CALSPro - California Association of Legal Support Professionals

Automation for Process Servers

Posted March 20, 2019 in Technology

by Samantha Cole

What is automation?

Automation is the use of computer software and other technologies to make certain functions happen with minimal human intervention. Automation technology can vary from the machines used to build cars to automatic email responses.

The ability for automated processes to replace manual labor have often lead to fear that machines will steal the jobs of humans. Contrary to knee-jerk reactions, technology actually makes businesses run significantly smoother when used correctly. Automation allows for less time working on tedious tasks and more time focusing on other aspects of the business.  

How can process servers use automation?

In order to succeed, process servers have to run their business effectively. This means the majority of a server’s energy is dedicated to tasks that keep a business healthy which are often time-consuming and menial. These tasks could include answering and responding to phone calls, data entry, billing, posting on social media, and asking for reviews. With the right applications and software, all of these tasks can be automated, freeing the process server up to spend more time in the field.

The Tools You Need

While using technology in this way may sound futuristic, it’s actually completely attainable and reasonable to set up automation systems within your business. Set aside some time to familiarize yourself with these tools that will help you get started:

Ruby Receptionists

For a lot of process servers, answering phone calls can be extremely time-consuming. Using a virtual receptionist company like Ruby Receptionists saves you from having to wade through unnecessary phone calls to get to the ones that matter. Ruby uses real-life receptionists that interact with your customers and technology that allows them to answer calls with your company’s information.

Zapier

Between interacting with clients, scheduling jobs, and marketing, you move between a lot of web applications as a business owner. Zapier integrates these different web apps so they interact, passing information and creating workflows. Whether it’s automating your online review requests or publishing a Tweet when you post on your blog, Zapier can save you time by simplifying your processes.

Stripe

Making the payment process simple and easy is beneficial for both you and your customers. Using Stripe allows you to build a scalable online billing platform that is secure and efficient. You can use the app and its integration capabilities to accept payments, manage revenue, and maintain your business online.

ServeManager

Built specifically for process servers, ServeManager provides the perfect tools to help you save time and energy while in the field and managing serves. Its online platform allows servers to easily collaborate with clients and contractors by sharing notes, affidavits, and updates from the road. It also enables you to invoice clients through the software, log your GPS coordinates and photos from the field, and print and share affidavits easily.

Zoom

Whether you’re meeting with employees or potential clients, having a reliable video conferencing system in place can save you time in avoiding the hassle usually associated with video meetings. In addition, Zoom also offers options for video webinars, recording meetings, collaboration-enabled conference rooms, and a phone system.

Formstack

There are a variety of ways you could use forms to collect data or reviews for your process serving business. Formstack allows you to create functional and clean forms without coding knowledge. It can also connect your online forms to other apps and safely collect your data so you can make informed business decisions.

Fiverr

You may be a one-man business, but that doesn’t mean you can (or should) do everything yourself. Whether it’s finding writers, designers, or digital marketers, Fiverr connects you with professional freelance services. Search on the largest freelance services marketplace for everything you could ever need to outsource to someone else.

A Worthy Cause

Many experience the initial growing pains of investing in and learning how to use new technology. Despite reservations and setup time, the payout is worth it in the long run. Ultimately, you will spend less time on the brain-numbing, repetitive tasks and more time focusing on your clients and their needs. Being a process server is about fulfilling due process as this is an essential role in the legal system. Getting pesky busy work out of the way enables you to dedicate your energy to the most important part of your job, which is successfully serving papers.  

For more tips and tools for automating your process serving business, check out the ServeNowEDU Webinar, Introducing Automation Domination: Streamline Your Business.

Top 10 Myths About eFiling And eService: Part 2

Posted October 25, 2018 in Technology

If you enjoyed Part 1 of the Top 10 Myths about eFiling and eService, you can continue reading as Lindsey Dean of One Legal provides us with more myths in Part 2.

Let’s dive into five more myths about eFiling and eService, and how you can optimize both in the filing practices at your law firm.

Myth #6 Documents are harder to read on the screen

Everyone has their own preferences, and it may be true that for some people reading on a computer or tablet screen may cause more eye strain. However, screen reading has its share of advantages, too.

It’s easier to search digitally for keywords and phrases, navigating the document thematically. And on a digital document it’s possible to zoom in to see the text. Plus, a digital case management system like the ones used by the courts significantly improve the organization of documents, where ‘pulling files’ is a few clicks away.

