Electronic Filing Presentation Lynn S. Streck 513-946-5612 Clerk of Courts Office Hamilton County, Ohio
Patti Clancy <ul><li>Patti Clancy,  </li></ul><ul><li>the Clerk of Courts ,  </li></ul><ul><li>continues to bring technolo...
Overview <ul><li>Electronic filing allows attorneys to file documents with the courts from their computers via the Interne...
Specifications <ul><li>A personal computer with the following: </li></ul><ul><li>Microsoft Windows 95, 98 or NT 4.0 with S...
Benefits of E-Filing <ul><li>The website is open 24/7 for filing and accessing files. </li></ul><ul><li>Once the efiling i...
Benefits Continued <ul><li>There is increased security due to reduction of documents or files being lost or misfiled. </li...
Benefits Continued <ul><li>It saves time and money resources such as: </li></ul><ul><ul><li>file management, storage space...
Applications <ul><li>The Clerk of Courts’ website at  www.courtclerk.org  has a user guide,  e-filing registration and cre...
www.courtclerk.org
Pricing <ul><li>A $100.00  copy  cost account deposit is required if filing in the Common Pleas or Appellate courts.  </li...
Pricing Continued <ul><li>A separate copy cost account is not maintained for doing  only  Municipal Civil filings. </li></...
Cost Tracking Features Via Web for Common Pleas Cases <ul><li>Select the Search Court Records tab.  </li></ul><ul><li>For ...
www.courtclerk.org
Copy Cost Report <ul><li>On the web site, run the report. When it’s on the screen, click on Edit, click Select All, (the t...
<ul><li>Hamilton County Clerk of Courts </li></ul><ul><li>APPEARANCE DOCKET EF0012345 </li></ul><ul><li>Attorney - Plainti...
<ul><li>DATE   DESCRIPTION   AMOUNT 3/15/01  ISSUE DESK - DEPOSIT BY ALLY McBEAL  E FILING FUND   100.00- </li></ul><ul><l...
Availability <ul><li>The first electronic filing was done on March 7, 2001 in a Common Pleas case.  </li></ul><ul><li>Curr...
Availability Continued <ul><li>In August 2002 electronic filing was started for Municipal Civil cases. </li></ul><ul><li>I...
In Summary <ul><li>Electronic Filing,  a paperless, document delivery method, is  </li></ul><ul><li>convenient, </li></ul>...
Questions Thank You
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  • In 2001 it cost $500.00 per square foot for paper files. So, including storage space, personnel and supplies, a four drawer file cabinet costs $1200.00 per year. Source is James McMillan, Director, Court Technology, NCSC
  • Why E-File? A PowerPoint Presentation

    1. 1. Electronic Filing Presentation Lynn S. Streck 513-946-5612 Clerk of Courts Office Hamilton County, Ohio
    2. 2. Patti Clancy <ul><li>Patti Clancy, </li></ul><ul><li>the Clerk of Courts , </li></ul><ul><li>continues to bring technological innovations and advances to her office. </li></ul><ul><li>Electronic filing is the one of these services. </li></ul>
    3. 3. Overview <ul><li>Electronic filing allows attorneys to file documents with the courts from their computers via the Internet. </li></ul><ul><li>It is a paperless, document delivery method. </li></ul><ul><li>All documents accepted are actually filed. </li></ul>
    4. 4. Specifications <ul><li>A personal computer with the following: </li></ul><ul><li>Microsoft Windows 95, 98 or NT 4.0 with Service Pack 3 or later OR Mac OS version 7.5.3 or later (on an Apple Power MacIntosh or compatible) </li></ul><ul><li>Microsoft Word or Corel WordPerfect word processing software </li></ul><ul><li>Adobe Acrobat version 4.05 or greater (full version) software </li></ul><ul><li>Access to the internet and </li></ul><ul><li>An e-mail address. </li></ul><ul><li>A valid American Express, Discover or MasterCard credit card </li></ul><ul><li>An E-Filing user account </li></ul>
    5. 5. Benefits of E-Filing <ul><li>The website is open 24/7 for filing and accessing files. </li></ul><ul><li>Once the efiling is processed by clerks, the filed document is immediately available on the Clerk’s website. </li></ul><ul><li>This enables quick file retrieval and distribution of documents as well as </li></ul><ul><li>multi-user simultaneous access to case files. </li></ul>
    6. 6. Benefits Continued <ul><li>There is increased security due to reduction of documents or files being lost or misfiled. </li></ul><ul><li>This is a faster and a more efficient means to duplicate, access and transfer case files. </li></ul><ul><li>One can perform full text searches. </li></ul><ul><li>It provides Service to case parties. </li></ul><ul><li>It enables eventual e-service to attorneys. </li></ul>
