ServicebyEMailandEFiling S i b E M il d E Fili

AnupdateonServicebyEMailand EFilinginFloridaCourts,including EFiling in Florida Courts including 2012RuleChanges

Whydoyoucare?

MandatoryRules

OpinionsIssued Opinions Issued

by

FloridaSupremeCourt Florida Supreme Court

on

June21,2012 ,
ServicebyEMail:SC102101 EFiling:SC11399

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EffectiveDates
Service by EMail: ervicebyE Mail Mandatory asofSeptember1,2012*for:
Trial court divisions: Trialcourtdivisions:
Civil Probate SmallClaims Family

A Appellatecases** ll
*TheeffectivedateannouncedbythecourtwasJuly1,2012initsopinionissuedonJune21,2012.Acorrectedopinionlater changedJuly1,2012toSeptember1,2012throughouttheopinion. changed J l 1 2012 to September 1 2012 thro gho t the opinion **ReferencestoappellateincludestheSupremeCourtandtheDistrictCourtsofAppeal,aswellastheCircuitCourtwhen sittingasanappellatecourt. EThingsv1byTheFloridaBar2012 3

EffectiveDates
ServicebyE Mail: Service by EMail: Mandatory*onOctober1,2013for:
Ti l Trialcourtdivisions t di i i
Criminal Traffic Traffic Juvenile

*Attorneysmayvoluntarilyserveandreceivedocumentsbyemailinthesedivisionsfor13months,fromSeptember1,2012to October1,2013ifbothattorneysagree. October 1 2013 if both attorneys agree

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EffectiveDates
E Filing: EFiling: Exceptasprovidedbyadministrativeorder,* mandatory as of October 1 2012 for: asofOctober1,2012for:
SupremeCourt Di i C DistrictCourtofAppeal fA l

Mandatory**asofJanuary1,2013
Clerkselectronicallytransmitrecordonappeal
*Anadministrativeorderwilllikelybeissuedextendingthedateformandatorye filingintheSupreme Court and the District An administrative order will likely be issued extending the date for mandatory efiling in the Supreme CourtandtheDistrict CourtsofAppeal. **Thisrequirementisfortheappellateclerks,notforcounsel.Clerksareencouragedtotransmitrecordelectronicallybefore January1,2013. EThingsv1byTheFloridaBar2012

EffectiveDates
E Filing: EFiling: Mandatory asofApril1,2013for:
Ti l Trialcourtdivisions: t di i i
Civil Probate SmallClaims Family

AppealstoCircuitCourtsforthesetypesofcases

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EffectiveDates
E Filing: EFiling: Mandatory asofOctober1,2013for:
Ti l Trialcourtdivisions: t di i i
Criminal Traffic Juvenile*

Appeals to Circuit Courts for these types of cases AppealstoCircuitCourtsforthesetypesofcases

*Juvenileincludesjuveniledelinquencyproceedings,dependencyandterminationofparentalrightsproceedings,and proceedingsforfamiliesandchildreninneedofservices. proceedings for families and children in need of services

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EffectiveDates
SummaryofMandatory Dates September1,2012:Servicebyemail fornoncriminaltrial September 1 2012 Service by e mail for non criminal trial courtandappellatecases October1,2012:Efiling forSupremeCourtandDistrict CourtofAppeal(unlessdeferredbyAdministrativeOrder) January1,2013:Clerksmusttransmitrecordelectronically April1,2013:Efiling fornoncriminaltrialcourtandnon A il 1 2013 E fili f i i lt i l t d criminalappealstocircuitcourt October1,2013:Servicebyemail forcriminaltrialcourt y October1,2013:Efiling forcriminaltrialcourtandcriminal appealstocircuitcourt
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ServicebyEMail versus EFiling E Filing

ServicebyEMail
Theremainderofthispresentationwillreviewthe p requirementsforservicebyemail

EFiling
Staytunedforadditionaleducationalopportunities Stay tuned for additional educational opportunities

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ServicebyEMail y NewandChangedRules SC102101 SC10 2101

