Judicial Documentation System for Utrecht Residents

Judicial Documentation System for Utrecht Residents

The Judicial Documentation System (JDS) is the national database where the Dutch judiciary registers criminal offenses and judicial records of individuals. For residents of Utrecht, this system is essential in proceedings at the Utrecht District Court, such as applying for a Certificate of Conduct (VOG) for employment in the city. The JDS covers convictions, discontinuances, and settlements, and is consulted by employers, the Municipality of Utrecht, and citizens themselves.

What Does the Judicial Documentation System Mean for Utrecht?

Managed by the National Judicial Documentation System (NJDS) of the Ministry of Justice and Security, the JDS stores judicial data on Dutch citizens and foreigners who come into contact with the justice system in the Netherlands – including Utrecht. This confidential database is not public but accessible to police, Public Prosecution Service (PPS), the Utrecht District Court, and other agencies.

It records not only full cases but also settlements (such as fines without trial) and discontinuances (suspension of prosecution). This provides Utrecht authorities with a complete overview of prior records, vital for assessing recidivism risk or job suitability in the region.

Legal Basis of the JDS

The JDS is governed by the Police Data Act (PDA), which replaced the former Judicial and Police Data Act effective 1 January 2015. Key provisions include:

• Article 4 PDA: Judicial data as police information on suspects, convicts, or victims.
• Articles 16-22 PDA: Processing, storage, and access to records.
• Article 35 GDPR: Lawful and proportionate processing of personal data.

Retention periods are set out in the Police Data Retention Decree, ranging from 2 to 40 years after the judgment, depending on offense severity.

How the JDS Works in Practice

Data enters the JDS upon a declaration of suspicion in a criminal case. Police, PPS, and courts such as the Utrecht District Court forward information to the NJDS, linked to a unique judicial documentation number (JDN) based on name, date of birth, and address.

Utrecht residents and authorities consult the JDS for:

1. Job screening (VOG applications).
2. Recidivism checks.
3. Residence or work permits.

It integrates with police systems such as the RIS (Recognition and Information System).

What Data is Stored in the JDS?

Only judicial notifications are included. Overview:

No data on children under 12; juveniles have shorter periods.

Rights and Obligations Regarding the JDS

Your rights as a Utrecht resident:

• Access: Request your own records from Justis (€20-€30), the 'personal statement'.
• Correction: Rectify errors via NJDS or court (art. 41 PDA). Assistance available at Utrecht Legal Aid Desk.
• Deletion: Automatic after retention period.

Disclosure: Providing honest information for VOG is mandatory; falsification is punishable.

Practical Examples from Utrecht

Example 1: Jan from Utrecht pays a €400 settlement in 2015 for a cannabis grow-op at the Utrecht District Court. It remains in the JDS for 5 years. In 2022, his security guard job application is blocked by the VOG; rehabilitation may help.

Example 2: Sara from Utrecht receives a discontinuance for shoplifting due to mistaken identity. The discontinuance (5 years) affects her rental application with a Utrecht landlord. She requests access and correction via Utrecht Legal Aid Desk.

Example 3: A Utrecht company screens via VOG; JDS reveals old fraud (20 years), leading to dismissal.

Link to Criminal Record and VOG

The JDS forms the basis for your criminal record. A VOG is issued if the JDS shows no objections. More information in Criminal Record and VOG, or consult Utrecht Legal Aid Desk.

Frequently Asked Questions