Role of attorneys in the document management system (DMS)

Participation in DMS is required for all parties. Attorneys learn what they need know in order to participate in DMS.

Attorneys practicing before the Department of Industrial Accidents (DIA) are required to submit all hard copy documents with a bar-coded coversheet, except at the Hearing (see details below). Each attorney will be able to access the bar-code generator through their DIA online account. The account also allows the attorney access to the electronic file within the DIA's Case Management System (CMS) and DMS. It is in CMS that coversheets for each document will be submitted. The coversheet will identify the document type, case board number, and other relevant keywords. Attorneys need to input a limited set of information (generally 2 to 5 fields) in order to create a coversheet. Once the sheet is printed it must be placed on top of the document to be submitted. No fasteners of any kind may be utilized. Tab separator sheets are acceptable provided that the bar-code sheet precedes the document to be submitted.

Conciliation

Attorneys will be instructed to bring only new documents to the conciliation, i.e. nothing that has already been submitted via the initial Form 110 - Employee Claim with medical reports and or bills. Any documents submitted to the Conciliator must be accompanied by a bar-code coversheet.

All DIA offices have kiosks that allow case participants to log in to their accounts and generate coversheets.

Additional Resources for Conciliation

Conference

Document packets submitted to the Administrative Judge (AJ) at the time of Conference are to be properly prepared with coversheets and without fasteners of any kind.

Hearing

Exhibits and documents submitted to the administrative judge at the hearing must also be presented to the court without fasteners.

However, coversheets will not be required at this stage. The judge will make the determination as to whether the exhibits will allowed as evidence or for identification only . The judge will designate each document with an exhibit number and indicate whether it is "for identification only" or as "evidence" based on their ruling(s). The bar-code coversheet for hearing exhibits will be created by the judge's administrative assistant after the proceeding. A description field on the document index may be used to indicate what the specific document is or contains. After creating the coversheets, the hearing exhibits will be quality controlled by the administrative assistant and forwarded to the impartial scheduling unit for scanning.

Where available audio, video and X-ray files should be submitted to the judge in a digital format (preferably on CD). The presentation of VHS tapes and X-ray films will be dealt with on a case-by-case basis. Communication with the judge should limit the number of these.

Correspondence

Correspondence to the judge should be conducted via e-mail. This includes all motions, procedural matters, scheduling requests, etc. Both the e-mail message itself and any attachments will be part of the record and will be imported into the DMS as part of the case file.

Miscellaneous

Documents in paper form that need to be placed in the file must be accompanied by a bar-coded coversheet.

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