Loading documents to Bundledocs



Introduction

Whether you are simply seeking initial legal advice or whether a legal dispute with an potential identified "opponent" has materialised, you can use the Bundledocs system to store copies of relevant documents which you may find on your computer or phone, or in your paper files, or elsewhere

To load a document to Bundledocs, sign on to Bundledocs (which you can do from any device - phone, tablet or computer) tap on the bundle, tap the Add Documents button and navigate to the document to be uploaded (see video). 

Bundledocs Columns

When you list documents on Bundedocs there are two or three columns: Document Date on the left and Document Description on the right and, if there is an identified "opponent" who you are corresponding with (or even engaged in legal proceedings with) there will be a third column between those two columns named Disclosing Party. When loading documents to Bundledocs you need to ensure that each column is correctly filled in.

Document Date column

Bundledocs usually sets the Document Date column for a document automatically using the date-modified date/time of the file but there are some document types where an electronic "original" does not exist (e.g. paper documents which you are only now scanning in where the original is paper not electronic) and in these cases you have to type in the date of the original document as shown in the document itself. This is explained further below under Notes about loading certain types of document.

You should set the default Display Date Format in Bundledocs to d MMM yyyy (see video) as that is the format to use for most documents which have a date but not a time. For those documents which have a time as well as a date (e.g. emails and JPG photos) you can change the Display Date Format for the individual document to d MMM yyyy 'at' HH.mm.ss immediately after loading the document by tapping the Update Document button (see video).

Document Description column    

The Document Description should be concise but should be sufficient, with the Document Date, to enable anyone to identify the document as shown in the example below.


Document Date  Disclosing Party  Document Description
 
7 Jan 1920


A
 
Register of Title - AB123456
 

Note: Where the date you received a document is significantly later than the date it was created/signed, it can sometimes be important to add the date that you received the document (the exact date if you know it or otherwise the approximate date as best you can remember it) as shown below. Usually  Document Description does not include the date the document was created/signed (because there is a separate Document Date field which always gives this information) but if you are including in the Document Description the date that you received the document you should always also include the date the document was created/signed in the Document Description because Bundledocs, by default when you load a document, will automatically set the Document Date to the first date it finds in the Document Description if it contains a date in the right format (which you don't want to be the date received).  


 Document Date  Disclosing Party  Document Description
 22 Oct 1998  A  Agreement 22 Oct 1988 (obtained on 5 Feb 2016 from Land Registry)

 15 Sep 2007  A  Letter Smith to Jones 15 Sep 2007 (received with Jones & Co's's solicitor's letter of 15 Mar 2020) 



Disclosing Party column

If you are not yet at the point of being in actual correspondence with an identified opponent about a dispute then you do not need to use this third column yet. 

At the point when a legal dispute arises between two parties each party will have documents. Some documents both parties will have (e.g. an email sent from one party to another) and some documents only one party or the other will have a copy of. If legal proceedings are commenced and continued until the eventual trial then, well before the eventual trial, each party will have "disclosed" to the other documents it has so that by the time of the trial every party will have a copy of every document which will (or might) be used at the trial. But it is important to keep track of which documents each party originally had before "disclosure of documents". There is usually a main Disclosure of Documents stage of litigation but some disclosure also takes place before then: key documents are usually disclosed at the commencement of litigation and, even before then, some documents may be disclosed informally by being enclosed with/attached to pre-action correspondence between the parties. So once you have an identified potential "opponent" or "opponents" who you are actually corresponding with (or who has a solicitor whom you are corresponding with) about the dispute you need to have a Disclosing Party column in Bundledocs so that you can enter into it your opponent's initials when loading documents disclosed by your opponent, and your initials when loading documents you already had before any "disclosure" by your opponent and documents you subsequently obtain from third parties or public sources. 

You tell Bundledocs to use this third column by selecting the Show Custom Column Text on Screen option for the bundle (see video). (Also ensure that Custom Column Name is set to Disclosing Party in your account options (see video) so that the correct column heading appears as and when you generate a bookmarked bundle of documents using the Show Custom Column on Index Pages option in Generate.)

