Skip to content

Document Upload Guide

Overview

This guide explains how to securely upload sealed documents for court filing processing.

Requirements: - ✅ Active account (registered and logged in) - ✅ PDF document (75MB maximum) - ✅ Valid case number - ✅ Judge initials - ✅ Docket number (optional but recommended)

Upload Process

Step 1: Log In

  1. Navigate to https://www.waed.uscourts.gov/fisma-upload/
  2. Log in with password or passkey
  3. You'll see the Document Upload Portal

Step 2: Enter Case Information

Before selecting your file, enter the required case information.

Case Number (Required)

Format: [office]-[year]-[type]-[number]-[judge initials]

Examples: - 1-25-cv-12345-SAB (Civil case) - 2-24-cr-00567-TOR (Criminal case) - 4-25-mc-00123-MKD (Miscellaneous case)

Components: - Office: 1, 2, or 4 (Spokane=1, Yakima=2, Richland=4) - Year: Last 2 digits (25 = 2025) - Type: cv (civil), cr (criminal), mc (misc), po (petty offense), mj (magistrate judge) - Number: 1-5 digit case number - Judge: 3 character judge initials

→ See complete case number format guide

Judge Initials (Required)

Enter the assigned judge's initials.

Valid Judges (WAED): - SAB - Chief Judge Stanley A. Bastian - TOR - Judge Thomas O. Rice - MKD - Judge Mary K. Dimke - RLP - Judge Rebecca L. Pennell - RHW - Senior Judge Robert H. Whaley - EFS - Senior Judge Edward F. Shea - LRS - Senior Judge Lonny R. Suko - JAG - Magistrate Judge James A Goeke - ACE - Magistrate Judge Alexander C. Ekstrom

Validation: The field will show a checkmark (✓) when the format is correct.

Docket Number (Optional)

If you know the docket entry number, enter it here.

Format: Numeric only Example: 145

Step 3: Select PDF File

You can add your file in two ways:

Method A: Drag and Drop

  1. Drag your PDF file from your file explorer
  2. Drop it into the upload zone

Method B: Browse Files

  1. Click "Browse Files" button
  2. Navigate to your PDF
  3. Select the file
  4. Click "Open"

File Requirements: - ✅ PDF format only (.pdf) - ✅ Maximum size: 75MB - ✅ Single file upload - ❌ No ZIP, Word, or other formats

Step 4: Review Upload Summary

Before uploading, verify all information is correct:

Checklist: - ✅ Case number is correct - ✅ Judge initials are correct - ✅ File is the correct PDF - ✅ File name makes sense (for your records)

Step 5: Upload Document

Click the "Upload Document" button.

Upload Progress

You'll see a progress bar during upload:

What Happens During Upload: 1. Virus Scanning - File scanned in-memory for malware (FISMA SI-3 requirement) 2. Encryption - Document encrypted with AES-256-CBC 3. Storage - Encrypted file stored securely 4. Transfer Preparation - File queued for MOVEit transfer to clerk's office

Upload Time: Typically 5-30 seconds depending on file size

Step 6: Upload Confirmation

✅ Success! Your document has been uploaded securely.

You'll see: - ✅ Confirmation message - 📧 Upload confirmation email sent - 📁 Upload reference number - ⏰ Upload timestamp

Email Confirmation:

From: FISMA Document Upload System <noreply@waed.uscourts.gov>
To: attorney@lawfirm.com
Subject: Document Upload Confirmation - Case 1-25-cv-12345-SAB

─────────────────────────────────────────────────────
U.S. District Court - Eastern District of Washington
FISMA Secure Document Upload System
─────────────────────────────────────────────────────

UPLOAD CONFIRMATION

Your sealed document has been successfully uploaded and
securely transmitted to the Clerk's Office.

Upload Details:
─────────────────────────────────────────────────────
Case Number: 1-25-cv-12345-SAB
Judge: SAB
Docket Number: 145
File Name: sealed_motion.pdf
File Size: 2.3 MB
Upload Time: November 30, 2025 at 3:45 PM PST
Reference ID: upload_abc123xyz789

Status: Successfully Transmitted
─────────────────────────────────────────────────────

Next Steps:
The Clerk's Office will process your sealed document and
file it according to court procedures. You will receive
standard CM/ECF notification when the document is filed.

Security Information:
• Document encrypted with AES-256-CBC
• Virus scanned before storage
• Transmitted via secure MOVEit transfer
• All activity logged per FISMA High requirements

Questions? Contact the Clerk's Office:
Phone: (509) 458-3410
Email: ecfinfo@waed.uscourts.gov

─────────────────────────────────────────────────────
This is an automated message. Please do not reply.

