Application Overview

Available Documents for Posting / Viewing / Printing

Local rules of court vary greatly but generally provide that only a small portion of the documents and records used for civil litigation actually be filed with the Clerk of the Court. Discovery related documents, Rule 26 / 26.1 Disclosure Statements, Notices of Deposition, Notices of Service of Discovery Papers, Uniform and Non-Uniform Interrogatories, Requests for Production of Documents, and Requests for Admissions, hearing and trial transcripts, Notices of Hearing, many records relating to Supplemental Proceedings essentially most documents which comprise the vast majority of a complex case -- are NOT filed with the Clerk of the Court and therefore are never available for on-line viewing or use by the parties or their counsel.

In addition, documents and records which would be frequently used during litigation (e.g., contract documents, deeds of trust, specifications, mechanic liens, and deposition and trial exhibits), are only filed with the Clerk at the time of trial – a small window of time for when the record is actually required for use.

Docket-Online^© is designed to allow the parties and attorneys of record to post literally any frequently used or required document or record. In a Mechanic’s Lien foreclosure case involving dozens of parties, common documents that are required but frequently not available to all parties include the actual recorded lien documents, prime contract document agreement, and the various subcontract agreements of the parties. Every one of these records can quickly be posted on-line and thereafter remain available again for immediate access. In other complex litigation, the security agreements, promissory notes, deeds of trust, and other materials -- critical to the case are simply not available to the parties except when attached as exhibits to a Motion or other pleading.

Instead of having access to only a limited number of records available through the current court systems, every material document, pleading, discovery request, or exhibit can now be instantly accessed throughout the course of the case proceedings. Parties who may appear in the case late, also can avoid spending hours of time having to recreate and obtain copies of earlier answers, cross claims, counter-claims and other pleadings, prior minute entries and court rulings, and discovery exchanges occurring prior to their first appearance. The cost and time savings are IMMEDIATE and SIGNIFICANT.

Accessing Records / Searching for Records

Accessing your case file is simple and quick. If you have already received an e-mail relating to a particular case, you will have the link to Docket-Online^© and have been issued a login number and password. If you are new to the case and making your first appearance, you may request for a login and password to be issued to you Monday through Saturday 7:00 a.m. to 6:00 p.m. Arizona time through the main page. An e-mail is sent to the system administrator and once verification is complete, a reply is provided with login instructions.

The Login screen contains two sections. Most users will login using the left side fields. If you are an attorney desiring case access to multiple files simultaneously, you will login using the right side fields.

If you are an attorney with multiple cases, you may request an Attorney login and password which will permit you to view and access all cases you are involved in from one screen and have access to both privileged and non-privileged Records. Attorney level passwords are subject to a separate confidentiality agreement, are assigned only to the Attorney of Record according to the Clerk of the Court and only to Attorneys in good standing with the jurisdiction where the case matter is pending.

Case access login requires a minimum of a Login ID and Password. The Privilege Code field is optional.

Once login is complete, you will be directed to the Case Information screen which contains several basic parts as noted below.

Case Title, Case Number
Court Website Link
Court E-Filing Link
Judge / Arbitrator / Mediator Assignments
Date Filed / Trial (Arbitration) Date and Duration

To the right of the Case Information line are four additional sections

Records / Documents

Deadlines and Dates .

Parties .

Distribution List .

PRACTICE POINTER: Clicking on any one of these buttons will open the appropriate window. Clicking again will close that window. The user can close all open windows and return to the main case file window at any time by clicking the spinning Docket-Online^© logo at the top of the page.

Records / Documents

Click on the small green folder on the left, or on the Records / Documents box to the right to open the case and Record file.

Once the docket has been opened, you can now search for and download any Record / document which has been posted. Docket sorts by default with the most recent posting (Date Posted) always at the top. However, the default sort can be changed for your viewing session by clicking on the / arrow fields above any of the primary sort fields. The most frequently used sort is one by Date Signed.

The master heading fields include Date Posted, Date Signed, Filing Party, Responding Party, Document Title, Document Type, and Document Class. Each one of these fields may be sorted by clicking the up or down arrow keys.

Searches may be made by typing all or any portion of a party name in the appropriate field. Complex searches can be made by typing a word in multiple fields. Complex searches using multiple words in the same field generally do not produce the required result since the system requires that the text appear exactly as written.

To reset the query, simply all search terms and hit enter again. Query reset can also be accomplished by clicking the spinning Docket-Online^© Logo at the top center of the screen.

