E-FILING PROTOCOL

Filers will be required to purchase “.tif” generating program at an approximate cost of $50.00 in order to convert documents to the “.tif” format.  The Clerk will conduct training sessions independently and through the Cuyahoga County Bar Association for attorneys and pro se litigants.

The first step by the filer is to register with the Court and be assigned an account name and temporary password. The filer can change the password at anytime to ensure security.The filer will be required to provide an email address, which will be verified by the Court.

The Court will encourage all filers to use credit cards to pay filing fees although cash and checks will be accepted. The document will not be deemed filed until the filing fees are received.

The filer will have two choices for filing documents. The filer may choose from forms prepared by the Court on found the Court Website or use Word or other word processing program to create a document.

The filer will complete an online form similar to the fax cover sheet recommended by the Advisory Committee for fax filing. The Court calls this an On-line Document Description Form. The filer will create a Word document or complete the Court prepared form, convert the document to a “.tif” image, and attach the image to the On-line Document Description Form. The filer will then upload the image to the Court’s Website. The filer will view the actual image that is intended for filing. If the filer sees an error or wishes to change the image, he or she may cancel the image and resubmit a new image. If the image is correct, the filer will click a button to process the image and submit it to a temporary location in the Court’s case management system. At this point the image is time stamped and the filer receives a document number for tracing the document.

Upon receipt of the image, the clerk reviews it for any errors. If errors are found, the clerk rejects it and notifies the filer of the problem. If the clerk accepts the image, it is processed and linked to the case management system. If the image requires action by the Judge, it is electronically delivered to the Judge. Upon receipt, the Judge is notified of incoming mail and may prepare a judgment entry. The Judge electronically transfers the judgment entry image to the clerk for processing and linking to the case management system. The clerk will also transmit the image of the judgment entry to all parties in the case and it will appear on the Website.

F. Local Rule 7 – Electronic Filing

Judge Deborah Nicastro has been studying electronic court systems from the judge’s and litigant’s perspective since 1999. To prepare Local Rule 7, she reviewed as many of the Court Websites from other states, which currently permit electronic filing, and studied other local rules in Ohio’s state and federal courts. She used the Standards for Electronic Filing Processes of the National Consortium for State Court Automation Standards as a template for Local Rule 7. After the first draft of Rule 7 was completed, it was reviewed by the Clerk of Court and the Network Administrator and modifications recommended. The Judges then met to debate and resolve conflicts in policy. The Judges submitted Local Rule 7 in March 2003 to the Advisory Committee for approval.