Paperless Courts. Shelia Norman Bell County District Clerk BCBA Paralegal Meeting, May 8, 2014

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1 Paperless Courts Shelia Norman Bell County District Clerk BCBA Paralegal Meeting, May 8, 2014

2 Road Map Mandate of Supreme Court of Texas Ready Set Go Rejections and Returns Processes Forms Cost Sensitive Data Clarification Questions and Answers

3 Supreme Court Order MD Technology Standards MD The Supreme Court of Texas mandated that all civil cases, including family and probate cases, by attorneys in appellate courts, and all non-juvenile civil cases, including family and probate cases, by attorneys in district courts, statutory county courts, constitutional courts, and statutory probate courts be filed electronically. The mandate is based on the population of the county. The effective mandate for Bell County is July 01, 2014.

4 Ready Set GO. E-FileTXCourts.gov - website training Schedule a training with District Clerk Choose one or more EFSP (Electronic Filing Service Provider) How long will it take the clerk to process my filing? Typically one day. Has my e-filing been accepted by the Clerk? You will receive an automatic from clerk. Bell County is a non-integrated County. Our computer system does not communicate with the e-filing computer system. You will select File into an Existing Case.

5 Ready Set GO. Envelope Number Unique identifier number for each filing. This number will appear on your credit card statement. Documents are deemed filed whenever you press submit. Documents may be signed electronically by /s/ name or by a digital image of a signature. May sign and scan a document, but it must be scanned at 300 dpi. Documents must be in searchable PDF.

6 Rejected or Returned E-filings Wrong Jurisdiction Incorrect or Missing Fees Poor Quality Document Sealed Documents Missing Standing Order Separate Filings If the filing is returned, the clerk will state the reason for the return in the comment section.

7 E-Filing Business Processes Issuance of Citations, Notices and More Request for issuance forms are available on District Clerk Website so use these forms to provide the District Clerk office with all the information needed to fulfill your request. When attaching pleadings to the citations, you will be required to pay for copies through the e-filing system at the time of your request. Specialized Issuance E-Filing Forms Attached in Handout and on District Clerk s Website Request for Issuance Employers Withholding Order Abstract of Judgment/Writ of Execution Order of Sale Subpoena

8 E-Filing Business Processes Motions Needing a Hearing Date Submit motion by e-filing. Clerk will forward the document to court coordinator. Contact the court coordinator by or phone to coordinate hearing date and time. The court coordinator will forward documents back to the District Clerk. When the clerk accepts the filing, you will receive file marked copies with the hearing information. Agreed Motions and Orders Submit motion and order as a separate e-filing. Clerk will forward document to court coordinator via e-filing. Court coordinator will forward documents back to the District Clerk. When the clerk accepts the filing you will receive file marked copies with signature.

9 E-Filing Business Processes Proposed Orders Clerk will forwarded to the court coordinator via e-filing. The court coordinator will forward the signed documents back to the District Clerk. Then the clerk will the document to the attorney. Rule 11 Agreements All signed agreements may be submitted to the court or District Clerk. Certified Copies of Judgments and Divorce Decrees Not required to be e-filed. May continue to submit to District Clerk. Temporary Restraining Orders/Protective Orders E-file application and notify the District Clerk. This will expedite your process. E-Filing Locations in Courthouse Law Library Attorney workroom - at the County Court Coordinator

10 Cost When the filer selects the payment amount, a hold is placed on the credit card for the amount of funds. IF.. Fee = less than amount selected Clerk will correct amount and accept the filing Fee = greater than amount selected Clerk will reject the filing and fees Copy Fees Will be charged when attaching pleadings to citations and notices $2.00 Transaction Fee Each transaction If you are filing in the same case, select add additional filing this will only charge the $2.00 fee one time.

11 Sensitive Data Rule 21c Rules of Court PRIVACY PROTECTION FOR FILED DOCUMENTS. (a) Sensitive Data Defined. Sensitive data consists of: (1) a driver's license number, passport number, social security number, tax identification number, or similar government-issued personal identification number; {2) a bank account number, credit card number, or other financial account number; and {3) a birth date, a home address, and the name of any person who was a minor when the underlying suit was filed. (b) Filing of Documents Containing Sensitive Data Prohibited. Unless the inclusion of sensitive data is specifically required by a statute, court rule, or administrative regulation, an electronic or paper document, except for wills and documents filed under seal, containing sensitive data may not be filed with a court unless the sensitive data is redacted.

12 Sensitive Data Rule 21c Rules of Court (c) Redaction of Sensitive Data; Retention Requirement. Sensitive data must be redacted by using the letter "X" in place of each omitted digit or character or by removing the sensitive data in a manner indicating that the data has been redacted. The filing party must retain an unredacted version of the filed document during the pendency of the case and any related appellate proceedings filed within six months of the date the judgment is signed. (d) Notice to Clerk. If a document must contain sensitive data, the filing party must notify the clerk by: (1) designating the document as containing sensitive data when the document is electronically filed; or (2) if the document is not electronically filed, by including, on the upper left- hand side of the first page, the phrase: "NOTICE: THIS DOCUMENT CONTAINS SENSITIVE DATA."

13 Sensitive Data Rule 21c Rules of Court (e) Non-Conforming Documents. The clerk may not refuse to file a document that contains sensitive data in violation of this rule. But the clerk may identify the error to be corrected and state a deadline for the party to resubmit a redacted, substitute document. (f) Restriction on Remote Access. Documents that contain sensitive data in violation of this rule must not be posted on the Internet.

14 Questions and Answers Amber Crawford, Deputy District Clerk or