Becoming a Registered user

Frequently Asked Questions - Summary Answers

1.1. How does the eLodgment system work?

eLodgment automates the production and lodgement of court documents. When creating a document the system automatically inserts into the document any information already in the system (eg party names). This level of automation means that the registered user can focus on the substance of the document.  For more information see Frequently Asked Questions - Detailed Answers and Examples

1.2. Why should I use eLodgment?

The main benefit gained by registered users is the ability to file documents at the court without the need to physically attend at the Registry.  eLodgment is available 24 hours a day, seven days a week, subject to the courts’ rules covering the electronic lodgement of documents.  eLodgment saves firms and their clients the expense of sending an outside clerk down to court to lodge documents. There are no extra filing fees for using eLodgment. For more information see Frequently Asked Questions - Detailed Answers and Examples

1.3. Who can use eLodgment?

To use eLodgment you will need to be a registered user.  eLodgment is designed to be used by law firms, government departments and local municipalities. For more information see Frequently Asked Questions - Detailed Answers and Examples

1.4. Where is eLodgment Authorised?

In the Supreme Court, eLodgment is authorised by Rules of the Supreme Court 1971(“RSC”) O67 r20. O67 r.20 requires that eLodgment occur by means of the Court's website. The Supreme Court has approved a website for the purposes of eLodgment only.

In the District Court, eLodgment is authorised by District Court Rules 2005 (“2005 DCR”) r20. The District Court of Western Australia has approved a website address in accordance with rule 20 for the purposes of filing and lodgment of documents.

In the Magistrates Court, eLodgment is authorised by  Magistrate Court (General Rules) 2005  (“MCR”) r12(1).  The Magistrates Court of Western Australia has approved a website address in accordance with MCR r12(1) of the Rules for the purposes of filing and lodgment of documents.

2. Technical information

2.1. Do I need any special software to use eLodgment?

No special software is required to use in eLodgment other than a web browser.

2.2. Is there a limit on the size of the document I can lodge?

The size limit on documents and on attachments is 2mb.

2.3. What security measures are in place?

The first line of security is provided by the registered user process.  Only law firms and other appropriately qualified professional users are able to access the system. The registration process means that the data in the system cannot be ‘crawled’ using an internet search program. For more information see Frequently Asked Questions - Detailed Answers and Examples

3. Registration

3.1. How do I register my organisation?

To register your organisation you will need to complete and submit an application form. This form requires you to identify your organisation, the individuals to be registered and their required access level. For more information see Frequently Asked Questions - Detailed Answers and Examples

3.2. What is meant by access levels?

There are two types of access level, Standard and Manager. Standard access allows the individual to create edit, save and delete documents and batches (when a document is created it is placed into a batch, allowing you to lodge more than one document at once). Manager access allows the individual to do all this plus they can create a direct debit account and are able to lodge documents and pay any lodgement fees. Manager access is also required to add or remove users within an organisation.

3.3. How do I update or remove a users’ access?  

To remove or update a user’s access you will need to complete and submit a user update form.

4. Lodging documents - general information

4.1.What documents can I file through eLodgment?

In the Supreme Court, only a Writ of Summons – Indorsement of Claim and a Writ of Summons – Statement of Claim can be filed through eLodgment. 

In the District Court, as a general rule, all the documents required to run a standard action can be filed through the eLodgment.  Click here for a full list of documents that can be filed through eLodgment in the District Court.

In the Magistrates Court, there are currently two forms that can be filed through eLodgment.  They are Form 3s (General Procedure Claims) and Form 4s (Minor Case Claims).

The eLodgment system is in the process of being expanded with the intent that all documents in all courts will be able to filed through eLodgment.

4.2. Can I check a draft before lodging it?

Yes, eLodgment will provide you with an opportunity to review a draft.  For more information see Frequently Asked Questions - Detailed Answers and Examples

4.3. How will a claim or a writ be sealed?

When a claim or a writ is lodged through eLodgment, it will be allocated an action number through the eLodgment system.  The sealed service copy, with the action number, will be electronically returned to the user who filed the document. This electronic  service copy will have the Court seal embedded in the document as a watermark. For more information see Frequently Asked Questions - Detailed Answers and Examples

4.4. How will I know if the application has been successfully lodged?

Documents filed through eLodgment are electronically filed directly into the courts’ electronic file management system.  This is a more advanced system than one in which an image of the document is emailed to the court and then at some later stage printed out by registry staff and placed on the court file. 

As part of the eLodgment process, the user will receive an on screen confirmation that the document has been successfully filed. For more information see Frequently Asked Questions - Detailed Answers and Examples

5. Lodging documents - District Court

5.1. How are affidavits filed?

There are two ways in which an affidavit can be filed through eLodgment (see RSC O67 r20(4); 2005 DCR r20 and 2005 MCR r12(4)).  The first is that it may be filed by the registered user filing a scanned version of the original affidavit.

