VSoft e-Court Collection – how about automating the communication of the debt collection system with the e-court?

Does your debt collection system generate a lot of lawsuits for payment every month? What about filing them en masse, without having to print them out, attach evidence documents, pack everything in envelopes and send it all over the country? It would be so much easier to file all lawsuits with one court! Finally, and perhaps most importantly – what if there was the possibility of paying a 4 times smaller court fee for a lawsuit?

There is a way to do all this! We are talking about Electronic Writ of Payment Proceedings (EPU) conducted on a mass scale by the e-Court based in Lublin. To take advantage of the above advantages of EPU, all you need to do is file electronic lawsuits manually, directly on the e-Court website. This can also be done in the form of bulk XML files.

Automatic communication with the e-court

What if we would like to avoid having to create XML files of lawsuits containing huge amounts of personal and sensitive data and copy them to various folders on the plenipotentiaries’ computers? What if we are concerned about securing them properly while meeting GDPR requirements? Well, there is a solution that makes this possible. An intermediate system – a connector to the EPU – receives data from the system that is the source of the lawsuits via a secure channel and then submits them to the e-Court via an encrypted network connection.

Is there a way for lawsuits previously prepared in the source system to ‘file themselves’ regardless of whether the e-Court website is currently available or whether there has been a failure or implementation work is underway? Or irrespective of whether the e-Court website is loading quickly or slowly at a given time. The Connector to the electronic writ of payment proceedings comes to the rescue again – if the e-Court website is not available, the Connector will work for us all day and, if need be, all night, trying to file our lawsuits at set intervals. Should it fail now – all is not lost yet, it will try again in an hour until it succeeds. Having received feedback from the Connector, the plenipotentiary has to log on to the e-Court website solely to pay for and sign the ready-made, pending lawsuit packets, sign the packets of pleadings or motions to commence enforcement proceedings.

Speaking of packets – the Connector will independently combine lawsuits, pleadings, motions into appropriate packets on behalf of particular plenipotentiaries, taking into account the packet size allowed by the e-Court, as well as business-set parameters like the maximum number of documents or the maximum fee set by the business for a packet of lawsuits. The Connector will then create another separate packet that we do not need to sign on a given day, spreading the costs incurred over the following days of the month.

That’s not all!

Wouldn’t it be perfect if a plenipotentiary received information about new decisions and orders from the computer system, instead of having to manually log into the e-Court each day to check it? This is another task that the Connector performs, reading new data from the e-Court every day. Furthermore, the Connector will recognise individual elements of the order, such as the ‘decision code’, the content of the pleadings or the grounds. The system that is the source of the lawsuits does not have to search for this information in the XML data coming from the e-Court – the Connector will provide it. It is enough to show the plenipotentiary a ready-made list of cases pending verification, generate appropriate alerts or e-mail reminders.

Why VSoft e-Court Collection (VeCC)?

Since it is already a production-implemented solution running on a real-world environment. Our connector has ready-made functions that ‘bypass’ existing problems with the e-Court API. We have taken care of all the ‘technicalities’ associated with the EPU.

What else can VeCC do?

Through VeCC, apart from lawsuits, all pleadings previously prepared by the source system can be submitted to the electronic writ of payment proceedings, including specific ones, such as a change of plenipotentiary or an address supplement, which results in an immediate automatic update of the defendant’s address in the EPU, thus eliminating delays during the case.

Will an entire packet of 30 lawsuits, pleadings or motions be withheld if it accidentally contains one or more erroneous items requiring correction of data, that the e-Court does not want to accept? VeCC automatically excludes erroneous documents from the packet and the e-Court receives a packet consisting of correct lawsuits (pleadings or motions), so that their flow is not interrupted. In such a case, the system that is the source of the lawsuits receives information from the connector about the documents that need to be corrected and resubmitted.

The connector and debt collection system instead of the traditional approach to handling electronic writ of payment proceedings (EPU)

The automation of communication with the EPU makes it possible to minimise clerical activities in the traditional sense (handling files, correspondence) of cases conducted in the e-Court. The monitoring of the status of cases in the EPU, which are uploaded by means of the connector to the debt collection system, reduces the workload of the employees, who can thus only deal with topics that actually require their attention. Such a solution also makes it possible to handle a large number of cases en masse while paying a fraction of the EPU lawsuit fee and at the same time keeping personal data secure.

Going even further – nothing prevents the entire court process from being fully automated, including the filing of an enforcement motion with the e-Court. Having received information from the Connector that the order has become final, the system that is the source of the lawsuit can prepare and send a motion for enforcement to the connector. And if it prepares it completely automatically, then the plenipotentiary’s task will only be to sign the packet of motions in the e-Court and they will be able to focus on handling those cases where human action is necessary, such as creating pleadings when the additional summons from e-Court has arrived.

Łukasz Grządziel

More than 20 years of experience in the IT industry, formerly a programmer, leader and team leader, now a business and systems analyst for 10 years. Involved in the development and maintenance of tools supporting the handling of receivables. At VSoft, he was responsible, among other things, for the realization and implementation of a monitoring, restructuring and recovery system from scratch in several banks.

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