CIVIL ECF PROCEDURES GUIDE
UNITED STATES DISTRICT COURT
DISTRICT OF MINNESOTA
Updated: April 2025
Civil ECF Procedures Guide
CONTENTS
E-FILING SYSTEM REQUIREMENTS AND OVERVIEW .......................................................................................... 1
System Availablity and Timeliness ............................................................................................................. 2
Your CSO (Central Sign-On) Account........................................................................................................... 3
Fees Payable to the Clerk ........................................................................................................................... 4
E-FILING AND SERVICE OF DOCUMENTS ........................................................................................................... 5
Title of Docket Entries ................................................................................................................................ 5
Correcting Docket Entries........................................................................................................................... 5
Technical Difficulties .................................................................................................................................. 5
Hyperlinks.................................................................................................................................................. 6
Filing .......................................................................................................................................................... 6
Service of Process ...................................................................................................................................... 8
Signatures .................................................................................................................................................. 9
Consent to Disposition of Case by Magistrate Judge ................................................................................... 9
Motion Practice ....................................................................................................................................... 10
Courtesy Copies ....................................................................................................................................... 11
Orders ..................................................................................................................................................... 11
Consent Decrees ...................................................................................................................................... 12
Trial Documents ....................................................................................................................................... 12
PRIVACY PROTECTION FOR FILINGS MADE WITH THE COURT ......................................................................... 12
SOCIAL SECURITY CASES ................................................................................................................................. 14
IMMIGRATION CASES..................................................................................................................................... 14
AO FORM 120 – REPORT ON THE FILING OR DETERMINATION OF AN ACTION OR APPEAL REGARDING A
PATENT OR TRADEMARK ............................................................................................................................... 14
AO FORM 121 – REPORT ON THE FILING OR DETERMINATION OF AN ACTION OR APPEAL REGARDING A
COPYRIGHT .................................................................................................................................................... 14
TRANSCRIPTS ................................................................................................................................................. 14
ADMINISTRATIVE RECORDS ........................................................................................................................... 15
FILING DOCUMENTS UNDER SEAL .................................................................................................................. 15
Page | i
CONVENTIONAL FILING OF DOCUMENTS........................................................................................................ 16
VOLUMINOUS DOCUMENTS........................................................................................................................... 17
EXHIBITS ........................................................................................................................................................ 18
EX PARTE SUBMISSIONS AND IN CAMERA REVIEW ......................................................................................... 20
PUBLIC ACCESS TO THE SYSTEM DOCKET ........................................................................................................ 20
BILL OF COSTS ................................................................................................................................................ 21
BANKRUPTCY APPEALS .................................................................................................................................. 21
Civil ECF Procedures Guide
E-FILING SYSTEM REQUIREMENTS AND OVERVIEW
Unless otherwise permitted by these administrative procedures, by local rules, by a general order of the
court, or unless otherwise specifically authorized by the assigned District Judge or Magistrate Judge, all
documents 1 submitted for filing in civil cases in this district on or after May 17, 2004, no matter when a
case was originally filed, must be filed electronically as Portable Document Format (PDF) files 2 using the
Electronic Case Filing System (ECF).
1. New Cases. Complaints, notices of removal, civil cover sheets, summonses, and other initiating
documents are governed by the New Cases (Complaints, Petitions, and Removals) section of these
procedures.
2. Pro Se Litigants. Pro Se Prisoner and non-prisoner Pro Se filers are automatically exempt from being
required to file electronically in ECF.
3. Miscellaneous Cases. Miscellaneous cases are governed by the Miscellaneous Cases section of these
procedures.
4. Social Security Cases. Social Security cases are governed by the Social Security Cases section of these
procedures.
5. Documents Filed Under Seal. Documents filed in a case under seal must be filed electronically as
directed under LR 5.6 and are governed by the Filing Documents Under Seal section of these
procedures.
6. Restricted Filings. Some electronically filed documents in ECF may have different restriction levels
placed upon them (i.e. sealed, court only, applicable party, or ex parte).
If a document is restricted and the user has appropriate access to it, when clicking on the
document number link in the Notice of Electronic Filing (NEF), the user will be prompted for
his/her Public Access to Court Electronic Records (PACER) username/password. This is simply a
security measure to ensure they have proper access to view the document. The user must enter
his/her PACER username and password, click the redaction box, and then click the login button
to access the restricted document.
When both the document and the docket entry are restricted, the public docket report will show
skipped document numbers.
If a document is restricted and the docket text is public, when clicking on the document number,
a user who does not have access to the document will be prompted with a message stating that
the document is not available, or that you do not have permission to view this document.
7. Documents Filed Conventionally (i.e., in paper). Documents or material not filed electronically are
governed by the Conventional Filing of Documents section of these procedures.
8. Exemption from ECF. An attorney may apply to the assigned Magistrate Judge for exemption from
filing electronically on a case-by-case basis. Exemptions from ECF will not be granted as a matter of
course, but only upon a credible and persuasive demonstration of good cause. The grounds on which
1
The requirement that all documents be filed electronically includes motions, memoranda, briefs, exhibits, etc. It also
includes transcripts of proceedings, and deposition transcripts if they are filed with the court. See LR 5.1; LR 80.1.
2
All PDF files must be compatible with Adobe Acrobat Version 10.0 and higher. Please see “PDF Troubleshooting Tips
and Tricks” for more information.
Page | 1
Civil ECF Procedures Guide
an exemption is requested must be explained in substantial detail. If an exemption is granted, it may
be withdrawn at any time and the attorney will thereafter be required to file documents
electronically in ECF. A “Request for Exemption from Electronic Filing” must be filed in paper with
the Clerk. Clerk’s Office staff will scan and file the form in ECF and the application will be reviewed
by the assigned Magistrate Judge.
9. Court’s Discretion. The Clerk, District Judges, or Magistrate Judges of this court may deviate from
these procedures without prior notice if deemed appropriate, in the exercise of discretion,
considering the need for the just, speedy, and inexpensive determination of every action. The court
may also amend these procedures at any time without prior notice.
10. Document Retention. In general, the Clerk’s Office does not retain original documents submitted
conventionally. If conventionally filed documents are scanned and posted to ECF, the electronically
filed document maintained on the court’s servers constitutes the official court record of the
document. The original document is either returned (by request) to the party who submitted it,
recycled, or shredded if the document is sealed/restricted.
