US District Court
Western District of Oklahoma

Chief Judge - Robin J Cauthron

Court Clerk - Robert D Dennis

200 NW 4th Street

Oklahoma City OK 73102

(405) 609-5000

US District Court
Western District of Oklahoma

Chief Judge - Robin J Cauthron

Court Clerk - Robert D Dennis

200 NW 4th Street

Oklahoma City OK 73102

(405) 609-5000

CM/ECF Frequently Asked Questions

What is CM/ECF?

Case Management/Electronic Case Files is an electronic filing system that streamlines the process of creating, filing and noticing legal documents by permitting attorneys to file documents electronically with the Court using the Internet. It has the potential to provide substantial savings to attorneys, their clients and the Court while improving access to Court records. Benefits include:

  • 24 hour access to file or view documents
  • immediate creation of docket entries
  • immediate access to updated docket sheets and to the documents themselves
  • potential elimination of paper files that can be misplaced or lost
  • potential savings in copying, courier and noticing costs
  • ability to store and search documents electronically
  • multiple users can view the same file simultaneously

What do I need to file electronically?

How does electronic filing work?

To file electronically, attorneys create their documents on their computers just as they normally do. Instead of printing the document on paper, it is saved in a portable document format (pdf). Attorneys then access the electronic filing system through their Internet provider over the World Wide Web. After logging in, attorneys select the appropriate case, party, and pleading. The document is then sent over the Internet to the Court’s computer which immediately sends a receipt back to the attorney verifying that the document has been received. The receipt can be printed or saved to disk for future reference. This process creates a docket entry and makes both the updated docket sheet as well as the document itself instantly electronically available. The system also sends email notification of the filing to the attorneys in the case.

How do I get started?

In order to file electronically, an attorney must be admitted to practice before the Court and must register to file electronically. The EFC Registration Form can be obtained from the Clerk’s Office or over the Internet from the Court’s home page.

Who can file pleadings electronically?

Attorneys admitted to practice before the Court and others authorized to file electronically can register for CM/ECF. Pro se litigants must file their documents conventionally (in paper form) at the Court Clerk’s Office.

How do I file a proposed order?

See Policies and Procedures Manual regarding submitting orders and other proposals. After an Order has been signed, court staff will file the Order.

Where do I get Adobe Acrobat?

Several companies offer pdf readers and writers. This court uses Adobe Acrobat. The website is www.adobe.com. They offer on-line support.

I am having problems with PACER, what do I do?

PACER (Public Access to Court Electronic Records) is not related to the electronic filing program. If you are having trouble with PACER, call the PACER center in San Antonio, TX at 1-800-676-6856 or use their website www.pacer.psc.uscourts.gov.

Why do I get error messages caused by apostrophes?

The use of apostrophes in certain fields in the CM/ECF system has been known to cause problems. The national programmers are trying to resolve this issue. Please note that apostrophes may cause problems.

My document is more than 2 meg. Should I just file it conventionally?

If your total document is more than 2 meg, you need to break it into parts. Be careful to properly label each part (i.e., Exhibit 3, Part 1 Depo of John Smith, Pages 1-20; Exhibit 3, Part 2 Depo of John Smith, Pages 21-40.) If a single page is more than 2 meg, it must be filed conventionally. See Policies and Procedures Manual Sec. II(A)(1)(b)(xi).

How can I determine the size of my document before I begin?

Open the document. If you are using Adobe Acrobat, use "Ctrl + D" for a document summary. Other programs may allow you to view the document properties through the drop-down menus at the top of the screen.

What documents must be filed conventionally?

Section III of the Policies and Procedures Manual addresses conventional filing of documents. A list of exceptions is included in the Manual. If your document meets one of the exceptions, you will file a "notice of conventional filing" electronically and then submit the paper document to the court clerk.

What should I do if I can’t find the type of motion on the drop down list?

An example of this kind of motion might be "Motion to be Allowed to Participate in a Settlement Conference by Telephone." This type of motion cannot be found in the drop down menu. Use "Order" because this is really a motion for an order to be allowed to do something. At the text screen, include the title of your motion.

Can I file a motion and brief in the same document?

Yes. File your document as a motion. When you get to the docket text screen, text in "and brief." You many also file these documents separately and link them together.

Can I file a response to a motion and a cross motion in the same document?

No. You need to separate the response from the cross motion and enter each one separately. If your exhibits are the same for both documents, we suggest creating an appendix that relates to both the response and cross motion.

I have two motions in one document. How do I do that?

You need to select every motion that is contained in the title of your document. For example, if you have a motion to compel and motion for sanctions then you will select both "compel" and "sanctions" as the type of motion. Holding down the "Ctrl" key allows you to select multiple items from the pick list. Be sure to select all motions on which you are requesting a ruling.

How do I select only certain parties from the pick list?

If you represent certain parties or are filing a document on behalf of certain parties, use the "Ctrl" key to select multiple parties. Hold the "Ctrl" key down and use your mouse to make your selections.

I have received an NEF but cannot view the document.

Each time you visit a web site information is stored on your computer. This stored information will interfere with the sending and viewing documents. To correct this problem, clean out your temporary files (or cache).

I can’t view a document in certain cases - why not?

