Transcript Document

E-Filing
Objectives
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Review Rules & Deadlines
• Who, When, What, Where & How
Review Portal
• New Cases
• Existing Cases
• Pending Queue
GAL Process
Resources
www.GuardianadLitem.org
August 2013
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E-Filing
The Florida State Courts System has been working on
automating the process for filing court documents for many
years.
In 2008, the Legislature supported these efforts by
mandating a transition to the electronic filing – “e-filing” –
of court records and requesting the Supreme Court to set
standards, which it did on July 1, 2009.
On June 21, 2012, the Supreme Court issued opinions
approving recommendations to require e-filing.by
attorneys and e-service, through a phased in
implementation
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E-Filing
Benefits of E-Filing
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Speed – Effective and Efficient
Ease of Use
Remote Access to Your Cases
Easy to Track Status of Case
Anytime Access
www.GuardianadLitem.org
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E-Filing
When
E-Filing Deadline: Mandatory for Dependency Courts
October 1, 2013
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E-Filing
Who has to E-File?
Every attorney will be required to E-File in every case
“Lawyers may allow non-lawyer staff under their
supervision to use the lawyer’s login and passwords”
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E-Filing Portal
www.myflcourtaccess.com
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E-Filing
Where does E-Filing Occur?
Where does E-Filing Occur?
The E-Filing Portal: www.myflcourtaccess.com
• The E-Filing Portal web page is where every attorney will register for
access.
• It will be used by the attorney and/or staff for E-filing.
Every attorney should first consult with their Supervising Attorney to
determine their primary e-mail address for registering as they may wish
to use their designated e-service address for their particular office or
county.
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E-Filing
To Register
• Sign into E-Filing Portal Website at www.myflcourtaccess.com
• Click Register Now
• Click Continue to ePortal Registration or select county link
directly
• Fill out the Account Registration
• You will receive activation instructions via email
• Problems? Contact [email protected]
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E-Filing
Register www.myflcourtaccess.com
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E-Filing
Register www.myflcourtaccess.com
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E-Filing
What Documents Must be E-Filed?
The following documents must be E-filed:
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Pleadings
Motions
Petitions
Memoranda
Briefs
Notices
Exhibits
Declarations
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Affidavits
Orders
Judgments
Decrees
Writs
Opinions
Any other paper or
writing submitted to a
court
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E-Filing
Rule 2.520
Document Submission Standards (when
attaching documents to an e-filing)
• Document = 8 ½ x 11 inches up to 25 MB
• Must have a blank 3 x 3 inch space at the
top right-hand corner on the first page
• 1 x 3 inch space at the top right-hand
corner on each subsequent page
• Documents should be electronically signed
/s/ Alan Abramowitz
s/ Alan Abramowitz
/s Alan Abramowitz
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E-Filing
Rule 2.520
Document Submission Standards (Continued)
• Resolution of 300 DPI (check setting on your scanner)
• Multiple pleadings, motions, etc. should be submitted in
separate files (DO NOT COMBINE)
• If documents over 25 MB size limit or over 8 ½ x 11- use CDROM, flash drive, or similar storage medium. (submit to clerk)
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E-Filing
Exceptions to E-Filing: Rule 2.525(d)
Exceptions to the E-Filing Rule:
• When the clerk cannot accept electronic filing
• When filed by any self‐represented person
There are Procedures in place if:
• An attorney is excused from E-Filing
• If the documents are larger than 25 MB
• When in open court, as permitted by the court
• When paper filing is permitted
• If any court determines justice so requires
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E-Filing
Rule 2.525(e): Service
Any document electronically transmitted to a court or clerk must
also be served on all parties and interested persons in
accordance with the applicable rules of court. See E- Service Training
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E-Filing
Rule 2.525(f): Administration
• Electronic transmission may be used by clerk for
the service of orders
• Clerk is required to provide access up to 25 MB
• Fees and charges must be paid at time of filing
• The filing date for an electronically transmitted
document is the date and time the filing is
acknowledged by an electronic stamp
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E-Filing
After entering your Username and Password you will be directed to this screen.
To file to a county, select the
county either in the drop down
list or click on the map
• Select New or Existing
Case
• Then click “File Now”
Click My Trial Court Filings link
to access trial court filings you
have already submitted
Click E-Filing Map link to return
to the E-Filing Portal Map page
to select another county or
appellate court.
