DCS - Creating a "case" and Loading Documents


Caselines DCS or Google Drive?

Once litigation is underway you will need to start using the Caselines DCS system for managing documents (including producing a disclosure list and paginated and indexed hearing bundles) but there is a fee for using DCS and there can be a delay of a few days whilst Caselines do a credit-check (or ask for prepayment) and grant you permission to create cases, so most people initially use Google Drive which is free and instantly available and only start to use Caselines later on when needed (copying documents from Google Drive to DCS is easy). However it should be noted that documents loaded to Google Drive are generally stored on servers outside the United Kingdom and may not be subject to the same standards of data protection as apply within the United Kingdom. If you are concerned about this you can choose to load documents to Caselines DCS straight away and never use Google Drive at all.

The Windows computer you use to load documents to DCS 

DCS can only load documents from the local storage of the computer you are logged on to DCS from and it generally works best from a Windows computer. If you have some other device, such as a Mac computer or an Android device, and are a computer expert, you might be able to find a way to use DCS satisfactorily from that but most clients find a Windows computer works best. If you do not have a Windows computer consider buying one - the cost is not that much when compared to the overall cost of litigation and it can be a false economy to struggle with something else. If buying a Windows computer consider getting a Surface Pro or Surface Go with a type cover. These are full-function Windows 10 computers in portable tablet form. It is important to have a portable device as litigation can take many months and you will need to deal promptly with any developments even if you are away. Make sure you back up the data on your computer regularly.


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 an appropriate name might be Smith v Jones - My Documentary Evidence. If you will be using the case to store pleadings and court/tribunal orders than an appropriate name might be Smith v Jones - Pleadings and Orders.  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

Once you have, on your Windows computer, PDF copies of all the documents to be loaded to DCS, log on to 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: if the PDFs to be loaded are in more than one folder, tap Add Files again and select PDFs from the additional folder(s).






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   


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 November 2018. Disclaimer