Hancock County Court of Common Pleas, General & Domestic Relations Divisions Electronic Filing Rules

CRITICAL

Case types and filings designated as prohibited may not be filed electronically and must be presented on paper by U.S. Mail or at the clerk's counter.

(c) Prohibited eFile Case Types. These are case types and filings that may not be filed electronically and shall be presented in paper form via traditional means via U.S. Mail or at the clerk's counter.

CRITICAL

Case types and filings designated as prohibited eFile may not be filed electronically and must be presented on paper by U.S. Mail or at the clerk’s counter.

(c) Prohibited eFile Case Types. These are case types and filings that may not be filed electronically and shall be presented in paper form via traditional means via U.S. Mail or at the clerk's counter.

CRITICAL

Applies to

Court document

Documents in designated eFile case types must be filed through the court's electronic filing system, and the clerk may not accept paper filings from represented litigants in mandatory eFile case types.

All pleadings, motions, briefs, memoranda of law, deposition transcripts, transcripts of proceedings, orders, or other documents submitted in designated eFile case types shall be filed electronically through the court's electronic filing system. The clerk shall not accept or file any document in paper form in mandatory eFile case types from litigants represented by counsel.

CRITICAL

Applies to

Pleading

In mandatory eFile case types, pleadings and instruments may not be filed on paper, and represented parties must register to eFile documents.

For eFile case types designated as mandatory, the court shall not accept or file any pleadings or instrument in paper form. Parties represented by counsel shall eFile a document by registering to use the court's electronic filing system.

CRITICAL

Documents submitted in camera solely to obtain a discoverability ruling must be filed with the clerk in paper form.

Documents to be presented to a court in camera, solely for the purpose of obtaining a ruling on the discoverability of such documents shall be filed with the clerk of courts in paper form.

CRITICALCriminal cases

When a case type is designated for e-filing, represented parties must promptly enable counsel to use the electronic filing system, and electronic filers or recipients of electronic service must participate in that system.

Upon the designation of any particular case type as an eFile case or filing, the parties to that case who are represented by counsel shall promptly take steps to allow their counsel to file, serve, receive, review, and retrieve copies of their pleadings, notices, orders, and other documents filed in the case electronically. By definition, parties filing electronically or receiving electronic service of any documents filed must become participants in the court's electronic filing system.

CRITICAL

Pro se parties must file and serve on paper unless they petition and the court allows electronic filing and service through the court’s system.

All filings by parties appearing pro se shall be filed and served in paper form, unless the party petitions the court, and the court allows the party, to file and serve electronically, in which case the party may do so through the court's electronic filing system.

CRITICAL

Applies to

In camera discoverability documents

Documents presented in camera solely to obtain a discoverability ruling must be filed with the clerk in paper form.

Documents to be presented to a court in camera, solely for the purpose of obtaining a ruling on the discoverability of such documents shall be filed with the clerk of courts in paper form.

CRITICAL

Beginning January 1, 2026, attorneys must submit all case types and filings electronically; paper submission is barred unless the Clerk of Courts or Court approves it in advance.

Effective January 1, 2026, all case types and filings that are submitted by or on behalf of an attorney shall be submitted via the eFiling system and are designated as Mandatory eFile Case Types. (a) Mandatory eFile Case Types. These are case types and filings that shall be submitted via the eFiling system, and may not be presented in paper form via traditional means unless specifically approved in advance by the Clerk of Courts or the Court.

CRITICALCriminal cases

Designated mandatory eFile case types and filings must be submitted through the eFiling system.

(a) Mandatory eFile Case Types. These are case types and filings that shall be submitted via the eFiling system.

CRITICAL

Applies to

Motion to file under seal

A motion to file documents under seal must be filed and served electronically.

A motion to file documents under seal shall be filed and served electronically.

CRITICALCriminal cases

Applies to

Motion to seal

A motion to file documents under seal must be filed and served electronically.

A motion to file documents under seal shall be filed and served electronically.

