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. DCS cases are also used to assemble Exhibits. 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 documents included in sub-bundles (beyond the charge already made for the pages of the document in the "master" bundle) there is a limit to the number of sub-bundles which can exist for a DCS case at any one time so you may 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). Also once the litigation is ended you will want to do a final backup of all DCS cases then in existence. 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 (or there may be a copy of the document in another DCS case) but it is simpler if you have saved in one place pristine copies of all the documents.


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 keep them together. 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

Note: you only need to do this step if the DCS case was actually used to create a "bundle" such as a hearing bundle or an exhibit. If the DCS case was actually just used as a convenient repository of documents to be disclosed, or of key documents which may need to be referred to during the litigation (and perhaps copied to other DCS cases to produce bundles) and the indexed/paginated bundle it automatically generated was never downloaded and used as a bundle then omit this step.   

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 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.

If the DCS case was used to generate an exhibit, you should also save a PDF copy of the signed exhibit frontsheet in the sub-folder. 


STEP 3 - Downloading all documents in unpaginated form

Normally all or most of the documents in the DCS case will have the "Included" box ticked and you can download these all in one go as a single bookmarked PDF. To do this, on the Bundle Pagination Options page:

untick Include Front Page and Index in Complete Bundle

select No Page Numbers - also select a Page Stamping Colour of Black, select a Page Number Size in the Bundle of Small and untick Section Numbering Restarts in Bundle

then tap Download Complete Bundle to download the bookmarked (and unpaginated) PDF to the sub-folder you created in STEP 1.

To complete the downloading you then need to individually any documents which were not "Included". For each section in the DCS case, go to the View Documents screen (see example below) and tap the PDF button for each document which has a No under the Included column. 



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.


NOTE You may have wondered why, in step 3, it is recommended that you select a Page Stamping Colour of Black, select a Page Number Size in the Bundle of Small and untick Section Numbering Restarts in Bundle when you are already selecting No Page Numbers. The answer is that sometimes DCS does not honour the "no page numbers" setting and prints page numbers on the right anyway so these options at least make the numbers less intrusive if they are printed.   

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 July 2019. Disclaimer