Court business practices associated with implementation of eFileIL

KB article ID:6200 (permalink)
Available from courtsupport.judici.com/6200

During setup of eFileIL

What bank account should the Clerk use for the filing fees collected by eFileIL?

  • As with deposits from other credit card processors, Judici recommends that you do not deposit the funds in the same account used by Judici E-Pay. This runs the risk of throwing off your ability to reconcile the account against the incoming deposits. 
  • Based on our experience with e-payments in general, we also recommend against having the funds land directly in your main disbursement account
    • Consider what would happen if your staff approved a filing on the EFM, filing fees are collected, and when the filing arrives at the Inbox, you discover that it should have been rejected. The process of backing out that payment will be easier if those funds are in a clearing account rather than in your main/audited account.
    • In order to ensure that your main ledger doesn't reflect money which never actually made it to you, we could perhaps use the same approach on eFileIL payments as with Judici E-Pay payments (see reconciliation notes below): mark the payments in PCJ as EPay1 payment type (which doesn't show up on daily deposit reports) until you get a deposit which contains that payment, then modify our reconciliation tools to let you change these payments to EPay2 payment type when the money actually shows up.  That means you need a clearing account for payments to land in while they are in the EPay1 "limbo" state.

Should I use EFM "Court Locations" to represent my branch offices?

This would let filers pick which of multiple branches to file into, and the courts with branch offices have said that's fine, as long as the court can change the branch which was assigned. It's not yet clear whether eFileIL intends to use different court locations to indicate different branches of the same circuit court.

Possible operational changes due to the Filing Types (e.g. pdf, docx) allowed in Illinois

If the state says that Microsoft Word files can be e-filed, imaging users who don't have MS Word on their computer would then need it.

Ongoing setup issues with eFileIL

Consider continuing to require a paper e-business registration form from anyone who e-files in your court

There are two reasons you might want to do this:
  • It will allow attorneys to opt-in for Judici to give them e-service on all of their cases, rather than having to opt-in in one case at a time.
  • It could prevent e-filing fraud- anyone can lay their hands on an attorney's name and ARDC number and use it to register for an e-filing account using the eFileIL online registration. But eFileIL has indicated that, at least initially, they will not have a way to verify that a registration came from an e-mail account which is officially associated with the attorney. Without such a cross-check, anyone could register an account in an attorney's name and start filing. Requiring a paper signature which you can verify against a previous filing from an attorney was Judici's solution to this problem, and it remains a good idea until such time as attorney e-mail addresses are verified by eFileIL.


Until GAL has a CMS interface

How to import e-filed documents into PC JIMS Imaging until GAL deploys their CMS interface

If you use PC JIMS Imaging, you can import e-filed documents into Imaging after you download them from the EFM. See here for more on  how to do this.

What payment type should we use when entering filings into JIMS manually?

Just treat EFileIL filing fee payments the same way we suggest for any other credit card payment: records: set the payment type to indicate Credit card, entering the payment only once you have the money in-hand (so you don't disburse money that you might not actually get).

When reviewing filings on the eFileIL EFM

If the filer gets the filing fee wrong, should I make any changes to fix that?

EFileIL says that's a business decision. Lowering filing fees might be ok, but you may want to think twice about raising the fee because you could overdraft someone's account .

Make sure that an entry fee has been paid

EFileIL has indicated that any user can e-file on any case. Dan Mueller has advised that current rules don't allow the Clerk to reject a filing from a new attorney just because it has no entry of appearance. But you should make sure that an appearance fee was paid by that litigant at some point. 

There is no need to assign a judge in the EFM

You will set a judge when you schedule the first hearing.


 

With regard to an e-filing kiosk

It's ultimately up to eFileIL to facilitate the Court in providing a secure public e-filing kiosk with instructions to pro se filers. That said, it might benefit you to consider the following:

With regard to kiosk security

Windows 8.1 and 10 make it easy. They offer a “Kiosk Mode” feature. 
For how-to instructions, see https://www.howtogeek.com/173562/how-to-easily-put-a-windows-pc-into-kiosk-mode-with-assigned-access/

Windows 7 also offers this, but its version has known vulnerabilities. We recommend Window 7 PCs be setup using LGPOs, Local Group Policy Objects, instead. 

While we know of no comprehensive guide detailing ALL of the modifications that should be made to properly secure a Windows 7 Public Access Terminal, some semi-complete guides can be found on Microsoft's site. These require a fair amount of reading and clicking to find everything. Check with your IT. For Microsoft's main page on this, see https://technet.microsoft.com/library/gg176676.aspx

 

There are multiple links out from their main page, and all should be checked for pertinent info:

 

(Using LGPOs is fairly time-consuming; there are many things that will need to be set/changed. Any semi-competent IT admin should be quite capable of doing this. That said, a wrong setting could lock you out of the system completely.)


Physical security

Regardless of the OS used, there are issues beyond securing/restricting a PC’s software --physical security is just as important, if not moreso. See https://www.giac.org/paper/gsec/4304/securing-public-access-computers-library-setting/107011

While written to help secure public access terminals in libraries, the section on "Physical Security" provides some really good tips.

With regard to kiosk software & services

The programs and web-access you allow will depend on the services you want to offer.

If the kiosk is to serve efiling only:
You might set it up with a temporary login that grants the user/filer access to their electronic documents (via flash drive or a scanner) and to a browser restricted to Judici and eFileIL. Judici will let them look up their case info, as well as eventually file through Judici. We will provide more information on this as it becomes available.

If the kiosk is to additionally serve as a public access documents viewing station:
You will want to include access to PC JIMS IMAGING via a public view-only-access login. (Your IT will need to make sure the Imaging share drive is not visible/accessible to the public.)

If the kiosk is to additionally serve as a public access to court data viewing station:
You will want to include access to PC JIMS COURTS via a public view-only-access login.

We intend to maintain this page regularly with updated recommended procedures as information becomes available. Please check back for more.



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