eFiling Frequently Asked Questions
Welcome to the D.C. Courts eFiling Frequently Asked Questions page. Please select one of the topics below:
 Filing Format Procedures - Bundling of Documents Required
Introduction
Filing Dos and Don'ts
Additional Information
Introduction
Why is DC Superior Court using eFiling for Courts?
The Superior Court is implementing electronic filing to provide the public and the legal community with easy and inexpensive access to the Court. Civil I cases have been eFiled for some time, and the Court is now implementing eFiling in most case types in the Civil Actions Branch (commonly known as Civil II cases).
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How does eFiling for Courts work?
A Service Provider (currently CaseFileXpress ("CFX")) electronically transmits your filing to the Court's contractor, Bearing Point's eFiling for Courts, which processes it for acceptance into the Superior Court's case management system. The filing is electronically delivered to the clerk's inbox at the court. A filing is considered tendered to the court upon transmission to your Service Provider, CaseFileXpress("CFX"). Once accepted by the clerk, the filing immediately appears in the court's case management system, CourtView. You will receive notice of the clerk's action on the filing and a "file stamped" copy of the "lead" filing, if it is accepted. When you file with CFX, you will also receive notice of when your filing was received by CFX. If the filing is rejected, you will receive notification and an alert will appear at your CFX filing box. When eFiling for Courts receives the transmission from CFX, it will complete electronic service notification on those you designate to be eServed, including the judge (a required service recipient).
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Who eFiles and what cases are eFiled?
Mandatory eFiling is required in all Civil I cases and in certain designated case types in Civil II cases in the Civil Actions Branch for all parties represented by counsel. Those parties appearing pro se may eFile and eServe if they consent in writing and register with CFX, but they are not required to do so.
At this time, case initiation is not available through eFiling. One must initiate a case in paper form as is currently done. Also, the original Affidavit of Service of Process must be filed in paper form.
Please see http://www.dccourts.gov/efiling for the governing Administrative Orders and to stay apprised of the latest developments and to see which cases are eFiled in Civil II cases.
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How do I select a Service Provider?
To keep stability in the program, the Superior Court is using one Service Provider: CaseFileXpress ("CFX"). This approved Service Provider has completed extensive testing and review. This will allow for an easier transition to eFiling. More Service Providers may join in the future once they complete the appropriate testing and training.
In the meantime, to register for eFiling and to learn more about CaseFileXpress, please contact them directly on their website at www.CaseFileXpress.com. The CFX site also hosts a tutorial on how to eFile.
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What hardware or software do I need to eFile?
The eFiling program is a web-based program that needs no proprietary software or special hardware. But you must have the following to eFile:
- A computer with the following minimum requirements:
- Windows 2000 or later operating system
- 64 MB of memory (RAM)
- 400 MHz Processor
- Internet access with at least standard dial-up (56 Kbps connection)
- Internet Explorer 6.0 or higher (Note: Netscape web browsers are not supported)
- Adobe PDF Reader 7 (free download from Adobe)
- An optional scanner to submit non-electronic documents
- A document program creator such as Microsoft Word or Works, Word Perfect or a PDF document creator that is Adobe compatible
- Registration with the Service Provider
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How do I get trained for eFiling?
Please contact CaseFileXpress at www.CaseFileXpress.com or 877-433-4533. When you register you will receive notifications of upcoming training. We have trained over 700 lawyers and staff to date. More sessions will be held starting in November 2006.
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Will I be able to access the documents that I file?
At this time, you will be able to access the documents you filed or with which you were served through CFX. You may download such documents to your own system or computer drive. Documents of public cases also can be viewed at the Superior Court Civil Clerk's office through public access terminals. Civil Division dockets (but not documents at this time) are viewable on the web at www.dccourts.gov/pa
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Filing Dos and Don'ts
Why do I have to use the new docket number formula for eFiling?
Please note that CourtView requires a certain docket number sequence. A filing will face automatic rejection if the correct format is not used. The new format is as follows: The first sequence is the year, followed by a space and then CA, followed by a space and a six (6) digit docket number, followed by a space and then by a capital letter or letters which signifies the "case type" in CourtView (Year, CA, Six Digit Docket Number, Case Type Designation). Also, the letters, CA and the case type letter, must be in capital letters.
Thus, the docket number for the first case filed in 2005 in Civil II (and was not a malpractice or real property case) would read: 2005 CA 000001 B. For the 450th 2005 case that was filed in Civil II, the docket number would be 2005 CA 000450 B. If the case was a medical malpractice case and certified to Civil I from Civil II, it would read: 2005 CA 000001 M; if it was a real property case (formally just "RP"), it would read: 2005 CA 00001 R(RP). If you have any doubt as to the extender, please check the spreadsheet.
A spreadsheet is posted here and at www.CaseFileXpress.com listing all eFiled case types in the Civil Actions Branch and the "extenders."
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Why do the attachments to a motion, opposition or other filing have to be filed as one document?