Several documents require the signature of a non-attorney, such as a grand jury foreperson, a third-
party custodian, a United States Marshal, an officer from Pretrial or Probation, or some other federal
officer or agent. In general, the Clerk’s Office will scan these documents and post to ECF. The
electronically filed document is the official record.
11. Original Signatures of Non-Parties. Documents containing original signatures of non-parties are
governed by the Signatures section of these procedures.
SYSTEM AVAILABLITY AND TIMELINESS
1. System Availability. ECF will be available 24 hours a day, seven days a week except during scheduled
maintenance. Advance notice will be provided to ECF users by way of email and on the District Court’s
public website when maintenance is required.
2. Timeliness. A document will be deemed to be timely filed if filed:
Electronically in ECF prior to midnight on its due date, or
Conventionally (i.e., in paper), in the Clerk’s Office before 4:30 p.m. Central Time on its due
date, unless a specific time is designated by a judge. Please consult the Conventional Filing of
Documents section of these procedures for instructions on how to file documents
conventionally.
3. Help Desk. Please note, the District Court’s Help Desk is only supported between the hours of 8:00
a.m. and 4:30 p.m. Central Time, Monday through Friday. Contact the District Court’s Help Desk at:
Toll-Free Help Desk: (866) 325-4975 or (612) 664-5155
or
Email:
[email protected]
Page | 2
Civil ECF Procedures Guide
YOUR CSO (CENTRAL SIGN-ON) ACCOUNT
1. Passwords
An attorney must not knowingly permit or cause to permit his or her password to be utilized by
anyone other than an authorized employee of his or her office.
Do not share log in credentials with third-party service providers: The Central Sign-On
functionality in the Next Generation (NextGen) of CM/ECF, allows filers to access PACER and
NextGen CM/ECF systems using a single PACER account. If attorneys share these log in credentials
with a third-party service provider, the provider will be able to access restricted documents
(including sealed documents) to which the filer has access. If the third-party service providers
place the restricted documents they obtain in internet repositories, other users of the third-party
service or software may access the documents and/or make them publicly available. Once an
attorney obtains ECF filing access, the attorney is responsible for all documents filed using the
attorney’s username and password and is subject to Rule 11 sanctions (Fed. R. Civ. P. 11).
Attorneys Admitted to Practice in This Court. Each attorney admitted to practice in the District
of Minnesota is entitled to one ECF account, which will allow the attorney to retrieve and file
documents electronically and to receive notices of electronic filing.
Attorneys Admitted Pro Hac Vice. An attorney admitted to practice pro hac vice in the District
of Minnesota is entitled to one ECF account, which will allow the attorney to retrieve and file
documents electronically and to receive notices of electronic filing. Pro hac vice admissions in
this district are for a specific case.
An attorney’s affiliation with multiple cases on a pro hac vice basis must be made by separate
motion and payment of the admission fee for each individual case, unless otherwise ordered by
the court. 3 See LR 83.5(d)-(e) for guidance on pro hac vice admission for nonresident attorneys
and government attorneys. To obtain admission pro hac vice, nonresident attorneys must
associate with an active member in good standing of the court’s bar who must participate in the
preparation and presentation of the case and accept service of all papers served.
Non-Prisoner Pro Se. A non-prisoner pro se party may complete and sign an “Application for Pro
Se Litigant to File Electronically” form. In addition to submitting the form, applicants must also
obtain an individual PACER account and apply for electronic filing access with the District of
Minnesota through the “Non-Attorney E-File Registration” option on PACER’s website. If the
application is approved, the applicant will log in through PACER to file electronically. If the court
becomes aware of misuse of ECF, access will be revoked by the court without advance notice.
Upon closure of the case for which access is granted (and the expiration of all appeal periods),
the account will be deactivated.
Prisoner Pro Se. Prisoner pro se parties must file their documents in paper.
2. Good Standing
Attorneys will retain filing access while in good standing with the bar of this court or when
admitted pro hac vice. To be in good standing, an attorney must comply with the requirements
of LR 83.6, including timely payment of the re-registration fee due every third year during the
court’s re-registration process.
3
The pro hac vice admission fee is waived for attorneys representing the United States or its officers or agencies.
Page | 3
Civil ECF Procedures Guide
Existing attorneys (those who were admitted in the District of Minnesota prior to October 5, 2015
and have an active ECF account) must link their ECF account to their individual PACER account
for filing access. Please see the Case Information page for additional information and procedures.
Attorneys seeking admission and filing access must make a request through PACER. Please review
the attorney admissions forms for specific instructions. Please note that pro hac vice and Multi
District Litigation (MDL) attorneys also obtain filing access with the court through PACER.
The username and password used to submit documents to ECF serve as the attorney’s signature
on all electronic documents filed with the court. The username and password also serve as the
attorney’s signature for purposes of Fed. R. Crim. P. 49(b)(2), the local rules of this court, and any
other purpose for which a signature is required in connection with proceedings before the court.
If an attorney believes the security of an existing account has been compromised and a threat to
ECF exists, the attorney must change his/her Central Sign-On (CSO) password immediately.
Directions on how to do so are listed on PACER’s website, or attorneys may call the Help Desk for
assistance. If an ECF account has been misused, contact the Help Desk.
Attorneys who have forgotten their password should use the automated password reset and
username recovery function on the PACER login page.
Attorneys whose email address, mailing address, telephone number, or fax number have
changed, must log into their CSO account and change their personal information in the “Manage
My Account” section of PACER’s website. It is the responsibility of the attorney to change this
information in a timely manner.
If the Clerk’s Office receives a “bounce back” or an undeliverable e-mail notice from a Registered
User’s primary or secondary e-mail account, no follow up will occur by court staff. It is the
Registered User’s responsibility to update all information as it pertains to the user’s account.
Registration as a participant in the Electronic Filing System constitutes consent to electronic
service of all documents in accordance with the Federal Rules of Civil and Criminal Procedure.
FEES PAYABLE TO THE CLERK
1. Any fee required for filing a pleading or paper is payable to the Clerk of the Court by credit/debit
card, check, money order, or cash. The Clerk’s Office will document the receipt of fees on the docket
sheet. The court will not maintain electronic billing or debit accounts for lawyers or law firms.
