Electronic Case Filing:  Frequently Asked Questions

Registration

 

 

Do I have to file my document in the ECF system?

• Yes, if you are an Attorney admitted to practice in the Western District of Washington, electronic filing is mandatory. If you are not able to file electronically, you must show     good cause in each case to file and serve pleadings in a traditional manner. If you succeed in showing cause you will be required to include with paper filings a disk or CD-ROM containing the PDF version of all papers filed with the court. Download the ECF registration form and e-mail to cmecf@wawd.uscourts.gov or mail using the address provided on the form. You will receive a filing login and password by  e-mail.
  

• No, if you are representing yourself (Pro se) electronic filing is NOT mandatory. However, you can download the ECF registration form and e-mail to cmecf@wawd.uscourts.gov or mail using the address provided on the form. You will receive a filing login and password by e-mail.

If you file in paper and are pro se:

• Documents must be legible in order to be scanned. The court encourages such documents to be black print on white paper, for maximum contrast.
• The court may return filings that are not legible.
• The Electronic Filing Procedures provide more detailed information.

I've lost my ECF password. Do I need to register again?

• No. To obtain a new password, use our online Forgotten Password page on either our website or on the ECF login screen .
• Enter your name, bar number and email address. Click SUBMIT. You will receive an e-mail with your login and a new password to file.

• Contact the ECF Help Desk at 206-370-8440 or 866-323-9293 for further assistance.
  

General

 

 

How does electronic filing work?

• Create your document and convert it to a portable document format (PDF) either by scanning or using conversion software.
• Access the Electronic Case Filing System via the Internet.
• Click on 'Document Filing System' on the Welcome page.
• Provide the court-assigned user login and password (unique to each attorney or pro se filer) that serves as your signature for electronically filed documents.
• Choose the category: Civil or Criminal.
• Following screen by screen, fill in the information requested.
• When prompted, upload the PDF version of the document by selecting the “browse” button and finding the document in your system.
• At the completion of your filing, the last screen shows you a Notice of Electronic Filing receipt. Print or save this receipt for future reference.
• Your document is now filed, available through a hyperlink on the docket.
• The ECF system automatically sends e-mail notification of the filing to you and to all parties who are registered for electronic notification. The Notice of Electronic Filing also lists those who did not receive electronic service. You must serve all those listed by a conventional method.
  

I've moved!  How do I change my address or firm name?

• While you can update your phone number and email address on the ECF system, address and firm changes require a paper trail.

Your Options:

• File a Notice of Change of Address (under Notices) in any one active case. Court staff will make sure that the change is done globally in all cases. 

• If you have no open case, you can send a letter to the Clerk's Office advising of the new information.

Access

 

 

How do ECF and PACER work together?

As a filer, you need both:

• An ECF account to file documents electronically, and
• A PACER (Public Access to Court Electronic Records) account. You must have a PACER account to retrieve documents from any of the federal courts with e-filing systems. These documents are available through the Internet.
  

There are differences in these two accounts:

• Each account has its own distinct login and password. The ECF account login and password are different from the PACER login and password.
• The electronic filing login and password are unique for both attorneys and Pro se filers.  For attorneys, regardless of place of employment. If an attorney changes firms, the login and password for electronic filing will not change.
• The PACER login and password are shared by others at the same billing address.
  

PDF Related

 

 

What does this error message, "Document is not a well-formed PDF document" mean?

• The ECF system only accepts documents that have been converted to Portable Document Format (PDF). Either you did not convert your document or an error occurred during the PDF conversion process.
• If your document is already a PDF file, try converting it again and then re-filing it.
• If you have not converted your document yet, see Convert Your Document To A PDF File for assistance.

Does ECF accept large documents?

 

• Yes. Each PDF document filed in ECF can not exceed 5 megabytes (MB) in size, but you can file several 5 MB files as attachments as part of one filing event.
• If the document is too large, split the document into 5 MB sections. Make sure that each is a PDF file.
• If you need to scan your documents again, check that the resolution of your scanner is set to 200 to 240 dpi and that the color is set to black and white.
  