The second way an affidavit may be filed is for the registered user to file an electronic version of the affidavit. The electronic version does not include the signed jurat. The user must then ensure that the electronic version, instead of showing a signature at any place where a signature appears in the paper version, states the name of the person whose signature it is. This includes both the deponent and the person before whom the affidavit is sworn. The user must also file an undertaking that it has possession of the paper version signed according to law and will retain obtain that subject to any order of the Court. For more information see Frequently Asked Questions - Detailed Answers and Examples

5.2. How does a District Court chamber summons get listed?

In order to give users immediate confirmation that a District Court chamber summons has been successfully filed, the Court has separated the process of allocating the hearing date for the chambers summons from the process of the filing. The format of a chamber summons created in eLodgment contains the words: "Let all parties concerned attend before a judge or Registrar in Chambers on a date and at a time to be fixed by the Court on the hearing of an application  on the part of the Plaintiff/Defendant FOR ORDERS THAT:". This document will come back in the same form as the service copy of the chamber summons. For more information see Frequently Asked Questions - Detailed Answers and Examples

5.3. How does a District Court pre-trial conference get listed?

A District Court pre‑trial conference is listed in the same way as a chamber summons. The entry for trial papers are filed, and the sealed service copies generated, without the immediate allocation of a pre‑trial conference date. The filing of the entry for trial papers triggers a work request for a registry officer to allocate a pre‑trial conference date. This date is allocated and the lodging party advised by letter sent through the eLodgment system user For more information see Frequently Asked Questions - Detailed Answers and Examples

5.4. How does eLodgment communicate with me?

eLodgment uses an electronic mail box system to communicate with users. This is authorised 2005 DCR rule 21A. The electronic mailbox is used to serve registered users with specific District Court documents. These include:

Also, if a Memorandum of Appearance is lodged on a matter that already has a Case Management Timetable and/or any hearings listed, the system will produce copies of the Case Management Timetable and a list of any hearings listed for the client lodging the new memo.

When a Registry officer processes one of the above mentioned eLodged documents, the courts’ file management system will generate a hard copy of the notice for non-email service distribution and, for electronic notification, a stored electronic version of the notice. The system will also generate an email to the registered user advising them they have a document in their electronic mailbox to be viewed and downloaded. The registered user can then log into eLodgment to obtain a copy of the notice from their Incoming Documents link on their Main Menu.

5.5. Can I serve documents by email?

Service of documents by email is dealt with by RSC Order 72 and 2005 DCR rule 21(2). In summary terms, for a document to be able to be served by email in the District Court two things must be present:

• The other party must have provided an email address for service.
• The document must be one which is capable of being filed electronically.

If a document is capable of being filed electronically (for example a defence) and the other party has provided an email address for service, then the rules allow the party filing the document to serve it by email (for example as a PDF file), even though it has not been lodged electronically.

Where documents have been filed through eLodgment, the service copy may be saved from the eLodgment system into the user’s own computer system so as to facilitate service by email.

6. Court fees

6.1. How do I pay court filing fees?

eLodgment contains the capacity for court filing fees to be paid online. There are two ways the court filing fees can be paid. The first is to pay the relevant fees using a credit card as part of the lodgement process for each document batch. The court accepts Mastercard or Visa card.  For more information see Frequently Asked Questions - Detailed Answers and Examples

The second is to establish a direct debit link between the eLodgment system and the registered user's bank account.  For more information see Frequently Asked Questions - Detailed Answers and Examples

6.2. What do I need to do if my client wishes to have fees waived or deferred?

Applications for fee waivers or deferrals need to be completed and submitted manually. The relevant forms are at the following links:

• Supreme Court (Fees) Regulations 2002 Form 2 
• District Court (Fees) Regulations 2002 Form 2 

7. Search functions

7.1. What can I search if I am a registered user?

A registered user can search basic information on civil files in the Supreme and District Court. The information that can be gathered from this functionality includes:

• Names of parties.
• Parties' representatives.
• Matter reference number.
• Date lodged.
• Hearings.
• Index of documents lodged.

The registered user who is not a solicitor on the record will not be able to view any documents filed through eLodgment. 

7.2. What documents can I view if I am the solicitor on the record?

A registered user who is the solicitor on the record in a particular action in the Supreme or District Court can view documents which has been lodged electronically in that action. For example, assume the plaintiff and defendant are both registered users. The defendant electronically lodges a defence. The plaintiff can search the documents filed, note that defence has been filed, click on it and an image of the document will appear. This image may be printed or saved.

A registered user who lodges a document can also retrieved and view the document via the ‘search previously lodged documents’ link on the main menu page.

If a registered user did not lodge the document, but they are on the record for another party in the action, then they can use the ‘search matter’ function at the bottom of the main menu page to display the relevant matter. A link will then be made available inviting users to view a list of lodged documents. Any document lodged electronically will then have a view link next to it, which will cause the said document to display in MS Word when pressed.

8. Help and support

8.1. Is there any online assistance?

Yes, eLodgment has a comprehensive help application which covers all standard eLodgment processes.

8.2. Who do I contact if I have a difficulty with eLodgment?

If the difficulty concerns the technical operation of eLodgment, then you should contact the Courts Technology Group Helpdesk on (08) 9425 2645 from 8.15am to 4.45am Monday to Friday, or you can send a message to ctghelpdesk@justice.wa.gov.au at any time.

If your difficulty concerns the eLodgment system in general, or the court's processes, then you should contact the court directly. At Magistrates Court please call the Perth Civil Registry on (08) 9425 2222, at the District Court you can call the Civil Case Management on (08) 9425 2230 and for enquires at the Supreme Court the number is (08) 9421 5333.

8.3.  How do I suggest improvement to eLodgment?

You can direct feedback to the Courts Technology Group Helpdesk via the details above. They will then direct such comments to the appropriate officer who will liaise directly with the user.