Many judges nowadays are tech-savvy, and some prefer to use technology over paper. They can view files from a computer or iPad or iPhone. With digital documents, judges can collaborate with their peers, share information with their clerks, and add comments or questions. So, while everyone still has their own preferences, digital documents are not inherently harder to read on the screen.

Myth #7 Even if eFiling is mandatory, it’s fine to serve documents via traditional methods

When a state has mandated electronic court filing for the submission of legal documents, it generally also becomes a requirement to electronically serve (subsequent) documents, as well.

See Rules 11(c) and 131(d)(1),(2) in Illinois and Rule 2.251 in California, for example.

So, while case initiation documents are always served by personal service of process (or sub-service), most other documents filed in an eFiling court must be electronically served. As with most practices in the legal world, there are exceptions. Documents such as Writs, Orders to Show Cause, Temporary Restraining Orders, and Orders for Examination must be served by other than electronic service.

Myth #8 Clerks don’t look at the documents

As anyone who’s ever gotten a rejected eFiling will tell you, court clerks do review every single document. While many steps of the eFiling process are automated, there is a human looking carefully at your documents once they reach the courts.

The court clerks are checking to see if the document is formatted correctly, not just because it looks nicer, but because the specific formatting better enables the judge and court officials to absorb the information. Not to mention it’s required by state courts like California and Illinois. Clerks are reviewing the case to make sure that the filing does indeed belong with the indicated case, and to ensure that all prerequisite documents have been filed.

Some of the things they check include:

• documents are bookmarked
• the text is searchable
• all party and attorney information is correct
• metadata has been removed
• confidential information has been redacted
• documents are signed properly
• …and more

One thing to note is that in some instances, clerks do tend to skim through areas they don’t feel are critical, sometimes even the “Messages to the Clerk” notes. This is due to habits formed in the days when attorneys would attach formal letters to filings requesting that the clerk, in fact, file it. Clerks tended to ignore these as not important.

To help keep comments to the clerk strictly relevant, refrain from posting comments like “Please file” or “Thank you.” It’s nice, but unnecessary, and confirms to clerks that they don’t need to pay attention.

Myth #9 The clerks will “fill in the blanks” on your filing for information that pertains to the court

Clerks never have the authority to change anything about your filing. In the days of paper filing, the court runner or filer could make certain minor changes at the window. But in the eFiling world, this just isn’t possible.

In some rare circumstances, the eFiling clerk may call a filer to ask a question or correct a minor error (like the wrong year written down, especially near the beginning of the new year) but it’s not a common or best practice.

And you don’t really want the clerk making changes to your legal documents. For the sake of your case and your clients, no one else should be making changes outside your firm.

Myth #10 eFiling isn’t secure

In some ways, eFiling is more secure than traditional paper filing, as processes used to enhance digital documents for filing are more reliable. Redaction vis Adobe Acrobat is more permanent and protective than redacting tape or a Sharpie, for instance, and PDFs cannot be edited without leaving a digital footprint.

There you have it! The final five of the top 10 myths we hear spread about eFiling and eService.

Top 10 Myths About eFiling And eService: Part 1

Posted October 23, 2018 in Technology

With the Los Angeles County Superior Court ready to throw its hat into the eFiling ring next month, we felt now would be prime time to provide eFiling and eService information to the masses.  An article recently published by Lindsey Dean of One Legal reviews the Top 10 myths that surround eFiling and eService.

When a court first adopts electronic filing, the significant process changes involved naturally generate some confusion. Misunderstandings can persist long after launch about how—and even whether—the new system is working to make the legal process more efficient. This can encourage popular myths that lead to misguided decisions, or even unnecessary work.

Understanding the truth about the process can help clarify how eFiling affects your firm, and improve the way you submit documents to the court.

Let’s demystify these frequent misconceptions about eFiling:

Myth #1 The EFSPs are making me eFile, not the court

If only we had that kind of power! We would definitely use it for good. But only the court has the power to choose how it will permit documents to be filed.

In states like Indiana and Illinois, the state Supreme Court determined that the entire state would begin eFiling on one common platform, rather than their previous approach of letting every county build its own eFiling system.

These state court systems selected one electronic filing manager (EFM) to handle incoming filings and allowed filers to pick their preferred electronic filing service provider (EFSP) to connect to the EFM. These EFSPs offer their own support and capabilities according to the needs of the firm.