Under court rules, all filings are one document. In the computer world, however, documents tend to be 'uploaded' to the filing fields separately. This creates too many docket entries and is confusing. Therefore, you will find two fields at CFX to which to upload documents. The first field is for the "lead" document. This is to be used for the motion or lead opposition document. The second field is for the points and authorities, exhibits, certificate of service and proposed order. The filer may combine the documents into one and file it as such in the first field if it is under 25 pages. Otherwise, the lead document should be in the first field and the remainder in the second field. The filer may combine into one document those uploaded to the second field or upload it separately in the second field and it will be combined in the filing process. The file-stamped front page will be on the lead document in the first field. It is helpful if you list all documents filed with the lead submission in the certificate of service. Alternatively, you may list the documents that are included in the total filing as a table of contents or in the body of the lead document.
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Why do I have to submit proposed orders that can be edited and why do I have to email a copy to Chambers?
The proposed orders are for the judge to use as a draft. Therefore, they cannot be write-protected. They also must be produced with a word processing program that is capable of being edited. Some law firms use PDF conversion programs that are not Adobe compatible. This will make the proposed order unusable and not acceptable.
In order to ensure the usability of the proposed orders, the Court is requiring that, in addition to including it with the filing, the filer also email a copy of the proposed order to the case judge's separate eFiling service address. The format is judge[last name]eserve@dcsc.gov or magistratejudge[last name of magistrate judge]eserve@dcsc.gov. It is most helpful if the proposed order is sent in the format in which it was created (such as in Word or Word Perfect) and, of course, that it not be write-protected.
Proposed Orders should include under the area for the judges signature, the names of those to be served and the manner of service. If the party is not eServed, such as a pro se party, the party's or counsel's address should be included as well.
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Do I have to submit envelopes and mailing labels?
You do not need to send chambers envelopes or mailing labels for individuals who are being eServed. You do need to send envelops and mailing labels to chambers if there is a pro se party or parties in any case. Mailing labels or service envelopes should be provided to the Chambers of the case judge with the submission identified by case name and number.
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Why do I have to redact personal identifying information?
The Superior Court adopted a privacy rule, SCR 5(f)(1), requiring that the filer redact from Civil Division public record filings the following information: Social Security Numbers, Dates of Birth, financial account numbers and names of minors. If one needs to include such information, a redacted copy can be eFiled and a motion can be filed to file the unredacted filing under seal.
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Why do I have to mail to Chambers copies of filings over 25 pages?
Although short filings may be read on a computer screen, longer briefs or those with many attachments and exhibits are not. Therefore, judges have found it sensible to require a second courtesy copy in paper for longer briefs. These copies may be delivered or mailed directly to Chambers. Remember, serving copies on the judge does not constitute filing with the Court.
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Can a single filing apply to more than one case?
Because of the case management system, if cases are not officially consolidated by court order with other cases, any document applying in several cases must be filed in each case.
If a case is consolidated with others by court order, then a document can be filed in the lead case. The comments field on the eFiling screen must be used to specify to what other cases the document applies. It will then be accepted (or rejected) by the clerk in the lead case, and a docket entry that it was filed will be made in each of the other cases with which it is consolidated. The entry will also state the case number of the lead case where the document was filed and can be viewed on a public access system.
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How do I add a new party?
A motion seeking to add a new party must be eFiled.. If it is granted, a paper version of the amended complaint with the new party should be filed in hard copy so that a summons can issue from the clerk's office for service.
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Why won't my bar number work when I file pro hac vice?
Our case management system and, as a result, the eFiling system, only recognize District of Columbia Bar members and their numbers. Those attorneys filing pro hac vice should contact CaseFileXpress for the registration number to be used in the field for "bar number." Under Court rules, pro hac vice attorneys must file through local counsel.
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Additional Information
What fees are associated with eFiling?
Here is a sample filing, excluding any court fees:
| Item |
Associated Fee |
| eFiling Processing Fee |
$6.00 |
| Service Provider Fee (variable based on your service provider)
|
$4.00 |
| eService Fee
|
$5.00 |
| Total (2.25% financial transaction fee included) |
$15.47 |
Fee variations may include a per-filing fee, a monthly fee, or an additional services fee depending on the additional services you select. Detailed Service Provider fee structure information should be obtained from them directly. Electronic service will also be available to you through the system. All fees, including the court's filing fee, are collected by the Service Provider and then forwarded as required.
If a filing is rejected, no fee will be charged through November 30, 2007. Starting December 1, 2007, rejected filings will incur a $4.09 fee representing service fees.
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Can I serve discovery electronically?
Yes. You may serve discovery documents electronically on counsel through the system. Pursuant to Rule Promulgation Order 07-04, effective September 4, 2007, Certificates Regarding Discovery need not be filed when discovery is served. Instead, a Certificate Regarding Discovery that has occurred in the case must be filed as an attachment with any of the following three filings: (1) a motion regarding discovery; (2) an opposition to a dispositive motion based on the need for discovery; and (3) a motion to extend Scheduling Order dates. SCR Civil 5(d). If Certificates Regarding Discovery are already in the Court record, the Certificate Regarding Discovery may incorporate those certificates by reference and also list any additional discovery, if any, that has occurred.
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How can I learn more about eFiling for Courts in DC Superior Court?
Visit http://www.dccourts.gov/efiling for more information. Information on eFiling rules, filing and document types and other specifics will be placed on the site. The list of Service Providers will be updated as additional ones become available.
If you have questions about eFiling with the Superior Court, please send them to efile@dcsc.gov.
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