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CM/ECF User Manual

Section 14 - Conventions and Standards

Overview

(See also Section 12.)

The purpose of establishing conventions and standards for party name entries is to facilitate litigation searches and to avoid duplication of party names in the database. The basic rule for party name entry is to spell it exactly as it appears on the pleading. It is important to do a thorough search to avoid entering duplicate information. Searches are conducted by entering only the first few letters of the last name of a person, business, municipality, organization, or agency. The information will be retrieved only as it appears in the system database.

Abbreviations

When entering addresses use these abbreviations:

  • Avenue = Ave.
  • Boulevard = Blvd.
  • Court = Ct.
  • Highway = Hwy.
  • Room = Rm.
  • Street = St.
  • Suite = Ste.
  • Navigational references in street addresses may be abbreviated using N, S, W, and E with punctuation. For example, Southwest = S.W.

Telephone and Facsimile Numbers

Telephone and facsimile numbers should be with the area code in parentheses.  For example:

Example

503-122-3344

Party Name and Party Text Entry

Enter the party name exactly as listed on the case-intitiating document (excluding only the words “The," "A," or "An" when preceeding the name of a party). Use punctuation when it is part of the actual name (e.g., the apostrophe in O'Malley or Dave's Diner). Include hyphens in the last name or first name field when necessary (e.g., Rodriguez-Sanchez). Remove spaces in a last name (e.g., last names beginning with Mac or Mc or MC).

Example 1
Enter Dr. Harry A O'Malley IV

Last name: O'Malley
First name: Harry
Middle name: A.
Generation: IV
Title: Dr.

Example 2
Enter Harry O Mc Cord
Last name: McCord (removing the space between the c's)
First name: Harry
Middle initial: O.
Insert any additional party text information included in the pleading caption into the Party Text field.

(a) Individual Persons

Enter the full last name, full first name, middle name (or initial), and generation (for example: Jr., Sr., II, etc.) into the designated fields. Use the Title field for designations such as Officer, Sergeant, or Executor. Additional information may also be added in the Party Text field such as the words: Individually or in their official capacity, or Incorporated in the State of STATE NAME. Do not insert address information for non-pro se litigants.

(b) Corporations

Enter the full and complete name as referenced in the pleading in the last name field only. Exclude from entry of a corporate name any leading "The."

Example
The Integrated Global Systems Company
Last Name: Integrated Global Systems Company
(remove the leading word "The")

(c) Unions

The last name field is to be the full name of the union or trust with the Local number or Trustees of . . . in the first name field. Where Trustees are also identified in the complaint in their official capacity, the individual names are to be entered into the party text field for the Trust. Where a Trustee is identified as a separate party, he/she must be entered as an individual, separate party.

Example 1
Plumbers and Pipefitters, Local 359
Last Name: Plumbers and Pipefitters
First Name: Local 359
Party Text: blank
Displayed as: Local 359 Plumbers and Pipefitters
Example 2
Electrical Union Health and Welfare Pension Trust
Last Name: Electrical Union Health and Welfare Pension Trust
First Name: Trustees of
Party Text: John Doe, Richard Roe, Mary Smith, Sally Jones, Trustees
Displayed as: Trustees of Electrical Union Health and Welfare Pension Trust, John Doe, Richard Roe, Mary Smith, Sally Jones, Trustees
Example 3
International Brotherhood of Carpenters Local 25

Last Name: International Brotherhood of Carpenters
First Name: Local 25
Not Local 25, IBC

(d) Indian Tribes

Do enter "Confederated Tribes of the Umatilla Indian Nation," not "Umatilla Confederated Tribes."

(e) Governmental Entities

(1) Federal Agencies: Enter the agency name (e.g., U. S. Department of the Interior), instead of the name of the agency head (e.g., Ken Salazar), unless that person is being sued in his/her individual capacity.

