The Florida Courts e Portal e Filing Overview

The Florida Courts e. Portal e. Filing Overview

e. Portal Governance The Florida Courts e. Portal 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 e. Portal Access the E-Filing Authority Homepage www. myflcourtaccess. com 2 e. Filing Overview 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

How We Got Here Development of the e. Portal began in 2010 Civil e. Filing capability was established in January 2011 Criminal e. Filing capability has been established and will be implemented in a phased approach throughout 2013 Appellate e. Filing 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 e. Portal in the first 7 months of 2013 3 e. Filing Overview

What is the e. Portal? www. myflcourtaccess. com e. Filing and e. Recording 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 4 e. Filing Overview

Statewide Integrated Court System Filers SA/PD Existing Systems • STAC/Other Systems • New Cases • Existing Cases ECF XML Web Statewide e. Portal ECF XML 67 Clerks of Court • Case Initiation, Indexing, Docketing • Official Court Record/Document Prep • Fee Collection and Accounting • Statewide Access/Standards • Case Management Reporting • Statewide Reporting • Integration with Partners Replaces 3 Delivery Methods 1. In Person 2. Mail 3. E Documents Local Clerk CMS Local/Statewide Integration • Judicial • Law Enforcement • State Attorney/Public Defender

e. Portal Usage Overview Create case documents on your computer as normal Login to the e. Portal 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 e. Portal or at the Clerk’s website 6 e. Filing Overview

Document Types Supported The e. Portal supports document uploads MS Word, Word. Perfect, and PDF formats The e. Portal delivers documents to the Clerk’s local Case Maintenance System in PDF format The e. Portal can also convert documents to TIFF format if the local Document Management System cannot 7 e. Filing Overview

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 e. Portal and when the filing is accepted by the clerk, are stored in the e. Portal database to ensure the accuracy and consistency of when the event took place. 8 e. Filing Overview

Fees Authorized filers may access the e. Portal 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 9 e. Filing Overview

Notifications 1) 2) 3) 4) Receipt of subscriber registration Activation of subscriber account Changes to subscriber profile including login credentials Receipt of a filing by the e. Portal including: a) b) c) d) Filing ID (reference) number Court filed in (county and division) Case Number (if existing case) Date / Time 5) Acceptance of a filing by the Clerk’s system (including case number if a new case) 6) Notification and explanation for correcting a filing 10 e. Filing Overview

Sample Notification Email 11 e. Filing Overview

Access to Filings & Case Information The e. Portal provides access to filings via the My Trial Court Filings/My Appellate Court Filings page 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 12 e. Filing Overview

User Account Administration 1. Filers can register online and manage their own accounts 2. Law Firms or Agencies can be setup with an administrator to manage all of the organization’s users 3. Clerk’s offices can manage accounts 13 e. Filing Overview

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. q s/ John Doe q John Doe (e-mail address) q Bar Number 12345 q Attorney for (Plaintiff/Defendant) q XYZ Company q ABC Law Firm q 123 South Street Orlando, FL 32800 q Telephone: (407) 123 -4567 14 e. Filing Overview

Confidential Information Compliance with Rule 2. 420 for documents containing confidential information e. Portal Documents Screen e. Portal Review & Submit Screen 15 e. Filing Overview

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 e. Portal 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 16 e. Filing Overview

Document Submission Standards (cont. ) Electronic submission of documents outside the e. Portal § 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 SC 11 -399 Original Documents § Documents that must be maintained in original form may be electronically filed through the e. Portal but must also be deposited with the Clerk and maintained for safekeeping as defined in SC 11 -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. 17 e. Filing Overview

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 18 e. Filing Overview

Current e. Filing Status 65 counties support e. Filing in the Civil divisions § Clay and Sarasota will be live by 10/1/13 (AO SC 13 -12) 13 counties currently accepting e. Filings on existing Criminal cases § All counties are actively testing for a go-live of 10/1/13 Appellate e. Filing began with the Supreme Court in February § The 2 nd District Courts of Appeal went live in August 2013. Other DCA’s will be phased in. 19 e. Filing Overview