Save This Email - It's your receipt for the upload

Upload Status

Successful Upload

Indicators: - ✅ Green success message - ✅ Confirmation email sent - ✅ Reference ID provided

What Happens Next: 1. Document transferred securely to Clerk's Office via MOVEit 2. Clerk's office receives encrypted file 3. Document processed according to court procedures 4. You'll receive standard CM/ECF notification when filed

Failed Upload

If upload fails, you'll see an error message.

Common Errors: - ❌ File too large (>75MB) - ❌ Not a PDF file - ❌ Malware detected - ❌ Invalid case number format - ❌ Network connection lost - ❌ Session timeout

→ Troubleshoot upload errors

Security & Privacy

What Happens to Your Document

  1. Virus Scanning
  2. Scanned in-memory before storage (never written unencrypted)
  3. Uses ClamAV with latest virus definitions

  4. Malware is blocked and quarantined

  5. Encryption

  6. Encrypted with AES-256-CBC (FISMA High standard)
  7. Unique encryption key per file

  8. Only encrypted version stored on disk

  9. Secure Storage

  10. Stored outside web root
  11. Strict file permissions (700)

  12. Complete audit trail

  13. MOVEit Transfer

  14. Automated secure transfer to Clerk's Office
  15. Files deleted after successful transfer
  16. Transfer logs maintained for audit

Audit Logging

Every upload action is logged: - Who uploaded (your account) - When uploaded (timestamp) - What uploaded (file metadata) - Case information - Upload result (success/failure) - IP address (for security)

Retention: 7 years (FISMA requirement)

Best Practices

Before Uploading

✅ Verify case number - Double-check format and accuracy ✅ Check file size - Ensure under 75MB ✅ Review document - Confirm it's the correct PDF ✅ Note docket number - Include if available ✅ Plan ahead - Don't wait until last minute (session timeout)

During Upload

✅ Stay on page - Don't close browser or navigate away ✅ Stable connection - Use reliable internet ✅ Wait for confirmation - Don't refresh or retry immediately

After Upload

✅ Save confirmation email - Keep for your records ✅ Log out - Especially on shared computers ✅ Monitor CM/ECF - Watch for standard filing notification

File Size Limits

Maximum File Size: 75MB per document

If Your File is Too Large

Option 1: Compress the PDF - Use Adobe Acrobat "Reduce File Size" - Use Preview (Mac) → Export → Reduce File Size - Use online PDF compressors (verify security first)

Option 2: Contact Clerk's Office - Call (509) 458-3410 - Explain you have a large sealed document - Arrange alternative filing method

Multiple Documents

Currently: System supports single file uploads only

If you have multiple sealed documents: 1. Upload each document separately 2. Each gets unique reference ID 3. All are transmitted securely 4. Clerk's office processes all submissions

Note: Don't combine documents into single PDF unless directed by court

Session Timeout Warning

⏱️ Important: Your session will timeout after 10 minutes of inactivity.

What Happens

  • After 8 minutes: Warning appears
  • Warning shows 2-minute countdown
  • Options: "Extend Session" or "Dismiss"

To Avoid Timeout

  • Click "Extend Session" in warning dialog
  • Complete uploads promptly
  • Have case information ready before logging in

If Session Times Out

  • Your upload progress will be lost
  • Log in again
  • Re-enter case information
  • Upload file again

Troubleshooting

"File failed security validation"

Cause: Virus scanner detected malware or suspicious content

Solution: 1. Scan your computer for malware 2. Re-scan the PDF with antivirus software 3. Re-generate the PDF from source 4. Contact Clerk's Office if legitimate file is blocked

"Upload interrupted"

Cause: Network connection lost during upload

Solution: 1. Check internet connection 2. Log in again 3. Retry upload from beginning 4. If repeated failures, contact IT support

"Invalid case number format"

Cause: Case number doesn't match required format

Solution: 1. Verify format: [office]-[year]-[type]-[number]-[judge] 2. Check for typos or extra characters 3. Refer to case number format guide 4. Verify case number in CM/ECF first

"File too large"

Cause: PDF exceeds 75MB limit

Solution: 1. Compress PDF (see File Size Limits above) 2. Split into multiple documents if appropriate 3. Contact Clerk's Office for alternative filing

Next Steps

After uploading your document:

  1. Check Your Email → Review the confirmation email and save it

  2. Monitor CM/ECF → Watch for standard filing notification

  3. Upload Another Document → Return to upload portal for additional filings

Need Help?

Clerk's Office - Eastern District of Washington Phone: (509) 458-3410 Email: ecfinfo@waed.uscourts.gov Hours: Monday-Friday, 8:00 AM - 5:00 PM Pacific Time

← Back to User Guide | Next: Case Number Format →