Arkansas State Claims Commission

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Arkansas State Claims Commission

Guidelines for Submission of Electronic Materials

 D I S C L A I M E R

Please be advised that all materials submitted to the Arkansas State Claims Commission become public records which may be reviewed by anyone who requests access to them under the freedom of information act.  Therefore, if materials submitted with your claim contains important personal information such as social security numbers, tax identification numbers, financial account numbers or other similar sensitive information, it is your responsibility to remove that information prior to submission to the Claims Commission.  The Claims Commission will not be held responsible for the removal of such information from material it receives, or for any damages that may arise should you fail to remove such information from documents submitted to the Claims Commission.

 

Guidelines for Submission of Electronic Materials

  

*Please note:  The following guidelines only apply to those parties who are represented by legal counsel.  If you are filing pro se (representing yourself without benefit of an attorney) this does not apply to you.

  

            The Claims Commission (CC) requires all parties filing claims,  when represented by legal counsel, to submit claims and electronic copies thereof as follows:

  

·        When filing a claim with the Claims Commission, you will be required to include the following:

  

§         Original notarized claim forms with claim narrative and attachments on paper plus 1 paper copy (1 for file stamping for CC use and 1 (if wanted) for file stamping for filing attorney use), plus

§         3 sets of the above on electronic media (1 for the CC use, 2 for agency use, if more than one state agency is involved the number of agency copies must increase accordingly.)

§         All subsequent items (except agency “Answers” consisting of 4 or fewer pages, which will be filed with an original and 4 paper copies) filed on claims (photos, motions, depositions, deposition summaries, pre-hearing briefs, etc) shall be filed with 1 original paper copy for file stamping for CC use, 1 paper copy (if wanted) for a file marked copy for the filing attorney and 1 copy on electronic media for use by the CC, plus

§         The opposing counsel must also be provided a copy of the above subsequent filings (except agency “Answers” noted above) on electronic media.

§         Again, if a Claimant is without legal counsel all items directed to the Claimant must be provided to the Claimant on paper rather than electronic media.

  

·        All documents submitted must be in either PDF or MS Word format (saved as a .doc, .xls, etc that may be opened with Office 97 and higher.)

 

·        Acceptable electronic media types:  CD, DVD or thumb drive.  All materials submitted electronically will become part of the claim file and will not be returned. 

 

·        All electronic media copies must be on CD, DVD or thumb drive and shall have a clearly labeled table of contents, along with identifying claim information such as the claim number (after claim is filed and assigned a number), Respondent agency name, Claimant name, etc.  (Sample media label attached.)

  

·        If you find it necessary to submit documents to the Commission that need to be “sealed” (for example documents pertaining to a minor, etc.) those may be submitted on the day of the hearing, to be opened by the Commissioners and examined on the bench during your hearing.  In this case you would need to provide an original and 5 paper copies.  Alternatively, you may submit these in an electronic format prior to the scheduled hearing.  In either case the material must be in a sealed envelope to be opened on the day prior to or the day of the hearing for examination by the commissioners and opposing counsel involved in the hearing.

 

·        Again, the above procedures ONLY APPLY to state agencies and other parties represented by legal counsel.

  

          Below is a sample of a properly formatted media label.