Once actual legal proceedings (litigation) has commenced each party will be assigned a title such as, for example, Applicant, Claimant, Defendant (or First Defendant and Second Defendant) or Respondent and from that point onward you use A, C, D, D1, D2, or R in the Disclosing Party column instead of the person's initials. At the main Disclosure of Documents stage of litigation, you add a disclosure list number - e.g. R-22.     


Notes about loading certain types of document

Emails

Check that the Use Email Attachments Where Possible option is set in Bundledocs (see video).

First of all you need to log on to your email system on the web and download (save) the emails as EML or MSG files. Or if you are using an email app on your device that may have a save as file option.

Temporarily set the bundle default Display Date Format to d MMM yyyy 'at' HH.mm.ss (see video). Then load the EML/MSG files to Bundledocs in the usual way using the the Add Documents button (see video).  

When you have finished loading all the emails change the bundle default Display Date Format back to d MMM yyyy (see video) which is the normal Display Date Format for most document types (other than emails and photos)

For each email you have loaded you need to edit the Document Description to include sender and recipient names as shown in the example below.


 Document Date  Disclosing Party  Document Description
 
 27 Jun 2020 at 15.01.41
 
A
  
 Email John Smith to Paul Jones        


Note: If you have a number of emails you can save time by renaming the EML/MSG files before loading them (which you may be able to do in bulk using a renamer app) to already include sender and recipient names, so that you don't have to edit these names into the Document Description for each individual email after loading to Bundledocs. When renaming the EML/MSG files you might want to include the file size (as well as sender and recipient names) in order to make filenames unique. Don't include a date in the filename as this may cause Bundledocs not to set the email time correctly.


Emails with attachments will appear in Bundledocs as a main email document with the attachments as sub-documents, as shown in the example below.

 Document Date  Disclosing Party  Document Description
 
 20 Sep 2018 at 15.28.23

 20 Sep 2018 at 02.04.45

 19 Jul 2018 at 15.22.34 
 
A

A

A
  
 Email John Smith to Paula Jones

            Contract v3.2

             StdTerms1.2.4


You don't need to (and generally should not) edit the Document Description for these sub-documents: just leave them with the names they had when they were sent by email - Contract v3.2 and StdTerms1.2.4 in the above example. But what you should do is check the Document Date of each sub-document. The Document Date for email attachments should be automatically set by Bundledocs to either the original file system "date modified" date/time of the document which was attached to the email, or if the email has not stored the "date modified" for an attached file, Bundledocs should set the date  for the document to the date/time of the email itself. But sometimes, in the latter case, the date of an attached document is automatically set by Bundledocs to today's date with the current time (which clearly cannot be correct because an attached document obviously cannot be timed later than the email it is attached to) and, if so, you need to blank out the Display Date Format for that sub-document (you do this by tapping the Update Document button - see video) so that no date/time is displayed for the sub-document. As long as the accurate date/time of the main email document itself is shown correctly it is not necessary for any date/time to be shown for any of the sub-documents.


 Document Date Disclosing Party Document Description
 
 20 Sep 2018 at 15.28.23

  

  
 
A

 

 
  
 Email John Smith to Paula Jones

            Contract v3.2

             StdTerms1.2.4


Paper documents 

Each paper document should be scanned in and saved as a PDF. The PDF can then be loaded to Bundledocs in the usual way by tapping the Add Documents button (see video). It is possible to buy specialised scanner devices but most people have an all-in-one printer/scanner. Virtually every printer/scanner has WiFi capability so you can easily connect it to your WiFi network and use it from any computer or other device you have.

When scanning in each document, give the PDF a name which includes the date of the document like this: 

Letter Smith to Jones 21 Jan 2018

Before loading the PDF to Bundledocs, check that the default Display Date Format for the bundle is set to d MMM yyyy (see video). Providing you have set the default Display Date Format correctly Bundledocs should recognise the date in the PDF name and set the Document Date accordingly for each document.


Document Date  Disclosing Party   Document Description
 
21 Jan 2018

 
A
 
Letter Smith to Jones 21 Jan 2018


For A3 and larger documents, you should select the Use original document in bundle option for the document immediately after loading it (so that if and when you come to print that document from Bundledocs it is printed on the correct paper) by tapping the Update Document button - see video.