2. Secure, online payments may be made by a checking or savings account or by a credit or debit card
as part of specific e-filing events through the U.S. Treasury’s Pay.gov website. Pay.gov will not
maintain credit card numbers or debit accounts for future billing.
3. ECF allows for electronic payment of fees in the following events: Notice of Appeal to the 8th Circuit,
Motion for Pro Hac Vice Admission (Resident and Non-Resident Movant), Attorney Re-Registration,
Complaint, Notice of Removal, Petition (in a Civil Case), Petition for Writ of Habeas Corpus, Prisoner
Complaint under 42 U.S.C. § 1983, and Petition re: Review of Naturalization Application. Attorney re-
registration fees may be paid through ECF (under the Utilities menu).
4. Electronic payment through Pay.gov is mandatory for appeal fees, pro hac vice admission fees,
attorney re-registration fees, and initiating documents in miscellaneous cases (see Electronic Case
Opening Instructions for Miscellaneous Cases).
Page | 4
Civil ECF Procedures Guide
When using these events, the e-filer is prompted for electronic payment of the required filing
fee. The e-filer’s browser is automatically directed to the secure Pay.gov website, and
credit/debit card billing information is entered. The payment transaction is seamlessly integrated
in the ECF filing event, and a Pay.gov receipt number is automatically added to the filer’s docket
entry text.
The court does not maintain or have access to attorney credit card data through the ECF system.
E-FILING AND SERVICE OF DOCUMENTS
TITLE OF DOCKET ENTRIES
The user who electronically files a document is responsible for designating an appropriate docket entry
title by using one of the docket event categories prescribed by the court. Docket entry titles should be
succinct, preferably with only the title of the document that is being filed in the entry. For assistance in
designating an appropriate docket entry title, contact the Help Desk at 612-664-5155 or 1-866-325-4975.
CORRECTING DOCKET ENTRIES
1. After a document is filed electronically, corrections to the docket must only be made by the Clerk’s
Office. ECF will not permit the filer to make changes to the document(s) or docket entry once the
transaction has been submitted.
2. Documents filed in error in the correct case (e.g., wrong version of the document attached, wrong
event code, etc.) must remain part of the record as filed. Upon discovery of an error, the filer must:
Call the Clerk’s Office Help Desk at 612-664-5155 or 1-866-325-4975 and identify the error.
Clerk’s Office staff will edit the docket text of the incorrect entry indicating “DOCUMENT FILED
IN ERROR” in all caps at the beginning of the docket entry.
Immediately file the correct document in the case in ECF and modify the title of the pleading as
appropriate (e.g., “Amended,” “Substituted,” “Corrected).
3. If a document is filed in the wrong case, the filer must:
Immediately call the Clerk’s Office Help Desk at 612-644-5155 or 1-866-325-4975 to notify the
Clerk’s Office of the error.
The Clerk’s Office will restrict the document to court only and edit the docket text of the incorrect
entry indicating, “DOCUMENT RESTRICTED-FILED IN WRONG CASE” in all caps at the beginning of
the docket entry.
File the document in the correct case.
TECHNICAL DIFFICULTIES
1. Notification of planned system outages will be provided to ECF users by way of email and on the
District Court’s website.
2. A filer who has a deadline and cannot file a document electronically because of a technical difficulty
(e.g., ECF is unavailable, internet service is unavailable, law firm server malfunctions, etc.) may do
one of the following:
Fill out the “ECF Form Declaration of Technical Difficulties.” The form is required to explain what
the technical difficulties were and why the filing is untimely. Serve courtesy copies on the court
Page | 5
Civil ECF Procedures Guide
and parties entitled to service. File the document in ECF as soon as possible once the difficulty is
resolved. Attach the form to the filing.
Contact chambers to request an extension of time to file due to technical difficulties and submit
the document in paper to the Clerk’s Office for filing. Documents filed conventionally are due in
the Clerk’s Office before 4:30 p.m. Central Time on the due date.
3. Filing a New Case with a Statute of Limitations Deadline
A filer who has a statutory deadline and cannot file a new case electronically because of a
technical difficulty (e.g., ECF is unavailable, internet service is unavailable, law firm server
malfunction, etc.) must:
If physically possible, submit the document in paper to the Clerk’s Office for filing. Documents
filed conventionally are due in the Clerk’s Office before 4:30 p.m. Central Time on the due
date.
or
File the case in ECF as soon as possible once the difficulty is resolved. Attach to the filing the
“ECF Form Declaration of Technical Difficulties.” The form is required to explain what the
technical difficulties were and why the filing is untimely; and
File a motion requesting the court to accept the filing even though it is beyond the statute of
limitations.
HYPERLINKS
1. Electronically filed documents may contain the following types of hyperlinks:
Hyperlinks to other portions of the same document;
Hyperlinks to a location on the internet that contains a source document for a citation; and
Hyperlinks to other documents filed within the ECF system in all Federal Courts.
2. Hyperlinks to personal websites, inclusive of law firms, are strictly forbidden.
3. Hyperlinks to cited authority may not replace standard citation format. Complete citations must be
included in the text of a filed document. A hyperlink, or any site to which it refers, will not be
considered part of the record. Hyperlinks are simply convenient mechanisms for accessing material
cited in a filed document.
4. A user cannot access a hyperlink to a restricted document (e.g., a private entry or sealed document)
unless the user has appropriate permissions.
The court accepts no responsibility for, and does not endorse, any product, organization or content
at any hyperlinked site, or at any site to which that site may be linked. The court accepts no
responsibility for the availability or functionality of any hyperlink.
FILING
1. All motions, pleadings, applications, briefs, memoranda of law, or other documents must be
electronically filed in ECF except as otherwise provided by these procedures, by local rule, or court
order.
Page | 6
Civil ECF Procedures Guide
2. Emailing or faxing a document to the Clerk’s Office or to the assigned District Judge or Magistrate
Judge does not constitute filing the document. A document is not filed until ECF generates a NEF.
3. Documents must be filed in accordance with LR 5.2.
4. Documents submitted (after a case is open) on an electronic storage media device (e.g., CD, thumb
drive, etc.) must be preapproved by the District Judge or Magistrate Judge assigned to the case. See
the Filing Documents Under Seal section of this document for exceptions.
