The Electronic Document Exchange (EDE) is a portal provided by the federal Office of Child Support Enforcement (OCSE) that allows secure transmission of documents between states and counties. It can be used to transmit documents not only interstate, but also intrastate for responding to requests from other counties within the same state. Michigan began using EDE on August 24, 2018. EDE is currently used by 30 states, Guam, and Puerto Rico. Wisconsin will begin using EDE July 1, 2019. (See the map below for the states currently using EDE.)
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| EDE State Status map, last updated October 23, 2018, available on the Federal Child Support Portal. |
EDE allows IV-D workers to send and receive documents electronically. Transmitting documents electronically speeds up case processing. Child support professionals (CSPs) no longer have to wait for hard copy mail nor do they have to encrypt and decrypt e-mailed documents. EDE also allows the CSP sending information to another state or county the ability to track if the CSP receiving it has opened the document.
EDE is not a substitute for Child Support Enforcement Network (CSENet). If you send a case referral with CSENet, EDE can be used to send the necessary documents electronically since CSENet does not have document attachment functionality.
While each state elects which forms other states can request be sent through EDE, all EDE users can receive all intergovernmental forms. For example, New York will only request a Notice of Lien Form from other states via EDE. However, Michigan can send all other forms to New York for processing if Michigan wishes (though New York may still request a paper packet be sent from Michigan). Users should check the “Electronic Document Exchange (EDE) State Status” document available on the Federal Portal.
The OCSE EDE Consortium is currently working on expanding the FIPS codes to county levels. This change will allow each county’s friend of the court (FOC) and prosecuting attorney (PA) office the ability to determine if the document was intended for their office before opening it.
The Uniform Interstate Family Support Act (UIFSA) permits certified documents to be sent electronically with proof of certification. One of the initial concerns from CSPs was if their respective county clerk offices would accept the electronic documents as “original” documents. OCSE PIQ 18-01 specifically states the electronic documents may not be excluded from evidence. Michigan offices that do not have electronic certification available in their offices should refer to the August 16, 2018 State Court Administrative Office Friend of the Court Bureau Memorandum Certified Orders in Electronic Document Exchange.
Training, Tips, & Tricks
The Intergovernmental Google Group often discusses issues arising with EDE. Some tips and tricks from the group include:
- The newest functionality of the EDE allows users to recall documents that are sent in error. This was created at the request of EDE users. If EDE users have suggestions for EDE improvement, they should contact Sheila, Jillian, or Elizabeth so the suggestion can be sent to the EDE Consortium for consideration.
- EDE accepts the following document types: JPEG, PDF, TIFF, DOCX, DOC. Users can also submit multiple documents through EDE in a ZIP file.
- File names are important. File names are limited to 60 characters maximum, and the names can only contain letters, numbers, dashes, underscores, and periods. This means that files containing spaces within the file name will not be accepted.
- Documents only remain on the EDE for 60 days. Users should check their EDE communications on a frequent basis to make sure that no documents are missed due to the 60-day timeframe.
- Issues with EDE are handled through OCSE, not HelpDesk. Users should contact the Child Support Portal HelpDesk at 800-258-2736 (Option 3), or via email at csportal@acf.hhs.gov.
- If a state or local offices listed as using the EDE refuse to accept EDE transmissions from Michigan, users should contact Courtney Garnand with OCSE. She can be reached at Courtney.Garnand@acf.hhs.gov.
In addition, we have made several presentations to help CSPs become more familiar with EDE. The Southwest Michigan Family Support Council Spring Conference, the Northern Michigan Family Support Council Spring Conference, the PA Forum, PA Users and FOC Users Group all invited us to provide them with a demonstration of EDE. There will also be a presentation at the Michigan Family Support Council Fall Conference on EDE.
If you would like someone to train your office on EDE, please contact either Jillian Thelen (ThelenJ15@michigan.gov) or Sheila Waldrop (WaldropS1@michigan.gov).
