The florida courts eportal efiling overview
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The Florida Courts ePortal eFiling Overview PowerPoint PPT Presentation


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The Florida Courts ePortal eFiling Overview. The Florida Courts ePortal is housed within a public entity called the “Florida Courts E-Filing Authority” The E-Filing Authority is a Chapter 163 Public Entity established by Interlocal Agreement

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The Florida Courts ePortal eFiling Overview

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The florida courts eportal efiling overview

The Florida Courts ePortal

eFiling Overview


Eportal governance

The Florida Courts ePortal is housed within a public entity called the “Florida Courts E-Filing Authority”

The E-Filing Authority is a Chapter 163 Public Entity established by Interlocal Agreement

The Florida E-Filing Authority contracts with the FCCC for the development, implementation, operation and maintenance of the ePortal

Access the E-Filing Authority Homepage www.myflcourtaccess.com

E-FILING AUTHORITY BOARD OF DIRECTORS

Hon. Tim Smith, Putnam County Clerk and Comptroller - Chair

Hon. Joseph E. Smith, St. Lucie County Clerk and Comptroller, Vice Chair - District V

Hon. Tara Green, Clay County Clerk and Comptroller, Secretary/Treasurer - District III

Hon. Thomas D. Hall, Clerk of the Supreme Court

Hon. Bob Inzer, Leon County Clerk and Comptroller - District II

Hon. Alex Alford, Walton County Clerk and Comptroller, - District I

Hon. Don Barbee, Hernando County Clerk and Comptroller - District IV

Hon. Karen Rushing, Sarasota County Clerk and Comptroller - District VI

Hon. Sharon Bock, Palm Beach County Clerk and Comptroller - District VII

ePortal Governance

eFiling Overview


How we got here

How We Got Here

  • Development of the ePortal began in 2010

  • Civil eFiling capability was established in January 2011

  • Criminal eFiling capability has been established and will be implemented in a phased approach throughout 2013

  • Appellate eFiling capability has been established in 2013 and phased in, beginning with the Supreme Court in February

  • More than 3,500,000 case filings have been electronically filed through the ePortal in the first 7 months of 2013

eFiling Overview


What is the eportal

What is the ePortal?

  • www.myflcourtaccess.com

  • eFiling and eRecording capability

  • Single statewide login for all users

  • Single web access used to submit court documents

  • Transmits to local Clerk case maintenance and recording systems

  • Provides electronic notifications to the filer and to the Clerks’ offices

  • Part of the Statewide Integrated Court System

eFiling Overview


Statewide integrated court system

Statewide Integrated Court System

Filers

  • SA/PD Existing Systems

  • STAC/Other Systems

  • New Cases

  • Existing Cases

ECF XML

Web

Statewide ePortal

ECF XML

Replaces 3 Delivery Methods

In Person

Mail

E Documents

  • 67 Clerks of Court

  • Case Initiation, Indexing, Docketing

  • Official Court Record/Document Prep

  • Fee Collection and Accounting Local Clerk CMS

  • Local/Statewide Integration

  • Judicial

  • Law Enforcement

  • State Attorney/Public Defender

  • Statewide Access/Standards

  • Case Management Reporting

  • Statewide Reporting

  • Integration with Partners


Eportal usage overview

ePortal Usage Overview

  • Create case documents on your computer as normal

  • Login to the ePortal website

  • Complete the required information and attach your document(s)

  • Pay, if required, and submit the filing

  • Receive automated filing confirmation from the Clerk’s office

  • Access to all of your electronic filings on the ePortal or at the Clerk’s website

eFiling Overview


Document types supported

Document Types Supported

  • The ePortal supports document uploads MS Word, WordPerfect, and PDF formats

  • The ePortal delivers documents to the Clerk’s local Case Maintenance System in PDF format

  • The ePortal can also convert documents to TIFF format if the local Document Management System cannot

eFiling Overview


Timestamps

Timestamps

  • As defined in Standards for Electronic Access to the Courts (AO 09-30)

    • An electronic filing may be submitted to the portal at any time of the day or night, twenty four (24) hours a day seven days a week; the portal shall place a time/date stamp. However, the filing will not be official information of record until it has been stored on the clerk’s case maintenance system.