CRITICAL

Applies to

Proposed order

Internal proposed orders are e-filed through the county's e-services portal using the applicable document type and judge.

To outline steps necessary to E-File Internal Proposed Orders (an order requiring a later signature of the Judge) 1. Prepare the document you want to E File in Word; 2. Once approved, Open web browser and enter: https://ea.co.hancock.oh.us/eservices/login.page 3. Log in and click eFile tab 4. Enter case number at the top of page (must be in this format: 2017 CR 00123) 5. Click on Create Subsequent Filing 6. Click the drop down menu for Document Type (with the appropriate judge) 7. Click Browse by Upload Proposed Order and attach (must be in Word format) 8. Click on Continue with Filing 9. Click on Submit Filing

CRITICAL

Beginning January 1, 2026, attorneys may not file documents by fax except where the rule specifically allows it; the Clerk may permit fax filings by pro se litigants.

A. Effective January 1, 2026, the filing of documents by facsimile by attorneys will not be permitted, except as may be specifically provided for herein. The filing of documents by pro se litigants may be permitted by the Clerk of Courts. All permitted facsimile filings shall be governed by the provisions of this rule

CRITICAL

Applies to

Documents to be filed under seal

Documents to be filed under seal must be filed with the clerk in paper form.

However, the documents to be filed under seal shall be filed with the clerk of courts in paper form.

CRITICAL

When a case type is designated for eFiling, represented parties must promptly enable counsel to use electronic filing, service, and document access, and anyone filing electronically or receiving electronic service must become a system participant.

Upon the designation of any particular case type as an eFile case or filing, the parties to that case who are represented by counsel shall promptly take steps to allow their counsel to file, serve, receive, review, and retrieve copies of their pleadings, notices, orders, and other documents filed in the case electronically. By definition, parties filing electronically or receiving electronic service of any documents filed must become participants in the court's electronic filing system.

CRITICALCriminal cases

Applies to

Stipulation or other document requiring multiple signatures

The filer must electronically file a multiple-signature document and indicate each signatory.

The filing party or attorney then shall file the document electronically, indicating the signatories, e.g., /s/ Jane Doe, /s/ John Smith, etc.

CRITICALCriminal cases

Applies to

Instructions for service

When electronically filing an original complaint, third-party complaint, or pleading adding a new party, the filing party must also e-file service instructions.

Upon electronically filing the original complaint, third party complaint, or any pleading that adds a new party, the filing party shall also electronically file instructions for service.

CRITICALCriminal cases

Applies to

Pleadings and other documents

Parties in case types designated for electronic filing must file the listed documents electronically through the court's system.

For case types designated for electronic filing, parties shall file all pleadings, motions, briefs, memoranda of law, deposition transcripts, transcripts of proceedings, notices, orders, or other documents electronically through the court's electronic filing system.

CRITICAL

Applies to

Motion to seal

A motion to file documents under seal must be filed and served electronically.

A motion to file documents under seal shall be filed and served electronically.

CRITICAL

Applies to

Instructions for service

When electronically filing an original complaint, third-party complaint, or pleading adding a new party, the filing party must also electronically file service instructions.

Upon electronically filing the original complaint, third party complaint, or any pleading that adds a new party, the filing party shall also electronically file instructions for service.

CRITICALCriminal cases

Applies to

Pleadings and instruments

In mandatory eFile case types, pleadings and instruments are not accepted on paper, and represented parties must e-file by registering to use the system.

For eFile case types designated as mandatory, the court shall not accept or file any pleadings or instrument in paper form. Parties represented by counsel shall eFile a document by registering to use the court's electronic filing system.

CRITICALCriminal cases

Applies to

Pleadings and other documents

Documents in designated eFile case types must be filed electronically, and paper filings are not accepted from represented litigants in mandatory eFile cases.

All pleadings, motions, briefs, memoranda of law, deposition transcripts, transcripts of proceedings, orders, or other documents submitted in designated eFile case types shall be filed electronically through the court's electronic filing system. The clerk shall not accept or file any document in paper form in mandatory eFile case types from litigants represented by counsel.

