eDocs - electronic document lodgement

www.edocsportal.courts.vic.gov.au

eDocs is a web portal for external court users to securely exchange documents digitally with courts without the need for physical interaction. 

External court users can use the eDocs Portal for electronic lodgment of new documents and to file on existing cases for all jurisdictions across the Magistrates' Court of Victoria and Children's Court of Victoria, excluding child protection. 

All jurisdictions of both courts, including child protection, will be part of the final case management system. 

In addition to responding to challenges impacting court operations by coronavirus (COVID-19), eDocs offers a more efficient way to lodge court documents by enabling external court users to:

• Lodge and manage case documents electronically
• View, track and download documents when needed
• Receive email notifications and updates when documents have been progressed
• Lodge payments and process refunds online (where relevant)

This is the first part of a broader new case management system that will be rolled out over the next few years.

Civil Release: CMS Portal

From 3 October 2022, most documents filed in the civil jurisdiction of MCV will be filed in the new CMS Portal. This transition is part of the wider transformation project of the courts online systems. All other digital document exchange will remain on eDocs.  

 

 

Frequently Asked Questions

eDocs Portal - General

What is eDocs Portal?

The eDocs Portal is an electronic document lodgement portal that enables external parties to upload documents in a scanned format for lodgement with the Magistrates' Court of Victoria (MCV) and Children's Court of Victoria (ChCV). 

This is a preliminary first step being introduced as part of a broader new case management system that will be rolled out over the next few years.

External court users can manage lodgements and will receive email notifications to notify when a document has been reviewed, including the outcome. eDocs also provides an electronic payment service for the relevant fees (where applicable). 

 

How do I create an eDocs account?

Accounts are currently being created on behalf of external court users by the eDocs Support Helpdesk. If you wish to create an eDocs Portal account, please email your request to edocs.support@courts.vic.gov.au. If your organisation already has an eDocs account, your Organisational Admin user(s) can add you as a new user. Please contact the Organisation Admin in your organisation for more information.

 

Which jurisdictions are included in eDocs?

All jurisdictions for MCV and ChCV are included in eDocs, except for child protection. While child protection is not included in the eDocs Portal, the broader new case management system will include this jurisdiction in due course.

 

What type of forms are available for filing in eDocs?

While most forms are included in eDocs, there are several forms that are not included in the initial eDocs release, but may be included in future releases. 

 

What type of document format will eDocs accept?

Only documents in PDF format can be accepted in the eDocs Portal.

 

How do I know when my lodgement has progressed?

You will receive email notifications regarding the status of your document. This includes when it has been lodged, and when it has been accepted or rejected. 

 

What happens if my document has incorrect information?

Your document will be rejected, and the court will provide you with a reason as to why it was rejected. You will be notified via email of this outcome. 

 

Where do I get the form I need to upload to eDocs?

Where you access your forms has not changed. Continue to visit wherever you download, create or source your documents from (such as the MCV, ChCV or VOCAT websites).

If you are a member of an organisation using the eDocs portal - you may continue to access the forms from your organisation's document management system.

 

Are the eDocs Portal links and documents secure?

All documents uploaded to and available for download on the eDocs Portal have been virus scanned for your protection by the Court Services Victoria IT Security System. This also applies to all documents sent to you via email from the CMS Project. 

 

Are there any training materials available for eDocs?

Yes. The training materials for users of the eDocs Portal are fully virtual and self-service. All training materials, including instructional videos and quick reference guides are available in the Help Centre of the eDocs Portal.

 

For staff members of an organisation

I am part of an organisation. Can I create my own user account or does my organisation need to do it?

Initially all organisation accounts are being created by the CMS Project team. If your organisation already has an eDocs account, your Organisational Admin user(s) can add you as a new user. Please contact the Organisation Admin in your organisation for more information. If you need to set up a new organisational account, please email your request to edocs.support@courts.vic.gov.au.

 

Can I use a shared email address to set up an account?

Shared accounts do not meet the courts confidentiality obligations for the information provided, stored and processed through eDocs. Therefore, unfortunately shared email addresses are not allowed. All accounts must be linked to an individual email account. 

 

What happens after my account has been created?

You will receive an email with a link to activate your account. Click the email link and follow the prompts to enter your Unique ID, accept the Terms of Use, and then create a password.

Following this, you will receive three additional emails to confirm that your account has been activated, updated and is ready to use.

 

How do I get access if I miss the deadline to activate my account via the link?

Email activation links expire after 45 days. If you miss this deadline, please email edocs.support@courts.vic.gov.au to arrange for a new email link to be sent to you.

 

What is my Unique ID?

Every organisational staff member must have a one-time use Unique ID, which is a number that is unique to each eDocs user. Your Org Admin User(s) will assign this number to you to enter when you first login to eDocs as part of the system's two-factor authentication process.

Please contact the Org Admin User(s) in your organisation if you do not know your Unique ID.

 

For legal practitioners

I am a sole practitioner. How do I create an eDocs account?

If you have received an email from the CMS Project, please fill in the Bulk User Account Creation Spreadsheet, add yourself as a Trusted Agency Admin in the role assignment column and return to the eDocs enrolment team. If you did not receive an email from the CMS Project, please email edocs.support@courts.vic.gov.au to set up an account.

 

I am a Barrister. Should I have an eDocs account?

While creation of an eDocs account for Barristers is optional, we encourage you to register. Circumstances may arise, including the acceptance of a direct brief, which necessitate the ability to file.

 

What if I'm a private practitioner and I work between two different firms, or with a legal service? Do I need to have two separate accounts?

Yes, you must have two separate eDocs accounts, one for each of the law firms/legal services you work for.

 

I am a lawyer, can law clerks or paralegals lodge forms on my behalf?

Yes. Each person lodging forms must have their own eDocs Portal account and be lodging under their own profile. To ensure that eDocs users do not impersonate any person or entity when using the portal, law clerks and paralegals can lodge documents on behalf of a lawyer, as long as it is under their own account. This is detailed in the eDocs Terms of Use.

 

Why is Electronic Data Interchange (EDI) (via Citex, InfoTrack or Tailored Computer Systems) not included in eDocs?

While EDI is not included in the eDocs Portal, future releases of the CMS Project may include electronic lodgement of civil documentation for lawyers.

 

What is the difference between EFAS and eDocs?

The current Practice Direction for EFAS for criminal appearances or adjournments remains in places - See Practice Direction No.17 of 2020. Therefore, you continue to use EFAS for these matters until further notice. You can use eDocs for all other matters.

 

For self-represented parties

I am representing myself. Can I use eDocs?

Currently only organisations can use eDocs. Self-represented parties continue to lodge documents via the current lodgment channels.