5. New Cases (Complaints, Petitions, and Removals)
Initiation documents (e.g., complaints, petitions, notices of removal, etc.) along with civil cover
sheets must be filed electronically in ECF. Filers are responsible for entering all case information
including the Nature of Suit, Cause of Action, and named parties.
New cases filed electronically may be filed twenty-four hours a day seven days a week.
The filing fee is paid electronically through Pay.gov when filing the initiating document, e.g.
Complaint, Notice of Removal, or Petition. If submitting an Application to Proceed in District
Court Without Prepaying Fees or Costs, make this selection when prompted while filing the
initiating document in ECF. The Application to Proceed in District Court Without Prepaying Fees
or Costs must be filed as a separate entry after filing the initiating document.
Copies of state court records and proceedings removed under 28 U.S.C. 1446(a) must be filed
electronically in accordance with LR 5.2(b) and these procedures. Please Note: Motions pending
upon filing with this court will be terminated. You must refile the motions if you would like them
to be considered by this court. The Clerk’s Office will notify the parties that the motions were
terminated by a Text-Only event via a NEF.
Transfers from other federal district courts under 28 U.S.C. 1404 and 1406 are filed electronically
by the Clerk’s Office in accordance with LR 5.2(b) and these procedures. Please Note: Motions
pending upon filing with this court will be terminated. You must refile the motions if you would
like them to be considered by the court. The Clerk’s Office will notify the parties that the motions
were terminated by a Text-Only event via a NEF.
The Clerk’s Office assigns a judge after the case is opened and notifies the filer through ECF, via
the NEF.
Cases that cannot be opened electronically:
Attorneys cannot open sealed civil cases electronically; the initiating documents must be
submitted in paper. Please note, a sealed complaint in a public case must be filed
electronically, followed by a motion to seal the complaint. See the Filing Documents Under
Seal section of these procedures.
Pro se filers (including prisoners) cannot open new cases electronically; they must submit the
initiating documents in paper.
Filers who are unable to open their cases electronically must submit the initiating documents
in paper to the Clerk’s Office. Please note the Clerk’s Office is open 8:00 a.m. to 4:30 p.m.
Central Time on regular business days. Payment must be included at the time of submission.
If paying by check, the short case title should be typed or written directly on the memo line
of the check.
Page | 7
Civil ECF Procedures Guide
If submitting a new case in paper, the new case is filed the day the Clerk’s Office receives the
initiating documents AND the required filing fee or the Application to Proceed in District Court
Without Preparing Fees or Costs. If the Clerk’s Office has initiating documents in its
possession, but has not received the required filing fee, the case will not be opened and
assigned.
6. Miscellaneous Cases. New civil miscellaneous cases must be opened electronically in ECF. See the
Electronic Case Opening Instructions for Miscellaneous Cases for more information.
7. Summonses
Filers may request a summons be issued during the filing of the initiating document. If a summons
was not initially requested when filing the initiating document, file the text only event, Request
to Clerk’s Office to Issue Summons.
The Clerk’s Office will issue the summons electronically through ECF, providing access to the
summons through the NEF email hyperlink.
The summons and complaint must be served in accordance with Fed. R. Civ. P. 4.
8. Notice of Appearance. ECF is only capable of recognizing an entry of appearance on behalf of the
attorney who files the entry of appearance. Accordingly, if an attorney files a notice of appearance
on his or her own behalf as well as on behalf of other attorneys, the additional attorneys will be
added to the case after the filing is reviewed as part of the Clerk’s Office quality control procedures.
9. Attorney Substitution. See LR 83.7.
10. Withdraw as Counsel. See LR 83.7.
11. Amended Filings. Filing an amended document (e.g., an amended complaint, amended answer, etc.)
requires leave of the court. Under LR 15.1 the attorney must file the proposed document as an
attachment to the motion. If the court grants the motion, the attorney must file the amended
document in ECF.
12. Official Court Record. The official court record is the electronic file maintained on the court’s servers
and any documents or exhibits allowed to be filed conventionally.
13. Document Retention. The court encourages attorneys to retain the originals of electronically filed
documents that have intrinsic value.
14. Transcribers and Court Reporters. Transcripts must be filed electronically in ECF in accordance with
LR 80.1 unless otherwise ordered by the court.
SERVICE OF PROCESS
See Fed. R. Civ. P. 5 for information regarding service of process. Filers must serve copies of any
electronically filed pleading, document, or proposed order to parties not served electronically by ECF. 4
When mailing paper copies of documents that have been electronically filed, the filer must also include
a copy of the NEF to provide the recipient with proof of the filing. Documents filed conventionally must
be served conventionally (i.e., in paper) by the filer on all parties entitled to service.
4
Attorneys may verify in ECF that a party is receiving email notice before uploading a filing in ECF. This is accomplished by
selecting the “Utilities” menu. Located under the Miscellaneous heading, click on “Mailings.” Select “Mailing Info for a Case,”
enter the case number, then “Submit.” If more than one case matches the case number, a case verification window may
appear. The “Electronic Mail List” and “Manual Mail List” are displayed.
Page | 8
Civil ECF Procedures Guide
SIGNATURES
1. s/Signature
A pleading or other document requiring a signature must be signed in the following manner:
s/Pat Attorney
Bar Number 12345
Attorney for (Plaintiff/Defendant/ XYZ Company)
m
123 South Street
Minneapolis, MN 55415
Telephone: (612) 555-5555
Fax: (612) 555-5554
[email protected]
2. Non-Attorney/Third Party Signatures. If the original document requires the signature of a non-
attorney, the filer must obtain the original ink signature of the signatory before filing. The filer must
then sign the electronic version of the document using the “s/signature” of the signatory.
By filing the document, the attorney certifies that: (1) the document has been signed by all necessary
people, including affiant and notary, if applicable, and (2) the ink signed originals exist and will be
available in certifying attorney’s office for inspection. Documents containing original signatures must
be filed electronically with originally executed copies maintained by the filer until final resolution of
the action, including final disposition of all appeals.
This rule includes all notarized documents.
The electronically filed document as it is maintained on the court’s servers constitutes the official
version of that record.
3. Multiple Signatures. The following procedure applies when a stipulation or other document (e.g., a
joint motion, joint exhibit list, or 26(f) report) requires two or more signatures:
The filer must initially confirm that the content of the document is acceptable to all signatories.