CRITICAL

Applies to

Document requiring fee deposit

Documents requiring a fee deposit to the Clerk, including complaints, third-party complaints, and post-decree motions, cannot be filed by fax.

D. Notwithstanding other provisions of this Rule, no document that requires a fee deposit to be paid to the Clerk of Courts, e.g., a complaint, a third-party complaint, a post decree motion, shall be accepted for filing by facsimile transmission.

CRITICAL

In mandatory eFile case types, pleadings and instruments may not be filed on paper, and represented parties must register to use the court’s electronic filing system to e-file.

For eFile case types designated as mandatory, the court shall not accept or file any pleadings or instrument in paper form. Parties represented by counsel shall eFile a document by registering to use the court's electronic filing system.

CRITICALCriminal cases

Applies to

Sealed document

Documents to be filed under seal must be filed with the clerk of courts in paper form.

However, the documents to be filed under seal shall be filed with the clerk of courts in paper form.

CRITICAL

A filer must already have been accepted by the Clerk as an E User before e-filing.

Note: 2. Make sure you have already been Accepted by the Hancock County Common Pleas Clerk as an E User.

CRITICALCriminal cases

Applies to

Document requiring filing deposit or fee

A document requiring a filing security deposit or fee for valid filing status must be filed and paid electronically like any other eFile document.

Any document requiring payment of a filing security deposit or a fee to the clerk of courts in order to achieve valid filing status shall be filed and paid electronically in the same manner as any other eFile document.

CRITICAL

Documents in designated mandatory eFile case types must be filed electronically by represented litigants, and the clerk will not accept them on paper.

All pleadings, motions, briefs, memoranda of law, deposition transcripts, transcripts of proceedings, orders, or other documents submitted in designated eFile case types shall be filed electronically through the court's electronic filing system. The clerk shall not accept or file any document in paper form in mandatory eFile case types from litigants represented by counsel.

CRITICAL

Applies to

Sealed document

Documents filed under seal must be submitted to the clerk of courts in paper form.

However, the documents to be filed under seal shall be filed with the clerk of courts in paper form.

CRITICALCriminal cases

Designated prohibited eFile case types and filings must be presented on paper by U.S. Mail or at the clerk's counter, not filed electronically.

(c) Prohibited eFile Case Types. These are case types and filings that may not be filed electronically and shall be presented in paper form via traditional means via U.S. Mail or at the clerk's counter.

CRITICALCivil cases

Applies to

CQE petition

Eligible CQE petitioners must establish an ODRC electronic account and follow the applicable administrative and court rules.

B. Eligible individuals who seek to petition the Court for a CQE shall establish an electronic account with the division of parole and community services of the ODRC and shall follow the administrative rules and regulations adopted pursuant to R.C. 2935.25 and the rules and procedures adopted by the Court.

CRITICALCriminal cases

Pro se parties must file and serve on paper unless they petition and the court permits electronic filing and service through the court's system.

All filings by parties appearing pro se shall be filed and served in paper form, unless the party petitions the court, and the court allows the party, to file and serve electronically, in which case the party may do so through the court's electronic filing system.

CRITICAL

Case types and filings designated as mandatory eFile must be submitted through the eFiling system.

(a) Mandatory eFile Case Types. These are case types and filings that shall be submitted via the eFiling system.

CRITICALCriminal cases

Applies to

In camera discoverability documents

Documents submitted in camera solely to obtain a discoverability ruling must be filed with the clerk in paper form.

Documents to be presented to a court in camera, solely for the purpose of obtaining a ruling on the discoverability of such documents shall be filed with the clerk of courts in paper form.

CRITICAL

Applies to

Document requiring a filing security deposit or fee

A document that requires a filing deposit or fee for valid filing status must be filed and paid electronically like any other eFile document.

Any document requiring payment of a filing security deposit or a fee to the clerk of courts in order to achieve valid filing status shall be filed and paid electronically in the same manner as any other eFile document.