To check the file size:

• With the document open in Acrobat, you can see a summary that will tell you a number of things about the document file, including its size. To do this:
• Select File, Document Properties, or keyboard shortcut CTRL D to open the Document Properties box. Then look under "Description" to find the file size.
• File sizes are listed in kilobytes (KB), and about 1000 kilobytes equals 1 megabyte.

Case Related

 

 

 

How do I file a stipulation and order with multiple signatures?

• You still need to e-file the PDF and then e-mail a Word or WordPerfect copy of the proposed order (or stipulated proposed order, if it is all one document) to the judge.
  Chambers understands that the PDF which has been electronically filed will have all the signatures.
• The judge still needs a non-PDF version to sign.
  Include in the subject line of the e-mail the case number and title of the order.
  Signatures

• You can use the s/ signature format for attorney signatures on the Stipulation.
  If there are non-attorneys signing, the PDF must show the actual signatures.
  Some firms elect to have the signed version converted to PDF for filing, then use some form of “s/ signed on original” typed on the signature lines of the document being e-mailed to the judge.
  

What about a declaration that has someone else's signature?  Must it be scanned?

This applies to any document that requires the signature of a non-attorney.   You have two choices:

• Scan the entire document, convert it to PDF and file it, or

• Scan the signature page, convert it to PDF and file it as an attachment to the main document.

• Keep the original signatures for the duration of the case, including any period of appeal.

Why do I file declarations separately?

• We want the declarations to be easily located on the docket.

Whether your declaration is in support of a motion, response or reply, the following applies:

• Once you have filed your main document (motion, response or reply) and printed off the Notice of Electronic Filing, select Civil or Criminal off the blue menu bar and choose Responses, Replies and Supporting Documents to file your declaration.

• Each declaration will be linked back to the motion, even if your declaration is filed with the response or reply.

• Each declaration is a separate filing and will have its own document number.
  

What if I've forgotten to attach the proposed order to a motion?

• Use Proposed Order (Unsigned). This is found both under Responses, Replies and Supporting Documents, and Other Documents.

• Filing under Supporting Documents, the system will require you to link the proposed order to a motion.

What if I've forgotten to attach the Note for Motion?

• Note for Motion is usually not a separate document in our court.

• According to Local Rule CR7 and CrR12, it is typically included in the caption as:

NOTE ON MOTION CALENDAR:

[insert date noted for consideration] 

• If you neglect to note your motion in the ECF system, you can do it by posting a “Notice of Motion Renoted.” Select this option in Notices, and ECF will allow you to link this document to your motion and assign it the proper noting date.

 

What if I've forgotten to attach Exhibits?

• Exhibits can be posted through Other Documents.
• Choose Exhibit from the Available Events List.
• This can be linked to any previously filed document, as well.
  

Why are some document numbers not hyperlinked?

• Documents filed prior to electronic case filing and prior to the court scanning documents are not available online. 

• Documents not scanned or filed electronically are maintained in paper form. 

• Cases filed prior to 2002 likely have at least some document numbers that are not hyperlinked. 

• All cases prior to 2000 are in paper form.

• The court processes some simple events such as minute entries or minute orders as text-only entries. There is no underlying document attached. The docket entry itself is the official record of that event. These entries are only filed by the court. Filers external to the court must always attach a document as part of the filing process.

Why am I prompted for my PACER login when I click on the hyperlink in the e-mail?

• Social Security and Immigration cases are restricted to access by case participants.  Documents in these cases will prompt you to sign in first with your ECF login and password.  This establishes that you are a case participant and authorized to online access of these documents.

• After receiving a Notice of Electronic Filing e-mail, you must click on the hyperlink within 14 days to receive your "free peek" of the document filed. 

• Once the free peek has been used or the 14-day period has expired, you will be asked your PACER login and password in order to view the document.

• If your ECF account includes additional e-mail addresses, each person will also receive an e-mail with an active hyperlink to the document filed. And each will have a free peek within the 14-day period.

• If you are not able to access the document filed due to a technical error, please contact PACER and request a credit.