Problems eFiling? Contact firstname.lastname@example.org
This site is intended to act as a resource for eFiling through the Florida Courts eFiling Portal. Currently, the Polk County Clerk of Courts provides for eFiling in the Probate, Family, Circuit and County Civil courts, Juvenile, and Circuit and County Criminal courts, and Criminal and Civil Traffic courts.
General eFiling Questions
eFiling Questions on Process
- Can I eFile a summons or similar document requiring the Clerk to issue? (i.e. Writ of Garnishment, Writ of Replevin, Notice of Action, Subpoena, Default, etc.)
- Can I eFile Proposed Orders for the Judge to review and sign?
- Can service requests such as copy work, certified copies, or a record search be efiled?
- Does the attorney have to send in paper follow up?
- What is the procedure for eFiling documents that may contain confidential information?
- Should I electronically submit the Certificate of Sale and Certificate of Title through the ePortal?
- What should I do if I receive a "Case # provided can't be verified error message?
- For returns of service, does the summons (or other originals) need to be included or just mentioned in the return of service affidavit?
- How do we handle the return of service back to the party who requested service?
- Will court reporters still need to provide a paper transcript for appeals and depositions?
- How should the ‘read and sign’ deposition transcripts be filed?
- If mental health related paperwork must be filed within 72 hours, do we use the emergency checkbox?
- If a filing is due for a court appearance the next business day, do we file it in court, eFile it, or both?
- Do I need to file documents not related to the case file, such as an invoice?
- If we have 35 returns of service, do we have to file these individually?
- Can HIPPA documents be eFiled without the data being redacted?
General eFiling Questions
How can I access the eFiling Portal?
The Florida Courts eFiling Portal can be accessed here. A username and password are required to access the system, and registration is available on the ePortal website. Law Enforcement agencies need to contact the FCCC Help Desk to have an administrator set up. They can be reached via phone at 850-577-4609 or email at email@example.com. Registration in the portal covers all counties and circuits in the State of Florida.
What are the system requirements for eFiling?
Windows XP or Higher PC or Mac.
Microsoft Word, Corel WordPerfect, and Adobe Acrobat PDF formats are supported.
Internet Explorer 7.0 or above, Firefox 3.0 or above, Safari 3.1.2 or above.
The site does not officially support Chrome or Opera, but both may work. If not, please switch to an approved browser.
Who do I contact if I have a problem eFiling?
Problems eFiling should be directed to the Florida Association of Court Clerks Service Desk. They can be reached by emailing firstname.lastname@example.org. For inquiries regarding process, please contact the appropriate department.
What Administrative Orders and Directives is eFiling operating under?
Specific attention to the Statewide Standards will prove especially useful for minimizing eFiling effort in your office. You can read more on the Florida State Courts Electronic Filing Committee (EFC) website.
AOSC09-30, established Statewide standards for electronic access;
AOSC10-7, rules for attorneys during eFiling test periods;
Statewide Standards for Electronic Access to the Courts
Where can I find more information about eFiling?
In addition to finding more information on the Florida State Courts EFC website, there are additional FAQs on the Florida Courts eFiling Authority web page. You can also access step-by-step training videos at the Florida Court Clerk & Comptroller’s YouTube channel located at https://www.youtube.com/user/FLCrtsEFilingPortal .
Can I use Electronic Signatures?
Check out the standards and rule that allow it. It could save you a few steps like printing, signing and scanning; not to mention cost savings on paper, ink, and your time!
Florida Supreme Court Standards for Electronic Access to the Courts 14.0 ELECTRONIC SIGNATURES, Page
Rules of Judicial Administration RULE 2.515 SIGNATURE OF ATTORNEYS AND PARTIES, Page 124
What are the document standards when eFiling?
The Florida Courts E-Filing Authority issued an ePortal Document Submission Standards to be followed in preparing documents for eFiling through the ePortal. This document can be accessed at http://www.flclerks.com/e-Filing_Authority/Resources/Manuals/ePortal_Document_Submission_Standards.pdf.
Why can’t we submit color images? Is it related to TIFF images?
You may submit color images, but any deviation of the standards may result in processing delays and could require documents to be resubmitted in black and white. Our systems use TIFFv4 which only supports black and white images as they take up less storage space.
Can cases be researched in the portal?
No. For Polk County, you can use the records access link on www.polkcountyclerk.net or come into our offices to access case information via public view terminals.
eFiling Questions on Process
Can I eFile a summons or similar document requiring the Clerk to issue? (i.e. Writ of Garnishment, Writ of Replevin, Notice of Action, Subpoena, Default, etc.)
Yes. You may submit a blank summons on http://www.myflcourtaccess.com/ for issuance by this office. Select Document Group “Service Documents” and Document Type “Summons (to be issued by the clerk)”. Attach your document, and you will see the statutory fee of $10.00 per summons that must be paid on the portal.
We will issue one original, signed summons that will be tied to a progress docket entry titled “Summons Issued by Clerk” on the case. It will be made available on the case within 48 hours of acceptance of the filing. You may access your Polk County cases via the Civil Extranet at www.polkcountyclerk.net. If you are not registered, visit our website and click on “Accessing Records Online” for instructions. Once you have accessed the Civil Extranet and found your case, you will see the image of the summons attached to a progress docket entry.
The filer is responsible for printing and assembling the service packets for delivery to the sheriff or process server.
*Note: If the summons is being filed on a confidential case, such as an Adoption or Termination of Parental Rights in a Family Law case, the image will not be available on the Extranet. Please contact the department directly for copies.
Can I eFile Proposed Orders for the Judge to review and sign?
