Friday, December 4, 2020

Brown and Martin County Courts Convert to Odyssey- Your Doxpop Access is Unaffected!

 


Over the weekend of December 5th, the Courts in Brown and Martin Counties will convert to the Odyssey case management system, this means their Case Management System is now administered by Indiana Trial Court Technology.

This move does not affect Doxpop users because Doxpop buys access to a real-time feed of court data from the Odyssey system from the Division of State Court Administration. Your access to Brown and Martin County court information through Doxpop will not be interrupted during this transition.

A few of the services we provide will look odd during the transition because there will be a four-six week period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for Brown or Martin County on your calendar. Every event will be available, but the older cases will have a different color from the newer cases. When we complete the merge process, these will go back to being a single color.
  • When you look at our "County Details Page", you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for some cases. This is because while we are loading the information from Odyssey, we will also be maintaining the old data until the operation is complete to ensure you don't miss anything. When you see two case entries, please look at both to ensure you have the most current information.
  • If you use any of our "watch" services to keep an eye on cases or people of interest, we will be moving those watches over so they point to the cases and people that are a part of the Odyssey data feed. We run a process to convert these every hour, but it is possible for notification of events to slip through the cracks between conversion runs so you may want to periodically do a manual check between now and January 8th. After then, we'll be back to normal.
Tax warrants will not be affected at all by this transition.

Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that TCT add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that TCT not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell TCT differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.

Indiana Public Service Contacts are not currently available

We noticed today that the state managed public service contact list has essentially disappeared from the e-file system. This list is managed by the state e-file manager and state court administration so we don't have any direct ability to resolve the issue. We've notified the state court administration of this issue.

If you rely on or use public service contacts you will notice they are no longer listed and no results are found when searching the public list. 

For attaching your own attorneys to filings you can still use private service contacts and if you don't have any listed please contact us and we help you get those set-up and explain why that is the ideal service contact to use. 

Not familiar with the difference between public and private service contacts see our past blog post here:
E-filing: E-service 101- Learn the basics of how e-service in Indiana works.

We'll update this post when we learn more or we see the issue has been resolved. 

Wednesday, November 25, 2020

Doxpop offices will close 5pm EST Wednesday, November 25th in observance of Thanksgiving.


We hope you all have some time this holiday to celebrate thanks, but we also know that emergencies happen. If you need assistance over the holidays, Doxpop Support will be periodically checking email at 
support@doxpop.com Thursday, November 26th through Sunday, November 29th. Our regular phone and instant messaging support will resume on Monday, November 30th.

Tuesday, November 17, 2020

Indiana Supreme Court issues new order related to Covid-19 and court operations


Court-related users of Doxpop should be aware of increased efforts by the Indiana Supreme Court to minimize risk to case participants and court employees across the state during the coronavirus pandemic. For the Court's most recent order, see this Order on Continued Emergency Actions. Visit this page for a list of Other Orders related to the Covid-19 Pandemic.

Monday, November 9, 2020

Delivery by Doxpop: Fun fact, you can send mail on holidays!


Delivery by Doxpop allows you to send mail even when the Post Office is closed!


Doxpop uses a mailing service provider that has the ability to skip the front counter of the local post office and go directly to the USPS Bulk Mail Entry Unit. What this means for you is that on select holidays when you file and choose Delivery by Doxpop your documents will still be printed and go into the USPS processing stream on that day. The USPS processes incoming mail on these holidays, so it's not just that your envelope will be waiting for them to deal with the next day- It actually gets immediately dispatched for delivery.

The holidays that the USPS will accept and process our mail include: Martin Luther King, Jr. Day (MLK Day), President’s Day, Veteran’s Day, and Columbus Day. 

The only catch is that on those holidays the provider is only able to mail Certified Letters if a minimum quantity is reached. They have informed us that it is nearly always the case they meet that requirement, but it is something to keep in mind. 

Tuesday, October 6, 2020

Delivery by Doxpop: FAQ

 
We developed Delivery by Doxpop striving to make service as easy as it was before e-filing started but there are some circumstances we've learned of that as of right now we can't handle as smoothly as we'd like. 

So in this blog, we'll look at those situations and how to still utilize Deliver by Doxpop. Plus, we'll answer some frequent questions we've gotten as we've launched this new feature. 


What is actually sent when I select Delivery by Doxpop?

Initial filings: When filing a new case, the documents sent via the Delivery by Doxpop method you choose will be the file stamped version returned by the Clerk after the filing is accepted. The same version you receive back via the "filing accepted" email from the e-file manager. 

Subsequent filings: When filing in an existing case, the documents sent via the Delivery by Doxpop method you choose are the exact same document you uploaded. We immediately send those documents for processing. This is very similiar to the e-service that is send on subsequent filings.

Service Only Filings: Just like the e-service and subsequent filings, the documents sent via the Delivery by Doxpop method you choose are the exact same document you uploaded.


How can I use Delivery by Doxpop to serve documents that need a clerk, or judge signature, or when I need to wait for information from the court, such as a court date, to include in the service?

As mentioned in the details in the first question we can not automatically send version of documents that come for the clerk or court. Those documents are send outside the e-file system and therefore at this time we do not have access to them. That does not mean you can't use Delivery by Doxpop, it just means a small extra step once you have those documents or information from the clerk.

Sheriffs Service (new case): If you intend to use Delivery by Doxpop to send civil process service via the sheriff for your filing but need to wait on court documents/information there are just a few steps to follow.

