Volume THURSTON COUNTY CLERK S OFFICE. e-file SECURE FTP Site (January 2011) User Guide

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1 Vlume 1 THURSTON COUNTY CLERK S OFFICE e-file SECURE FTP Site (January 2011) User Guide

2 Table f Cntents C H A P T E R 1 FTP e-filing SERVICE 1 Dcument Requirements 1 Scanners 2 File naming cnventin 2 e-file Supprt 4 Using the FTP e-file page 5 3 After yur lgin 5 3 e-file Submittal Prcess STEP#1 6 3 e-file Submittal Prcess STEP#2 7 4 Image f Uplads and e-filing 9 Behind the scenes 9 4

3 F T P E - F I L I N G Chapter 1 FTP e-filing Service This User guide prvides the imprtant details required fr a successful FTP (File transfer Prtcl) e-file submissin int the Thurstn Cunty Clerk s imaging system. All illustratins are samples f the steps invlved fr a user t prepare a dcument, lg int the system, submit ne r mre dcuments and then cmplete the e-file transactin. ENSURE ALL USERS HAVE ACCESS TO THIS INFORMATION (New user s scanning and submitting fr the first time, and primary users fr referencing). ONCE YOU START, YOU MUST COMPLETE: This will be nted many times thrughut this user guide. Once yu submit yur first dcument yu must fllw the prcess thrugh t cmpletin. Yu cannt cancel the prcess nce yu ve started. If yu d nt cmplete the prcess, yur dcuments will be submitted t ur imaging system and n will be generated fr cnfirmatin and auditing purpses. Electrnic Dcument requirements All Superir Curt dcuments submitted thrugh the Thurstn Cunty FTP site fall under the same requirements fr accuracy as thse that are filed at the frnt cunter f ur ffices. Be sure yu understand and fllw the Faulty Dcument Plicy (available n K E Y S T E P S Scan yur dcuments Name yur files Lgin t FTP Site Uplad/e-file yur files ur website at Faulty dcuments submitted will nt be filed. This system is NOT FOR BENCH COPY SUBMISSIONS. All dcuments submitted thrugh the e-file FTP site are required t be (GROUP TYPE IV).TIF images scanned at 200 X 200 DPI (dts per inch). This requirement is mandatry t ensure the best image quality with the least impact n file size (disk space). Only.TIF images will be received by ur system and any.tif dcuments exceeding the 200X200 DPI requirements will be rejected. All.TIF generated dcuments must be SINGLE SIDED (single and/r multi-page). There is an image size limit f 7 MB (megabytes) fr single images cntaining hundreds f pages. If yu have a dcument that exceeds this size, yu will have t physically file that dcument at the frnt cunter at ur ffice, r fr instructins 1

4 F T P E - F I L I N G SCANNERS: Use a scanner that has ADF (Autmatic Dcument Feed) with scanning sftware that generates Grup type IV, multi-page.tif images at 200 x 200 dpi (dts per inch). The ADF allws fr multi-page single dcuments t be created. Have yur scanner supprt persn cnfigure/cnfirm yur scanner settings s all scans generate these required specificatins. A flatbed scanner will nly scan single pages, s if yu have a tw-page dcument, the flatbed scanner will generate tw separate page images (nt allwed fr e-filing). IMPORTANT: Dcument Naming Cnventin Once yu have fllwed the previus requirements and created a GROUP TYPE IV, 200x200 DPI, single-sided, multi-page.tif image, the next step is very imprtant t ensure yur dcument(s) prcesses thrugh the system and is fficially filed. Each.TIF image (Dcument) being submitted must fllw this naming cnventin: _Name SUMMMONS.TIF The abve sample is brke dwn as fllws: The first 9 characters in the filename is the case number (withut dashes) Immediately fllwed by a dash (-) then the sequential number f the dcuments e-filed fr this case number: (the secnd filename wuld be , the third , etc.) Immediately fllwed by an underscre (_) _ Fllwed with the e-filer s name/cmpany/rganizatin and title f dcument _Name SUMMONS *** It is k t have spaces in text after the underscre (i.e., _TC Prsecutrs SUMMONS) And finally, end the filename with the.tif extensin _NAME SUMMONS.TIF 2

