Protected Information Form
Many cases will require the filer to fill in and submit a Protected Information
Form on the court’s website.18 These forms are specifically designed to protect sensitive
information that is required to be filed. The information required to be submitted will
vary with the type of case. The information submitted on a Protected Information Form
should not be redacted. These forms are the electronic version of the Confidential
Information Forms previously used by the Iowa courts.
The use of Protected
Information Form is mandatory for electronically filed cases.
They replace the
Confidential Information Form.
If a filer is allowed by court order to file paper documents, then the traditional
Confidential Information Form would be used rather than the Protected Information
Form.
There will be different Protected Information Forms depending on the type of
case filed. At the time that this guide was printed, the Protected Information Forms had
not been approved, but it is anticipated that they will look something like this:
IN THE IOWA DISTRICT COURT FOR _________________ COUNTY
Plaintiff(s) / Petitioner(s) Case No. __________________________________ vs. PROTECTED INFORMATION
DISCLOSURE FORM
Defendant(s) / Respondent(s)
When protected information, as defined in Rule 16.602, is required by law to be included or is
material to the case and is therefore included in non-confidential documents, a party shall
record the protected information on this form and file it with the clerk of court.
Refer to Court Rules: Chapter 16, Rules Pertaining to the Use of the Electronic Document Management System,
Division VI, Protection of Personal Privacy for an explanation of responsibility and procedures for protecting
personal information, Rule 16.602 for a list of protected information, and Rule 16.604 for a list of information that
may be redacted. This form must be updated with additions, changes, or corrections to protected information per
Rule 16.606(2).
18
Rule 16.606(1) Protected information form required
20
Plaintiff / Petitioner
Name: (Last) _________________________ (First) ________________ (Middle)___________________________
Attach additional pages to add Plaintiff / Petitioner(s)
Defendant / Respondent
Name: (Last) _______________________ (First) _________________ (Middle) __________________________
Attach additional pages to add Defendant / Respondent(s)
Protected Information Type
Social Security number
Financial account numbers
Date of birth
Individual taxpayer identification
numbers
Personal identification numbers
Other unique identifying numbers
Protected Information
Public Information (see Rule 16.605)
Protected Information
Social Security number
Financial account numbers
Date of birth
Individual taxpayer identification
number
Personal identification numbers
Other unique identifying numbers
Protected Information
Public Information (see Rule 16.605)
21
Other Parties
Name: (Last) _________________________ (First)_________________ (Middle)___________________________
Protected Information
Social Security number
Financial account numbers
Date of birth
Individual taxpayer identification
number
Personal identification numbers
Other unique identifying numbers
Protected Information
Public Information (see Rule 16.605)
Attach additional pages to add Other Parties
Children
Name: (Last) _________________________ (First)_________________ (Middle)___________________________
Protected Information
Protected Information
Public Information (see Rule 16.605)
Name
Social security number Name: (Last) _________________________ (First)_________________
(Middle)___________________________
Date of birth
Name: (Last) _________________________ (First)_________________ (Middle)___________________________
Protected Information
Name
Social security number
Date of birth
Protected Information
Public Information (see Rule 16.605)
Attach additional pages to add Children
Protected Information
Name
Social security number
Date of birth
Protected Information
Public Information (see Rule 16.605)
Date information supplied: ___________
[Name] /s/ _________________________________________________
[Law
firm]
___________________________________________________ [Mailing
Address]
_____________________________________________
[Telephone Number] ______________________________________ [Email
Address]
_________________________________________
[Additional E-mail Address] _________________________________
22
The filer must enter the complete information in the second column titled
Protected Information. This information will not be displayed to the public. The
filer should enter only a portion of the information in the third column titled Public
Information as directed by the EDMS rules. This information may be displayed to the
public.
The filer is required to update the information submitted on Protected
Information Forms if it changes or if new information is obtained.19
When protected information is material to the case, a redacted version of the
information should also be filed.
In Camera Inspection
A motion for in camera inspection should be filed by selecting Motion for In
Camera Inspection as a document category. This category allows the document to be
filed with the motion.