    • In your initial filing make sure to add the optional $28 sheriff service fee to one document so the clerk can collect that fee for the case.
    • Do not select Delivery by Doxpop at this time for any parties that you will need additional information from the court. 
    • Submit your new case filing
    • Once the new case is accepted and you have received the signed documents or information to include in the served documents you will want to do a 'service only' filing on the case. 
    • Pull up the case like you typically would to e-file into. 
    • Above the Case Parties section use the button to "Switch to Service Only"
    • In the Envelope Contents section choose the files you want to send and complete the required fields and save. Note: that while filing type is required, it is not sent with the service information so you can just choose motion here.
    • In the Contacts to E-Serve at least one service contact must be selected. This can be your own firm/attorney. 
    • In the Delivery by Doxpop section, you can select the sheriff service for the parties you wish to service. 
    • Then just complete the required payment account and checklist and submit your service only envelope. This will send the documents you uploaded for Delivery by Doxpop. 


Certified Mail or First Class (new or existing cases)If you intend to use Delivery by Doxpop to send service via Certified or First Class mail for your filing but need to wait on court documents/information there are just a few steps to follow.
    • Do not select Delivery by Doxpop at the time of filing to the court for any parties that you will need additional information from the court. 
    • Submit your filing as you normally would. 
    • Once the filing is accepted and you have received the needed signed documents or information to include in the documents you wish to serve, you will want to do a 'service only' filing on the case. 
    • Pull up the case like you typically would to e-file into. 
    • Above the Case Parties section use the button to "Switch to Service Only"
    • In the Envelope Contents section choose the files you want to send and complete the required fields and save. Note: that while filing type is required, it is not sent with the service information so you can just choose motion here.
    • In the Contacts to E-Serve at least one service contact must be selected. This can be your own firm/attorney. 
    • In the Delivery by Doxpop section, you can select the service information for the parties you wish to send physical service to. 
    • Then just complete the required payment account and checklist and submit your service only envelope. This will send the documents you uploaded for Delivery by Doxpop. 
Sheriff's Service (existing case)If you intend to use Delivery by Doxpop to send service via the sheriff for a case that already exists but need to wait on court documents/information just follow the steps for initial case. As long as the $28 sheriffs service court fee has been paid on the case through doxpop you can use a service only filing to send documents to the sheriff. 


What exactly does Doxpop send to the Sheriff?

Doxpop worked with several county civil process departments to built a packet that makes it easier on them to execute your service. We print and send the Sheriff's Department the following:

  • Cover page for Sheriff including: the name and address for the Sheriff, the name and address of the filer, the clerk’s address, any delivery notes/instructions provided by user, and a brief description of the content, and proof of payment for the $28 sheriff's fee. 
  •  An Affidavit of Service with as much filled as we know in advance for the Sheriff to complete and return to the Clerk.. 
  • Three copies of the documents with separator sheets that denote what each copy is for. 


 Will my USPS service be mailed or postmarked the same day I filed?

The short answer: Yes, if you file before 5pm EST most mailings will be postmarked the same day but we can't guarantee that 100% of the time. 

The long answer: We can't guarantee the same day. Equipment can break down, Sudden demands can slow processing. All we can do is certify that we've put together a system that, if nothing goes wrong, will typically get your documents into the mail on the same day, and more importantly, that an irrevocable hand-off from you to that service has already occurred. 

We note the time of that hand-off in case there's ever any question about when that happened. Both you and Doxpop can tell the court that we are both making a good faith effort to get all postal envelopes into the hands of the USPS on the same day filing occurs. As it turns out, this isn't strictly required by the rules as the folks at the state interpret them. However, we feel more comfortable being able to tell you that it is unusual for a delay to occur.

Does this service meet the rules in regards to the mailing date I put on the Certificate of Issuance of Service?

Yes

We ran this service past several members of the State's E-Filing Business Steering Committee and we specifically asked about timing because we were concerned about whether it was safe for Doxpop filers to attach a Certificate of Issuance of Service to a document that certifies that you have mailed the document, when in fact, you've just handed off the document to the system that mails it for you.

Their answer was that it isn't a problem, because in practice, it is already implicitly understood that filers submit their documents to the court and then someone in the office puts them in the outbox to be mailed at the next opportunity. Therefore, they all interpreted the date on the Certificate of Issuance of Service to mean delivery was commenced "contemporaneously" with submission to the court. It means you started the process and certify that the "hand-off" to a third party agent for delivery happened. 

To make sure we're making a good-faith effort to follow both the spirit and the letter of the rule in this regard, we've written our program to hand off delivery to our printing/mailing service before submitting the filing to the court. It's a matter of milliseconds, but we really do that hand-off first.

So the answer from that perspective is that handing it off to Doxpop for processing is the equivalent of handing it to the person who runs envelopes down to the mailroom or nearest mailbox under your existing procedures.


 

 



Friday, September 4, 2020

A reminder that Doxpop offices will be closed Monday, September 7th in observance of Labor Day.

We understand that sometimes you have to deal with an emergency situation during a holiday so here's how to get help over the holiday:

We will not be monitoring phone lines, so you must use email. One of our managers will be checking email periodically throughout the day. If you have a real emergency, please send an email to support@doxpop.com which contains a brief description of the problem and phone number we can call to reach you.

Please be respectful when using this option. It's for real emergencies that can't wait until Tuesday morning.