No. Please submit hard copies of proposed orders, copies, and envelopes directly to the judge’s office.
In the E-Filing portal ( www.myflcourtaccess.com), Polk County has no selection for orders or proposed orders. If a proposed order is attached to an electronically filed motion, it will be treated only as an attachment and filed accordingly.
Can service requests such as copy work, certified copies, or a record search be efiled?
Not at this time. These type of service requests are mailed to the appropriate department with any applicable fees.
Does the attorney have to send in paper follow up?
The Supreme Court gave approval for eFiling in Polk County and discontinued the requirement for paper follow up by attorneys unless required by law.
On occasion, the court requires the filing of original documents as contained in the following cited authorities. If you wish to file a copy of such document electronically as well as manually filing the original hard copy, our office will accept both.
- Florida Supreme Court Standards for Electronic Access to the Courts, Version 8 (Adopted June 2009, Adopted Modifications January 2013, page 16):
“5.3. Original Documents or Handwritten Signatures. Original documents, such as death certificates, or those that contain original signatures such as affidavits, deeds, mortgages and wills must be filed manually until further standards have been adopted.”
- SC11-399, IN RE: AMENDMENTS TO THE FLORIDA RULES OF CIVIL PROCEDURE, THE FLORIDA RULES OF JUDICIAL ADMINISTRATION, THE FLORIDA RULES OF CRIMINAL PROCEDURE, THE FLORIDA PROBATE RULES, THE FLORIDA SMALL CLAIMS RULES, THE FLORIDA RULES OF JUVENILE PROCEDURE, THE FLORIDA RULES OF APPELLATE PROCEDURE, AND THE FLORIDA FAMILY LAW RULES OF PROCEDURE— ELECTRONIC FILING, Revised opinion, 10/18/12.
- Fla. R. Crim. P. 3.030(c)
Deposit with the Clerk. Any paper document that is a judgment and sentence or required by statute or rule to be sworn to or notarized shall be filed and deposited with the clerk immediately thereafter. The clerk shall maintain deposited original paper documents in accordance with Florida Rule of Judicial Administration 2.430, unless otherwise ordered by the court.”
- Fla. Prob. R. 5.043
“Notwithstanding any rule to the contrary, and unless the court orders otherwise, any original executed will or codicil deposited with the court must be retained by the clerk in its original form and must not be destroyed or disposed of by the clerk for 20 years after submission regardless of whether the will or codicil has been permanently recorded as defined by Florida Rule of Judicial Administration 2.430.”
What is the procedure for eFiling documents that may contain confidential information?
Please consider the types of confidential information contained in filings and review the Rule of Minimization, Fla. R. Jud. Admin. 2.425, before filing. This rule states that sensitive information filed in court cases must be limited to the designated format, e.g., no portion of any social security or credit card number, the last 4 digits of any driver license or passport number, the year of birth of a person’s birth date, etc.
If such information is required as noted in Rule 2.425, Rule 2.420 provides the procedure for filing an appropriate Notice of Confidential Information within Court Filing.
If the information is not covered by the list of 20 items in Rule 2.420, you may wish to consider filing a Motion to Determine the Confidentiality of Trial Court Records.
Should I electronically submit the Certificate of Sale and Certificate of Title through the ePortal?
No. Pursuant to Administrative Order No. 3-15.13 (Standard Procedures and Language in Foreclosure Proceedings; Electronic Foreclosure Sales in Lieu of On-Site Auctions; Writs of Possession), the Certificate of Sale and Certificate of Title shall be issued by the Clerk. ( http://www.jud10.flcourts.org/sites/all/files/docs/3-15.13.pdf)
Please do not electronically submit these documents to be issued by the Clerk through http://www.myflcourtaccess.com/. The Clerk will prepare them in compliance with the administrative order.
What should I do if I receive a "Case # provided can't be verified error message?
First, verify the case number entered to make sure it is correct. Try again. If you have the correct case number and you still receive the error message, contact the Clerk Help Desk at 863-534-4545 or via email.
For returns of service, does the summons (or other originals) need to be included or just mentioned in the return of service affidavit?
Please refer to the statutory authority on what is required to be submitted as proof or return of service.
How do we handle the return of service back to the party who requested service?
The process server can eFile the return of service/affidavit of service and use the eService tab to ‘copy’ in the person who requested service. They will receive a PDF version of the documents eFiled.
Will court reporters still need to provide a paper transcript for appeals and depositions?
No, once the document is eFiled, no paper follow up is required unless specified by statute.
How should the ‘read and sign’ deposition transcripts be filed?
Any document that is required to have a handwritten signature can be scanned and eFiled.
If mental health related paperwork must be filed within 72 hours, do we use the emergency checkbox?
Yes, these filings will route to a special queue for processing by the department.
If a filing is due for a court appearance the next business day, do we file it in court, eFile it, or both?
Due to time processing standards, documents may take up to 3 business days to appear on the case docket. In this scenario, it is best to file the document in court.
Do I need to file documents not related to the case file, such as an invoice?
No, only file documents that you would normally send to the Clerk’s Office for filing in the case file.
If we have 35 returns of service, do we have to file these individually?
Yes. Each person served should be a separate document. However, you can have multiple documents under one case number as long as the file size does not exceed 50 mb.
Can HIPPA documents be eFiled without the data being redacted?
Yes. You will need to indicate on the documents tab that the filing contains confidential information and comply with the provisions of Rule 2.420, Florida Rules of Judicial Administration including filing the ‘Notice of Filing Confidential Information within Court Filing’ if required. What you currently submit in paper form should follow suit when filing through the portal.