The filer should use the Document Comment Field on the Add a Document
Screen if the judge requests to see counsel in chambers regarding a document.
The document in question is usually not brought in until after the motion is ruled
upon.
Viewing Documents in a Case
Only registered users who are parties to a case may view the documents in that
case.
The general public may view all documents of public record that are not
confidential or sealed by accessing the public information terminal in the county court
house of the county where the document was filed. They will not be able to view cases in
other counties from a public information terminal.
Registered Iowa attorneys may view case history of any case that is not
confidential or sealed if they know the county, the case number and the last name of a
19 Rule
16.606(2) Supplementing protected information form
23
party. The attorney is able to see the names of the participants and the titles and the
filing dates of any documents that have been filed.
24
REGISTRATION20
Registration is required to use EDMS. The registered user who is a party to a
case, or their registered attorney, may view, print and file documents in that case online
or by using the public information terminal at the court house.
By registering with EDMS the user consents to electronic service of courtgenerated documents and documents filed electronically by other parties.21 Anything
filed, viewed or downloaded using a login and password is deemed done by the
registered user.
Registered users are required to monitor their email account. They are also
required to promptly update EDMS if there are changes in their email address, mailing
address or telephone number. These changes must also be sent in paper form to all
nonregistered parties of all active cases in which they participate.
The screen shots of the EDMS system as illustrated were accurate at the time this guide
was published. The court can and will update the actual EDMS screens from time to
time when necessary. They may appear differently than the illustrations in this guide.
To register, users must first access the court’s website using the public
information terminal at the court house or from any Web browser.
20
Rule 16.305 Registration, logins, and passwords
21
Rule 16.317 Service of documents subsequent to original notice
25
The Welcome eFiling screen will be displayed:
Select Request Account.
26
Please note that if a user withdraws from EDMS, that user has not withdrawn
from a case nor is the user authorized to file non-electronically.
Read carefully and accept the user agreement. Select Submit.
27
Select the role of the user.
Registered Filer: Select if the user is an individual who is not represented by an
attorney.
Attorney: Select if the user is an attorney, licensed in the state of Iowa.
Agent: Select if the user is the registered agent or other authorized representative of a
corporation or other legal entity. A president, filing on behalf of a corporation that is
not represented by an attorney would be an example. Non-lawyers are not allowed to be
agents of individuals.
Government Agency: Select if the user is authorized to file documents on behalf of a
governmental agency.
Juvenile Court Services: Select if the user is authorized to file documents on behalf
of the Juvenile Court.
28
Pro Hac Vice Attorney: Select if the user is an attorney who is not licensed in the
State of Iowa.
Specialized Non-Party Filers: Select if the user is not a participant in a case, but will
be filing documents. An example would be a doctor filing a report in a juvenile case.
If Registered Filer is selected, the Request User Account screen will be
displayed. If any other selection is made, the user will be diverted to the Select a
Company screen before proceeding to the Request User Account screen.
Select the name of the user’s law firm, company or governmental agency. If the
user is the first person from the entity to register, select NEW and enter the company
name. Select Next to proceed to the Request a User Account screen.
29
Request a User Account: The user must enter information in the required fields.
30
User Name: First name, middle initial and last name are recommended. If the system
responds that the User Name you entered is already in use, change the User Name by
adding an identifying number or special character until the system accepts your User
Name.
Password:
To choose a strong password, it is recommended that you select a
combination of upper and lower case letters, a numeral and a special character for a
total of at least nine characters.
Remember that the user is responsible for all
documents filed under the user name and password.
Confirm Password: Re-enter the password.
Title: The user may enter a title such and Mr., Ms. or Dr.
First Name and Last Name are required fields.
Email address: a required field. Notice of Electronic Filing and other court notices
will be sent to this email address.
It is recommended that any additional information available be entered in the
remaining fields.
Submit: Successful entry of information will complete the registration and assign a
Personal Identification Number (PIN). The user will receive their PIN by email.
Please note:

Only one PIN will be assigned to each user.

PINs may not be shared except within law offices.

Users must file their own documents using their own PINs.

There is no age requirement to obtain a PIN. Minors are allowed to
register since they are allowed to file documents under current law.
31
An officer, employee, or other non-lawyer representative who is authorized by
law may register and obtain a PIN for their corporation, partnership, association, tribe
or LLC. Documents filed by these unrepresented entities may be filed by their officers
or other authorized individuals.
Attorneys
Registration with EDMS is effective statewide. Attorneys must register under
their own names, since law firms are not allowed to file. An Iowa attorney must have an
ICIS PIN to register with EDMS. Attorney PINs start with AT followed by a unique
number. At registration, attorneys licensed in Iowa will be assigned the same PIN
assigned by ICIS. Attorneys may only have one physical address on file. They need to
enter the address only once, and it will be effective in all counties.
The following apply to licensed attorneys only:

Licensed attorneys are authorized to use their PINs to file documents on
behalf of others (their clients).

They may allow their staff to use their PIN to file documents.

They are not authorized to allow anyone other than their firm employees,
partners, members or other authorized personnel to use their PIN.
Attorneys are responsible for all filings made with their assigned PIN. Anything
filed, viewed or downloaded using their PIN is deemed to have been done by the
attorney.
Law firms are not eligible to receive a PIN. Each attorney must apply for a
PIN individually. Law firms should be entered as the company when registering, but
they will not be given a PIN for filing.
32
Attorneys appearing Pro Hac Vice
Attorneys appearing pro hac vice22 must have their applications submitted online
by an attorney who is both licensed in Iowa and an Iowa resident. If approved by the
court, the out-of-state attorney will be allowed to apply for a PIN that begins with PHV,
followed by a unique number. An attorney who appears in multiple cases pro hac vice
must make an application and receive approval from the court for each case, but the
same PIN will be assigned.
Lost passwords
Users are strongly cautioned to protect their user name and
password.
Lawyers are encouraged to change their password whenever they have staff
turnover.
If a registered user name or password is lost, misappropriated or compromised in
any way, users must notify EDMS.23 When notified, EDMS will immediately suspend
the compromised PIN. It may take some time for the court to issue new credentials.
Each document associated with that PIN for all open cases may need to be reviewed.
Refusal of access or PIN revocation
The court may refuse to allow a user to file or access the EDMS system for good
cause. 24 The user must then file an application with the court to regain access. This rule
prevents unethical users from filing numerous lawsuits of a frivolous nature.
The court will revoke the PIN of any attorney whose license is suspended or
revoked. The disbarred attorney will then only be able to access cases online in which
the attorney represents himself or herself. All parties to the cases in which the disbarred
attorney has appeared will receive electronic notice of the court’s action.
22
Iowa Court Rule 31.14 Admission pro hac vice
23
Rule 16.305(2) d Logins and passwords
24
Rule 16.305(2) e Logins and Passwords
33
Nonregistered Filers
If the chief judge of the district or the chief judge’s designee authorizes the paper
filing in a pending case upon the showing of exceptional circumstances, the clerk will
scan the paper documents into EDMS.
If the filer wants a paper document returned after filing, the filer must provide a
self-addressed stamped envelope with the document when it is filed with the clerk. If no
self-addressed stamped envelope is provided, the clerk will shred the document after it
is filed. Users should be aware that after EDMS is fully implemented in a county, there
will be no paper documents stored in the clerk’s office.
The filer is only required to serve paper documents on the nonregistered parties
required by Iowa Rule of Civil Procedure 1.442 and Iowa Rule of Criminal Procedure
2.34(2).25
25
16.317(2) Service of documents filed by nonregistered filers
34