WARNING

Exhibits or other items that cannot be comprehensibly viewed electronically may be filed and served conventionally.

Exhibits or other items that may not be comprehensibly viewed in an electronic format may be filed and served conventionally.

WARNINGCriminal cases

The listed categories may be filed conventionally unless the court expressly requires electronic filing.

Notwithstanding the foregoing, the following types of documents may be filed conventionally, unless expressly required to be filed electronically by the court:

WARNINGCriminal cases

Applies to

Exhibits or other items

Exhibits or other items that cannot be comprehensibly viewed electronically may be filed and served conventionally.

Exhibits or other items that may not be comprehensibly viewed in an electronic format may be filed and served conventionally.

WARNING

Use Chrome, not Internet Explorer, to access e-filing.

Note: 1. Always open e filing in CHROME; NOT Internet Explorer:

WARNING

Applies to

Exhibits or other items not comprehensibly viewable electronically

Exhibits or other items that cannot be comprehensibly viewed electronically may be filed and served conventionally.

Exhibits or other items that may not be comprehensibly viewed in an electronic format may be filed and served conventionally.

WARNINGCriminal cases

The clerk has no duty or responsibility to remove metadata or personal, private, or confidential information from electronically filed documents.

The clerk of courts has no obligation and shall not be responsible for removing metadata or any personal and private or confidential information contained in a document that is electronically filed.

WARNING

The clerk has no duty or responsibility to remove metadata or personal, private, or confidential information from an electronically filed document.

The clerk of courts has no obligation and shall not be responsible for removing metadata or any personal and private or confidential information contained in a document that is electronically filed.

WARNINGCivil cases

Applies to

CQE petition

CQE petitions should be completed electronically on the prescribed form, but paper filing is accepted and petitioners are encouraged to use the ODRC website.

C. All petitions for a CQE should be completed electronically, through the ODRC website, on the form prescribed by the division of parole and community services. The Court will accept the paper filing of a petition for a CQE. However, Petitioners are encouraged to apply through the ODRC website www.drccqe.com for the most efficient processing.

WARNINGCriminal cases

The court’s e-filing portal must display a warning that metadata removal is the filer’s responsibility and remaining metadata may enter the public record.

The following warning shall be posted on the court's e-filing portal: "WARNING: Removal of document metadata is the responsibility of the filer. Any document metadata remaining may become part of the public record."

WARNING

If the e-filing interface is nonfunctional for more than one hour, the clerk may post outage instructions, which may require or permit paper filing at the clerk’s discretion or by court order.

In the event of a technical failure which renders the clerk of court's eFiling interface non- functional for more than one hour, the clerk may provide notice on its website indicating the anticipated resolution time and what steps filers should take in the interim. At the discretion of the clerk or by order of a judge of the court, these steps may include a period of time where paper filing is required or permitted.

WARNING

The listed document types may be filed conventionally unless the court expressly requires electronic filing.

Notwithstanding the foregoing, the following types of documents may be filed conventionally, unless expressly required to be filed electronically by the court:

WARNING

An electronically filed document is deemed authorized by the party assigned to the identifier used unless that party proves otherwise by clear and convincing evidence to the court's satisfaction.

All documents filed electronically will be deemed to be made with the authorization of the party who is assigned to the specific unique electronic identifier, unless the party demonstrates to the satisfaction of the court, by clear and convincing evidence, to the contrary.

WARNING

A designated representative must use the assigned confidential, unique identifier for electronic case activity and is responsible for its security and use.

The court's electronic filing system shall assign the party's designated representative(s) a confidential and unique electronic identifier that must be used to file, serve, receive, review, and retrieve electronically filed pleadings, orders, and other documents filed in the assigned case. Each person to whom a unique identifier has been approved shall be responsible for the security and use of such identification.

WARNING

The facsimile-filing rule applies to civil, criminal, and domestic relations proceedings, and fax does not include email transmission.