RuleswithSignificantChanges 2.515*SignatureofAttorneysandParties 2.516**ServiceofPleadingsandPapers 2.516 Service of Pleadings and Papers Manyruleswithconformingandminorchanges M l ith f i d i h
*Changestoanexistingrule * Changes to an existing rule **Newrule EThingsv1byTheFloridaBar2012 10

SignatureofAttorneysandParties Rule2.515 Rule 2.515

AnOverview

Beforethesechanges,allpleadingsandotherpapersfiledbyaparty representedbycounselrequiredasignatureofatleastoneattorneyof record. Therule alsorequiredtheattorneys: individualname address telephonenumber,includingareacodeand FloridaBarnumber Thoserequirementscontinueandthe rulenowalsorequires: primaryemailaddressandsecondaryemailaddresses,ifany, Therulenowclarifiestheaddresstobeprovidedistobetheaddresson p recordwithTheFloridaBar.TheadditionofcurrentrecordFloridaBar onlymodifiesaddress,nottheotherrequiredinformation.

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SignatureofAttorneysandParties Rule2.515 Rule 2 515

TheRuleChanges
(a) Attorney Signature. Every pleading and other paper of a party represented by an attorney shall be signed by at least 1 attorney of record in that attorneys individual name whose current record Florida Bar address, telephone number, including area code, primary email address and secondary email addresses, if any, and Florida Bar number shall be stated, and who shall be duly licensed to practice law in Florida or who shall have received permission to appear in the particular case as provided in rule 2.510. The attorney may be required by the court to give the address of, and to vouch for the attorneys authority to represent, the party. Except when otherwise specifically provided by an applicable rule or statute, pleadings need not be verified or accompanied by affidavit. The signature of an attorney shall constitute a certificate by the attorney that the attorney has read the pleading or other paper; that to the best of the attorneys knowledge, information, and belief there is good ground to support it; and that it is not interposed for delay. If a pleading is not signed or is signed with intent to defeat the purpose of this rule, it may be stricken and the action may proceed as though the pleading or other paper had not been served.

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SignatureofAttorneysandParties Rule2.515 Rule 2 515

ConsiderationsRegardingEMailAddresses

PrimaryandSecondaryE MailAddresses Primary and Secondary EMail Addresses Primaryemailaddress:

PrimaryemailaddressofattorneyunderRule2.515neednotbesameasthe businessemailaddressaspartofofficialrecord* B t Bestpracticewillbetoprovidetheattorneysofficialbaremailaddressasthe ti ill b t id th tt ffi i l b il dd th primaryRule2.515emailaddress

Secondaryemailaddress(es):
Notrequired Canvaryfromonecasetoanother Possibleusesinclude:
Standardizedaddressforlawfirm Legalassistants,paralegals,ResidentsAtLaw,associates g ,p g , , Clients

Ifmorethanoneattorneyappearsinaproceeding,therulesregardinge mailaddressesdescribedaboveapplytoeachattorney

*Abusinessemailaddressisrequiredtobeprovidedaspartofofficialbarrecordifthememberhasone. Rule13.3ofRulesRegulatingTheFloridaBar EThingsv1byTheFloridaBar2012 13

SignatureofAttorneysandParties Rule2.515 Rule 2 515

ConsiderationsRegardingSignatures

Formatofthesignatureoftheattorney Format of the signature of the attorney

Traditionalformat
Print a hard copy sign with a pen and scan the signed document Printahardcopy,signwithapenandscanthesigneddocument

Newformats
/s/
Type/s/followedbytheattorneysname,inplaceoftheactualsignature
E Example:/s/LairdA.Lile l / / L i d A Lil

Electronicversioncanbecreatedwithouttheneedtoprintahardcopy ReferredtoinRule2.516(b)(1)(E)(ii),authorizedfordocumentservedbyemail

s/and/salternatives
s/ was adopted for electronic signatures in Administrative Order 09 30 s/wasadoptedforelectronicsignaturesinAdministrativeOrder0930 /sisreferredtobyOfficeofStateCourtAdministratoraspreferredformat