Don't produce a separate PDF for each page of a document

If a document consists of more than one page, make sure that all pages are scanned into a single PDF. Don't produce a separate PDF for each page. 
If you put all the pages of a document in the document feeder on your scanner they should, by default, be scanned into a single multi-page PDF. If you are not using the document feeder but are instead putting each page of a document, in turn, on the glass (e.g. because the pages are fragile or are bound) the scanning dialogue you use should prompt you after scanning each page to say whether there are more pages of the document to be scanned, or whether the page you have just scanned is the last page of the document so that the PDF can now be saved.

If you have a very old scanner which does not have a document feeder and does not prompt you when scanning from the glass, consider buying a new scanner. The cost of good quality scanners is coming down all the time and you can buy a combined scanner and printer, which can scan and print double-sided, A4 and A3, for less than £250. When buying a scanner make sure that the scanner has a double-sided automatic document feed (ADF) as you may find that many of the documents you need to scan in are printed on both sides.


Scanner/printer shown above is a Brother MFCJ6530DW 


(If you have a very old scanner and for some reason can't obtain a new one, so that you have no choice but to scan in one page of a document at a time, you can load each individual pages to Bundledocs as a separate documents and then merge the pages together (see video) but doing it that way can be quite laborious.)  


Do not include more than one document in a single PDF

Each document should be a separate PDF. The only exception to this is that sometimes, for a letter with enclosures, the PDF should contain all pages of the letter followed by all pages of the enclosures (though documents enclosed might also need to be loaded a separate documents as well).    


Don't scan in two pages side-by-side

If you have a document in leaflet form - e.g. a single A3 sheet of paper folded in half to make a four page A4 sized leaflet - make sure you scan each page (rather than scanning two pages side by side) so that you produce a PDF containing four A4 pages (and not two A3 pages).

So don't scan it in like this



Scan it in like this with any backsheet at the end.




Similarly, if you have a booklet consisting e.g. of 8 A4 pages made up of two folded A3 sheets stapled at the crease, make sure you scan each page so that you produce a PDF containing eight A4 pages (and not four A3 pages).


Save the PDFs on your computer 

At this stage you are scanning in paper documents as PDFs specifically because you have decided to load them to Bundledocs but your ideas about what documents should be in Bundledocs may change - you might decide that a document which you originally thought relevant isn't relevant and remove it from Bundledocs but then when another document comes to light it may be apparent that, in combination with that other document, it is relevant after all. For reasons such as these you should save the documents you scan as PDFs permanently on your computer in a folder named e.g. Right of Way Dispute - Copies of Paper Files (if the dispute is about a right of way) so that you don't have to rescan them. Save them with meaningful (rather than temporary) names, including the document date, as illustrated above.


JPG photos

Because JPG photos are timed documents, their Display Date Format needs to be set to d MMM yyyy 'at' HH.mm.ss so that the time as well as the date the photo was taken is shown in the Document Date. Even if the time is not important for any other reason it is important as a unique identifier of the photo which can be used for reference. It is possible to change Display Date Format for a document after it has been loaded (see video) but, particularly if you are loading more than one photo at a time, it is easier to temporarily set the bundle default Display Date Format to d MMM yyyy 'at' HH.mm.ss (see videoimmediately before loading the JPG photos  

To load JPG photos to Bundledocs:-
  • If the photos are on an Android device, sign on to Bundledocs from the Android device and load the JPGs by tapping the Add Documents button (see video)
  • If the photos are on a camera import them to your computer or Android device. Then sign on to Bundledocs on your computer or Android device and load the photos by tapping the Add Documents button (see video)
  • If the photos are on an iPhone, and you have a Windows computer, connect the two together with a USB cable and sign on to Bundledocs on the Windows computer and load the JPGs by tapping the Add Documents button (see video). If you do not have a Windows computer, you can sign on to Bundledocs on your iPhone and load the JPGs by tapping the Add Documents button (see video) but you then need to carry out this procedure.    

For each JPG loaded check that the date and time the photo was taken, as shown in the Document Date in Bundledocs, appears to be correct. If it is not correct or if you are in any doubt see here.

Edit the Document Description column for each JPG photo to give a general description of the subject photographed


Document Date  Disclosing Party   Document Description
 
25 Apr 2020 at 18.01.22

 
A
 
Photo of No 22 Garden


After you have loaded the JPG photos don't forget to change the bundle default Display Date Format back to d MMM yyyy which is the format used for most document types (other than JPG photos and emails).