The filer must then file the document electronically, indicating the signatories with an
“s/signature” (e.g., “s/Jane Doe,” “s/John Smith,” etc.) for each signatory.
4. Signature Disputes. Any party who disputes the authenticity of an electronically filed document
containing multiple signatures or the authenticity of the signatures themselves must file an objection
to the document within 14 days of service of the document. Upon request, the document must be
made available for review.
CONSENT TO DISPOSITION OF CASE BY MAGISTRATE JUDGE
1. Joint Consent Form. The parties may execute a joint consent form which must be filed electronically
in ECF by counsel for one of the parties on behalf of all signatories in accordance with the Multiple
Signatures section of these procedures.
2. Separate Consent Forms. If the parties execute separate forms, counsel must return the executed
consent form for his/her client to the courtroom deputy for the District Judge. When sending the
document by email, please scan the signed document to a PDF and include “Magistrate Judge
Page | 9
Civil ECF Procedures Guide
Consent From – short case title” in the subject line. In the body of the document, counsel should
indicate whether their client consents to have the matter tried before the Magistrate Judge. This
separately executed form need not be served on opposing counsel.
MOTION PRACTICE
Refer to LR 7.1 for the briefing schedule for filing motions, responses, and replies in ECF.
1. Procedurally, attorneys should file their motions in the following order as separate docket entries:
Motion (must be filed first);
Notice of Hearing on Motion (do not combine your motion and notice of hearing on motion in
one document);
Memorandum of Law and Certificate of Compliance
Certificate of Compliance. A memorandum of law must be accompanied by a certificate
executed by the party’s attorney, or by an unrepresented party, affirming that the
memorandum complies with the word or line limits in LR 7.1(f) and with the type-size limit of
LR 7.1(h).
Affidavits and Exhibits (see LR 7.1(l)) regarding the filing of affidavits or exhibits);
Meet and Confer Statement;
Proposed Order (an editable copy must be emailed to chambers); and
Certificate of Service for the above documents only if the above documents were not served
electronically through ECF.
See the “ECF Civil Manual for New Users” for step-by-step instructions on filing motions and related
documents.
2. NOTE: Motions for emergency injunctive relief must be filed in accordance with LR 7.1(d); however,
the moving party may file the motion with initiating documents (e.g., complaints, petitions, notices
of removal, etc.). After receiving the case number and judge assignments, the moving party must
then contact the presiding judge’s courtroom deputy to obtain a briefing schedule and /or hearing
date.
3. Proposed Orders. Under LR 7.1(c) proposed orders must be filed in ECF and an editable copy sent by
email to chambers. Refer to the Proposed Orders section of these procedures for guidance on filing
proposed orders.
4. Courtesy Copies. See the Courtesy Copies section of these procedures.
5. Motion for Documents to be Filed Under Seal. Refer to the Filing Documents Under Seal section of
these procedures and LR 5.6(d)(1) for guidance on filing one document (e.g., affidavit or exhibit)
under seal that is part of a motion that is otherwise unsealed.
6. Withdrawing a Motion. The moving party may withdraw their motion by filing a letter to withdraw
a motion in ECF. Do not send such letters to chambers staff. The motion will be terminated by Clerk’s
Office staff upon receipt of the letter in ECF.
7. Objections and Responses to Motions. Within 14 days after being served with a copy of the
Magistrate Judge’s order, unless a different time is prescribed by the Magistrate Judge or a District
Judge, a party may file and serve objections to the order.
Page | 10
Civil ECF Procedures Guide
Certificate of Compliance. Objections or a response to objections must be accompanied by a
certificate executed by the party’s attorney, or by an unrepresented party, affirming that the
document complies with the word or line limits in LR 72.2(c)(1) and with the type-size limit of LR
72.2(c)(2).
COURTESY COPIES
1. Judges may require two courtesy copies of documents filed. Please review the Practice Pointers for
each judges’ written submissions before delivering the paper courtesy copies to the court.
2. The courtesy copies should be mailed or delivered to the District Judge or Magistrate Judge and
addressed to the judge’s courtroom deputy contemporaneously with the documents being uploaded
in ECF. This requirement applies to dispositive and non-dispositive motions.
ORDERS
1. Orders Issued by the Court
The court must electronically file all signed orders.
Conventional Service of Orders. When the Clerk’s Office mails paper copies of an electronically
filed order to a party who is not receiving service through ECF, the Clerk’s Office will include a
copy of the NEF to provide the party with proof of the filing.
Text-Only Orders. The assigned District Judge, Magistrate Judge, or the Clerk’s Office, if
appropriate, may issue routine orders or notices by a text-only docket entry for which ECF will
generate a NEF and email notification to parties in ECF. In such cases, no PDF document will be
attached. The text-only entry will constitute the court’s only filing on the matter. Copies of the
NEF for the text-only docket entry will be mailed to those not using ECF.
2. Proposed Orders. Proposed orders must be submitted as outlined below:
Proposed orders must not be combined with the motion into one document. Rather, the motion
must be filed first in ECF, and then the proposed order must be filed separately in ECF and be
sent by email to chambers. The proposed order must refer to the document number that ECF
assigns to the motion when the motion is electronically filed.
So that the court may have the flexibility to edit proposed orders, all proposed orders must be
submitted to chambers in a word processing format. Judges will not accept proposed orders in
PDF format. Each judge requires the proposed order to be submitted in either MS-Word or
WordPerfect format.
A proposed order must be sent via email as an attachment to the email address of the chambers
of the judge hearing the motion. When sending the document by email, please include “Proposed
Order – short case title and case number” (e.g., “Proposed Order v. Jones v. Smith – 03cv100”) in
the subject line.
The individual chambers’ email addresses can be found here.
Proposed orders must be sent to either the District Judge or the Magistrate Judge who will hear
the motion. Do not send the proposed order to both judges.
3. Stipulations. Stipulations must be filed in ECF by one attorney.
Page | 11
Civil ECF Procedures Guide
The filing attorney must follow instructions for filing documents requiring multiple signatures in
the Multiple Signatures section of these procedures.
The Stipulation must not include a signature line for the judge.
The District Judge or Magistrate Judge will rule on the stipulation with an order.