Above and to the left of the Record fields is a Record Count that lists the total number of Records currently in the system and available for review and printing once a sort has been performed.

Printing the Docket

To the left of the Logo is the Print Index button. Print Index prints an exact listing of the total docket or the sub-listing selected, in the sort order shown on the screen. A simple sample query is to search for “Court” as the filing party (which generates both Minute Entries and Signed Orders issued by the Judge and also minute entries and notices issued by the Clerk of the Court). A print out of this single Docket is quite useful for preparing the attorney. Another advantage of Docket-Online^© is that for complex cases, Docket-Online^© can request e-mail notification of Minute Entries as they are issued by the Clerk of the Court, thus providing for faster distribution to the attorneys of Record than even their own internal processing procedures.

Deadlines and Dates

Other than referencing and researching Records, the Deadlines and Dates option is a premier function which is unsurpassed by any other docketing program. Available Deadlines and Dates fields are those which are frequently used by bankruptcy practitioners, litigators and trial attorneys.

Trials / Arbitrations / Mediations

Complaint Filed

Service Completed

Answer Filed

Default Filed

Mediation Dates

Depositions

Disclosure Deadline(s)

Dispositive Motion Deadline

Discovery Deadline(s)

Pretrial Conference(s) / Hearings

Trial / Arbitration Date(s)

Judgment Entered / Recorded

Appeal Filed

Bankruptcy Matters

Bankruptcy Filed

Meeting of Creditors

Proof of Claim Deadline

Non-Dischargability Deadline

Plan Objection Deadline

Discharge Granted

Corporate Matters

Formation Date

Dissolution Date

Annual Report Deadline

Annual Report Month

PRACTICE POINTER: Deadlines and Dates fields are monitored and input by the Docket-Online^© System Clerk. If you want a particular date input, make note of it in the Notes to Audit-Clerk field when posting a new Record.

Parties

The Parties button lists attorney and party affiliations, e-mail addresses and phone numbers which are known to the Docket Clerk. If you need to be added to the list, send an e-mail with your name, phone, fax, address, e-mail, and party affiliation / representation to Legal.Docket@gmail.com. If multiple attorneys within the same law firm are listed, they are generally grouped for ease of reference. Presently, Docket-Online^© allows for the listing of up to 50 separate attorney / party affiliations.

PRACTICE POINTER: Parties includes all attorneys and parties on a case, regardless of their current status. Thus, Parties who have been defaulted, or otherwise dismissed from an active case will still appear for historical purposes similar to what would be found with on the Clerk of Court websites.

Distribution List

Distribution List contains the most recent listing of individuals, whether they be parties, attorneys, or court staff, who will receive a copy of the new Record posting when Distribute? = Yes is selected.

The Distribution List is constantly being updated. When a new Record is posted from an individual not previously listed, their e-mail address will automatically be added to the list. If an individual receives a new posting and wishes to be removed from future distributions, they have that option. Removal from the Distribution List is done automatically by the recipient. This listing is generally not modified by the Docket Clerk unless a specific written request is received.

PRACTICE POINTER: The Distribution List is not the same as the Parties. Individuals are constantly being added and removed from most lists, which typically occurs when an attorney has substituted out from the case or a party has been dismissed from the action by stipulation or motion.

PRACTICE POINTER: If there is a specific e-mail address utilized by your law firm for receiving Minute Entries or other Court Orders, it is recommended that this address be added to the Distribution List in addition to that which may be used by the Attorney of record or assistants assigned to the case.

Posting a New Record

Posting a new document is simple and quick – generally less than 1 minute is required and is virtually error free. The most common error is caused by the user. Because Docket-Online^© is web-based, use of the BACKSPACE key does not operate to go back one space in the text but as with all websites, BACKSPACE sends the user back to the prior webpage – typically the main login window.

PRACTICE POINTER: Do Not Use the Backspace key when posting a new Record. Use the Tab button or ↑ / ↓ arrow keys or mouse to move between fields.

If you have already received an e-mail relating to a particular case, you will have the link to Docket-Online^© and have issued a login number and password. If you are new to the case and making your first appearance, you may send a request for login and password be issued to you, Monday through Saturday, 7:00 a.m. to 6:00 p.m. Arizona time to Legal.Docket@gmail.com

Upload New Record

To the left of Print Index is the button for Upload New Document. Click this button. The File New Document screen will appear. Select Start to open a separate window showing file locations on your computer. Locate the particular document you wish to upload from this window. DOC (Word), XLS (Excel), PDF, TIF, or JPG, are the typical file extension types you will encounter. Your requested file will be displayed and available for uploading.