Practically,anyoftheseformatsshouldbesufficient

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

AnOverview

NewRule,modeledonformerRuleofCivilProcedure1.080 Structure (a)Service;WhenRequired (b)Service;HowMade

(1) Service by Electronic Mail (e mail) (1)ServicebyElectronicMail( email )
(A)ServiceonAttorneys (B)ExceptiontoEmailServiceonAttorneys (C)ServiceonandbyPartiesNotRepresentedbyanAttorney (D)TimeofService (E)FormatofEmailforService

(2)ServicebyOtherMeans

(c)Service;NumerousDefendants (d)Filing (d) Filing (e)FilingDefined (f)CertificateofService (g)ServicebyClerk (h)ServiceofOrders

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(a)Service;WhenRequired

Service*requiredinaccordancewiththisnewrulenearlyall ofthetime f h
Limited Exceptions: Unlessthecourtotherwiseorders(sameasinformerRule1.080) U l Unlessastatuteorsupremecourtadministrativeorderspecifiesa t t t t d i i t ti d ifi differentmeansofservice Notrequiredforapplicationsforwitnesssubpoenas (sameasin ) formerRule1.080) Notrequiredfordocumentsservedbyformalnoticeorrequiredto beservedinthemannerprovidedforserviceofformalnotice(a conceptcarriedoverfromspecialprobaterules) No service need be made on parties against whom a default has Noserviceneedbemadeonpartiesagainstwhomadefaulthas beenentered,exceptthatpleadingsassertingneworadditional claimsagainstthemmustbeservedinthemannerprovidedfor serviceofsummons(sameasinformerRule1.080)

*Thissubsectiononlyrequiresservice,notnecessarilyemail.Themannerinwhichserviceismadeisaddressedin subsection(b). EThingsv1byTheFloridaBar2012 16

ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)Service;HowMade (b)(1)ServicebyElectronicMail(email)

Service to be made upon a party represented by an attorney Servicetobemadeuponapartyrepresentedbyanattorney mustbemadeupontheattorneyunlesscourtorders otherwise.(sameasinformerRule1.080) Servicebyemailismandated foralldocumentsrequiredor permittedtobeservedonanotherparty,unlessthisrule otherwiseprovides. otherwise provides Adocumentmay, inadditiontobeingservedbyemail,be servedbyanothermeansprovidedforinthisrule.
Any differenttimelimitsandotherprovisionsapplicabletothatothermeans ofservicecontroloverthetimelimitsestablishedbytheservicebyemail. The othermeansofservicesmustbeinadditionto,notinplaceof,serviceby email. il
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(A)ServiceonAttorneys

A tt Anattorneyappearinginaproceedingmust servea i i di t designationofaprimaryemailaddress Although not required the best practice will be to Althoughnotrequired,thebestpracticewillbeto utilizetheattorneysofficialbaremailaddressas thedesignatedprimarye mailaddress the designated primary email address Anattorneyappearinginaproceedingmay designate nomorethantwosecondaryemailaddresses y Thesesecondaryemailaddressesmayvaryfrom mattertomatter.SeediscussionofRule2.515(a)
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(A)ServiceonAttorneys

Th Therulesdonotspecifyanyparticularformatforthe l d t if ti l f t f th designations. In existing matters the designation could be in a Inexistingmatters,thedesignationcouldbeina separatefilingorincorporatedinafilingpriorto therelevanteffectivedate the relevant effective date Innewmatters,thedesignationcouldbeincluded intheinitialfilingbytheattorney g y y Changesinemailaddressesshouldbehandledinthe samemanneraschangesinmailingaddresseshave beenhandled
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(A)ServiceonAttorneys

