DCS - Taking a full backup of a DCS case

DCS is a system which allows you to load PDFs into a DCS "case" and then produce a single PDF containing the "bundle" of documents which is "indexed and paginated" - i.e. with each page having a number and with an index at the front listing every document in sequence together with its page number.

For a given legal case, there might need to be a number of DCS "cases". There might be several hearings during the lifetime of a legal case with a separate DCS "case" needed to produce the bundle for each hearing. Caselines generally charge a fee based on the total number of pages of documents existing at any one time in all the DCS "cases" which the customer has created so you will want to delete DCS "cases" (particularly those containing large numbers of documents) after they are no longer needed, in order to keep costs down. It is sometimes possible to create a new bundle using the sub-bundle feature and although Caselines does not generally charge any extra for sub-bundles there is a limit to the number of sub-bundles which can exist for a DCS case at any one time so you will also want to remove sub-bundles when they are no longer needed. Before deleting a DCS "case" (or removing a sub-bundle) you should take a full backup of it and store that backup on your computer (so that it will be included in the general backups you make of files on your computer). Taking a "full" backup of a DCS "case" involves two elements:

A. Downloading the current complete indexed and paginated bundle for the "case" as it is (or downloading the sub-bundle if you are backing up the sub-bundle).

B. Downloading (in pristine form without bundle pagination) all the individual documents which are in the "case" (both those for which the "included" box is ticked and those where it is unticked).        

You need to do A so that you have an exact copy of the bundle as it was when it was used e.g. at a court/tribunal hearing. The reason for doing B is that although, when you delete a DCS "case", you will be doing so because you believe the "case" is no longer needed, it is always possible that it might turn out that in future you need a copy of a document which had been loaded to that "case". Of course in this event you could scan in the original document again but it is much easier if you can use a PDF copy you already have and, of course, the PDF copy needs to be a pristine copy without any imposed bundle page numbering


STEP 1 - Create a backup sub-folder on your computer   

As explained above, a full backup of a DCS case produces a number of PDFs so you need to create a backup sub-folder to contain them. You can name the folder based on the date you took the full backup - e.g. 2019-05-15 DCS Backup  


STEP 2 - Downloading the current complete indexed and paginated bundle for the case

In the download panel for the case, as shown in the example below, click Download Complete Bundle and a PDF containing the complete bundle "as is" will be downloaded to your computer. If you are backing up up a sub-bundle (rather than the Master bundle for the case) make sure that you select the download panel for the sub-bundle you want to be backed up.

  


If, when downloading, you are prompted to specify the folder to contain the download, specify the sub-folder you created in STEP 1. If you are not prompted and the PDF is downloaded to a default folder on your computer, move it to the sub-folder you created in STEP 1.


STEP 3 - Downloading section PDFs and Index PDF 

Tap the Download Bundle Index button to download the Index PDF. If, when downloading, you are prompted to specify the folder to contain the download, specify the sub-folder you created in STEP 1. If you are not prompted and the PDF is downloaded to a default folder on your computer, move it to the sub-folder you created in STEP 1.

You also need to save the individual section PDFs as these are needed for double-sided printing (for double-sided printing you print one section PDF at a time). If a section contains any pages to be printed on A3 or larger paper then you will previously downloaded the section PDF and corrected the page sizes and in this case you should save the amended PDF for that section in the sub-folder. Otherwise simply tap, in turn, the download buttons below the Download Bundle Index (button in the example above there are three download buttons below it) to download the sections PDFs to the sub-folder.


STEP 4 - Downloading all the individual documents in the bundle 

For each section in the DCS case, go to the View Documents screen (see example below) and tap the PDF button for each document in turn to download PDF copies of all documents in the DCS case. 




If, when downloading, you were prompted to specify the folder to contain the downloads, specify the sub-folder you created in STEP 1. If you are not prompted and the PDFs are downloaded to a default folder on your computer, move them to the sub-folder you created in STEP 1.




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. 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.


This page was lasted updated in May 2019. Disclaimer