If your document is currently not in Portable Document Format (PDF), e.g., still in Word, Wordperfect, Excel, or in another document format like TIF (Tagged Image Format), or JPG (short for JPEG - Joint Photography Experts Group), the program will automatically convert the file to PDF format during the upload process. Doing so ensures that the final document is both viewable for all other users of the system and will also maintain the integrity of the actual file just as a permanent photocopy would.

Select one file at a time, and then click Open.

A new window will appear allowing you to Attach another file or Proceed to Input Screen. Attached files (e.g. Exhibits, Proposed form of Order) will appear as part of the main document in the final posting.

PRACTICE POINTER: If it is important to be able to locate the particular exhibit or document later, such as key exhibits, or documents, it is best to input these as separate Record postings.

After all files have been attached, select Proceed to Input Screen. This takes you to the Record input screen. The TAB Key proceeds to the next field. SHIFT-TAB moves back one field.

Document Number This is the system Record number automatically assigned to your new filing. It cannot be changed. The number will appear in the top left margin of the Record once posted for ease of future use. The Document Number is unique to each Record and includes both the number and the date and time of the actual posting.

NOTE: When filing a Motion / Response or Reply with Exhibits, Consider posting each Exhibit separately.

PRACTICE POINTER: Exhibits may be uploaded as part of the main document or may be posted separately so they can be located / searched for later. If you want to search for key exhibits in the future, post the Exhibits in REVERSE order – last document (Exhibit) first, until the first Exhibit, and then the actual pleading last. Since Docket-Online’s default sort is by the last Record posted, doing so will make the docket list (and your Exhibits) appear in the proper order.

Client/Matter A pull-down list appears. Typically only one case will appear, however if you have multiple cases set up through Docket-Online^©, you can select the appropriate case / matter. TAB Key to move to the next field.

Document Title Input the Document Title. Explanatory Status Notes are also useful and should be in Brackets. (e..g. [Proposed] Order; [Draft] Stipulation to Extend Discovery Deadlines; [Recorded] Mechanics Lien of Smith Excavating ($35,234); [Unsigned] Agreement between Owner and Contractor).

PRACTICE POINTER: When posting documents with multiple parts, (e.g. a Motion for Summary Judgment, Statement of Facts, Affidavits, and Exhibits), (1) Post the Exhibits Separately in reverse order, then the Affidavits, then the Statement of Facts, then the Motion, and (2), Include a COMMON TITLE as part of each Record.

EXAMPLE: (in order of uploading)

1. Smith’s MFSJ re: Equitable Subrogation: Exhibit 5 – Affidavit of Smith (dated 11-Aug-2009)

2. Smith’s MFSJ re: Equitable Subrogation: Exhibit 4 – Affidavit of Jones (dated 10-Aug-2009)

3. Smith’s MFSJ re: Equitable Subrogation: Exhibit 3 – Deed of Trust (dated 04-Mar-2005)

4. Smith’s MFSJ re: Equitable Subrogation: Exhibit 2 – Prime Contract Agreement (dated 28-Jul-2008)

5. Smith’s MFSJ re: Equitable Subrogation: Exhibit 1 – Mechanic’s Lien (dated 17-Dec-2008)

6. Smith’s Statement of Facts in Support of Motion for Summary Judgment re: Equitable Subrogation:

7. Smith’s Motion for Summary Judgment re; Equitable Subrogation and Lien Priority Issues

Date Signed The Date Signed is the ACTUAL date on the document. It is NOT the same as the date filed. If there are multiple dates on a document, input one, and then draft a comment in the Notes to Audit Clerk field to request the Docket Clerk add the additional dates. Multiple dates can be input by the Docket Clerk but only one by an on-line poster.

If no change is made to Date Signed, the program will default to the CURRENT date.

PRACTICE POINTER: Since Docket-Online^© is intended to provide for quick access to discovery and court related documents and pleadings, using the actual date for the individual Record – especially individual Exhibits, Affidavits, Deeds of Trust, Liens, or Contracts -- is particularly useful when searching for materials in the future. (See Practice Pointer re: considerations for separately posting key exhibits and documents).

Party Filing A pull-down list is available for those Parties already registered in the system. If you do not see your Party Name listed, leave the field blank and write a comment in the Notes to Audit Clerk field. The Docket Clerk will add the appropriate name by the next business day after posting.