Filers must file a proposed order in ECF and send a proposed order to the District Judge or
Magistrate Judge ruling on the stipulation in accordance with the Proposed Orders section of
these procedures.
CONSENT DECREES
1. The party who created the decree must:
Execute the document pursuant to the Multiple Signatures section of these procedures.
Email the document, in word processing format (not in PDF), to the judge who is issuing the
decree. 5
Documents containing original signatures shall be filed electronically with originally executed
copies maintained by the filer until after final resolution of the action, including final disposition
of all appeals. Upon request, the document must be made available for review.
2. Upon approval of the document, the judge will affix his or her “s/signature” and file the consent
decree in ECF.
TRIAL DOCUMENTS
Trial documents such as proposed jury instructions, witness list, exhibit list, and voir dire questions must
be electronically filed in ECF. The presiding judge may also require that a MS-Word or WordPerfect
version of these documents be sent to the chambers email after the ECF filing. The additional request
for a word processing version will be written in the pretrial order of the judge or communicated
informally.
PRIVACY PROTECTION FOR FILINGS MADE WITH THE COURT
The court accepts electronically filed pleadings and makes the content of those pleadings available on
the court’s website via ECF and PACER. Any subscriber to PACER will be able to read, download, store,
and print the full content of documents filed electronically with the court filed after November 1, 2004.
Documents filed under seal will be available to the applicable parties selected during filing. See the
Sealed Civil User’s Manual. Sealed documents will not be available to the public on PACER; however,
some restricted documents may be available at the public terminals in the Clerk’s Office. Documents
filed conventionally under the Conventional Filing of Documents section of these procedures will not be
available via ECF and PACER.
1. Information to be Redacted:
Under Fed. R. Civ. P. 5.2(a), unless the court orders otherwise, an electronic or paper filing with the
court that contains an individual’s social-security number, taxpayer-identification number, or birth
5
By submitting the document with the “s/signature” for all signatories, the party sending the email is certifying that the
document has been signed by all necessary people, including affiant and notary, if applicable, and the ink signed originals
exist and will be available in their office for inspection.
Page | 12
Civil ECF Procedures Guide
date, the name of an individual known to be a minor or a financial-account number, the filing party
or nonparty may include only:
The last four digits of the social-security number and taxpayer identification number;
The year of the individual’s birth;
The minor’s initials; and
The last four digits of the financial-account number.
2. Exercise Caution When Documents Contain the Following:
Personal Identifying Numbers (e.g., driver’s license number);
Medical Records, Treatment and Diagnosis;
Employment History;
Individual Financial Information;
Proprietary or Trade Secret Information.
3. Exemptions.
Under Fed. R. Civ. P. 5.2(b), the redaction requirements do not apply to the following:
A financial-account number that identifies the property allegedly subject to forfeiture in a
forfeiture proceeding;
The record of an administrative or agency proceeding;
The official record of a state-court proceeding;
The record of a court or tribunal, if that record was not subject to the redaction requirement
when originally filed;
A filing covered by Rule 5.2(c) or (d); and
A pro se filing in an action brought under 28 U.S.C. §§ 2241, 2254, or 2255.
4. Waiver of Protection of Identifiers.
A person waives the protection of Rule 5.2(a) as to the person’s own information by filing it without
redaction and not under seal. Fed. R. Civ. P. 5.2(h).
5. Enforcement.
It is the sole responsibility of counsel and the parties to be sure that all pleadings comply with the
rules of this court requiring redaction of personal identifiers. The Clerk will not screen documents for
redaction and will not reject documents solely on the basis that the documents contain personal
identifiers.
6. Filing Unredacted Documents Under Seal.
See Fed. R. Civ. P. 5.2(f)-(g).
The redacted version of the document must be filed in ECF without leave of court in accordance
with the Sealed Documents that Do Not Require Leave of Court section of these procedures.
Page | 13
Civil ECF Procedures Guide
SOCIAL SECURITY CASES
Absent a showing of good cause, all documents, notices, and orders in social security cases filed in the
District Court must be filed and noticed electronically in ECF.
1. The complaint and other documents typically submitted at the time a social security case is initiated
with the District Court must be filed and served according to the Filing section of these procedures.
2. The administrative record must be filed and noticed electronically.
3. All other documents in the case, including briefs, will be filed and served electronically in ECF, unless
the court orders otherwise.
4. Under Fed. R. Civ. P. 5.2, parties and their attorneys of record may have electronic access to all
documents filed in social security cases. The public will have electronic access only to docket sheets,
opinions, orders, judgments, or dispositions of the court. Unless otherwise ordered by the court, all
documents in social security cases may be viewed on the public terminals in the Clerk’s Office during
normal business hours.
5. Social security cases must comply with all redaction procedures under Fed. R. Civ. P. 5.2 (see Privacy
Protection for Filings Made with the Court). However, redaction requirements do not apply to the
administrative record.
IMMIGRATION CASES
Rule 5.2 of the Federal Rules of Civil Procedure require courts to limit remote access to electronic files
in immigration cases. Attorneys of record may have access in ECF to all documents filed in immigration
cases. The public will have electronic access only to docket sheets, opinions, orders, judgments or
dispositions of the court. Unless otherwise ordered by the court, all documents in immigration cases
may be viewed on the public terminals in the Clerk’s Office during normal business hours.
AO FORM 120 – REPORT ON THE FILING OR DETERMINATION OF AN ACTION
OR APPEAL REGARDING A PATENT OR TRADEMARK
AO Form 120 must be filed when a case alleging a patent or trademark infringement is filed, including
amended complaints that add a patent or trademark infringement. This form is sent to the U.S. Patent
and Trademark Office. If you receive an email in a Trademark case that does not involve a mark registered
under Title 15, please inform the Clerk’s Office by replying to the email.
AO FORM 121 – REPORT ON THE FILING OR DETERMINATION OF AN ACTION
OR APPEAL REGARDING A COPYRIGHT
AO Form 121 must be filed when a case alleging copyright infringement is filed, including amended
complaints that add a copyright infringement. The form is sent to the Library of Congress' Register of
Copyrights and entered into its searchable online database.
TRANSCRIPTS
Transcripts of this court’s proceedings must be filed and noticed electronically in ECF under LR 80.1
unless specifically ordered otherwise by the court.
