Caselines DCS - Creating a "case" and Loading Documents


Note: As with all software services, new versions of DCS with slightly different screen layouts are introduced from time to time. Also there may be minor differences depending on the device you are using - whether you are using a touch screen or a mouse, for example - so the illustrations below may not match exactly what you see when using DCS but they should be near enough to give the general idea.


Create a DCS "case" and sections

In the DCS system a case is the name given to a collection of documents. Usually a court or tribunal case will need several DCS "cases". Within each DCS "case" there can be several sections. 


Log on to DCS

If you have not used DCS before, first of all you need to go to https://civilcourtdcs.caselines.co.uk/ select Register, fill in your name and email address, etc., choose a User Name and password, and select the Register button at the bottom. Then log on using your User Name and Password. 




Select Create New Case

Note: if you cannot see the Create New Case option, it means that you do not yet have permission to create a new case. Tap Support, then tap Report an Incident and send a message to the Caselines Help Desk asking to be given permission to create a case.      




Enter the name of the "case" 

Enter the name of the "case" to be created as shown above. If you will be using the "case" to store documentary evidence for your court/tribunal case (rather than, say, pleadings) an appropriate name might be Smith v Jones - My Documentary Evidence. After typing in the name of the "case" select Create. Then select Sections  




Create the sections you require 

Within each DCS "case" you can create sections to hold the documents you will be loading.

For each section, type in a Section Title and one or two letters for the Section Number/Letter as shown in the example above. Also enter a number in the Section Order field depending on what order you want the sections in, and select the Order Documents by...Date option. Select Create and a panel similar to that below will appear showing all the sections created so far.


Load Documents into a DCS section

Before you start loading documents

DCS can only load documents from the local storage of the computer (or Android tablet) you are logged on to DCS from, and only if the documents are in PDF or JPG form. So if you have documents on your computer which are not in PDF or JPG form you need to first make PDF copies

DCS does not have an interface to Google Drive or other cloud storage systems so if you have PDFs or JPGs on cloud storage you will first need to download them to the local storage of the computer (or Android device) you intend to use for DCS.

If you have documents to load to DCS which are on another device - e.g. on a phone or an iPad - you first need to copy them to the computer (or Android tablet) you will be using to log on to DCS. The easiest way to do this is probably to log on to Google Drive from the device where the documents are, load the documents to Google Drive as PDFs or JPGs (making PDF copies of any files not already in PDF/JPG form) and then log on to Google Drive from the computer (or Android tablet) which you intend to use for DCS, and download the documents from Google Drive to that computer's local storage.  

If you have some PDFs containing more than one document, you need to extract the individual documents as individual PDFs before loading them to DCS. Apart from emails (where the PDF should contain the email body and all attachments) and covering letters (where the PDF should contain the covering letter and the enclosures) each PDF to be loaded to DCS should contain just one document.    

If the PDF/JPG copies of your documents have filenames commencing with the date in yyyy-mm-dd format (e.g. 2016-05-22 Agreementthen, when you load them to DCS, DCS will recognise the date of each document so that you do not have to separately type the date of the each document into DCS. But don't worry if some of your PDFs/JPGs are named differently - you will get a chance to amend the date and title of each document within DCS after you have loaded it.

Once you have stored PDF/JPG copies of all the documents on the computer you will be using for DCS, log on the DCS, go to the appropriate DCS "case", and press the Sections button. Then proceed as follows.

Select the Upload Documents(s) button next to the section the documents are to be loaded into

The panel below will appear.




Select Add Files 



Navigate to the folder where the files to be loaded are located

Select the files and select Open

Note: DCS does not have an interface with Google Drive, so if some of the PDFs/JPGs you will be loading are on Google Drive you will need to download them from Google Drive to local storage on your computer or Android device before you can select them to load to DCS. 






Select Start Upload

All the files you have selected will then be loaded into DCS.


Go through each document you have loaded and type in a Document Title and Document Date


Select Update All Documents and the panel below will appear. 



Type in the Document Title and Document Date for each document.

Note: if the PDFs you loaded commenced with, or ended with, the date in yyyy-mm-dd format or yyyy.mm.dd format then the Document Date for each document should automatically be set by DCS when the document is loaded. Otherwise dates will default to today's date so you will need to change the Document Date, for each document, to the date of the document itself. 

When typing in the Document Title, the objective is that the description should be concise but should be sufficient (when combined with the document date) to enable anyone to identify the document.