5 F T P E - F I L I N G **NOTE: Prir t full use f the e-filing system, each ffice wishing t e-file will prvide a Cntact persn wh will g thrugh e-file testing with the Clerk s Office. Once cmpleted, the NAME prtin f the filename will be established and agreed upn t ensure there is quick identificatin t dcuments fr trubleshting purpses (i.e. An attrney s ffice Smith, Smith and Jnes wuld be name: AttySSJ) It is VERY IMPORTANT t make sure that each.tif filename is named using the abve frmat. Using the example abve, and wanting t submit three dcuments fr a specific case number, the name f the files wuld be as fllws: _TC Prsecutrs SUMMONS.TIF _TC Prsecutrs MOTION.TIF _TC Prsecutrs HEARING.TIF Yur scanner sftware must be able t be cnfigured t pause and prmpt fr additinal pages t be scanned when it has finished scanning the pages yu placed in the feed tray. Yur scanner must be able t pause fr yu t include the additinal pages t yur image. (i.e. Yu have an ADF (autmatic dcument feeder) scanner that can nly scan 50 pages at a time and yu have an 80 page dcument t e-file) Yur scanner scans the first 50 pages (.TIF image (200x200 dpi). Once the 50 pages have been scanned, yur scanner then prmpts yu t place any additinal pages int the ADF tray t add t the image r t cancel and generate yur.tif image. NOTE: Befre lgging int the FTP e-file site, ensure the fllwing requirements have been met: 1) Ensure all dcuments being imaged fr the purpse f e-filing thrugh this site cmply with the Faulty Dcument plicy. 2) Ensure all images being submitted are GROUP TYPE IV (200x200 DPI).TIF images and the image size des nt exceed 7MB. 3) Ensure yur filenames cmply with the naming cnventin and yu ve typed the.tif extensin after the filename. 3

6 F T P E - F I L I N G e-file Supprt All supprt issues, r e-filing questins are t be directed t the fllwing address with the wrd SUPPORT in the subject line (this is imprtant t rute the prperly). Each e-file custmer s ffice will prvide bth a Primary and Secndary cntact name, address and phne number frm their ffice that will be n recrd with the Clerk s Office. T bth centralize supprt calls and better ensure imprtant and necessary infrmatin gets t all users in a custmer s ffice, the primary and secndary cntacts will be the nly users the Clerk s Office IT will cmmunicate with. Only in the event the Thurstn Cunty s system is dwn, a primary r secndary user may call ( ). 4

7 F T P E - F I L I N G Using the FTP e-file Page The link t the FTP site fr Secure/HIPPA cmpliant dcument e-filing is: https://ftp.c.thurstn.wa.us/efileutside/ The main page f the FTP e-file site requires a lgin. The User name is always aut-filled. The passwrd needed t lg int the site is nt prvided in this manual. The passwrd is given directly t thse wh are authrized t submit dcuments thrugh this site. Fr security reasns, the passwrd may be changed (at the discretin f the Clerk) at anytime. Shuld this happen, all users authrized t use this service will be ntified ne-week prir t the change. After yur Lgin After successfully lgging int the FTP e-file system, yu will see imprtant infrmatin cncerning the use f the system: Mst imprtant is the fact that this site is: NOT FOR filing NEW CASES r Dcuments that require a Fee. Once yu click n the I Understand buttn, yu are taken t Step #1 f the e-file prcess. 5