Remote access to certain types of cases is limited. When you receive an NEF you may receive a message that states you do not have rights to view the document. To obtain a copy of the document, contact the help desk or the filer. This is an issue that we anticipate will be resolved with the newer version of the ECF program

What do I do if I forgot my password?

Call the Helpdesk at 609-5555 or toll free at 1-888-609-6593.

 

Helpful Hints for Electronic Filing:

  1. Read the Policies and Procedures Manual BEFORE you begin.
  2. You can find the Policies and Procedures Manual on this website.  It contains many hyperlinks and is very helpful.
  3. Don’t wait until the last minute. Until you are thoroughly comfortable with the new system, consider filing your document the day before it is actually due.
  4. Personal data identifiers must not be included on any document filed with the court, including exhibits. See General Order 03-5 filed July 28, 2003 and the E-Government Act of 2002.
  5. If your document is due on a date certain, it MUST be filed by 6:00 p.m. central time.
  6. Do not electronically file those documents listed in the Policies and Procedures Manual Sec. II (A)(1)(b).
  7. Medical records and employment history should not be included in any filing unless ordered by the assigned judge. These documents may be filed if properly redacted. With leave of Court, unredacted documents may be filed under seal. See Policies and Procedures Manual Sec. II (H)(1)(b).
  8. Determine the size of your document before you begin. Open the document. If you are using Adobe Acrobat, use "Ctrl + D" for a document summary. Other programs may allow you to view the document properties through the drop-down menus at the top of the screen.
  9. You must select ALL items that relate to motions that contain multiple parts (ie. Motion to Compel and for Sanctions.) To select 2 or more items in a pick list, use the "Ctrl" key and click your mouse.
  10. Don’t forget to give the Court Clerk’s office a paper copy, bound at the side, of any document that you e-filed that is over 40 pages total. This includes indices and exhibits. You have 3 business days from the file date to deliver the copy to the Clerk.
  11. The title of your filing should be the same as your selection on ECF. For example, "Motion to Revise Scheduling Order" is really a motion for extension of time. It should be titled "Motion for Extension of Scheduling Order Deadlines." Check the Civil or Criminal ECF filing menus on our website to find the appropriate name for your document.
  12. If you are filing an "Application" or "Request", use "Motion."
  13. In the event the menu does not include the type of motion you are filing, use motion for "Order" because you are asking the Court for an order.
  14. If you cannot locate anything on the list that remotely matches the title or relief requested, call the help desk at 405-609-5555 or 888-609-OKWD(6593). We might have a suggestion.
  15. If you combine your motion and brief, select "Motion" from the menu and type "with brief in support" in the text screen.
  16. You cannot combine a response to a motion and another motion (ie. "Response to Motion to Compel and Motion for Extension of Time to Answer Discovery Requests" or "Response to Motion for Summary Judgment and Cross-Motion for Summary Judgment.") You must use 2 entries. This is a confusing issue. The rules don’t allow you to give us the document twice. If they are so intertwined that separating them would be difficult, try preparing separate abbreviated motions, a combined brief, and a combined appendix.
  17. Read the document entry for accuracy before you continue to the final text screen. Make corrections or start over. Call us if you notice an error in the docket text of an entry with multiple attachments to see if we might be able to correct it for you.
  18. Descriptions of attachments should be specific, accurate and simply stated. For example, "Exhibit 1, Affidavit of Jane Smith."
  19. Exhibits must be labeled with numbers only. No letters can be used. If you have parts to the exhibit, label it "Exhibit 1, Part 1" "Exhibit 1, Part 2"
  20. Any document larger than 2 meg must be split into parts to be filed. Please properly label each part.
  21. Be careful not to select "Parent Company" as the filer. Instead, select the correct party plaintiff or defendant.
  22. Filing fees must be paid by credit card, check, money order or cash in accordance with the Policies and Procedures Manual Sec. II(A)(3).
  23. The 18 day rule for responding to pleadings did not change. If someone files something on the day it is due, it must be filed by 6:00 p.m. Therefore, the response is due 18 days from that date. If someone files something that doesn’t have a due date or files before the due date, the response is due 18 days from the date that it is filed.
  24. If you are filing a return of service of a summons, use the event "Summons Returned Executed." This will automatically calculate the answer date and place that date on the judge’s calendar. Be sure and use "Summons Returned Executed - USA" for summons served on any federal government defendant. This will calculate 60 days for the answer instead of 20.
  25. For any other return, use the event "Return of Service - NON SUMMONS." This includes Marshal’s returns for non-complaint service.
  26. Emails transmitting proposed orders or other proposals to the Judge’s chambers should be properly titled in the subject line: "Proposed Order in [case number]". Emails to chambers must be in a Word Perfect compatible format NOT PDF. See Policies and Procedures Manual Sec. II (G)(2)(b).
  27. If you file a document under seal, enclose the document in an envelope and clearly label the envelope. Unredacted documents filed under seal shall be marked on the envelope "Document filed under seal pursuant to the E-Government Act." If you file a document under seal you must also e-file a notice of conventional filing.
  28. When the system prompts you to select the filer, be careful and select only the party or parties represented by the filer. DO NOT select all defendants or all plaintiffs unless such a selection is appropriate.
  29. To prevent screen display problems in CM/ECF, it is a good idea to occasionally clear your temporary files (or cache).

 

If you have any questions, call us at 609-5555 or toll free (888) 609-6593.