Example 1
Secretary Ken Salazar, U.S. Department of Interior
Last name field: U.S. Department of Interior
Party Text: Secretary Bruce Babbitt
Example 2:
When the Secretary is also being sued in his individual capacity enter:
Last name field: Salazar 
First name: Ken
Title: Secretary
Party text: Department of Interior, in his individual capacity

(2) States, Cities, Towns, and Counties: Enter the key words City of CITY NAME in the last name field. However, if the litigant is a department or agency for that state or city, drop the words "State of" or "City of" from the last name field and start the last name field with the name of the state or city.

Example 1
City of Portland Water District
Last Name Field: Portland Water District
Example 2
City of Portland
Last name field: City of Portland
Not Portland, City of
Example 3
Office of Services to Children and Families for the State of Oregon
Last name field: Oregon Office of Services to Children and Families

(f) Personal Property

Enter the item as listed in the pleading. Enter further description of the item, such as registration numbers, color, year, make, or model in the Party Text field.

(1) Vehicles: Enter the vehicle as identified on the complaint.

Example
1989 Chrysler New Yorker, VIN 325678765445
Last name field: 1989 Chrysler New Yorker
Party Text: VIN 325678765445

(2) Currency: Enter currency as listed on the complaint. Enter the $ symbol with the dollar amount. Use comma(s) and decimal points. Following the amount, in parenthesis, place the type of currency (e.g., (U.S.) for U.S. dollars), if known.

Example
$14,669.42 in US Currency
Last name field: $14,669.43 (US)

(g) Real Property

Use the street address if available. Start the last name field with the street address followed by the city and then the state abbreviation.

Example
Enter 15993 SW Happy Valley Lane, Portland, Oregon,99832 real property with buildings, appurtenances and improvements
Last name field: 15993 SW Happy Valley Lane, Portland, OR, 99832
Party text: real property with appurtenances and improvements

If the street address is not included, use the real property legal description starting with the county where the land is situated. Insert the name of the state where the land is located in the party text field. Skip inserting the words "more or less" in the party descriptions.

Follow this hierarchy in entering the legal description of the property:

  1. County
  2. Number of Acres of Land
  3. Tax ID number
  4. Lot Number
  5. Block Number
Example 1
Enter 2.40 Acres of Land more or less in Clackamas County, Oregon, Tax Lot 1993939
Last Name Field: Clackamas County 2.40 Acres of Land
Party text: Tax Lot 1993939 in the State of Oregon

Example 2
Lot 1, Block 23, 4 Acres of land more or less in the State of Oregon, Multnomah County

Last Name Field: Multnomah County 4 Acres of Land
Party Text: Lot 1 Block 23 in the State of Oregon

(h) John Doe(s) / Jane Doe(s)

  • If the last name of the party is known but not the first name, enter/create the party by the last name only. (See Example 1).
  • If a first name is known but not the last name, the party record should be entered as specified in Example 2.
  • If both the first and last name are unknown, enter the party as a "John Doe" or "Jane Doe." (See Example 3)
  • If the pleading identifies many unknown parties (e.g., John Does 1-5), then add the descriptor (1-5) in the party text for the party record of "John Doe" or "Jane Doe." (Example 4)
  • If there is a unique descriptor about any of multiple John Does (e.g., Sergeant-in-Charge), create a separate party.
Example 1:
Enter ? Smith

Last Name: Smith
First name: Leave blank

Example 2:
Enter Sally ?
Last Name: Doe
First Name: Sally
Example 3:
Both first and last names unknown
Last Name: Doe
First Name: John
Example 4:
Multiple unknown parties
Last Name: Doe
First Name: John
Party text: 1-5

At such time as a "Doe" party is identified in the case, a termination date should be entered for the "Doe" party and a new party record created for the named party.

(i) Estates

If the party is regarding the estate of a person, insert "Estate of" in the last name field.

Example:
Enter Estate of Dorothy Drew
Last Name: Estate of Dorothy Drew
First Name: Leave Blank
Party Text: Deceased

 

(j) Guardian Ad Litem

If the party is represented by a guardian ad litem, the guardian should be entered as the party. The person who is the subject of the guardianship should be entered the party text field.

Example:
John Doe, Guardian ad litem for Jane Doe
Last Name:Doe
First Name: John
Party Text: Guardian Ad Litem for Jane Doe

 

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