Load metadata print as well

If you follow the above procedure the date and time in the Bundledocs Document Date will be, for each photo, the date taken in the EXIF metadata, but for the purposes of any eventual trial that may have to be proved, so a "print" image showing metadata needs to be loaded as well for each photo. If you are not yet at the Disclosure of Documents stage you can do this now while you think of it; if you are at the Disclosure of Document stage you should do this now.


Photos in card form

You will need to scan any relevant photo which is in card form into a PDF, with a four digit unique reference number above the image in the PDF copy, and then load the PDF to Bundledocs.

If a photo is loose (e.g. not stuck in an album) look on the reverse side just in case anything relevant is written on it. It might possibly have a date stamp from the photographic shop which made the print which would at least show that the photo must have been taken before that date. If there is any relevant information written on the reverse of the photo, photocopy the information on the reverse side then place the photo above the photocopied sheet when scanning in so that the PDF you produce contains both the face of the photo and, immediately below that, the information on the reverse side. 

You can scan to PDF on a Windows computer using PDF X-Change Editor. In the scanner dialogue, choose a DPI of at least 300. Tap on Image Insertion Options and choose New Page Options of margins of at least 20mm on all sides and a page size of A4, and, under Image Labels tick Use a Custom Text Label for Each Image with text of Photo no. %[Minute]%[Seconds] a Yellow Back Colour and a font size of at least 16pt, centre aligned, and tick Place Label Above Image. Click OK to return to the scanner dialogue. Scan in one photo at a time (i.e. one photo for one PDF).

Establishing the (approximate) date that a relevant photo was taken is likely to be important and you should preserve anything which sheds light on when it was taken. If the photo is stuck in an album of photos, do not unstick it to scan but preserve it as it is because, if there turns out to be a dispute about when the photo was taken, the album as a whole may help to shed light on when the particular photo was taken (the general appearance of the album and perhaps other photos in it, even if not themselves directly relevant, may shed light on when the photo in question was likely to have been taken). So do not unstick such a photo for scanning but instead take a photo of it in situ, then create a PDF from the photo JPG using PDF X-Change Editor - tap From-Files then From Image files, add one image file, tap Options and set the options as described above and tap OK to create the PDF.

After you have loaded the photo PDF to Bundledocs by tapping the Add Documents button (see video) Bundledocs will initially set the Document Date to be the "date modified" date which is just the date you scanned in the photo so you then need to change it so that it shows the date the photo was originally taken so far as you can ascertain it. You have to type in to Bundledocs an exact date - day, month, and year - but if, as is usually the case, you do not know the exact date the photo was taken and so can only give an approximate date, you can tap the Update Document button and change the Display Date Format (see videoso that it only shows the month and year, if that is all you are sure of, or even just the year as shown in the first two examples shown below.


 Document Description  Display Date Format  Document Date entered  Document Date displayed
 Photo of Rose Cottage (photo no 4547 No metadata)  yyyy  1999-01-01  1999
 Photo of No 22 garden (photo no 1532 No metadata) MMM yyyy  2006-06-01  Jun 2006
 Photo of No 22 garden (photo no 5721 No metadata) 'mid 1990s'  1995-01-01  mid 1990s


Include the four digit reference number and the words No metadata in brackets at the end of the Document Description.

If a photo can only be dated to within a few years, not to an exact year, you can use a value such as about 1994 or mid 1990s or late 1990s within single quotation marks as shown in the last example. Don't use a value in the form about 25 years ago because if you do someone reading what you have entered will not know exactly when you entered it and therefore be unclear what year to count back 25 years from. If you have completely no idea at all when a photo was taken you can simply say Date unknown.

