1. E-Filing Objectives Review Rules & Deadlines Who, When, What, Where & How Review Portal New Cases Existing Cases Pending Queue GAL Process Resources www.GuardianadLitem.org August 2013 1

2. 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 2

3. Speed – Effective and Efficient Ease of Use Remote Access to Your Cases Easy to Track Status of Case Anytime Access E-Filing Benefits of E-Filing www.GuardianadLitem.org 3

4. E-Filing When E-Filing Deadline: Mandatory for Dependency Courts October 1, 2013 4

5. 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” 5

6. E-Filing Portal www.myflcourtaccess.com 6

7. E-Filing Where does E-Filing Occur? The E-Filing Portal: www.myflcourtaccess.comwww.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. 7

8. E-Filing To Register Sign into E-Filing Portal Website at www.myflcourtaccess.comwww.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 support@flclerks.com 8

9. E-Filing Register www.myflcourtaccess.com 9

10. E-Filing Register www.myflcourtaccess.com 10

11. E-Filing What Documents Must be E-Filed? Pleadings Motions Petitions Memoranda Briefs Notices Exhibits Declarations Affidavits Orders Judgments Decrees Writs Opinions Any other paper or writing submitted to a court The following documents must be E-filed: 11

12. 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 12

13. 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 CD- ROM, flash drive, or similar storage medium. (submit to clerk) 13

14. E-Filing Exceptions to E-Filing: Rule 2.525(d) 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 14 Exceptions to the E-Filing Rule: When the clerk cannot accept electronic filing When filed by any self ‐ represented person

15. 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 15

16. 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 16

17. E-Filing 17 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.

18. E-Filing Using Filing Options Tab Selecting Filing Options another way to access all Options in the E- Filing Portal 18

19. E-Filing www.myflcourtaccess.com My Trial Court Filings You can also find all of your activity by clicking “My Trial Court Filings” 19

20. 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 20

21. E-Filing Filing New Case 21 Make selections from drop down menus

22. E-Filing Adding Documents to a New Case To Add documents, Click on Add Document (shown below) 22

23. E-Filing Adding Documents To select a document click Browse, select the document and attach document. Click Save. 23 Please Create folders on V Drive

24. E-Filing 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. 24

25. E-Filing 3 Ways to Receive Confirmation of Filing 1. The Filing Received Confirmation screen 2. An Email: this goes to registered email address 25

26. 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

27. 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. 27

28. 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 28

29. 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. 29

30. 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 30

31. 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 31

32. 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. 32

33. E-Filing Payment – Fee Waiver The filing is not submitted if required data / payment is not entered. You will receive a Filing Received Confirmation upon successful filing. Request the Fee Waiver Option When asked for form of payment 33

34. 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. 34

35. 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 e- mail (See Below) Please forward to Debbie Yarboro at Debbie.Yarboro@gal.fl.gov Results of any appeals are distributed electronically to Appellate Coordinator and Supervising Attorney 35

36. 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) E-Filing Internal GAL Process: Preparing Documents For E-filing & E-service 36

37. E-Filing Setting Up Standard E-Mail Service Address 37 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 Identifier 2-3 Characters GAL 3 Characters Circuit Field Office Identifier 2 Characters Email Address C7GAL DB (Daytona Beach Office) c7galdb.eservice@gal.fl.gov C7GAL DL (Deland Office) c7galdl.eservice@gal.fl.gov C7GAL FC (Flagler County Office) c7galfc.eservice@gal.fl.gov C7GAL PC (Putnam County Office) c7galpc.eservice@gal.fl.gov C7GAL SJ (St. Johns County Office) c7galsj.eservice@gal.fl.gov

38. E-Filing Internal GAL Process: Preparing Documents For E-filing & E-service 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 Step Two Attorney will review and edit the documents /reports as necessary and add their electronic signature. 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. Sample Process 38 Each Circuit shall provide their process by September 16 2013 submit them to the Chief Legal Counsel for your Region

39. 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. http://www.flclerks.com/eFiling_authority.html. Resources Florida Courts E-Filing Portal E-FILER MANUAL www.GuardianadLitem.org 39

40. 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.http://www.flclerks.com/eFiling_authority.html These videos may be used in conjunction with the E-Filer Manual for maximizing E-Filing orientation and education. Resources Video Tutorials www.GuardianadLitem.org 40

41. 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. http://www.flcourts.org/gen_public/technology/e-filinginfostatus.shtml. Resources Florida Supreme Court Standards for Electronic Access to the Courts www.GuardianadLitem.org 41

42. Florida Courts E-Filing Authority Board web http://www.flclerks.com/eFiling_authority.html 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 http://www.floridasupremecourt.org/clerk/eportal.shtml E-Portal E-Filer Manual (revised Feb. 2013) http://www.flclerks.com/e- Filing_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2 013.pdf E-Portal Document Submission Standards http://www.flclerks.com/e- Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdfhttp://www.flclerks.com/e- Filing_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2 013.pdfhttp://www.flclerks.com/e- Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf Resources www.GuardianadLitem.org E-Filing Portal Website. https :// www.myflcourtaccess.comhttps :// www.myflcourtaccess.com 42

43. Resources www.GuardianadLitem.org E-Filing Help: Request e-Filing Support for Attorneys & Paralegals by sending an e-mail to support@myflcourtaccess.com or by calling 850-577-4609support@myflcourtaccess.com or by calling 850-577-4609 Florida Bar E-Filing Resources http://tinyurl.com/8zwt4hd 43