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E-Filing
Using Filing Options Tab
Selecting Filing Options another way to access all Options in the
E- Filing Portal
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E-Filing
www.myflcourtaccess.com
My Trial Court Filings
You can also find all of your activity by clicking “My Trial Court
Filings”
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E-Filing
Filing a New Case
Filing A New Case
• Choose the New Case button from “Map” Page or click “Filing
Options” at the top of the page
• From the available drop down menus select the following:
• Type of Court, County, Division, Case Type, Sub Type and
Dependency Information
• Add Documents and Parties
• A case number will be assigned
• You will received a confirmation email with the new case number
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E-Filing
Filing New Case
Make selections from
drop down menus
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E-Filing
Adding Documents to a New Case
To Add documents, Click on Add Document (shown below)
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E-Filing
Adding Documents
To select a document click Browse, select the document and
attach document. Click Save.
Please Create folders on V Drive
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E-Filing
Review and Submit
Review and Submit
Review all information carefully, clicking Submit is FINAL.
To make changes after submitting, you must click back to the Case Information,
Parties, Documents, and/or Payments tab(s) to make the changes and re-save
the information.
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E-Filing
3 Ways to Receive Confirmation of Filing
1. The Filing Received Confirmation screen
2. An Email: this goes to registered email address
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E-Filing
Confirmation of Filing
3. The document displays in My Filings
After the Clerk completes the review of the filing, you receive
another email verifying that the filing was processed successfully
Keep a file in Outlook of
emails you receive of
filing confirmations for
easy access to case
numbers (this can be
automatically set up –
see E-Service
PowerPoint ) 26
E-Filing
Pending Queue
When filings require correction, they are moved to a
Pending Queue by the Clerk’s office and the filer is notified
of the specific issue – i.e. document submission standards.
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E-Filing
Pending Queue
Set up Outlook to receive Pending Queue
emails in a file that can be checked daily.
Instructions in the E-Service PowerPoint
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E-Filing
Pending Queue – Filed for Judicial Review
If a document that has been moved to Pending Queue has not been
corrected within five (5) business days, the county has the ability to
move the filing to Judicial Review. Once a document has been
moved to Judicial Review, no updates/corrections can be made on
the Portal.
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E-Filing
Adding to Existing Cases
File Subsequent Document(s)/Parties Into an Existing Case
• Choose E-Filing Map, My Trial Court Filings or Filing Options
• Select Existing Case
• Enter the case number and click search (must know case number)
• Keep a file in outlook of emails you receive of filing confirmations
(this can be automatically set up. See E-Service PowerPoint)
• Add parties and documents
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E-Filing
Adding Parties to an Existing Case
Adding a Party to a case – Click Add a Party
• Parties previously existing on the case cannot be edited or
removed
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E-Filing
Adding Documents to an Existing Case
Adding a Documents to a case – Click Add Document
Select the Document Group, Document Type, # Pages and select the document.
To select a document click Browse, select the document and attach document.
Click Save.
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E-Filing
Payment – Fee Waiver
Request the Fee Waiver Option When asked for form of payment
• The filing is not submitted if required data / payment is not
entered.
• You will receive a Filing Received Confirmation upon successful
filing.
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E-Filing
Internal GAL Process: Preparing Documents For E-filing & E-service
The office procedure(s) utilized in preparing and filing the documents with the e portal may vary somewhat from county to county, or circuit to circuit, based on
the staffing issues of the individual offices. The following is a general workable
outline of the process. It contains all of the necessary elements for preparing and
filing the pleadings with the e-portal.
As we have no paralegals, in practice, the document to be E-filed may be filed by
an attorney, case coordinator, or administrative staff member. Once signed by the
party and attorney either by electronic signature or ink and paper, the document
must be saved in PDF format, in a common folder, most likely on the V-drive.
Each county or office should have its own e-filing folder as a repository of the
pleadings until filed. The document is then accessible by staff until filed with the
court clerk via the e-filing portal.