Save the PDFs on your computer 

At this stage you are scanning in the photos as PDFs specifically because you have decided to load them to Bundledocs but your ideas about what photos should be in Bundledocs may change - you might decide that a photo which you originally thought relevant isn't in fact relevant and remove it from Bundledocs but then when another document comes to light it may be apparent that, in combination with that other document, the photo is relevant after all. For reasons such as these you should save the photos you scan as PDFs permanently on your computer in a folder named e.g. Right of Way Dispute - Copies of Paper Files (if the dispute is about a right of way) so that you don't have to rescan them. Save them with meaningful (rather than temporary) names, including the document date, such as Photo of Rose Cottage in 1999 (photo no 4547 No metadata) 


Official copies of documents supplied as PDFs

By law certain bodies have to keep documents in a register and supply official copies to anyone who requests one. Examples include the Land Registry and Companies House who supply official copies either as PDFs or in paper form. If you have obtained an official copy of a document in PDF form it will generally have a "date modified" date which is the date the official body supplied the official copy to you - not the date of the official document - so, after you have loaded the document to Bundledocs by tapping the Add Documents button (see video) Bundledocs will initially set the Document Date to be the "date modified" date but you then need to change it (see videoso that it shows the correct date of the document. 


Document Date  Disclosing Party  Document Description
 
7 Jan 1920


A
 
 Official Copy (Conveyance) 07.01.1920 - BM364517 



The Document Description in Bundledocs will initially be the file name of the PDF which may be a useful description - PDFs obtained from the Land Registry usually have meaningful name - or not. If it is a useful name you may be able to leave it as it is: if not then give it a concise descriptive name. 

 

Text Messages

You can take a screenshot of the text messages shown on your phone screen as a JPG file and load that JPG file to Bundledocs in the usual way by signing on to Bundledocs and tapping the Add Documents button (see video). But if you want to take a scroll screenshot - capturing all the messages in a long conversation which cannot be seen in one go on the phone screen - you need to create a multi-page PDF from the long JPG image as explained here and load the PDF, not the JPG (if you load a long JPG it will be fitted to a single A4 page and the writing will be too small to read easily).

The text messages in the conversation will have different times so, once you have loaded the document to Bundledocs, as well as typing in the date  make sure the Display Date Format is d MMM yyyy (rather than d MMM yyyy 'at' HH.mm.ss) by tapping the Update Document button - see videoIf the text messages are on different days but all within the same month use MMM yyyy or use just yyyy if they cover more than one month but are still the same year.

Document Date  Disclosing Party   Document Description
 
Sep 2018

 
A
 
Texts
 between Smith and Jones



Video files

If the video file is a short video (up to 235MB) then you can load it to Bundledocs in the usual way by signing in to Bundledocs and tapping the Add Documents button (see video). If the video file is larger than that you cannot actually load the video file itself to Bundledocs so, instead, you should create a placeholder and load that instead

If you want to make JPGs containing snapshots of key frames of the video, do so in such a way that the JPG filename contains the number of minutes and seconds into the video that the snapshot is taken from. To do this if you are using VLC Media Player, go to preferences and, in video settings, include the characters $T in the prefix box, before you do the snapshots. Then go to the video file (or placeholder) and select the Drop Enabled option. Then use the Add Documents button to add the JPGs to Bundledocs (see videoand then drag the JPGs underneath the video as a sub-document. Bundledocs will initially set the date for each snapshot sub-document to be the date the snapshot was saved from the video so you then need to blank out the Display Date Format for that sub-document (by tapping the Update Document button - see video) so that no date/time is displayed for the sub-document.


Audio files

Load the audio file to Bundledocs by signing in to Bundledocs and tapping the Add Documents button (see video). 

If there is a a transcript which you are loading, go to the audio file and select the Drop Enabled option. Then use the Add Documents button to add the transcript to Bundledocs and then drag the transcript underneath the audio file.
  

Street View images

If you find a Street View image which is relevant to your case, make a PDF copy using the Save as PDF option of the Print function of Chrome. An example of how to do this can be found here. Then load the PDF in the usual way by tapping the Add Documents button in Bundledocs (see video).

Bundledocs will initially set the Document Date to be the date you created the PDF so you then need to change it (see videoso that it shows the correct month and year and use the Update Document button to set Display Date Format of MMM yyyy 


Document Date  Disclosing Party   Document Description
 
Mar 2018

 
A
 
StreetView image of Rose Cottage in Mar 2018




Google Earth Pro images

If you find an image on Google Earth Pro which is relevant to your case, take a screenshot. To take a screenshot, tap the email symbol at the top, select "screenshot" and tap "Email" and an email will be created with the screenshot as a JPG attachment. You don't actually have to send the email: you can simply save the JPG attachment to your computer as explained hereThen load the JPG file to Bundledocs in the usual way by tapping the Add Documents button (see video). 

