Court E-Filing User Guide

KB article ID:2400

Available from courtsupport.judici.com/2400


Getting help

Administrative issues

Revocation of access when an attorney is suspended

If the Clerk receives official notification that an attorney’s license to practice has been suspended or restored, the Clerk shall remove the attorney's e-mail address from PC JIMS to prevent e-filing and e-service.

Allowing multiple attorneys in a firm to e-file on the same case

If an attorney isn't listed on the case in JIMS, they can't e-file on it.  That said, it is well-known that attorneys cover for each other. 
  • Any attorney can e-file their own entry of appearance at any time, which will result in them being added to JIMS automatically.
  • One way to ensure that this can happen is for the original entry of appearance to indicate additional of the attorneys who might appear or file.  Court staff will have to add such the attorneys manually during case setup.
  • The court might also elect to have a less formal mechanism, such as an e-mail or phone call, by which an attorney can be added to the case.

Security of specified personal data elements in filings

Court may wish to consider having a procedure which tells their staff

  • To look for an order permitting something to be filed under seal
  • Whether they can reverse the filer's indication that a document should be sealed
  • Whether they can seal something which the filer clear forgot to seal , such as the special notices required under SCR 15 and 138

Filing fee updates

Contractual

When there are to be changes to your filing fees, make sure and advise Judici a month before the changes go into effect.

Reviewing filings

Clerk review process

Make sure that the filing isn't of a type not allowed under local rules.  Judici controls what case types can be filed, but because we have an "Other" filing type, it's not possible to prevent filers from submitting prohibited filing types.


Make sure users don’t select the wrong filing type in order to avoid filing fees


As you walk through a filing (especially new cases and new litigants), remember to identify the incoming attorney-entered data which is likely to be incomplete, or even wrong:

  • Subtype- we need them in order to control the e-filing process, but attorneys don't necessarily understand them.  We and Holly may ultimately both have some help text on this, but attorneys may not bother to read it  :-/

  • Do they have all of the litigants- the court’s filing configuration can stipulate a minimum number of litigants, but they could still give you two plaintiffs and no defendant.  

  • Did the attorney associate themselves with more litigants than they should have (did they inadvertently put themselves on both sides of the case)?
  • Does the court want to use a different litigant name than the document indicated (e.g. with aka/fka/dba?)

If you want to keep the document visible while entering data into PC JIMS

Before exiting the Imaging screen on which documents are reviewed, you can double-click to open one or more documents using whatever pdf viewing (if any) is on your system.  This is useful if you are going to need to enter data into JIMS from the document.

What if only one of the documents in the filing is wrong?

If the filing isn't time-sensitive, you can obviously reject it.  Even if it is time-sensitive (e.g. an answer), the court may or may not reject the filing:
  • Certain document types don't get reviewed for 100% accuracy anyway (e.g. proof of service).  
  • If the filer files a Notice of Hearing which is wrong for some reason, you can approve the filing, then have the judge strike the hearing by docket entry.  This is how it works in the federal PACER system, because all filings go into PACER without court approval and are formally negated by docket notes if they prove erroneous.

If you need to contact the filer

The View Attorney option on each filing in the Inbox can be used to to contact the filer.  Using PC JIMS to actually start on e-mail to the filer only works if you have a desktop e-mail client such as Outlook, not a webmail client such as Gmail.  The Inbox will be modified at some point so that webmail users will at least be able to copy the e-mail address so they can paste it into their e-mail (ref. FB12663).

Foreclosure filings

Sealing a summons or other document

Per the AOIC, 705 ILCS 105/8 allows the Clerk to use an electronic facsimile of their seal.  By the end of the summer 2014, JIMAS Imaging's signature mechanism will be able to be used for this purpose.



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