  • All dates and times, including when the filing is received at the ePortal and when the filing is accepted by the clerk, are stored in the ePortal database to ensure the accuracy and consistency of when the event took place.

eFiling Overview


The florida courts eportal efiling overview

Fees

  • Authorized filers may access the ePortal and file existing case filings at no charge. If a filing requires statutory filing fees, the filer may pay using a credit card or ACH transaction and will be charged a transaction fee which will be used to cover the associated banking and merchant fees as allowed by Florida Statutes.

  • The Florida Courts E-Filing Authority has set the following transaction fees:

    • Credit Cards = 3% of Filing Fee

    • ACH = $3 flat rate

eFiling Overview


Notifications

Notifications

  • Receipt of subscriber registration

  • Activation of subscriber account

  • Changes to subscriber profile including login credentials

  • Receipt of a filing by the ePortal including:

    • Filing ID (reference) number

    • Court filed in (county and division)

    • Case Number (if existing case)

    • Date / Time

  • Acceptance of a filing by the Clerk’s system (including case number if a new case)

  • Notification and explanation for correcting a filing

eFiling Overview


Sample notification email

Sample Notification Email

eFiling Overview


Access to filings case information

Access to Filings & Case Information

  • The ePortal provides access to filings via the My Trial Court Filings/My Appellate Court Filingspage

  • Once the filing is accepted into the Clerk’s local Case Maintenance System, this becomes the official court record just like the former paper process

  • Permanent access to these documents and complete case information will continue to be provided through existing methods such as local Clerk web sites and CCIS links

eFiling Overview


User account administration

User Account Administration

  • Filers can register online and manage their own accounts

  • Law Firms or Agencies can be setup with an administrator to manage all of the organization’s users

  • Clerk’s offices can manage accounts

eFiling Overview


Electronic signatures

Electronic Signatures

  • As defined in Standards for Electronic Access to the Courts (AO 09-30)

  • A pleading or other document is not required to bear the electronic image of the handwritten signature or an encrypted signature of the filer, but may be signed in the following manner when electronically filed through a registered user’s login and password.

    • s/ John Doe

    • John Doe (e-mail address)

    • Bar Number 12345

    • Attorney for (Plaintiff/Defendant)

    • XYZ Company

    • ABC Law Firm

    • 123 South Street Orlando, FL 32800

    • Telephone: (407) 123-4567

eFiling Overview


Confidential information

Confidential Information

  • Compliance with Rule 2.420 for documents containing confidential information

ePortal Documents Screen

ePortal Review & Submit Screen

eFiling Overview


Document submission standards

Document Submission Standards

  • Documents should be a standard size of 8 ½ x 11 inches (as defined in RJA 2.520)

  • Documents should leave blank a 3 x 3 inch space at the top right-hand corner on the first page, and a 1 x 3 inch space at the top right-hand corner on each subsequent page, to accommodate statewide standard date/time stamps (as defined in RJA 2.520)

  • Where possible, documents should be electronically signed

  • Black and white, non-color documents are preferred

  • Scanned documents should be at a resolution of 300 DPI (as defined in the State of Florida Electronic Records and Records Management Practices)

  • Multiple pleadings, motions, etc. should not be combined into one single file; each individual document should be uploaded via the ePortal document submission process

  • A deviation from these guidelines may result in the submitted filing being moved to a Pending Queue with the filer being notified via email and requested to correct the issue(s) with the document(s) and resubmit the filing

eFiling Overview


Document submission standards cont

Document Submission Standards (cont.)

  • Electronic submission of documents outside the ePortal

    • For documents that exceed the 25 MB size limit or whose dimensions exceed the 8 ½ x 11 inch standard, electronic transmission should be accomplished using an electronic storage medium that the Clerk has the ability to accept, which may include a CD-ROM, flash drive, or similar storage medium as defined in SC11-399

  • Original Documents

    • Documents that must be maintained in original form may be electronically filed through the ePortal but must also be deposited with the Clerk and maintained for safekeeping as defined in SC11-399. Examples include wills, codicils, deeds, verified and sworn documents, original paper judgments and sentences, etc. Questions regarding original documents should be directed to your local Clerk’s Office.

eFiling Overview


Correcting filings

Correcting Filings

  • As specified in Standards for Electronic Access to the Courts (AO 09-30)