Bundledocs will initially set the Document Date to be the date you created the JPG so you then need to change it (see videoso that it shows the correct year of the image and use the Update Document button to set a Display Date Format of yyyy



Document Date  Disclosing Party   Document Description
 
2019

 
A
 
Google Earth Image of Rose Cottage in 2019




Copies of web pages

Google Street View is an example of a website which is thought to contain reliable historical information from an authoritative source - it is not an official source (such as Ordnance Survey) but it is a well-known private source which is independent (assuming your legal dispute is not with Google itself!) and believed to be accurate. But, depending on what your dispute is about, you might want to take copies of pages from websites of the person or body you are in dispute with. For example if you have a dispute with a supplier from whom you have ordered goods or services online you might want to take a copy of the details displayed on their website - taking a copy at the actual time you ordered would be the ideal but taking a copy as soon as you think of it has at least some value. You might, in fact, have already - some weeks ago - taken a copy of such a website in which case loading up that previously taken copy might be better than taking a new copy now. 

But if you haven't previously copied a web page which is relevant to your case, you can make a PDF copy now using the Save as PDF option of the Print function of Chrome as shown in the example here. Then load the PDF to Bundledocs in the usual way by tapping the Add Documents button in Bundledocs (see video).  


A set of Maps supplied as a single PDF

If you need to obtain maps, such as historical Ordnance Survey maps, for your case, these can often be obtained in PDF form (for example from Emapsite). If you are supplied with a series of maps, in chronological order, within a single PDF, it is generally fine to load that PDF and you don't need to extract the individual maps as individual PDFs before loading to Bundledocs because maps are generally presented (eventually in a trial bundle for example) in a dedicated section separate from the general chronological sections for photos and other documents. This is an exception to the normal rule that individual documents should be loaded separately to Bundledocs. In fact, not only do you not have to extract individual maps in this situation, but it is generally best not to do so because having the PDF, exactly as received from the maps supplier shows exactly where the maps have come from, which is important. In this situation you should use the Update Document button to set the Display Date Format for the document to blank (see video) so that no date is shown and the Document Description should describe the date range like this:-


Document Date  Disclosing Party  Document Description
    
A

 
Historical Ordnance survey maps 1894 to 1996


Paper Maps

If you do have to obtain some historical maps in paper form, make sure that where they came from is apparent on the face of them. For example if you obtain a copy of a paper map, or a paper copy of a map on microfische from a County Record Office, it might not say what it is or where it came from but often the County Record Office will, on request, stamp it to confirm what it is. 

If you have a map already in your possession which appears to be relevant but which does not have such identifying features, you should see if you can obtain the same map, with identifying information, from official sources and load that to Bundledocs, in which case you don't generally need to load the map in your possession as well. However, before deciding that you do not need to load the map in your possession as well, check whether it contains additional relevant information - sometimes an Ordnance Survey map has been used as a convenient base on which some further drawing has been made. Also there are some cases where what you reasonably believed in the past, about some matter, can be relevant and in that case what document you actually had in your possession in the past can be relevant.


Litigation documents        

Once court/tribunal proceedings start the litigation process itself involves the creation of litigation documents such as:

  • Pleadings (statements of case) - documents, usually drafted by each side's barrister, which particularise what a party will be arguing at trial
  • Orders - made by the court or tribunal itself about e.g. what steps the parties must take to prepare for the eventual trial
  • Witness statements
  • Exhibits 