PRACTICE POINTER: Since most parties are already in the system, simply start typing the first couple of letters of your party’s name, this will take you immediately to that portion of the list. If your client’s name appears, hit TAB to move to the next field.

Party Responding If the document or Record relates to a specific party, select from the drop down list. For Discovery related documents (e.g. Notices of Deposition or Disclosure Statement) leave this field blank. If the Record relates to the case as a whole, leave this field blank. If the Record or pleading requires a response from a particular party, identify that party here. If the Record or pleading requires a response from multiple parties, make a comment in the Notes to Audit Clerk field and the Docket Clerk will add them during the proofing stage.

Class of Document The Class of Document (Doc-Class) feature is provided to allow the Attorney or Party to generally group their Records according to the typical “Pleading Backer” structure that most attorneys, paralegals, and legal secretaries are familiar with. This single feature allows the paralegal / legal secretary to prepare a quick index of all Records that would be on a Pleading Backer, Client Record Backer, Discovery Backer, etc. 9 Classifications are available:

Document Class Recommended Content

Type of Document Select from the Drop-Down list or simply start typing the name of the document. If you cannot locate a document type appropriate to your Record, use “Miscellaneous” or “Unknown Document Type.” Presently, there are over 350 DIFFERENT document types. Most Pleadings and Discovery forms are specifically listed and grouped by category (more general to more specific)

PRACTICE POINTER: For Exhibits attached to a Deposition, or Motion ALWAYS use “Exhibit” as the Class of Document and then give the appropriate Type of Document. Doing facilitates preparation of a trial or arbitration exhibit list. Simply type Exhibits in the box above Class of Document and print the resulting Index.

PRACTICE POINTER: When first starting out, scroll through the available Document Types, you will see that there is a pattern to the naming convention. Motions and Notices are the base (root) name, and then a specific sub-category can be found. If there is no specific subcategory, just use the generic Motion or Notice. A complete list of all available Document Types can be found in the appendix.

Common Categories of Document Types with multiple sub-classifications include:

E-Mails

Sending E-Mails

By selecting the Parties tab you will see a list of all parties and their attorneys of Record. Parties are grouped so that multiple attorneys representing the same parties are in one section.

Clicking on any e-mail address should automatically open your e-mail program and pre-populate the recipient field(s) with their address. If multiple attorneys represent the same party, all addresses will appear. At the bottom of the list is also a button for E-Mail All Parties which is useful to send a global e-mail to all attorneys and parties registered with the system. Note: Use the E-Mail All Parties feature sparingly, as you would with any group e-mail distribution list or Listserv.

Note also that E-Mail All Parties is NOT THE SAME as the Distribution List for Records. Many firms have a special e-mail address for receipt of electronic documents to ensure proper docketing of deadlines, and the Distribution List may include other individuals who have requested to be notified of new filings but are not in the normal chain of e-mails. To view the current Distribution List, click on the button Distribution List.

If you encounter a problem or if your e-mail program does not automatically open, check with your system administrator and ask that your e-mail program be set properly for this function. For Microsoft Exchange 2003, the following instructions apply:

From Outlook 2003's main window, go to Tools > Options; in the Options dialog that opened, click Other; Under General, check the Make Outlook the default program for E-mail, Contacts, and Calendar checkbox; Click OK to validate your choice. Outlook 2003 should now be your default email client.

For Window Users, go to the Control Panel > Internet Options > Programs tab. Select the appropriate e-mail program from the pull-down list.

Sorting E-Mails

Once you start to use Docket-Online^©, you will notice new e-mails will be received each time a new Record is posted by yourself or the other attorneys or parties involved with the case. To ease the processing of these Records, it is advisable to ask your network administrator to assist you with setting up a specific routing of e-mails (filters) to a particular case specific in-box or folder. Some attorneys want copies of all pleadings to be distributed to a calendaring paralegal, docketing clerk, or secretary. This internal routing can be easily set up through most e-mail systems. You may also ask the System Administrator by separate e-mail to add or remove recipients for future automatic distribution.

Affidavits of Service

For a small additional fee, Docket-Online^© can provide an Affidavit of Service attesting to the distribution, verification, and authenticity of any Record posted on line. This may be required from time to time for discovery disputes or when service of an electronic Record has been questioned. Docket-Online^© maintains a permanent Record of EVERY Record posting and the particular e-mail distribution made for that Record.

Copyright / Tradename Notice

Appendix – Document Types