1. The Florida Courts ePortal eFiling Overview

2. 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 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
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
eFiling Overview

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Sample Notification Email
eFiling Overview

12. Access to Filings & Case Information
The ePortal 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
eFiling Overview

13. 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

14. 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 ( address)
Bar Number 12345
Attorney for (Plaintiff/Defendant)
XYZ Company
ABC Law Firm
123 South Street Orlando, FL 32800
Telephone: (407)
eFiling Overview

15. Confidential Information
Compliance with Rule for documents containing confidential information
ePortal Documents Screen
ePortal Review & Submit Screen
eFiling Overview

16. 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 and requested to correct the issue(s) with the document(s) and resubmit the filing
eFiling Overview

17. 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 SC 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

18. 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

19. 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 Other DCA’s will be phased in.
eFiling Overview

20. Court Ordered Mandatory Dates
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 to July 2014
Electronic Transmission of Records on Appeal (Clerk’s office to Appellate Court)
July 1, 2014
eFiling Overview

21. 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
Support for Clerk’s Offices
eFiling Overview

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

23. E-Filing Portal Usage Statistics
July Activity

24. 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

25. July E-Filings By Day
Weekday average filings
Tuesdays highest

26. Weekday E-Filings - Average Per Hour
The 4:00pm hour is the greatest volume with average 5350 filings per hour
The 5:00am hour is the least volume with average 12 filings per hour
Not an hour of the day the portal is not receiving filings
Consistently 6% new case filings
Portal Up time

27. Criminal E-Filing
July Progress Report

28. 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

29. 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

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

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

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

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

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

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

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

37. Criminal Batch Interface Update
CBI Progress Report To Date

38. CBI State Attorney Report
Office
CMS
Development Initiated
Development Complete
Testing Status
Verification
with Clerk
SAO1
STAC
COMPLETE
IN PROCESS
SAO2
TBD
SAO3
SAO4
SAO5
IN HOUSE
SAO6
TYLER
SAO7
SAO8
SAO9
9/1/2013
SAO10

39. CBI State Attorney Report
Office
CMS Type
Development Initiated
Development Complete
Testing Status
Verification
with Clerk
SAO11
IN HOUSE
COMPLETE
IN PROCESS
SAO12
STAC
TBD
SAO13
DEFER
SAO14
SAO15
SAO16
SAO17
SAO18
SAO19
SAO20

40. CBI Public Defender Report
Office
CMS Type
Development Initiated
Development Complete
Testing Complete
Verification
with Clerk
PD1
STAC
COMPLETE
IN PROCESS
TBD
PD2
IN-HOUSE
PD3
PD4
PD5
PD6
TYLER
PD7
PD8
PD9
PD10

41. CBI Public Defender Report
Office
CMS Type
Development Initiated
Development Complete
Testing Complete
Verification
with Clerk
PD11
IN-HOUSE
TBD
PD12
STAC
COMPLETE
IN PROCESS
PD13
PD14
PD15
PD16
PD17
PD18
PD19
PD20

42. Appellate Readiness Report
Progress Report To Date

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

44. E-Filing Portal Projects in Progress
Progress Report To Date

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

46. Questions / Comments / Suggestions
Closing
Questions / Comments / Suggestions
eFiling Overview