8 e-file Submittal Prcess - STEP #1 Once yu begin the prcess, fllw it thrugh t cmpletin. Single r multiple dcument e-filings shuld be fr a single case number. Fill ut the frm fr a specific case number, uplad all the dcuments, then e-file the upladed dcuments. Each dcument must be a single image. D nt submit all dcuments as a single image. D nt start the prcess if yu cannt cntinue until cmpleted. The infrmatin filled ut in this frm is used in the cnfirmatin that is sent t yu upn cmpletin f an e-file transactin fr a specific case number. Be sure that all infrmatin is accurate. E - F I L E R S N A M E : Type in yur name (the individual perfrming the actual e-filing). Yur name, alng with yur phne and address prvides the Clerk s Office with the necessary cntact infrmatin shuld there be a need t cntact yu cncerning yur e-filing. E - F I L E R S P H O N E N U M B E R : The phne number (including area cde) where we can cntact yu (the persn e-filing). are sent. E M A I L A D D R E S S : This will be the address where the e-file cnfirmatin message is sent. Sme rganizatins may want a prcedure where their users enter a centralized address where all their cnfirmatin s Regardless f the address prvided, it is the respnsibility f the e-filer t ensure the address is typed in crrectly. The Thurstn Cunty Clerk s ffice will nt be mnitring UNDELIVERABLE s due t incrrect address entries. C A S E N U M B E R : Type in the case number (including dashes) f the single, r multiple dcuments being upladed fr the case number entered. Reminder: Each e-file transactin shuld be fr a specific case number. Once yu have submitted all the dcuments fr the specific case number, yu then have the chice t start anther e-filing fr anther case number. C A S E T I T L E : The case title fr all dcuments being submitted during this uplad sessin. After cmpleting all the fields n the frm in Step#1, click n the Submit My Dcument infrmatin and Take Me t Step 2 buttn. 6

9 e-file Submittal Prcess - STEP #2: Once yu have read the page cntents and are ready t UPLOAD dcuments fr the specific case number, click n the BROWSE buttn. IMPORTANT: If yu start the prcess f Uplading Dcuments, yu must cmplete it by clicking n the e-file All Upladed Dcuments buttn. All upladed dcuments reside in a temprary lcatin and are nt e-filed until yu click this buttn. The e-file All Upladed Dcuments buttn cmpletes the e-file prcess and sends the autmated cnfirmatin t yu. If yur dcuments d nt cmply with the Faulty Dcument plicy and/r d nt cmply with the Grup type IV 200x200 dpi image frmat requirements, THEY WILL BE REJECTED and nt filed. 7

10 e-file Submittal Prcess - STEP # 2 (cntinued..) The Brwse Buttn: Simply click n the Brwse buttn and find the lcatin f the dcument(s) yu wish t Uplad. Yu can nly select and Uplad ne.tif image dcument at a time. 1) Once yu select yur dcument, it will fill in the File name: field. 2) Click OPEN t have the dcument s name and lcatin placed n the web page Dcument Name: Field. IMPORTANT: If yur dcuments d nt cmply with the Faulty Dcument plicy and/r d nt cmply with the Grup type IV 200x200 dpi image frmat, THEY WILL BE REJECTED and nt filed. Click n the Uplad Dcument buttn befre brwsing fr anther dcument. Once yu have upladed the dcument, yu can then click n the BROWSE buttn again t select the next dcument t uplad. Cntinue this prcess fr each dcument yu want t uplad. As yu uplad each dcument, it is added t the Files(s) Upladed and Ready fr e-filing list. This is a beneficial reference f the files yu have already upladed s yu dn t have t remember as yu search and select yur next dcument t uplad. VERY IMPORTANT: Upladed dcuments are nt filed dcuments. YOU MUST click n the e-file Upladed Dcuments buttn t fficially e-file yur upladed dcuments with the Thurstn Cunty Clerk s ffice. Once yu cmpleted this, yu will be prmpted t start anther e-file sessin fr a different case number. Answering YES: will take yu back t the frm yu filled ut fr this e-filing, where yu can nw enter a new case number and case title fr the dcuments yu are ging t uplad and e-file. Answering NO: will take yu t the Thurstn Cunty Clerk s website. 8

11 Behind the scenes: After yu clicked n the e-file Upladed Dcuments Yur dcuments are submitted, fficially time-stamped and placed in a lcatin where administratin can cnfirm prper dcuments were submitted. If any issues arise frm an imprper dcument, the submitter will be ntified (ensure yur cntact infrmatin is crrect n the frm). An is sent t the address yu prvided n the e-file frm yu filled ut prir t uplading dcuments. The cntains the fllwing: IMPORTANT: If yur dcuments d nt cmply with the Faulty dcument plicy and/r d nt cmply with the Grup type IV 200x200 dpi image frmat, THEY WILL BE REJECTED and nt filed. 9

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