701—115.4(421,441) Electronic filing system.
	115.4(1) Electronic filing and applicability.
	a. 	Electronic filing. The board will maintain an electronic filing system, which shall be the preferred method for filing documents with the board.
	b. 	Applicability. This rule applies to electronic filing and service of documents using the board’s electronic filing system. Nonelectronic filing and service are governed by rule 701—126.3(421,441).
	(1)	The board may order the conversion of any case to an electronic file. Upon such an order, all future filings must be made using the board’s electronic filing system in compliance with this rule, unless a filing is subject to the exception in paragraph 126.4(1)“c.”
	(2)	In all other cases, a party or parties to a proceeding may voluntarily choose to use the electronic filing system in compliance with this rule.
	c. 	Exceptions. Any item that is not capable of electronic filing shall be filed in a nonelectronic format pursuant to rule 701—126.3(421,441).
	115.4(2) Registration.
	a. 	Registration required. Every individual who is filing documents or viewing or downloading documents filed in an appeal must register as a registered user of the electronic filing system.
	b. 	How to register. To register, an individual must complete the registration process online at efile-paab.iowa.gov, consent to the user agreement, and obtain a username and password for the electronic filing system.
	c. 	Changing passwords. Once registered, the user may change the user’s password. If the registered user believes the security of an existing password has been compromised, the registered user must change the password immediately. The board may require password changes periodically.
	d. 	Changes in a registered user’s contact information. If a registered user’s email address, mailing address, or telephone number changes, the registered user must promptly make the necessary changes to the registered user’s information contained in the electronic filing system. The registered user shall promptly give notice of changes in contact information to any nonregistered party in every active proceeding in which the registered user is a party.
	e. 	Duties of a registered user. Each registered user shall ensure that the user’s email account information is current, that the account is monitored regularly, and that email notices sent to the account are timely opened.
	f. 	Canceling registration. Withdrawal from participation in the electronic filing system cancels the registered user’s profile but does not authorize nonelectronic filing of documents and is not a withdrawal from a proceeding.
	g. 	Use of username and password. A registered user is responsible for all documents filed with the registered user’s username and password unless proven by clear and convincing evidence that the registered user did not make or authorize the filing.
	h. 	Username and password security. If a username or password is lost, misappropriated, misused, or compromised, the registered user of that username and password shall notify the board promptly.
	i. 	Denial of access. The board may refuse to allow an individual to electronically file or download information in the electronic filing system due to misuse, fraud or other good cause.
	115.4(3) Signatures.
	a. 	Registered user. A username and password accompanied by a digitized, electronic, or nonelectronic signature serve as the registered user’s signature on all electronically filed documents.
	b. 	Documents requiring oaths, affirmations or verifications. Any document filed requiring a signature under oath or affirmation or with verification may be signed electronically or nonelectronically but shall be filed electronically.
	c. 	Format. Any filing requiring a signature must be signed, with either a nonelectronic signature (actual signature scanned), an electronic signature (the symbol “/s/” or “/registered user’s name/”), or a digitized signature (an inserted image of a handwritten signature).
	d. 	Multiple signatures. By filing a document containing multiple signatures, the registered user confirms that the content of the document is acceptable to all persons signing the document and that all such persons consent to having their signatures appear on the document.
	115.4(4) Format and redaction of electronic documents. All documents must be converted to a PDF format before they are filed in the electronic filing system. Prior to filing any document, the registered user shall ensure that the document is certified as confidential or that the confidential information is omitted or redacted.
	115.4(5) Exhibits and other attachments. Any attachments to a filing, such as an exhibit, shall be uploaded and electronically attached to the filing. Each exhibit shall be filed as a separate PDF. Exhibits shall be labeled as required by paragraph 126.7(3)“d.”
	115.4(6) Filing and service using electronic filing.
	a. 	What constitutes filing. The electronic transmission of a document to the electronic filing system consistent with the procedures specified in these rules, together with the production and transmission of a notice of electronic filing, constitutes the filing of the document.
	b. 	Electronic file stamp. Electronic documents are officially filed when affixed with an electronic file stamp. Filings so endorsed shall have the same force and effect as documents time-stamped in a nonelectronic manner.
	c. 	 Email or fax. The emailing or faxing of a document to the board will not generate a notice of electronic filing and does not constitute electronic filing of the document unless otherwise ordered by the board.
	d. 	Public access terminal. The board shall maintain a public access terminal at the board’s office.
	e. 	Service of filings. When a document is electronically filed, the electronic filing system will produce and transmit a notice of electronic filing to all parties to the appeal who are registered users. The notice of electronic filing shall constitute service of the filing on registered users. No other service is required on registered users unless ordered by the board. The filing party is responsible for ensuring service, pursuant to paragraph 126.3(2)“a,” on any party that is not a registered user. Notices of electronic filing will continue to be sent to registered users appearing or intervening in a proceeding until the users have filed a withdrawal of appearance.
	f. 	Proof of service of nonelectronic filings. Parties filing a document nonelectronically pursuant to paragraph 126.3(2)“c” and rule 701—126.3(421,441) shall electronically file a notice of nonelectronic filing along with proof of service.
	g. 	Electronic filing and service of board-generated documents. All board-generated documents issued in an appeal governed by this chapter shall be electronically filed and served. The board shall only mail paper copies of documents as provided in subrule 126.3(3).
	115.4(7) Filing by the board on behalf of a party.
	a. 	Where the circumstances and administrative efficiency requires, board staff may file a motion on behalf of a party to an appeal pursuant to this subrule.
	b. 	When a party to an appeal contacts board staff via telephone or other means and indicates the party’s desire to file a motion or request specified in paragraph 126.4(7)“c,” board staff may file the request or motion in the electronic filing system on behalf of the party. The request or motion shall be consistent with the instructions and information provided by the party and shall only be filed with the permission of the party. Board staff shall not file any motions or requests on behalf of a party if any opposing party requires nonelectronic service under subrule 126.3(2).
	c. 	Only the following motions or requests may be filed by board staff on behalf of a party:
	(1)	Motion for telephone hearing;
	(2)	Motion to appear in person at hearing;
	(3)	Motion for hearing;
	(4)	Motion for continuance;
	(5)	Motion to withdraw appeal.
	d. 	Upon filing of the motion or request, board staff will provide a courtesy copy of the filing to the party.
[ARC 2545C, IAB 5/25/16, effective 6/29/16; Editorial change: IAC Supplement 11/2/22]