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SUPERIOR COURT CLERK’S OFFICE E-FILING

SUPERIOR COURT CLERK’S OFFICE E-FILING. Presented by: Nancy Jo Campbell And Felicia Corona. Outline. Guidelines Setting Tif Options in PDFCreator Printing to a Tif File Scanning to a Tif File How to sign into the FTP site How to E-File General Information

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SUPERIOR COURT CLERK’S OFFICE E-FILING

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  1. SUPERIOR COURTCLERK’S OFFICEE-FILING Presented by: Nancy Jo Campbell And Felicia Corona

  2. Outline • Guidelines • Setting Tif Options in PDFCreator • Printing to a Tif File • Scanning to a Tif File • How to sign into the FTP site • How to E-File • General Information • Attorney Signatures • Common errors; rejected pleadings • Documents that cannot be e-filed • Differences between Superior Court and District Court • Buying new case numbers

  3. Guidelines • Please review the Clerk’s web page for E-Filing guidelines • www.clark.wa.gov/courts/clerk/electronic_filing.html • Superior court accepts black and white 300 DPI Tif images • There are many programs available to convert a document to a Tif. The following is a demonstration of creating a Tif using PDFCreator • It is available for free at PDFFORGE.ORG

  4. Setting TIF Options in PDFCreator • Once PDFCreator has been downloaded and installed, go to the start menu, select all programs, select the PDFCreator folder, and then select PDFCreator • Click on the Options Icon • Click on TIFFin the left column and set the resolution to 300 DPI and the colors to 2 colors (Black/White) G4 fax encoding

  5. Setting TIF Options in PDFCreator • Select Auto-save in the left column • Check the Use Auto-save box • Auto-save format - select TIFF • Filename - Select DocumentFilename • Directory - Click the browse button and locate your destination folder. This will be where the file is saved • Click the save button • Now that the settings are established, you can convert documents into a Tif

  6. Printing to a TIF • From a Microsoft Word document: Click File, and then Print. Under Printer, select the “PDFCreator” Printer, then click the Print button • Open the designated folder to verify that the document was printed

  7. Scanning to a TIF • Copy machines and some printers can be used to scan to a Tif. • You can set the profile on the machines to follow our guidelines • Resolution to 300 DPI • Colors to Black and White • File Type to Tif • Scan one document at a time Ex: A 17 page document scanned as one multipage Tif • Do not scan in color or grayscale

  8. How to Sign into the FTP Site • Right-click on the start button • Select open windows explorer • Click in a blank area of the address bar and type ftp://courts.efile.clark.wa.gov

  9. How to Sign into the FTP Site • After you hit enter, the “log on as” box will open • Type your username and password • Select log on

  10. How to E-File • Once you are logged in, you will see two folders. District Court and Superior court • Double click on Superior Court, then the law firm name, and then the individual attorney’s name

  11. Open a second window and find the document you want to e-file. Drag and drop it into your e-file folder Your document has now been e-filed How to E-File

  12. Confirmation Email and Conformed Copy • A confirmation email will be sent to the primary email address that was registered • If you do not receive the confirmation email within minutes of e-filing, call (360) 397-2292 ext.4250

  13. Attorney Signatures • Each pleading must be signed with the correct signature format • Acceptable formats include: • Physical signature – scanned image of actual signature • Electronic Signature Example : • Further information regarding electronic signatures can be found under GR 30 – electronic filing rule s/ John Attorney State Bar Number 12345 ABC Law Firm 123 South Fifth Avenue, Seattle, WA 98104Phone: (206) 123-4567 Fax: (206) 123-4567 E-mail: John.Attorney@lawfirm.com

  14. Rejected Pleadings/Common Errors • Poor Quality Images • Resolution is less than 300 DPI • Documents with color attachments Note: Color documents need to be filed in person • Tif files in color/grayscale creates a large size image • Margins need to comply with GR14, otherwise the file stamp will cover the text (3” top, 1” bottom and sides) • PDF format will not be imported at all • TIFF will not import, only TIF • Pleading is not signed or is signed incorrectly • Document is missing pages Note: Please put the page count in the upper left corner • ORDERS SIGNED BY A JUDGE/COMMISSIONER CANNOTBE E-FILED When a pleading is rejected, the file stamp will be crossed out and the image will be emailed back with instructions on what corrections need to be made.

  15. Documents That Cannot Be E-Filed • Court orders signed by a Judge/Commissioner - Original orders cannot leave the Clerk’s Office • Ex parte orders to be signed by ex parte Judge/Commissioner • Foreign judgments • Original wills and codicils, including new probate cases that include original wills or codicils • Certified records of proceedings for purposes of appeal • Negotiable instruments • Bail bonds • Documents presented for filing during a court hearing or trial • Documents of foreign governments under official seal • Bench copies for the judicial office • Documents for filing in an Aggravated Murder case • Administrative Law Review (ALR) Petitions • Interpleader or Surplus Funds Petitions • Documents submitted for in camera review • Affidavits for Writs of Garnishment and Writs of Execution • Writs (that have to be issued by the Clerk) • Letters of Testamentary • Letters of Guardianship • Letters of Administration • 3rd Party Custody – non parental

  16. Differences Between Superior Court and District Court E-Filing • The Clerk’s Office does not accept PDF’s files, only Tif’s • Legal Assistants cannot obtain their own username and password • Attorneys, certified professional guardians, registered GAL’s, and WA State agencies may register for Superior Court E-Filing • E-Filing in Superior Court is optional, in District Court it is mandatory

  17. Buying Case Numbers In Advance • Call (360) 397-2292 ext. 4250 to purchase new case numbers • Civil, domestic, and probate case numbers may be purchased • Limit: 100 case numbers • Forms of payment are debit/credit cards and e-checks • Debit/Credit card fee: 3.5% per case number • Ex: Civil filing fee of $240 will result in an $8 transaction fee • E-check fee: $2 per transaction • Multiple case types and/or case numbers can be purchased in one transaction • Ex:100 case numbers can be purchased for a $2 fee **Note: Please be sure to include a Case Information Cover Sheet when filing a new case

  18. Summary • The presentation and tutorial videos are available on the Clark County website: www.clark.wa.gov/courts/clerk/electronic_filing.html • On behalf of the Superior Court Clerk’s Office, we hope that this presentation has helped in the understanding of the e-filing process Thank You

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