All subsequent filings must include the primary and any Allsubsequentfilingsmustincludetheprimaryandany secondaryemailaddressesofthatattorney Failingtodesignateanemailaddressinafilingdoesnotlet g g g theattorneyavoidservicebyemail Documentsmaybeservedonthatattorneyattheemail addressonrecordwithTheFloridaBar address on record with The Florida Bar Ifanattorneyinaproceedingfails tomakeanemail addressavailable(i.e.,nonedesignatedandnoneinrecord ( , g withTheFloridaBar),atelephonecalltotheattorneywith referencetothesenewrulesshouldsuffice.Hopefully courtinterventionwillnotbenecessary. court intervention will not be necessary
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(B)ExceptiontoEMailServiceonAttorneys

Can an attorney avoid the new mandatory service by e mail Cananattorneyavoidthenewmandatoryservicebyemail rules? Yes,butonlybycourtorder. y y Thecourtmayexcuseanattorneyfromservicebyemailrules, iftheattorneydemonstratesthat: Theattorneyhasnoemailaccount;and Theattorneylacksaccesstointernetattheattorneysoffice If an exception is granted then the attorney will neither be Ifanexceptionisgranted,thentheattorneywillneitherbe requiredtoservebyemailnorreceiveservicebyemail Theotherservicerules(see 2.516(b)(2))willthenapply.
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(B)ExceptiontoEMailServiceonAttorneys

For an attorney attempting to avoid the mandatory service by e mail Foranattorneyattemptingtoavoidthemandatoryservicebyemail rules,amotionwillberequiredforeachproceeding Therequirementisintheconjunctive bothpartsmustbemet. Anattorneywithany emailaddress,evenapersonalone,will notbepermittedtoavoidthenewrules An attorney with any access to internet at the attorneys office, Anattorneywithany accesstointernetattheattorney soffice, evenifonlyusedsporadically,willnotbepermittedtoavoidthe newrules The court is permitted but not required to excuse the attorney from Thecourtispermitted,butnotrequired,toexcusetheattorneyfrom servicebyemailrules Ofthe90,000+membersofTheFloridaBar,very,veryfeware expectedtoqualifytoseekthisexception
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(C)ServiceonandbyPartiesNotRepresentedbyAttorneys

A party not represented by an attorney (unrepresented Apartynotrepresentedbyanattorney( unrepresented party)may,atthepartyselection,participateinservicebye mail Optional,notmandatory Toparticipateinservicebyemail,anunrepresentedparty mustserveadesignationofaprimaryemailaddress must serve a designation of a primary e mail address Thedesignationmayincludeuptotwosecondaryemail addresses Ifanunrepresentedpartydoesnotchosetoparticipatein servicebyemail,thenservicemustbemadebymeansother thanemail(seesubdivision(b)(2)) th il ( bdi i i (b)(2))
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(D)TimeofService

Service by e mail is complete when the e mail is sent Servicebyemailiscompletewhentheemailissent. Sentisnotspecificallydefinedintherules. From the senders viewpoint, the clicking of Sendwill Fromthesender sviewpoint,theclickingof Send will likelybetreatedaswhentheemailissent. Dependinguponthesenderscomputersystem,clicking Sendmayormaynotcausetheemailtobetransmitted totheinternetfordeliverytotherecipient Some systems include internal email servers that may Somesystemsincludeinternale mailserversthatmay requireinternalprocessingbeforereleasingtheemail totheinternetfordeliverytotherecipient
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(D)TimeofService

Sometimesthesenderofanemailisnotified*ofaissuethat hasprecludedtheemailfromreachingthesender. Ifthatoccurs,thesenderoftheemailisrequiredto immediatelysendanothercopy: i di t l d th byemailor by a means other than email as authorized in this rule byameansotherthane mailasauthorizedinthisrule atsubdivision(b)(2) Servicebyemailistreatedasservicebyregularmailfor purposesofcomputingtime Includingforpurposesofallowinganadditional5days**
*Noticemightbefromthesenderssystemindicatingadelayindeliveryorarejectionnoticefromaninternetserviceprovider. g y g y y j p Thesourceofthenoticeisnotrelevant.Ifthesenderisonnoticeofadeliveryissue,thesenderisrequiredtotakeaction. **Courtrules(i.e.,Rule1.090(e)and5.042(d))havetraditionallyallowedanadditional5daysforapartytoactafterbeing served bymail.The5additionaldaysis,effectiveOctober1,2012,providedforinRule2.514.SeeSC102299 EThingsv1byTheFloridaBar2012 25

ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService

The document being served must be attached in a pdf Thedocumentbeingservedmustbeattachedina pdf format. PDFstandsforportabledocumentformat p Universallyrecognizedformat OriginallyproprietaryformatbyAdobeSystems Sinceatleast2001,freereadersofPDFdocuments availablefromAdobe Free writers now also available on the internet Freewritersnowalsoavailableontheinternet MostwordprocessorsnowincludeaprinttoPDFfunction MostscannersdefaulttocreatingaPDFformat Most scanners default to creating a PDF format
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService Theemailbywhichthedocumentisservedmustbesenttoalladdressesdesignatedby y g y theattorneyorparty Asingleemailtoallthosebeingservedisexpected,insteadofseparateemailsto eachattorneyorparty Thesubjectlineoftheemailmust beginwithSERVICEOFCOURTDOCUMENT Allcapitallettersarerequired followedbythecasenumberoftheproceedinginwhichthedocumentisbeing served Theformatofthecasenumberisnotspecifiedintherule Aformatutilizedinlocalpracticeshouldbesufficient. Analternativeistheuniformcasenumber(UCN).Thisnumberconsists of20charactersconsistingof: 2digitnumericcountydesignation(i.e.,01,11,67) 4digitnumericyearinwhichcasewasopened(i.e.,2012) 2alphacodeforcourttype(i.e.,CA,CP,SC) 6 digit sequential number assigned by the clerk 6digitsequentialnumberassignedbytheclerk 6charactersavailableforusebyclerksforinternalmanagement
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService

The body of the e mail by which the document is served must Thebodyoftheemailbywhichthedocumentisservedmust identify: Thecourtinwhichtheproceedingispending p g p g Thecasenumber Thenameoftheinitialpartyoneachsideofthecase Thetitleofeach documentservedwiththatemail Morethanonedocumentmaybeserveinasingle email e mail Thesendersnameandtelephonenumber

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService

The document being served may be signed using a /s/ format Thedocumentbeingservedmaybesignedusinga/s/format However,theoriginaldocumentfiledwiththeclerkmust besignedinaccordancewiththeapplicableruleof g pp procedure. Anemailandattachmentmaynotexceed5megabytes(5MB) Ifmorethan5MBistobeserved,thenattachmentsmust beservedbyseparateemails,noneofwhichexceed5MB andallofwhicharenumberedsequentiallyinthesubject q y j line Ifthesizeisindoubt,thesendercouldfirstsendtheemail tothesendersownemailaddresstodeterminethesize t th d il dd t d t i th i
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService

SummaryofFormatRequirements Summary of Format Requirements Eachemailmustbeaddressedtoallemailaddresses OnlyattachPDFs Only attach PDFs Subjectline:SERVICEOFCOURTDOCUMENT followedby casenumber Body:court;casenumber;thenameoftheinitialpartyon eachside;titleofeachattacheddocument;sendersnameand telephonenumber. telephone number 5MBLimit

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(1)(E)FormatofEMailforService

Example To:GAYoung@CarltonFields.com;EKPettis@haliczerpettis.com Attachment: Subject:SERVICEOFCOURTDOCUMENT112012CA000070xxxxxx Body:Hi,GwynneandGene.AttachedistheDefendants MotiontoDismissthatIhavefiledinColemanv.Cohen, 112012CA000070xxxxxxinCircuitCourt.Youcanreachmeat myofficenumber239.649.7778. my office number 239 649 7778 LairdA.Lile

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(2)ServicebyOtherMeans

In addition to serving by e mail a document may also be Inadditiontoservingbyemail,adocumentmayalsobe servedbyothermeans SubstanceisfromformerRule1.080 Servicebyothermeanswillbeutilizedintwosituations: (i)Whenservicebyemailisnotallowed: Partiesnotrepresentedbyanattorneywhohavenot designatedanemailaddress An attorney who has obtained an order exempting from Anattorneywhohasobtainedanorderexemptingfrom servicebyemail (ii)Asanadditionalmeansofservice
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ServiceofPleadingsandDocuments Rule2.516 PracticalConsiderationsofServicebyEMail