California is, primarily, an open system, in which every county chooses one or more EFMs through which to facilitate eFiling. The courts then allow certified EFSPs to offer premium eFiling services to professional filers.

Myth #2 Conformed copies are sent back instantly

Just like in the paper world, there are sometimes piles (or queues in the eFiling world) that a clerk must go through to get to your filing. So even though your filing arrives almost instantly at the court, it will appear in a queue along with all the other filings, and still must wait for the clerk to review.

Courts prioritize responsive pleadings, filings with statutes, and so on, which means that filed-endorsed copies of less important documents (e.g. Proofs of Service) can take longer to get returned to you. Documents that normally take longer to review, such as defaults, will also take more time to be returned.

While courts haven’t set clear expectations for when they try to return documents, you can typically expect to receive them in 1-2 court days. Again, this varies by the court and by document type.

Myth #3 Judges still print out documents anyway

While we can’t speak for every single judge in every single county, there has been an industry-wide push to print out fewer documents. And the case management system (CMS) within the courthouse is developed to support that goal.

Many judges look at documents on their computers, even reviewing and commenting on the digital pages. And all the details that are required of eFilers further benefit the judges who look at the digital documents. Optical character recognition (OCR) enables them to search and find certain phrases and words; electronically bookmarked exhibits improve navigation within the document.

Whether or not courts require a courtesy copy usually depends on the court’s preference, separate from the eFiling process. Sometimes new eFiling courts initiate a courtesy copy delivery requirement after eFiling goes live, but other times requests scale back as courts become more accustomed to handling digital filings.

As always, check your local rules!

Myth #4 You must use the EFM to eFile with the court—it’s required

When a court requires eFiling, they will clearly lay out which EFSPs have been certified to file with the court. Each of these EFSPs will, in turn, use the established EFM to connect to the court. In many cases, the EFM will also act as an EFSP, adding another option filers can choose.

The key thing to keep in mind is that you are still able to choose which portal you use to eFile, from the court certified options. And EFSPs typically put a lot more effort into intuitive workflows, while also offering additional features like disbursement of fees, simplified billing, and more.

Check your court’s website to see which EFSPs are certified to file in your state or county.

Myth #5 The EFSP is the one to reject your document

The EFSP delivers your documents straight to the court, securely and quickly. However, the court clerk is the only one with the authority to accept or reject the documents. The EFSP will notify you immediately once the rejection has been sent. The EFSP will automatically pull any details provided by the clerk about why it was not accepted, including their recommendations to fix it.

It’s easy to see why eFiling can get confusing. When the storied past of the legal industry merges with the burgeoning era of technology, there is bound to be some misunderstanding. Review your local court rules for accuracy.

Watch for Part 2.

CALSPro, Welcome To The App Store!

Posted September 27, 2018 in Technology

By Jay Roll

On behalf of the Technology Committee and the CAMS team, it is our great pleasure to announce that the CALSPro Members only app is live and available for both iOS and Android phones! The mobile app has several features including Address Validation, Code Search, Witness Fee Calculator, and Process Serving Guidelines.

The Address Validation tool utilizes the United States Postal Service application interface to validate US addresses.

The Code Search tool lists all the codes we have in our online database for your reference while in the field.

The Witness Fee Calculator tool has two options. It calculates one-way mileage based on State or Federal fees. It also calculates mileage between two addresses, zip codes, or partial addresses.

The Process Serving Guidelines references CALSPro guidelines for quick on the go access.

The app is free to download. Search for CALSPro in the app store or the google play store to download the app today!

Rising Tides – Surf’s Up, Internet Is Down

Posted July 24, 2018 in Technology

By Jay Roll

I surf every day. I am sure most of you do too. We are all internet surfers. I find myself to be quite dependent on the internet. I electronically file documents using the internet. I transfer data to clients through a Cloud-based program. I email information between friends and colleagues using the internet.  I also surf the web for fun or for information. Surfing on the ocean and surfing on the web are entirely two different things, however. In a recent article written by Jake Rossen, we find that rising sea levels are a problem for the internet.

If you get irrationally angry whenever your internet service provider allows a temporary drop in connectivity, you should probably develop some better coping skills. In the not-too-distant future, millions of users may be experiencing longer outages, thanks to rising sea levels.

In research prepared by the University of Wisconsin and recently presented at an academic conference in Montreal, scientists warned that climate change may soon have a radical impact on the way we’re able to obtain internet access, as Popular Science reports. Fiber-optic cables that allow for the transfer of data are buried underground and adjacent to coastlines—where sea levels are likely to rise in the coming years, saturating the cables and causing damage.

