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E-Service
Objectives
www.GuardianadLitem.org
April 2013
o Effective Dates of E-Service Requirements
o Formatting Requirementso Converting a Word Document
into a PDF Documento Creating Outlook Rules to
Streamline E-Service o Checklist / Practice Aido Resources
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• Speed – Effective and Efficient• Ease of Use• Remote Access to Your Cases Easy to Track Status of
Case• Anytime Access
E-Service
Benefits
www.GuardianadLitem.org 2
E-Service
Deadline (SC10‐2101)
Service by E‐Mail: Mandatory for all cases,
even those pending as of October 1, 2013
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E-Service
Rule - 2.516
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
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E-Service
Rule - 2.516
Service on Attorneys
• An attorney appearing in a proceeding must serve a designation of a primary e‐mail address
• Best Practice. Use the contact email address given to Florida Bar – not required.
• Update at Find a Lawyer at www.FlaBar.org• An attorney appearing in a proceeding may
designate no more than two secondary e‐mail addresses
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E-Service
Rule - 2.516
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 email is
designated you must serve on that email)
• 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.
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E-Service
Rule - 2.516 – Searching E-Mail Addresses
Update Your E-mail
Address Here
www.Floridabar.org
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E-Service
Rule - 2.516 - Designation of E-mail Address
No Specific RequirementsSuggested:
DESIGNATION OF E‐MAIL ADDRESSES PURSUANT TO RULE 2.516As 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: [email protected] Secondary E‐Mail Addresses: [email protected] and [email protected] (only if necessary)
[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 2.516 to the physical address appearing above.
From E‐Things v6.2 by The Florida Bar© 2013 8
E-Service
Rule - 2.516
Changes in e‐mail addresses should be handled in thesame manner as changes in mailing addresses have
been handled.
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E-Service
Rule - 2.516 – 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 forpurposes of computing time.
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E-Service
Rule - 2.516 – Format
The document served must be attached in a “PDF” format
Convert WORD Document to PDF
1. Open WORD Document2. Click FILE3. Click SAVE AS4. Go To SAVE AS TYPE drop
down Menu5. Select PDF
Your document will be saved as a PDF with the same name as
your WORD document
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E-Service
Rule - 2.516
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.
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E-Service
Rule - 2.516 – Format of Subject Line
• One Email 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 112012CA000070xxxxxx
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E-Service
Rule - 2.516 – Format of Body of E-Mail
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
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E-Service
Rule - 2.516 – Size Limitations
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E-Mail and attachments cannot exceed 5MB (Check draft email to see the size of your email)• Compress documents• Serve attachments in separate e‐mails
numbered sequentially in the subject line
E-Service
Rule - 2.516 – 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
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E-Filing
Setting Up Standard E-Mail Service Address
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Setting up E-Mail 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
GAL3 Characters
Circuit Field Office Identifier
2 CharactersEmail Address
C7 GAL DB (Daytona Beach Office) [email protected]
C7 GAL DL (Deland Office) [email protected]
C7 GAL FC (Flagler County Office) [email protected]
C7 GAL PC (Putnam County Office) [email protected]
C7 GALSJ (St. Johns County Office)
Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org 18
Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
Set up Outlook 2010 to copy incoming e-mail service messages to a special mail folder
Go to Outlook1. Click File2. Click Rules & Alerts
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
Set up Outlook 2010 to copy incoming e-mail 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
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
Type - Service of Court Here – click OKIt will appear here
Service of court will now appear in the Rules Wizard Panel.
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
1. Click move to specified folder2. In the choose a folder panel click
NEW3. In the Create a New Folder –
Name the folder to collect your e-service messages
4. Click OK5. You will be directed back to the
Rules Wizard – Click Next
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
Make sure the condition “which has an attachment” and “with specific words” is checked
Click Next
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
1. Make sure “stop processing more rules” and “move a copy to the specified folder” are checked
2. Click “specified”3. Click the new e-mail
folder you created then click OK
4. Click Next5. Be sure the “Turn on
this Rule box is checked
6. Click Finish
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Outlook
Setting Up Outlook Rules
www.GuardianadLitem.org
Files will appear here when you open your Outlook
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Florida Courts E-Filing Authority Board web http://www.flclerks.com/eFiling_authority.html 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 pagehttp://www.flcourts.org/gen_public/technology/e-filinginfostatus.shtml 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 http://www.floridasupremecourt.org/clerk/eportal.shtml
E-Portal E-Filer Manual (revised Feb. 2013) http://www.flclerks.com/e-Filing_Authority/Resources/Manuals/FACC_ePortal_eFiler_Manual_revised_February_2013.pdf
E-Portal Document Submission Standards http://www.flclerks.com/e-Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf
Resources
www.GuardianadLitem.org
E-Filing Portal Website. https://www.myflcourtaccess.com
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