Is the attorney who is serving the document required to Istheattorneywhoisservingthedocumentrequiredto personallysendtheemailbywhichserviceiseffected? Althoughnotaddressedintherule,theanswershouldbe g nodifferentthantheanswertothequestionofwhether theattorneymusthandadocumentservedbyU.S.mailto thepostperson the postperson

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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(b)(2)ServicebyOtherMeans

Service by one of these other means in addition to service by Servicebyoneoftheseothermeansinadditiontoserviceby emailmightbebeneficialto: Shortenaresponseperiod p p Forinstance,servicebyhandofadocumentthat commencesaperiodwithinwhicharesponseis requiredwillshortentheresponseperiodby5days required will shorten the response period by 5 days Eliminatedisputeoverreceiptofthedocumentbythe p intendedrecipient Anattorneymaywishtoalsomailadocumenttoan attorneywhodemonstratesapatternofasserting documentsservedbyemailarenotreceived d t db il t i d
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ServiceofPleadingsandDocuments Rule2.516 Rule 2 516

(c),(d),(e),(f),(g)and(h)

Subdivisions: (c)Service;NumerousDefendants (d) Filing. (d)Filing. (e)FilingDefined areunchangedfromformerRule1.080 Subdivision(f)issimilartoformerRule1.080andaddsa referencetoemailintheformCertificateofService S bdi i i Subdivisions(g)and(h)allowclerksandjudges,respectively,to ( ) d (h) ll l k dj d i l servebyanymethod,includingemail Servicebye mailispermitted,butnotrequired Service by email is permitted, but not required
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OtherRulesChanged ServicebyEMail
Conformingchangesandchangestocrossreferences C f i h d h t f
Rule1.080 Rule1.170 Rule 1.170 Rule1.351 Rule1.410 Rule1.440 Rule1.442 Rule1.510 Rule 1 510 Rule1.630 Rule3.030 Rule3.070 Rule3.852 Rule5.030 Rule 5 030 Rule5.040 Rule5.041 Rule5.060 Rule5.120 Rule5.200 Rule 5 200 Rule5.340 Rule5.342 Rule5.350 Rule5.355 Rule 5.355 Rule5.360 Rule5.370 Rule5.380 Rule5.385 Rule5.386 Rule 5 386 Rule5.400 Rule5.401 Rule5.402 Rule5.403 Rule5.405 Rule 5 405 Rule5.406 Rule5.407 Rule5.430 Rule5.440 Rule5.460 Rule 5 460 Rule5.470 Rule5.475 Rule5.496 Rule5.498 Rule 5.498 Rule5.499 Rule5.510 Rule5.530 Rule5.620 Rule5.630 Rule 5 630 Rule5.650 Rule5.670 Rule5.680 Rule5.690 Rule5.695 Rule 5 695 Rule5.696 Rule5.700 Rule6.370 Rule7.080 Rule7.050 Rule 7 050 Rule8.085 Rule8.225 Rule8.635 Rule9.420 Rule 9.420 Rule12.040 Rule12.080 Rule12.090 Rule12.170 Rule12.285 Rule 12 285 Rule12.351 Rule12.410 Rule12.440 Rule12.510 Rule12.611 Rule 12 611 Rule12.615 Rule12.630

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EFiling g NewandChangedRules SC11399 SC11 399

RuleswithSignificantChanges 2.520Documents 2 525 Electronic Filing 2.525ElectronicFiling Manyruleswithconformingandminorchanges

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Conclusion
ServicebyEMailbecomesmandatory on y y September1,2012forcertainproceedings.

E Filingbecomesmandatory fornon appellate EFiling becomes mandatory for nonappellate mattersonApril1,2013.Watchforadditional educationalopportunities. educational opportunities.

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