While some cables are run underwater and are housed in sheaths to prevent water from entering, cables buried underground were not intended to experience prolonged submersion. These affected cables—which measure more than 4000 miles in total length—will most likely become inoperable due to their exposure to damaging saltwater, corroding and losing the ability to transmit signals. The points where underwater cables connect to surface lines will also be vulnerable. Miami, New York, and Seattle are among the areas where connectivity could be most impacted.

Paul Barford, Ph.D., a computer scientist and the lead author on the paper, told Popular Science that this service interruption is likely to become a growing problem within the next 15 years. He cautioned that communications companies should begin implementing protective measures and solutions soon if they want to avoid major interruptions in the near future.

The New CALSPro Mobile App Is Here!

Posted March 13, 2018 in Technology

The web based “mobile friendly” version is now available to all members of CALSPro.  Go to https://app.calspro.org to log in and use the app.  If you don’t have your login and password you can request one on the login page.

Continue reading below for more information about the features and benefits of this new resource. The Android and IOS versions of the App are scheduled to be released soon!

The new CALSPro App is a valuable digital tool you can add to your process serving arsenal!

Need help locating an address while in the field? Try using the Address Validation Tool!

This feature utilizes the USPS Address Validation API. It queries the USPS system directly to validate an address entered.

Can’t quite remember what that important Process Serving code says? Use the Code Search Tool!

This feature allows you to search codes with keywords and/or filter by category.

Having trouble calculating the ever-changing subpoena witness fees? Use the easy and user-friendly Witness Fee Calculator!

This feature calculates a witness fee based on State or Federal Fee and One-way Mileage. No more calling the client! Make yourself look good.

The CALSPro App is now released with the three awesome features mentioned above but still with more exciting tools and improvements yet to come!

We will keep you posted with enhancements as they are rolled out this year and in the future!

Feel free to send us your feedback, comments and suggestions!

We Are Excited To Announce The Upcoming Release Of The CALSPro App

Posted January 25, 2018 in Technology

By Jay Roll

The web based “Mobile Friendly” version of the App is slated for release in February. The Full App is slated for release in May or June of 2018. We are excited to offer this new technology to CALSPro members.

The App will be a valuable tool you can add to your process serving arsenal.

Need help locating an address? Try using the Address Validation Tool

This feature utilizes the USPS Address Validation API. It queries the USPS system directly to validate an address entered.

Can’t quite remember what the code says? Use the Code Search Tool

This feature allows you to search codes with keywords and/or filter by category.

Having trouble calculating the ever-changing witness fees? Use the Witness Fee Calculator

This feature calculates a witness fee based on State or Federal Fee and One-way Mileage.

The App will be released with the three features mentioned with more improvements to come! We will keep you posted with enhancements as they are rolled out.

We would like to thank the team at California Advocates Management Services for their hard work and dedication to this project. Their expertise and insight has been invaluable, and without them, the App simply would not exist!

Thank you CAMS!

The CALSPro App Is Underway

Posted October 3, 2017 in Technology

CALSPro is working hard to create an app that will be invaluable to legal professionals in the field. Of course, with any app development, there are many phases. According to our tech team, we are at least a few months away after all of the necessary testing but we are excited to offer this new technology to CALSPro members.

If you would be interested in being involved with the BETA testing, watch for notifications on that.

Features Currently Included In Web Version:

Address Verification: This feature utilizes the USPS Address Verification API. It queries the USPS system directly to verify an address entered.

Code Search: This feature allows you to search codes with keywords and/or filter by category.

Witness Fee Calculator: This feature calculates a witness fee based on State or Federal Fee and One-way Mileage.

Planned & Possible Features for both Web & Native Apps:

Enhance Witness Fee Calculator:
Auto Calculate Mileage based on:
a. Zip Code to Zip Code estimation
b. Address to Address
c. Address from current location – using onboard GPS

Enhance Code Search with Process Server Guidelines and possibly more codes/keywords

Enhance Address Verification with:
a. Ability to save verified addresses with a custom title
b. Add ability to use a verified address with Witness Fee Calculator

Address Database: The ability to save addresses and use them in the features that require addresses

Mileage Tracker: Possibly GPS driven where they could start and stop mileage tracking on the go and an address to address mileage lookup.