Court Ordered Mandatory Dates E-Mail Service by Attorneys § September 1, 2012 Mandatory Civil e. Filing § April 1, 2013 Mandatory Criminal e. Filing § October 1, 2013 Mandatory Appellate e. Filing § 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 20 e. Filing Overview

e. Portal Support e. Portal User Documentation § § e. Filer Manual (Filer Documentation link in footer of the e. Portal) Reviewer Manual (Reviewer Documentation link in footer of the e. Portal) County Administrator Manual (available on the Clerk Intranet) Law Firm Administrator Manual (available on the Clerk Intranet) Support for Attorneys & Paralegals § support@myflcourtaccess. com § 850 -577 -4609 Support for Clerk’s Offices § support@flclerks. com § 850 -414 -2210 21 e. Filing Overview

Florida Courts E-Filing Authority Board August E-Filing Update

E-Filing Portal Usage Statistics July Activity

July Portal Usage Statistics Submitted Category Total Filings 851, 751 Documents 1, 432, 126 Total Registered E-Filing Portal Users as of 7/31/2013 49324

July E-Filings By Day

Weekday E-Filings - Average Per Hour

Criminal E-Filing July Progress Report

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 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 7/10/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Escambia COMPLETE TBD 1 st TBD Okaloosa COMPLETE 1 st 10/1/2013 Santa Rosa COMPLETE 1 st COMPLETE Walton COMPLETE 1 st COMPLETE Franklin COMPLETE 2 nd 10/1/2013 Gadsden COMPLETE TBD 2 nd 10/1/2013 Jefferson COMPLETE 2 nd TBD Leon COMPLETE 2 nd 10/1/2013 Liberty COMPLETE TBD 2 nd 10/1/2013 Wakulla COMPLETE TBD 2 nd 10/1/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Columbia COMPLETE 3 rd 7/25/2013 Dixie TBD 3 rd 10/1/2013 Hamilton TBD 3 rd TBD Lafayette New CMS 8/2013 TBD 3 rd TBD Madison New CMS 7/2013 TBD 3 rd TBD Suwannee COMPLETE TBD 3 rd 8/19/2013 Taylor COMPLETE 3 rd TBD Clay COMPLETE TBD 4 th 10/1/2013 Duval COMPLETE 4 th COMPLETE Nassau RETURNED TBD 4 th 10/1/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Citrus COMPLETE 5 th 10/1/2013 Hernando COMPLETE 5 th 9/1/2013 Lake COMPLETE 5 th COMPLETE Marion COMPLETE 5 th COMPLETE Sumter TBD 5 th TBD Pasco TBD 6 th 10/1/2013 Pinellas COMPLETE 6 th 10/1/2013 Flagler COMPLETE TBD 7 th 10/1/2013 Putnam COMPLETE 7 th 10/1/2013 St. Johns COMPLETE 7 th 10/1/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Volusia COMPLETE 7 th 9/15/2013 Alachua COMPLETE 8 th 8/15/2013 Baker COMPLETE 8 th 10/1/2013 Bradford COMPLETE 8 th COMPLETE Gilchrist COMPLETE 8 th TBD Levy COMPLETE TBD 8 th 10/1/2013 Union TBD 8 th TBD Orange COMPLETE 9 th 9/10/2013 Osceloa COMPLETE TBD 9 th WAIVER REQUEST

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Hardee COMPLETE TBD 10 th 8/30/2013 Highlands COMPLETE 10 th 9/2013 Polk COMPLETE 10 th 10/1/2013 Miami-Dade *COMPLETE 11 th 10/1/2013 Desoto COMPLETE 12 th ASAP Manatee N/A 12 th N/A Sarasota COMPLETED 12 th 9/20/2013 Hillsborough DEFER 13 th DEFER Bay COMPLETE TBD 14 th ASAP Calhoun New CMS 8/2013 TBD 14 th 10/1/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Gulf COMPLETE 14 th 10/1/2013 Holmes COMPLETE 14 th 10/1/2013 Jackson COMPLETE 14 th COMPLETE Washington New CMS 9/2013 TBD 14 th TBD Palm Beach COMPLETE 15 th 10/1/2013 Monroe COMPLETE TBD 16 th TBD Broward COMPLETE 17 th 10/1/2013 Brevard COMPLETE 18 th 10/1/2013 Seminole COMPLETE 18 th 10/1/2013