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E-Filing
Internal GAL Process: Preparing Documents For E-filing & E-service
Appellate Process – E-Service & E-Filing
• Appeals have their own E-Service and E-Filing portals
• When there is an appeal, an e-mail will be sent from the DCA as a link in an email (See Below)
• Please forward to Debbie Yarboro at [email protected]
Results of any appeals are distributed electronically to Appellate
Coordinator and Supervising Attorney
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E-Filing
Internal GAL Process: Preparing Documents For E-filing & E-service
Circuits should prepare an internal process for e-filing & e-service
Each internal process should include, at a minimum, the following
elements:
• Established file folder (V- Drive)
• Electronic signature style
• /s/, /s, or s/
• How will paper file be coordinated? Be sure to limit paper & printing
use
• Who will be checking for service received? I.e. assigned
administrative staff. Be sure to place in designated folders
• Attorney / staff tasks for e-filing and e-service
• To be determined by circuit
• Incorporate appellate process
• Set up standard e-service address (See Next Slide)
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E-Filing
Setting Up Standard E-Mail Service Address
Setting up E-Mail Service Address for Your Circuit:
• All addresses must be uniform (Circuit Number Identifier – GAL - Office
Identifier)
• Please set up in the format shown below - Create through IT at the
Statewide GAL Office
Circuit
Circuit Field Office
GAL
Email Address
Identifier
Identifier
2-3 Characters
3 Characters
2 Characters
C7
GAL
DB (Daytona Beach Office)
[email protected]
C7
GAL
DL (Deland Office)
[email protected]
C7
GAL
FC (Flagler County Office)
[email protected]
C7
GAL
PC (Putnam County Office)
[email protected]
C7
GAL
SJ (St. Johns County Office)
[email protected]
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E-Filing
Internal GAL Process: Preparing Documents For E-filing & E-service
Sample Process
Step One
• Attorney prepares the document, or the coordinator or administrative staff prepare and email the assigned
attorney the documents to be filed with the necessary signature line, (electronic or ink) Ex. s/ Jane Doe
• Attorney will review and edit the documents /reports as necessary and add their electronic signature.
Step Two
Step
Three
• Attorney forwards the documents via hard copy or saved in PDF format in the e-filing folder to the assigned
staff for e-filing.
Step Four
• Assigned staff will then scan and save the document to the e-filing folder or if already in PDF simply E-file the
documents through the e-filing portal.
Step Five
• Assigned staff will then send an email (E-service) to the parties serving them with a copy of the documents
filed.
Step Six
• The coordinator will be copied on this email or she/he will be given the file with the original file copy attached.
• The attorney, coordinator, or staff will print the signed documents and file them in the office file.
Each Circuit shall provide their process by September 16 2013 submit them to the Chief Legal Counsel for your Region
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Resources
Florida Courts E-Filing Portal E-FILER MANUAL
Florida Courts E-Filing Portal E-FILER MANUAL
The purpose of the E-Filer Manual is to provide the E-Filer with
information necessary to file court case documents via the Florida
Courts E-Filing Portal – commonly referred to as the “Portal”. The
contents of this manual will step you through the process of registering
as a new E-Filer, managing your User Account, filing documents
through the Portal.
Every GAL attorney and GAL staff who will be e-filing shall read and
become familiar with the substance of the E-Filer Manual.
The manual may be located and reviewed at the E-Filing
Authority Board website at
http://www.flclerks.com/eFiling_authority.html.
www.GuardianadLitem.org
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Resources
Video Tutorials
Video Tutorials
Video tutorials are available on the E-Filing Authority Board website at
(http://www.flclerks.com/eFiling_authority.html) covering all common
E-Filing tasks.
These videos may be used in conjunction with the E-Filer Manual
for maximizing E-Filing orientation and education.
www.GuardianadLitem.org
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Resources
Florida Supreme Court Standards for Electronic Access to the Courts
Florida Supreme Court Standards for Electronic Access to the
Courts
Every attorney shall read and become familiar with the substance of
the Florida Supreme Court Standards for Electronic Access to the
Courts. This document can be located at “quick links” section of the
following web address:
http://www.flcourts.org/gen_public/technology/e-filinginfostatus.shtml.
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Resources
E-Filing Portal Website. https://www.myflcourtaccess.com
Florida Courts E-Filing Authority Board web
http://www.flclerks.com/eFiling_authority.html
The Florida Courts E-Filing Authority Board was created pursuant to legislative directive to provide
oversight to the development, implementation and operation of a statewide portal designed to
process the filing of court documents.
Florida State Courts E-Filing Information web page
http://www.flcourts.org/gen_public/technology/e-filinginfostatus.shtml
This site on the Florida State Courts technology website provides updated information and status of
e-filing in Florida.
E-Filing for the Florida Supreme Court
http://www.floridasupremecourt.org/clerk/eportal.shtml
E-Portal E-Filer Manual (revised Feb. 2013) http://www.flclerks.com/eFiling_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2
013.pdf
E-Portal Document Submission Standards http://www.flclerks.com/eFiling_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf
www.GuardianadLitem.org
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Resources
E-Filing Help: Request e-Filing Support for Attorneys & Paralegals by sending an
e-mail to [email protected] or by calling 850-577-4609
Florida Bar E-Filing Resources http://tinyurl.com/8zwt4hd
www.GuardianadLitem.org
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