B. The provisions of this rule are adopted under Civil Rule 5(E) and apply to civil, criminal and domestic relations proceedings in this court. The term “facsimile” refers to the transmission of a source document by a facsimile machine that encodes a document into optical or electrical signals, transmits and reconstructs the signals to print a duplicate of the source document at the receiving end. “Facsimile” transmission does not include transmission by e-mail. “Fax” is an abbreviation for “facsimile” and has the same meaning.

WARNING

Pro se parties must file and serve on paper unless they petition and the court permits them to file and serve electronically through the court's system.

All filings by parties appearing pro se shall be filed and served in paper form, unless the party petitions the court, and the court allows the party, to file and serve electronically, in which case the party may do so through the court's electronic filing system.

WARNING

The court’s e-filing portal must warn that metadata removal is the filer’s responsibility and that remaining metadata may become public; failure to post the warning does not change that responsibility or create a duty for the clerk or court.

The following warning shall be posted on the court's e-filing portal: "WARNING: Removal of document metadata is the responsibility of the filer. Any document metadata remaining may become part of the public record." The failure to post this warning on the court’s e-filing portal does not change or alter the responsibility of the filer and does not impose any obligation on the clerk of courts or the court.

WARNING

Personal data identifiers should be filed under separate cover in accordance with section 2.05 of these rules.

Personal data identifiers should be filed under separate cover in accordance with section 2.05 of these rules.

INFOCriminal cases

Applies to

Complaints pleadings and other documents

Complaints, pleadings, and other documents may be filed electronically over the Internet, subject to this rule.

In conformity with the Revised Code, Civil Rule 5(E), Criminal Rule 12(B) and the Rules of Superintendence for the Courts of Ohio, complaints, pleadings and other documents may be filed with the clerk of court electronically via the Internet, subject to the provisions in this rule.

INFO

The Clerk's fax machine accepts document transmissions 24 hours a day, seven days a week, including holidays, at (419) 424-7801.

However, the fax machine will be available to receive facsimile transmission of documents on the basis of 24 hours per day, seven days per week, including holidays, at the following number: (419) 424-7801.

INFO

Case types or filings designated as discretionary may be submitted electronically.

(b) Discretionary eFile Case Types. These are case types and/or filings that may be submitted via the eFiling system.

INFOCriminal cases

Designated discretionary eFile case types and filings may be submitted through the eFiling system.

(b) Discretionary eFile Case Types. These are case types and/or filings that may be submitted via the eFiling system.

INFO

Complaints, pleadings, and other documents may be filed electronically via the Internet, subject to this rule.

In conformity with the Revised Code, Civil Rule 5(E), Criminal Rule 12(B) and the Rules of Superintendence for the Courts of Ohio, complaints, pleadings and other documents may be filed with the clerk of court electronically via the Internet, subject to the provisions in this rule.

INFO

Electronic filings may be submitted to the clerk 24 hours a day, seven days a week.

An electronic filing may be submitted to the clerk twenty-four hours a day, seven days a week.

INFO

Case types and filings designated as discretionary eFile may be submitted through the eFiling system.

(b) Discretionary eFile Case Types. These are case types and/or filings that may be submitted via the eFiling system.

INFOCriminal cases

The electronic version is the official court record for electronically filed documents and scanned paper documents uploaded to the system.

For documents that have been electronically filed or documents filed in paper format that have been scanned and uploaded to the electronic filing system, the electronic version constitutes the official court record.

INFO

Applies to

Court document

Complaints, pleadings, and other documents may be filed electronically via the Internet, subject to this rule.

In conformity with the Revised Code, Civil Rule 5(E), Criminal Rule 12(B) and the Rules of Superintendence for the Courts of Ohio, complaints, pleadings and other documents may be filed with the clerk of court electronically via the Internet, subject to the provisions in this rule.

INFOCriminal cases

Electronically filed papers have the same force and effect as papers filed by traditional means.

Electronically filed papers have the same force and effect as those filed by traditional means.