1. ACCESS TO TRANSCRIPTS
See LR 80.1(b) for ECF and PACER access to electronically filed transcripts.
Page | 14
Civil ECF Procedures Guide
2. REDACTION OF TRANSCRIPTS
Electronically filed transcripts are subject to the redaction requirements of LR 5.5, Fed R. Crim. P.
49.1, Fed. R. Civ. P. 5.2.
Attorneys of record, including attorneys serving as “standby” counsel and unrepresented parties
are responsible to request redaction of personal identifiers under LR 5.5.
“Notice of Intent to Request Redaction” or “Notice that No Redaction is Required” must be filed
within 7 days after the transcript was filed.
“Statement of Redaction” must be filed within 21 days after the date the transcript was filed.
See. LR 5.5 for specific instructions.
The redacted transcript will be filed by the court reporter 31 days after the original transcript was
filed.
Extensions of redaction deadline may only be granted by court order.
3. TRANSCRIPT AVAILABILITY
If no redactions are requested or required, the unredacted transcript will be available for
inspection in the Clerk’s Office during the 90-day restriction period unless otherwise ordered by
the court.
If redaction occurred, the Clerk will permanently seal the unredacted transcript unless otherwise
ordered by the court.
ADMINISTRATIVE RECORDS
Records from a judicial or extra-judicial matter held before the initiation of a federal court action must
be filed electronically or may only be filed conventionally with leave of court. See the Obtaining Leave
to File Conventionally section of these procedures.
FILING DOCUMENTS UNDER SEAL
All documents filed under seal must be filed in compliance with LR 5.6. Please review the Sealed Civil
User’s Manual for step-by-step instructions for filing sealed documents.
1. SEALED DOCUMENTS THAT REQUIRE LEAVE OF COURT TO REMAIN UNDER SEAL
All sealed documents relating to motion practice (see LR 5.6(d)) must be filed electronically unless
otherwise ordered by the court.
Sealed complaints in a public case may be filed as the initiating document. A motion to seal and
supporting documents must be filed when the sealed complaint is filed.
Initiating documents for a sealed case must be delivered to the Clerk’s Office to be assigned and
opened. All documents to be filed in a sealed case must be delivered to the Clerk’s Office for filing
until the case is ordered to be unsealed.
All ex parte or in camera submissions must be filed electronically unless otherwise ordered by
the court.
Each sealed document must be filed separately and assigned its own document number or
attachment number LR 5.6(d)(1)and LR 5.6(e)(1).
Page | 15
Civil ECF Procedures Guide
Contemporaneously file a redacted public version of the sealed document or a statement
indicating why the entire document is confidential or redaction is impracticable.
Sealed documents filed under LR 5.6(e) require leave of court to remain sealed. After filing a
sealed document under LR 5.6(e), File a Motion Regarding Continued Sealing.
Sealed trial documents will be determined by each judge in their trial memorandums or on an as-
needed basis. Please contact chambers for further direction.
2. SEALED DOCUMENTS THAT DO NOT REQUIRE LEAVE OF COURT
Cases sealed by statute or local rule must be delivered to the Clerk’s Office to be assigned and
opened. Once the case is opened, the filing attorney will be added to the case and will be able
file future documents in the sealed case. When an attorney answers or responds to the complaint
or petition on behalf of their client, they will be added to the case and will be able to file future
document in the sealed case. Please note: NEFs are not sent in sealed cases. It is the responsibility
of the filing party to serve case participants with the documents filed.
Unredacted documents, filed in compliance with Fed. R. Civ. P. 5.2(f) must be filed under seal
electronically, following the redacted public version of the document.
A reference list filed in compliance with Fed. R. Civ. P. 5.2(g) must be filed under seal
electronically, identifying each item of redacted information and the corresponding unique
identifier listed within the redacted document.
It is not necessary to make a motion or redact the electronic filing of the social security number
in Social Security Appeals cases.
CONVENTIONAL FILING OF DOCUMENTS
The following procedures govern documents filed conventionally (i.e., in paper).
1. IN GENERAL
Leave of Court Required. A party must seek leave of the court to file a document conventionally
if leave is not already so provided by these procedures. (see Obtaining Leave to File
Conventionally).
Leave of Court Not Required. A party may conventionally file the following without seeking leave
of the court:
Items that cannot be converted to electronic form (e.g., video tape, audio tape, etc.).
Physical objects (e.g., baseball bat, painter’s tape).
Timeliness. Documents filed conventionally are due in the Clerk’s Office before 4:30 p.m. Central
Time on the due date.
2. OBTAINING LEAVE TO FILE CONVENTIONALLY
To request permission to file certain documents conventionally:
Complete and file an “Application to File Certain Documents Conventionally.”
The application must be filed in ECF and approved before the filing due date.
Page | 16
Civil ECF Procedures Guide
Please complete the form with a detailed description why you are unable to file the documents
electronically.
The filer must allow 7 days for the assigned Magistrate Judge to review this request.
The Magistrate Judge will issue an order granting or denying the application.
3. FILING CONVENTIONALLY
If leave to file a document conventionally is granted, or if filing items which do not require leave of the
court to file conventionally:
The conventional filing placeholder must be filed in ECF in place of the document or material
being filed conventionally, and is intended to show, in ECF, the existence of the document or
material that reside in the Clerk’s Office.
EXAMPLE: If filing an exhibit conventionally, file the placeholder as if it is the exhibit – using the
“Exhibit” event – but instead of attaching the exhibit, attach the placeholder.
The NEF and the conventional filing placeholder must be attached to the outside of the
envelope of the conventionally filed material.
Mail or deliver the ORIGINAL to the Clerk’s Office. The Clerk will note receipt of the
conventionally filed original materials are on the record.
The conventionally filed material must be filed with the Clerk’s Officer before 4:30 p.m. Central
Time on the due date.
Mail or deliver the COURTESY COPIES (with a copy of the NEF and conventional filing
placeholder attached) to the District Judge or Magistrate Judge handling the matter in a
separate envelope, following the Courtesy Copies section of these procedures.
Conventionally filed materials must be served conventionally, with a copy of the NEF by the
filer on all parties who are entitled to service. The e-notice of the court’s receipt of these
documents does not constitute service.
