Digitalisation of Justice Systems in the European Union: Towards a European Judicial Area 2.0
Regulation (EU) 2023/2844 on the digitalisation of judicial cooperation and access to justice in cross-border civil, commercial and criminal matters, and amending certain acts in the field of judicial cooperation, also knowns as the “Digital Justice” Regulation, was adopted on 13 December 2023 (see already here on the Regulation proposal, here on the text negotiations and here on the new text).
General Background
This Regulation constitutes an important step in the EU commitment to modernise cross-border proceedings in the European judicial area, in accordance with the “digital by default” principle. For the record, this principle means that delivering services digitally is the preferred option through a single contact point. In the judicial context, it applies to digital communication between authorities and litigants. It aims to improve the efficiency of exchanges and reduce costs and administrative burden. At the same time, this digital shift implies that all the necessary safeguards must be put in place to prevent social exclusion of certain litigants, while ensuring mutual trust between authorities, interoperability and the security of processes and data.
The “Digital Justice” Regulation seeks to find this difficult balance by establishing a uniform legal framework for the use of electronic communications between, on the one hand, the competent authorities in cross-border legal proceedings and, on the other, between these authorities and the parties. The Regulation also provides for harmonised provisions relating to the use of videoconferencing, the application of electronic signatures, the legal effects of electronic documents and the electronic payment of fees.
The Regulation builds on the increasingly dense “digital acquis” in EU law, starting with the protection of personal data (i.e. GDPR and its extension to EU bodies), the eDIAS Regulation on electronic identification and trust services for electronic transactions and, more specifically in the area of judicial cooperation, the deployment of the e-CODEX system in the field of judicial cooperation in civil and criminal matters, the management of which has just been transferred to eu-LISA. This complex “regulatory web” dealing with the digitalisation of human and economic exchanges in the Union can no longer be ignored by legal practitioners and will have to be articulated with the e-Justice Regulation.
Scope of the Regulation
Cross-border Cooperation in Civil and Criminal Matters
The Regulation lays down provisions on the digital exchanges of information which are intended to apply to cross-border proceedings in civil, commercial and criminal matters.
This material scope is quite remarkable, since until now the regulatory framework of judicial cooperation in the Union has developed in a differentiated and even hermetic manner between its civil component (Article 81 TFEU) and its criminal component (Article 82 seq. TFEU). Digitalisation marks a turning point in favour of the unification of the European judicial area, initiated with the e-CODEX Regulation, which is meant to constitute one of its structural (digital) dimensions. Indeed, digitalisation is a common issue relevant for the various forms of justice (and, more broadly, for public services and administrations). It is therefore welcome that the EU legislator has adopted a unified regulatory framework in this area. From an academic perspective, it should encourage scholars to look beyond their discipline – (EU) civil or criminal justice – to enhance cross-cutting analyses of the EU judicial area as a whole.
As far as private international law is concerned, Annex I of the Regulation includes most of the instruments adopted in the field of judicial cooperation in civil matters, with the exception of the “Rome” (I, II, III) Regulations dedicated to conflicts of laws and the Service of Documents and Taking of Evidence Regulations, which were already modernised in 2020 to incorporate the digital procedural dimension (see here and here).
Interplay Between EU Judicial Cooperation Acquis and e-Justice Regulation
The “Digital Justice” Regulation shall be understood as an instrument for “upgrading” the legal framework of EU judicial cooperation in its digital dimension. How does it work? Among all instruments adopted as part of EU policy on judicial cooperation in civil and in criminal matters, the implementation of those relating to cross-border proceedings triggers the “complementary” application of the new Regulation. In that respect, the Annex to the Regulation contains a list of the instruments concerned (Annex I in civil matters and Annex II in criminal matters). This means that the tools and channels for digitalising judicial cooperation provided for in the Regulation are intended to apply in the context of cross-border proceedings based on one or more of these listed instruments. The internationality criterion of the judicial proceedings in question will thus depend on the definition adopted by each instrument concerned.
By contrast, more recent (and future) EU instruments in civil and criminal matters do not (will not) fall within the scope of the e-Justice Regulation since they (will) develop their own digital-related provisions – as illustrated by the Taking of Evidence Regulations in civil matters and in criminal matters or de lege ferenda by the Regulation Proposal on the Protection of Adults –Eventually, the long-term objective of the EU legislator is to establish a judicial cooperation digitalised “by design” in the European area; and that will require strong commitment and concrete changes – in particular at the technical and administrative level – for the judicial systems of Member States.
Temporal implementation
It will certainly comfort legal practitioners and judicial actors to briefly mention the timeframe for implementing the new Regulation: this will be very gradual and will take several years. In principle, the Regulation will be applicable in spring 2025. However, as far as the provisions on electronic communications are concerned, the date of application of the new provisions depends on the implementing Acts that the European Commission will adopt to organise the future structural channels of digital interactivity between authorities and between authorities and litigants. To this end, a staggered timetable (from n+2 years to n+5 years) has been set for the adoption of several successive implementing Acts aimed respectively at one or other of the texts listed in the Annex. All in all, it will take until 2031 (according to a rough calculation) for the entire legal framework to be fully operational.
