E-Service Objectives April 2013 o Effective Dates of E-Service Requirements o Formatting Requirements o Converting a Word Document into a PDF Document o Creating Outlook Rules to Streamline E-Service o Checklist / Practice Aid o Resources 1

Speed – Effective and Efficient Ease of Use Remote Access to Your Cases Easy to Track Status of Case Anytime Access E-Service Benefits 2

E-Service Deadline (SC10 ‐ 2101) Service by E ‐ Mail: Mandatory for all cases, even those pending as of October 1,

E-Service Rule Service required all of the time Exceptions Unless the court otherwise orders An attorney can motion the court and ask to have service by mail – must be done on each case Service may be made in ADDITION to E-Service 4

E-Service Rule Service on Attorneys An attorney appearing in a proceeding must serve a designation of a primary e ‐ mail address Best Practice. Use the contact address given to Florida Bar – not required. Update at Find a Lawyer at An attorney appearing in a proceeding may designate no more than two secondary e ‐ mail addresses 5

E-Service Rule Service on Attorneys All filings must include the primary and any secondary e ‐ mail addresses designated by the attorney. Secondary not required (but if a secondary is designated you must serve on that ) An attorney who fails to designate an e ‐ mail address does not avoid service by e ‐ mail on that attorney. Documents may be served on that attorney at the e ‐ mail address on record with The Florida Bar. 6

E-Service Rule – Searching Addresses Update Your Address Here 7

E-Service Rule Designation of Address No Specific Requirements Suggested: DESIGNATION OF E ‐ MAIL ADDRESSES PURSUANT TO RULE As Program Attorney for the Florida Guardian ad Litem Program, pursuant to Rule 2.516, I designate the following e ‐ mail addresses for the purpose of service of all documents required to be served upon me or my client in this proceeding: Primary E ‐ Mail Address: Secondary E ‐ Mail Addresses: and (only if [SIGNATURE BLOCK and CERTIFICATE OF SERVICE] If you are an unrepresented person in this matter, and if you have not filed and served your own designation of e ‐ mail address, you may not use e ‐ mail for serving any court document. Rather, you must serve it by U.S. mail or some other authorized method provided in Florida Rule of Judicial Administration to the physical address appearing above. From E ‐ Things v6.2 by The Florida Bar©

E-Service Rule Changes in e ‐ mail addresses should be handled in the same manner as changes in mailing addresses have been handled. 9

E-Service Rule – Time of Service Service by e ‐ mail is complete when the e ‐ mail is sent Service by e ‐ mail is treated as service by regular mail for purposes of computing time. 10

E-Service Rule – Format The document served must be attached in a “PDF” format Convert WORD Document to PDF 1.Open WORD Document 2.Click FILE 3.Click SAVE AS 4.Go To SAVE AS TYPE drop down Menu 5.Select PDF Your document will be saved as a PDF with the same name as your WORD document 11

E-Service Rule Practice Tip. Utilize naming protocols that are descriptive of the contents of the document. Motion For Service Referrals C.B.pdf instead of csxrbzy42.pdf. Another Example: JRR then Case Number. 12

E-Service Rule – Format of Subject Line One to all being served The subject line of the e ‐ mail must: Begin with “SERVICE OF COURT DOCUMENT” All capital letters are required Followed by the case number of the proceeding in which the document is being served Subject: SERVICE OF COURT DOCUMENT CA000070xxxxxx 13

E-Service Rule – Format of Body of The body of the e ‐ mail must include: The court in which the proceeding is pending. The case number. The name of the initial party on each side of the case. The title of each document served with that e ‐ mail. The sender’s name and telephone number. Remember: More than one document may be served in a single e ‐ mail 14

E-Service Rule – Size Limitations 15 and attachments cannot exceed 5MB (Check draft to see the size of your ) Compress documents Serve attachments in separate e ‐ mails numbered sequentially in the subject line

E-Service Rule – Signing Documents Traditional format still acceptable Print a hard copy, sign with a pen and scan the signed document The document being served may be signed using any of the /s/ formats: /s/, /s, or s/ /s/ Alan Abramowitz s/ Alan Abramowitz /s Alan Abramowitz 16

E-Filing Setting Up Standard Service Address 17 Setting up Service Address for Your Circuit: All addresses must be uniform (Circuit Number Identifier – GAL - Office Identifier) Please set up in the format shown below Circuit Identifier 2-3 Characters GAL 3 Characters Circuit Field Office Identifier 2 Characters Address C7GAL DB (Daytona Beach Office) C7GAL DL (Deland Office) C7GAL FC (Flagler County Office) C7GAL PC (Putnam County Office) C7GAL SJ (St. Johns County Office)

Outlook Setting Up Outlook Rules 18

Outlook Setting Up Outlook Rules Set up Outlook 2010 to copy incoming service messages to a special mail folder Go to Outlook 1.Click File 2.Click Rules & Alerts 19

Outlook Setting Up Outlook Rules Set up Outlook 2010 to copy incoming service messages to a special mail folder Select New Rule Move Messages with Specific words in subject to a folder Click the highlighted “specific words” Search Text Box will appear 20

Outlook Setting Up Outlook Rules Type - Service of Court Here – click OK It will appear here Service of court will now appear in the Rules Wizard Panel. 21

Outlook Setting Up Outlook Rules 1.Click move to specified folder 2.In the choose a folder panel click NEW 3.In the Create a New Folder – Name the folder to collect your e-service messages 4.Click OK 5.You will be directed back to the Rules Wizard – Click Next 22

Outlook Setting Up Outlook Rules Make sure the condition “which has an attachment” and “with specific words” is checked Click Next 23

Outlook Setting Up Outlook Rules 1.Make sure “stop processing more rules” and “move a copy to the specified folder” are checked 2.Click “specified” 3.Click the new folder you created then click OK 4.Click Next 5.Be sure the “Turn on this Rule box is checked 6.Click Finish 24

Outlook Setting Up Outlook Rules Files will appear here when you open your Outlook 25

Florida Courts E-Filing Authority Board web 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 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 E-Portal E-Filer Manual (revised Feb. 2013) Filing_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2 013.pdf E-Portal Document Submission Standards Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdfhttp:// Filing_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2 013.pdfhttp:// Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf Resources E-Filing Portal Website. https :// :// 26