    7. 7. Benefits Continued <ul><li>It saves time and money resources such as: </li></ul><ul><ul><li>file management, storage space and record searching expenses </li></ul></ul><ul><ul><li>paper and toner for printing, printer repair costs </li></ul></ul><ul><ul><li>personnel time for reproduction and collation of papers and courthouse visits and </li></ul></ul><ul><ul><li>postage or courier services for some or </li></ul></ul><ul><ul><li>gasoline and parking costs for others. </li></ul></ul><ul><li>It makes us ahead of the national trend toward electronic case files. </li></ul>
    8. 8. Applications <ul><li>The Clerk of Courts’ website at www.courtclerk.org has a user guide, e-filing registration and credit card forms. Local Rules governing e-filing are here too. </li></ul><ul><li>Select the tab marked Services and choose Electronic Filing. </li></ul><ul><li>Once an account has been set up this is also the login location. </li></ul>
    9. 9. www.courtclerk.org
    10. 10. Pricing <ul><li>A $100.00 copy cost account deposit is required if filing in the Common Pleas or Appellate courts. </li></ul><ul><li>Ten cents per page copy cost is charged against this deposited balance. </li></ul><ul><li>When the balance declines to $25.00, an e-mail requests the funds be replenished. </li></ul>
    11. 11. Pricing Continued <ul><li>A separate copy cost account is not maintained for doing only Municipal Civil filings. </li></ul><ul><li>Here the ten cents per page copy costs are charged against the account credit card during the filing processing. </li></ul><ul><li>All filing costs determined by local rules remain the same. </li></ul>
    12. 12. Cost Tracking Features Via Web for Common Pleas Cases <ul><li>Select the Search Court Records tab. </li></ul><ul><li>For Account Copy Costs- Under General Searches select Search by Case Number for Case Information (report #2), enter case number using the format EF00 plus your 5 digit Ohio Supreme Court number and click submit. </li></ul><ul><li>For All Other Case Costs - Select Common Pleas Case Cost Statement (report #19), enter the case number and click submit. </li></ul>
    13. 13. www.courtclerk.org
    14. 14. Copy Cost Report <ul><li>On the web site, run the report. When it’s on the screen, click on Edit, click Select All, (the text will color over), click on Edit again, click Copy, open a word document or a spreadsheet and click Paste. The copy cost information will now be on your document. </li></ul><ul><li>Save the document.You can now search by case number to tabulate its copy cost. An example follows. </li></ul>
    15. 15. <ul><li>Hamilton County Clerk of Courts </li></ul><ul><li>APPEARANCE DOCKET EF0012345 </li></ul><ul><li>Attorney - Plaintiff Attorney - Defendant </li></ul><ul><li>ALLY McBEAL </li></ul><ul><li>Filed: 3/15/01 EFIL E-FILING COPY ACCOUNT </li></ul><ul><li>Total Deposits $100.00 CR Total Costs $10.20 </li></ul><ul><li>9603150 ALLY McBEAL </li></ul>
    16. 16. <ul><li>DATE DESCRIPTION AMOUNT 3/15/01 ISSUE DESK - DEPOSIT BY ALLY McBEAL E FILING FUND 100.00- </li></ul><ul><li>3/20/01 004 COPIES MADE FOR CASE NUMBER A -0008196; CONFIRMATION NUMBER 1034 0.40 </li></ul><ul><li>3/20/01 004 COPIES MADE FOR CASE NUMBER A -0005878; CONFIRMATION NUMBER 1035 0.40 </li></ul><ul><li>3/24/01 010 COPIES MADE FOR CASE NUMBER A -0002271; CONFIRMATION NUMBER 1037 1.00 </li></ul><ul><li>4/23/01 004 COPIES MADE FOR CASE NUMBER A -9907658; CONFIRMATION NUMBER 1060 0.40 </li></ul><ul><li>5/7/01 008 COPIES MADE FOR CASE NUMBER A -9907658; CONFIRMATION NUMBER 1077 0.80 </li></ul><ul><li>5/7/01 022 COPIES MADE FOR CASE NUMBER A -0001441; CONFIRMATION NUMBER 1076 2.20 </li></ul>
    17. 17. Availability <ul><li>The first electronic filing was done on March 7, 2001 in a Common Pleas case. </li></ul><ul><li>Currently most documents are being accepted for Common Pleas civil cases. EXCEPTIONS are Entries and Finals*. </li></ul><ul><li>Documents being accepted in Common Pleas criminal cases are Filings and Motions. </li></ul><ul><li>* anything that closes a case where costs would be computed and paid </li></ul>
    18. 18. Availability Continued <ul><li>In August 2002 electronic filing was started for Municipal Civil cases. </li></ul><ul><li>In September 2002 electronic filing was started for Appellate cases. </li></ul><ul><li>Help is available from 8 A.M. to 4 P.M. on Monday through Friday at 513-946-5612. </li></ul>
    19. 19. In Summary <ul><li>Electronic Filing, a paperless, document delivery method, is </li></ul><ul><li>convenient, </li></ul><ul><li>cost cutting, </li></ul><ul><li>efficient and </li></ul><ul><li>user friendly. </li></ul><ul><li>Try it! </li></ul>
    20. 20. Questions Thank You

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