Main Innovations for Cross-border e-Justice
Electronic Communication Networks
In terms of technical innovations, the Regulation sets up a uniform legal framework for digital exchanges of information via the Internet or another electronic communications network. The Regulation establishes two information channels for such electronic communications: first, a decentralised IT system to handle exchanges between the competent authorities (including relevant EU bodies) and, second, a European electronic access point for litigants to interact with the competent authorities. It is for the European Commission to specify, through implementing acts, the content of these two information channels. In addition, the Commission is in charge of developing “reference implementation software” so that Member States can adopt it, on a voluntary basis, as their back-end system, in place of a national IT system. It will also be responsible for maintaining the software as well as the European electronic access point. These are major technical and legal responsibilities for the Commission vis-à-vis national judicial systems; they may invite to reflect on the strategic positioning of this institution in the EU institutional architecture.
Decentralised IT system — The first channel for electronic communications will consist of national IT systems with interoperable access points, interconnected via the pan-European computerised communication system e-CODEX. The decentralised IT system should be used “as a matter of principle” for all exchanges between competent authorities in different Member States and between a competent national authority and an EU body or agency. This could be a court (e.g. for small claims procedures), a central authority (e.g. under the Brussels II ter Regulation) or an EU body or agency involved in judicial cooperation procedures in criminal matters, such as Eurojust. The decentralised computer system will in particular have to be used for the exchange of standard forms established by the instruments listed in the Annex.
Other means of electronic communication may be used by way of derogation only, in the event of disruption of the decentralised system, force majeure or because of the nature of the documents to be transmitted.
European electronic access point — The second digital communication channel is an innovation for civil litigants: the European electronic access point. It will be accessible from the European e-Justice portal and may be seen as a counterpart to the Single Digital Gateway for cross-border administrative procedures (including the cross-border circulation of public documents). It should in theory govern electronic exchanges between litigants and the competent authorities in all the cases provided for by the instruments listed in Annex I to the Regulation. This could involve making requests, sending and receiving information relevant to proceedings or being served with procedural documents. In that respect, Article 4 of the Regulation should be of particular interest to legal practitioners, as it offers a “systematic mapping” of the different scenarios for cross-border communication in the light of the instruments of judicial cooperation in civil matters listed in Annex I. In those scenarios, the competent authorities may have to accept electronic communication.
In order to make this work in practice, the Regulation requires Member States to train legal staff in these new digital channels. This is essential and will require an excellent understanding of the issues of accessibility, personal data protection and cyber security, both by practitioners and, more broadly, by public authorities.
Unlike the decentralised IT system, which responds to the digital by default principle, litigants will have to give their prior consent to enter into a dematerialised communication exchange with the national authorities of a Member State. In case of refusal, this should mean that the exchange will take place via “traditional” communication channels. Nothing is specified by the Regulation, as this is a matter for national law. In the long term, however, it is questionable whether this choice will always be possible, particularly in those Member States that have already made or well advanced the digital transition of their justice system. As a matter of fact, there are major disparities between Member States, including in terms of local territories and population, which could create gaps between the (requesting and requested) authorities for cross-border judicial cooperation.
Legal Effects of Electronic Communications and Documents
The Regulation makes several references on the legal effects of the digitalisation of judicial cooperation and, more specifically, of its communications aspect. The sensitive point here relates to the potential influence of the digital format on the legal value of the document as “data flow”. The Regulation recalls that the rules governing cross-border judicial procedures established by the legal acts listed in the Annex are not affected, apart from the digital communication dimension of the new framework. In particular, the national law of the Member States continues to govern questions relating to the authenticity, accuracy and appropriate legal form of documents or information that will transit through the new digital channels.
A contrario, digitised exchanges must not deprive electronic documents of legal effects. This is provided for in Article 8 of the Regulation, which is a well-known provision as it already appears in other European instruments in digital matters: “Documents transmitted by electronic means shall not be deprived of legal effect and shall not be considered inadmissible in cross-border legal proceedings concerning the legal acts listed in Annexes I and II solely on the ground that they are in electronic form”.
Cross-border Justice by Videoconference
The Regulation also organises the use of videoconferencing for hearings of persons in cross-border judicial proceedings listed in the Annex. The European legal acquis already contains provisions on the use of videoconferencing on an optional basis or subject to the existence of technical tools within the authorities concerned. The same rationale is followed by the Regulation, so there is no obligation. The promoters of digital justice may regret this, but the Regulation nevertheless provides that the use of videoconferencing may not be refused by the authorities of a Member State “solely on account of the non-existence of national rules governing the use of distance communication technology. In such a case, the most appropriate rules applicable under national law, such as rules on the taking of evidence, should apply mutatis mutandis” (Rec. 33). This voluntary and incentive-based approach is certainly justified, in order to take account of the disparities between national legal systems in terms of their level of digitalisation and, in the case of criminal proceedings, because of the great vulnerability of the individuals concerned by the proceedings, which digital communications may increase.
Concluding Remarks
The “Digital Justice” Regulation is an important step in the structuring of cross-border digital justice in the Union and paves the way for a (new) European “digital judicial culture”. In that respect, the Regulation leaves the Member States room for manoeuvre by allowing them to extend its scope to purely domestic judicial procedures – i.e. outside the EU competence based on Articles 81 and 82 TFEU –. This is of great significance since digitalisation blurs the boundaries between internal and international proceedings. The EU cross-border digital Justice should therefore have a long-term impact on national judicial systems of the Member States. But to succeed, major changes will be needed in national justice systems (as recently highlighted by the new e-Justice Strategy). In this context, a solid dialogue with legal and judicial practitioners will be central as well as keeping the “big picture” of digitalisation in mind, starting with the crucial issues of the digital divide, the protection of personal data and cybersecurity in relation to Article 47 of the EU Charter.