A Certificate of Service must be filed in ECF for all conventionally filed documents.
VOLUMINOUS DOCUMENTS
1. MAXIMUM FILE SIZE
The maximum file size limit for uploading individual documents (including exhibits) filed in ECF is 35
MB (35,840 KB) per PDF document. The combined file size of PDFs being uploaded technically does
not have a limit and will be determined by your internet speed. However, the court recommends
limiting the combined file size to a total of 35 MB (35,840 KB) (i.e., 10 PDFs at 35 MB each) which is
the maximum file size that is possible to be downloaded at one time.
Before filing, the PDF file size should be checked by locating the file in Windows Explorer, then
right-clicking on the file and choosing “Properties.”
Page | 17
Civil ECF Procedures Guide
Any document which exceeds 35 MB (35,840 KB) in size:
Must be broken down into separate components (PDF files) of 35 MB or less.
Each component must be filed in ECF as a separate attachment with the file containing the
first page of the large document attached as the “Main Document” or as the first
attachment to the main document.
The filer must label each component document clearly when attaching it in ECF (e.g.,
“Exhibit A-1 – Copy of Affidavit of John Doe pgs. 100-200”).
The practical cumulative limit when viewing all or downloading all documents in a single entry
is 60 MB.
2. LEGIBILITY
Filers are required to verify that PDF documents are legible before the documents are filed
electronically with the court.
3. LEAVE TO FILE CONVENTIONALLY
A party may seek leave of the court to conventionally file documents that are too lengthy to
electronically image (i.e., “scan”). See the Obtaining Leave to File Conventionally section of these
procedures for further information.
EXHIBITS
1. PDF DOCUMENT FILE SIZE LIMIT
In accordance with the Maximum File Size section of these procedures, exhibit documents must not
exceed 35 MB (35,840 KB) per PDF document.
2. SCANNING DOCUMENTS
Scan documents at 300 dpi in black and white whenever possible.
Filers must verify that scanned documents are legible before the documents are filed
electronically with the court.
Text-searchable scanned PDF documents are preferred, but not required.
3. EXHIBIT INDEX
The filer must prepare and upload to ECF an Exhibit Index unless the affidavit or another document
serves the same purpose as an index.
The index must either be filed as the “main document” if filing under the “Exhibit” event code,
or as the first attachment to the main documents if filed as an attachment to the pleading.
The following is a sample Exhibit Index:
Exhibit Index
A Copy of Affidavit of John Smith
Page | 18
Civil ECF Procedures Guide
B Excerpts from Jane Doe’s Deposition
C-1 Contract Between XYZ Company and ABC Company (Part
1, Pages 1-15)
C-2 Contract Between XYZ Company and ABC Company (Part
2, Pages 16-24)
D XYZ Company General Ledgers
Page | 19
Civil ECF Procedures Guide
ATTACHMENTS
Each exhibit may be attached as a separate attachment to the main document or exhibits may be
combined into 35 MB components and attached to the main document in “Attachments to
Document” in ECF. Sealed exhibits must be filed as a separate document or attachment, followed by
a redacted exhibit or a statement as to why the exhibit cannot be redacted. See the Filing Documents
Under Seal section of these procedures.
EX PARTE SUBMISSIONS AND IN CAMERA REVIEW
1. EX PARTE SUBMISSIONS
A party who seeks to file a document without giving notice to other parties of record may present
the document to the presiding District Judge or Magistrate Judge, on an ex parte basis, by
electronically filing an ex parte submission. See the Sealed Civil User’s Manual for step-by-step
procedures for filing an ex parte submission.
Any document submitted under this section of the procedures must be clearly labeled “Ex Parte
Submission.” A judge who receives a document submitted ex parte in ECF may direct the party who
submits it to file the document electronically, using normal ECF procedures, or may otherwise handle
and address the document as he or she deems most appropriate.
2. DOCUMENTS SUBMITTED FOR IN CAMERA REVIEW
A party who seeks to present a document to a judge for in camera review, whether acting on the
party’s own initiative or pursuant to a court order, must present the document to the presiding
District Judge or Magistrate Judge by electronically filing the document for in camera review. See the
Sealed Civil User’s Manual for step-by-step procedures for filing an in camera review document.
Any document submitted under this section of the procedures must be clearly labeled “For In Camera
Review.” A judge who receives a document submitted for in camera review in ECF may direct the
party who submits it to file the document electronically, using normal ECF procedures, or may
otherwise handle and address the document as he or she deems most appropriate.
PUBLIC ACCESS TO THE SYSTEM DOCKET
1. PUBLIC ACCESS AT THE COURT
Electronic access to ECF is available to the public at no charge at the Clerk’s Office during regular
business hours. A copy fee for electronic reproduction of documents is required in accordance with
28 U.S.C. § 1914.
2. INTERNET ACCESS
Remote electronic access to ECF is limited to subscribers to PACER. The Judicial Conference of the
United States has established that a user fee will be charged for remotely accessing certain detailed
case information, such as filed documents and docket sheets in civil and criminal cases, as well as
calendars and similar general information.
3. FREE ACCESS TO WRITTEN OPINIONS
Pursuant to the E-Government Act of 2002, written opinions, in all cases, as designated by the
authoring judge, must be available to the public on PACER or on public terminals in the Clerk’s Office
at no charge.
Page | 20
Civil ECF Procedures Guide
4. CONVENTIONAL COPIES AND CERTIFIED COPIES
Conventional copies and certified copies of electronically filed documents may be purchased at the
Clerk’s Office. The fee for copying and certifying will be in accordance with 28 U.S.C. § 1914.
BILL OF COSTS
Bills of cost must be filed in accordance with LR 54.3(c) and in ECF by the filer using the AO 133 form.
Supporting documentation, in the form of affidavits and exhibits, must be filed in ECF in accordance with
the procedures for filing exhibits (see the Exhibits section of these procedures). Counsel must file their
objections and responses in ECF. For more information on filing bills of cost, see the court’s Bill of Costs
Guide.
BANKRUPTCY APPEALS
Please see the New Cases (Complaints, Petitions, and Removals) section for instructions on initiating a
bankruptcy appeal case. Please see the Voluminous Documents section of these procedures for
instruction on filing voluminous documents and the Exhibits section of these procedures for instructions
on filing exhibits.
Page | 21