Membership Badge: To show or print

Link Library: A default set of links that Process Servers might use often and the ability to manage their own additions.

Job Postings: Requests for quotes much like we do now on the website with “Find Legal Support Professionals” but Member to Member.

Notes: The ability to take notes and save them within the app as well as utilizing the onboard camera to take and save geo-tagged images associated with the note.

Is Technology Changing Your Business Model? A Tip From Amazon’s Playbook

Posted September 28, 2017 in Technology

By Andrew Gowing

“The revolution was going to happen, I didn’t know when, and I didn’t know how effective it would be. In the end result, the fundamental business model of Kodak was undermined by the new technology.”                                              —  Steve Sasson – Inventor of the Digital Camera

In 1974, Steve Sasson engineered the first ever digital camera. That digital camera was .01 megapixels by today’s standards. He accomplished this while working for Kodak, one of the largest players in the film industry at that time. He knew that his invention was very raw and would take years of development. At the time, what he may not have known is that this new technology would require a change in Kodak’s business model in order to remain relevant.

This was a change that Kodak would resist making.

Kodak spent billions in further development of the digital camera. In the end, it was to difficult for Kodak as an organization to shift their business model. What they knew was a profit model for film and paper. This failure to adapt and shift the way they did business is ultimately what destroyed Kodak. To add insult to injury, it was their own technology that ended up leading to their ultimate demise.

Kodak filed for bankruptcy in 2012.

You could argue that ultimately the digital camera was overtaken by smart phones so their industry was doomed anyway, and you would probably, most likely, be definitely right. But without the digital camera, do we have the same camera technology and picture quality in smart phones that we have today? The point here is to be adaptive, embrace technology and change, think outside the box, and do what you can to control your own destiny.

A more successful example of technology changing a company’s business model would be with Jeff Bezos, CEO of Amazon, and their development of the Kindle. Prior to the Kindle’s release in 2007, Bezos set out to eliminate the need to sell hard copies of books. This came as a shock to people within Amazon because books were the very thing their business model was built on. Amazon’s development of new technology made this change possible.

Bezos thought it better to self-cannibalize rather than be destroyed by somebody else.  He was adapting, embracing technology, thinking outside the box, and doing what he could to control his own destiny.

In 2010, eBook sales for the Kindle overtook Amazon’s sales of physical books. Technology forever changed the way Amazon sold books, and the way books are now sold by everybody. Yes, you can still find a vintage bookstore, typically with the name “Last Bookstore on Earth”, but I would argue they exist more as a novelty. The fact remains that books, for the most part, are now purchased and consumed differently because of technology.

Could This Pertain To eFiling?

To go back to Steve Sasson’s quote at the beginning, it almost sounds as though he is describing eFiling. To change his words a bit and make them relevant to our industry…eFiling is going to happen, we don’t  know when (it is happening now), and we don’t know how effective it will be (still waiting to see in Los Angeles County). In the end, our fundamental business models will be undermined by technology (eFiling).

We may need to examine our current business models. Do we do it the way we do it because we have always done it that way? Is technology forcing a change on us that we are not comfortable with? Are we positioning our business to be relevant for decades to come?

I hope this has challenged you and encouraged you to be adaptive, embrace technology and change, think outside the box, and do what you can to control your own destiny. CLICK IMAGE FOR VIDEO.

What Is Your e-Commerce Solution? Let LegalConnect Help You

Posted September 14, 2017 in Technology

Attorney Service firms across California are adopting LegalConnect in order to accelerate growth in a highly competitive and rapidly changing marketplace.

With LegalConnect, a powerful legal support services solution, firms are transforming into eCommerce businesses for legal support services and realizing significant value.

LegalConnect offers the following:

• A full suite of legal support services – eFiling, SOP, Court Services, and more.
• Greater visibility into the business to see what’s working and what’s not.
• Accelerated cash flow with integrated secure payment methods (credit card, ACH).
• New customer acquisition beyond a firm’s geographic presence.
• Superior customer experience, greater efficiencies, and productivity.

Since its launch in March 2016, LegalConnect is already electronically processing more than 30,000 jobs and more than $1.3M in payments each month. The digital online world for legal support services is here and growing more each day.

Please visit us at legalconnect.com to learn how you can embrace LegalConnect as your branded eCommerce solution and transform your business to stay relevant and grow. You can also download a LegalConnect case study at legalconnect.com/case-studies and learn how other attorney service firms benefit from LegalConnect.