County Readiness by Circuit County SCDD Received Divisions Enabled in Test Circuit Divisions Enabled in Prod Indian River COMPLETE 19 th 10/1/2013 Martin COMPLETE 19 th COMPLETE Okeechobee COMPLETE TBD 19 th TBD St. Lucie COMPLETE 19 th COMPLETE Charlotte COMPLETE 20 th 10/1/2013 Collier COMPLETE 20 th 8/12/2013 Glades New CMS 9/2013 TBD 20 th 10/1/2013 Hendry COMPLETE 20 th TBD Lee COMPLETE 20 th COMPLETE

Criminal Batch Interface Update CBI Progress Report To Date

CBI State Attorney Report Office CMS Development Initiated Development Complete Testing Status Verification with Clerk SAO 1 STAC COMPLETE IN PROCESS SAO 2 STAC COMPLETE IN PROCESS TBD SAO 3 STAC COMPLETE IN PROCESS SAO 4 STAC COMPLETE IN PROCESS TBD SAO 5 IN HOUSE COMPLETE TBD TBD SAO 6 TYLER TBD TBD SAO 7 STAC COMPLETE IN PROCESS TBD SAO 8 STAC COMPLETE IN PROCESS SAO 9 IN HOUSE COMPLETE 9/1/2013 TBD IN PROCESS SAO 10 STAC COMPLETE IN PROCESS TBD

CBI State Attorney Report Office CMS Type Development Initiated Development Complete Testing Status Verification with Clerk SAO 11 IN HOUSE COMPLETE IN PROCESS SAO 12 STAC COMPLETE IN PROCESS TBD SAO 13 IN HOUSE COMPLETE IN PROCESS DEFER SAO 14 STAC COMPLETE IN PROCESS TBD SAO 15 STAC COMPLETE IN PROCESS SAO 16 STAC COMPLETE IN PROCESS TBD SAO 17 IN HOUSE COMPLETE IN PROCESS TBD SAO 18 STAC COMPLETE IN PROCESS SAO 19 STAC COMPLETE IN PROCESS TBD SAO 20 IN HOUSE COMPLETE IN PROCESS

CBI Public Defender Report Office CMS Type Development Initiated Development Complete Testing Complete Verification with Clerk PD 1 STAC COMPLETE IN PROCESS TBD PD 2 IN-HOUSE COMPLETE TBD PD 3 IN-HOUSE COMPLETE TBD PD 4 IN-HOUSE COMPLETE TBD PD 5 STAC COMPLETE IN PROCESS TBD PD 6 TYLER TBD TBD PD 7 STAC COMPLETE IN PROCESS TBD PD 8 STAC COMPLETE IN PROCESS PD 9 STAC COMPLETE IN PROCESS TBD PD 10 IN-HOUSE COMPLETE TBD TBD

CBI Public Defender Report Office CMS Type Development Initiated Development Complete Testing Complete Verification with Clerk PD 11 IN-HOUSE TBD TBD PD 12 STAC COMPLETE IN PROCESS TBD PD 13 STAC COMPLETE TBD PD 14 STAC COMPLETE IN PROCESS TBD PD 15 STAC COMPLETE IN PROCESS PD 16 IN-HOUSE COMPLETE TBD PD 17 STAC COMPLETE IN PROCESS TBD PD 18 IN-HOUSE COMPLETE TBD TBD PD 19 STAC COMPLETE IN PROCESS TBD PD 20 IN-HOUSE COMPLETE IN PROCESS

Appellate Readiness Report Progress Report To Date

Appellate Readiness Report Appellate Courts Court Florida Supreme Court First District Court of Appeal Second District Court of Appeal Scanning Automated Redaction COMPLETE Yes No TBD Yes No Optional E-Filing August 2013 Mandatory E -Filing October 2013 Third District Court of Appeal TBD June 2013 No Fourth District Court of Appeal TBD August 2013 No Fifth District Court of Appeal TBD Yes No

E-Filing Portal Projects in Progress Report To Date

2013 Projects In Progress Projects in Progress Project Release 2013. 01 e. Service 2 nd DCA, Map, Authority Website Criminal Batch Filing/Criminal E-Filing Release 2013. 02 Status Complete Testing Deployment 8/16 Implementation in Progress Analysis

Closing Questions / Comments / Suggestions 46 e. Filing Overview