accountability for public equipment, protection of confidential court data, and the court’s ability to keep operating during an emergency.

“Without a comprehensive, documented, and tested business continuity plan, including required user area plans, the Court would be hindered from performing essential business functions.”

MassCourt is the main case-management computer system the court uses for filings, scheduling, case records, notices, reports, and related court information.

“The primary application system used by the Court is MassCourt, a comprehensive case management system that provides case entry, docketing, scheduling, case-related financial management, automated reports, notices and forms, and electronic storage of case documents available through the AOTC intranet.”