  • Any filing that contains incorrect information will be moved to a Pending Queue by the Clerk’s office

  • The filer will be automatically notified of the corrections that need to be made and the filing will show in a Pending Queue status

  • The filer has 5 business days from the time the filing is moved to the Pending Queue to correct and resubmit the filing

  • If the filer does not submit a corrected filing, the Clerk’s office will File it for Judicial Review and the filer will be automatically notified; at this point, no further actions may be taken on this filing

  • Attorneys may not “withdraw” filings; once submitted, a filing must go through the Pending Queue process and be corrected and resubmitted

eFiling Overview


Current efiling status

Current eFiling Status

  • 65 counties support eFiling in the Civil divisions

    • Clay and Sarasota will be live by 10/1/13 (AO SC13-12)

  • 13 counties currently accepting eFilings on existing Criminal cases

    • All counties are actively testing for a go-live of 10/1/13

  • Appellate eFiling began with the Supreme Court in February

    • The 2nd District Courts of Appeal went live in August 2013. Other DCA’s will be phased in.

eFiling Overview


Court ordered mandatory dates

Court Ordered Mandatory Dates

  • E-Mail Service by Attorneys

    • September 1, 2012

  • Mandatory Civil eFiling

    • April 1, 2013

  • Mandatory Criminal eFiling

    • October 1, 2013

  • Mandatory Appellate eFiling

    • Supreme Court: February 27, 2013

    • District Courts of Appeal: Phased in from July 2013 to July 2014

  • Electronic Transmission of Records on Appeal(Clerk’s office to Appellate Court)

    • July 1, 2014

eFiling Overview


Eportal support

ePortal Support

  • ePortal User Documentation

    • eFiler Manual (Filer Documentation link in footer of the ePortal)

    • Reviewer Manual (Reviewer Documentation link in footer of the ePortal)

    • County Administrator Manual (available on the Clerk Intranet)

    • Law Firm Administrator Manual (available on the Clerk Intranet)

  • Support for Attorneys & Paralegals

    • [email protected]

    • 850-577-4609

  • Support for Clerk’s Offices

    • [email protected]

    • 850-414-2210

eFiling Overview


Florida courts e filing authority board

Florida Courts E-Filing Authority Board

August E-Filing Update


E filing portal usage statistics

E-Filing Portal Usage Statistics

July Activity


July portal usage statistics

July Portal Usage Statistics


July e filings by day

July E-Filings By Day


Weekday e filings average per hour

Weekday E-Filings - Average Per Hour


Criminal e filing

Criminal E-Filing

July Progress Report


Criminal e filing status

Criminal E-Filing Status

  • 53 Counties

    • Criminal Divisions are Enabled in the Test Region

    • Single Session Verification is In Process

    • Limited CBI Integration Testing is Occurring

  • 13 Counties

    • Accept single session criminal filings in the production region


What s next

What’s Next

  • Criminal E-Filing

    • Mandatory Date to E-File is October 1, 2013

    • Standardized Docket Codes enable SA and PD to automate their E-Filing

    • Each county must prepare now to enable SA and PD to complete automation

    • Map local docket codes to Standardized Criminal Docket Descriptions (SCDD)

    • Supreme Court AO 13-12


County readiness by circuit

County Readiness by Circuit


County readiness by circuit1

County Readinessby Circuit


County readiness by circuit2

County Readinessby Circuit


County readiness by circuit3

County Readinessby Circuit


County readiness by circuit4

County Readinessby Circuit


County readiness by circuit5

County Readiness by Circuit


County readiness by circuit6

County Readinessby Circuit


Criminal batch interface update

Criminal Batch Interface Update

CBI Progress Report To Date


Cbi state attorney report

CBI State Attorney Report


Cbi state attorney report1

CBI State Attorney Report


Cbi public defender report

CBI Public Defender Report


Cbi public defender report1

CBI Public Defender Report


Appellate readiness report

Appellate Readiness Report

Progress Report To Date


Appellate readiness report1

Appellate Readiness Report


E filing portal projects in progress

E-Filing Portal Projects in Progress

Progress Report To Date


2013 projects in progress

2013 Projects In Progress


Closing

Closing

Questions / Comments / Suggestions

eFiling Overview


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