So in the case of a letter a concise description would indicate that the document is a letter and give the name of the sender and addressee:

Letter John Smith to Paula Jones   


When typing in Document Title bear in mind that the name you enter will eventually be used when documents are listed in a court/tribunal hearing bundle, which contains both your documents and the other side’s documents, so use an objective description which will be meaningful to others and not just a description which is relative to you and to today's date. For example do not type  


Letter sent to John Smith last month


but rather enter the actual date of the letter - e.g. 20 September 2018 - and name both sender and addressee like this:


 Document Title Document Date
  
 Letter Jane Jones to John Smith
 
 20 September 2018


Here are some other examples:

 Document Title Document Date
 
 Memo John Smith to Phillip Jones

 Purchase Order Preston Haulage to Farnfield Motors

 Invoice Farnfield Motors to Preston Haulage

 Agreement John Smith and Peter Fisher

 Cheque Preston Haulage to Farnfield Motors

 Bank Statement John Low 01378256

 Photo of Brookwood Garden

 Email at 18.22 Phillip Jones to John Smith

 
 8 October 2014

 22 January 2015

 30 January 2015

 1 May 2015

 30 June 2015

 30 June 2015

 1 July 2015

 15 August 2015


If you do not know the exact date of a document

If you do not know the exact date of a document, say what you know about the date at the end of the Document Title like this

 Document Title Document Date
 Photo of Brookwood garden - circa 1992 exact year unknown   1 January 1992
 Photo of Brookwood garden - spring 1994 exact date unknown  1 April 1994
 Photo of Brookwood garden - early August 1995 exact date unknown

 1 August 1995

You still need to enter a full date (year, month and day of month) in the Document Date in DCS - so that the photo appears in the (approximately) correct order after older documents and before newer documents - but the words at the end of the Document Title make clear that that full date at the start is for sorting purposes only and the exact date is in fact unknown.

  

Date of receipt of documents

The date entered into DCS as the Document Date is always the date the document was created/signed. For most documents there is no need to indicate, in addition, when a document was received by you but very occasionally this might be important and, if it is, the date received can be entered in brackets at the the end of the Document Title.


A3 and larger documents

For A3 and larger documents, you should add - A3 etc. at the end of the Document Title to remind you to use the right paper (and the fit to paper print option) when you come to print the document. DCS stores all documents, whatever page size they were when loaded, as A4, so nothing in DCS itself will tell you what size paper to use.


Land Registry Official Copies

When the Land Registry provides an Official Copy of a document, it will either have a title page saying that the official copy follows this page or the document will be stamped on the first page with an Official Copy or Office Copy stamp, and on the first page should be a Title Number which will usually be in the form AB123456. Land Registry official copies like this should be named with the Title Number at the beginning of the Document Title:


 Document Title Document Date
 
 AB123456 Transfer

 AB123456 Transfer

 AB123456 Transfer

 AB123456 Register of Title

 AB123456 Title Plan

 

 
 11 November 2010

 3 August 2017

 27 October 2017

 11 October 2018

 11 October 2018

 


If the Disclosure of Documents stage has already taken place

In most legal proceedings there is a disclosure of documents stage at which each party is obliged to send to the other party a list - usually a numbered list - of the documents it proposes to rely on at trial and often also (depending on the court's/tribunal's order) other relevant documents the party has as well. It is useful to be able to identify which party has disclosed each document and if, when you are loading documents to DCS, the Disclosure of Documents stage has already taken place, then when naming the documents you should include the disclosure list number at the start of the Document Title like this:


 Document Title Document Date
  
 C12 Letter Jane Jones to John Smith
 
 20 September 2018

The letter C indicates that the document was disclosed by the Claimant and C12 indicates that it is document number 12 on the Claimant's Disclosure List. D is used for Defendant, A for Applicant, R for Respondent etc.

The rules of most courts and tribunals require documents to be listed individually on a disclosure list so if it is a numbered disclosure list each document will have its own number. If, exceptionally, a party is allowed to list documents on its disclosure list as groups - e.g. "12.   Ten photos of Brookwood garden" then an alphabetic suffix should be used for each document in that group entry - e.g. C12a, C12b, C12c, etc. See here for a longer explanation. 

Disclaimer

The information on this page about specific computer techniques is provided for information purposes only. Every reasonable effort has been made to ensure that the information is accurate and up to date at the time it was written but no responsibility for its accuracy, or for any consequences of relying on it, is assumed by me. Any sample screen layouts are based on the version of software current when the screen shot was taken and may be different now. You should satisfy yourself, before using any of the techniques, software or services described, that the techniques are appropriate for your purposes and that the software or service is reliable.

Any explanation about naming conventions or other matters in the context of tribunal or court procedure is only an overview and in order to be reasonably concise I have had to leave some details out - details which are likely to affect what the procedural law would say about your own situation. So please do not rely on the above but contact me for advice.

This page was lasted updated in October 2018. Disclaimer