These litigation documents will invariably be either in paper form or in PDF form and to load them to Bundledocs you use essentially the same procedure as for other paper documents or PDFs but bear the following in mind:-
  • It is not necessary to fill in the Disclosing Party column for litigation documents.
  • Most litigation documents drafted on behalf of a party commence with the name and number of the case followed by a document title in "tramlines". Use this document title as the Document Description in Bundledocs.
  • Most litigation documents are signed and, if they are, the date of signature should be entered as the document date.
  •  Orders take many forms. Orders made by a court will include the court seal (stamp). Orders made by a tribunal may be in the form of a letter from the tribunal office albeit the letterhead will normally include the Royal coat of arms. Orders which relate to how the parties are to prepare for the eventual hearing (e.g. by filing and service of certain documents by stated deadlines) may be called Directions. You should use the words Order, Court Order, Tribunal Order, Tribunal Directions etc. in the Document Description. Some orders may contain two dates - the date the order was made by a judge or court/tribunal official and the (sightly later) date the written order was drawn up and sent out. If there are two dates then it is the earlier date which should be used as the Document Date in Bundledocs.   
  • Some litigation documents might include copies of evidential documents. For example, an Exhibit document consists of a frontsheet giving the name of the Exhibit, followed by a number of pages containing copies of evidential documents (evidential documents are documents such as photos, deeds, contracts and past letters and emails taken or written and/or signed by you or by other people which help to prove where the truth lies about matters in dispute).The evidential documents should each have been loaded separately to Bundledocs but, nevertheless, the entire Exhibit document should be loaded to Bundledocs with all its pages as well. This is because although an Exhibit contains copies of evidential documents, it itself is a litigation document and the arrangement of the evidential documents within the Exhibit is part of the way documents are identified in the associated witness statement, which is also a litigation document. Pleading documents (Statements of Case) are another example of a litigation document which may also include copies of evidential documents within it, and the same applies - i.e. the individual evidential documents must be loaded separately to Bundledocs but, nevertheless, the entire pleading document, with all its pages, should also be loaded to Bundledocs.
  • Litigation documents are generally loaded into a section or sections by themselves, separate from sections containing evidential documents. Note, however that a litigation document created in a different past court or tribunal case might sometimes be relevant evidence in in your current court/tribunal case and, if it is, in your case it counts as an evidential document to be stored in the sections of evidential documents.


Checking the documents' descriptions once you have loaded them

Check the Document Description and amend as necessary for each document (see video). When typing in the Document Description, the objective is that the description should be concise but should be sufficient (in combination with the date) to enable anyone to identify the document.

So in the case of an email a concise description would indicate that the document is an email and give the names of the sender and recipient:

 Document Date  Disclosing Party  Document Description
 
20 Sep 2018 at 15.28.23

 
A
  
 Email John Smith to Paula Jones


If there is only one person with the surname Smith and only one person with the surname Jones you can shorten the Document Description to Email Smith to Jones, but don't use just initials - Email JS to PJ - as the  Document Description you enter is the name which will eventually be seen by the judge (in the trial bundle) and needs to be readily understandable. If the sender or recipient is a company with a long name such as The Blue Arrow Company (United Kingdom) Limited you can abbreviate this to e.g. Blue Arrow but don't use just initials unless the initials are very well known such as M&S or BT.


Check dates as well   

If you have followed the instructions above (see above under Notes about loading certain types of document) the dates of all documents in Bundledocs should be correct. Nevertheless it is worth checking, at the same time as you check the Document Description for each document, both the Document Date itself and the Display Date Format (see video). Timed documents such as photos and emails should have a Display Date Format of d MMM yyyy 'at' HH.mm.ss and documents which are not timed, such as letters sent through the post, should have a Display Date Format of d MMM yyyy It is sometimes the case that only the month and year of a document is known and in that case a Display Date Format of MMM yyyy can be used.


Sort into date order

Invariably chronological order is the best way of organising documents in a section so, once you have checked that all document dates are correct, sort into chronological order and save (see video).



Consider using a bookmarked PDF bundle to do the checking

When checking the Document Description and Document Date for each document, you will need to look at the contents of the document itself. You can look at the contents by tapping the view button (see video) for each document but doing it that way you cannot have the view panel open at the same time as you are looking at (and potentially changing) the Document Description and/or Document Date. So you may find it easier to generate a bookmarked PDF bundle and use that to do the checking. To generate a bookmarked PDF bundle, tap the Generate button and set a Bookmark Description Source of Source Code and enter a Bookmark Description Source Code of @Description (@Date) @Customtext P.@PageStart tick Show Document Description on Documents set a Document Description Source of Source Code and enter a Document Description Source Code of @Date     @Description     @Customtext Then tap the Generate button at the bottom right of the panel. When the bookmarked bundle has been generated, tap the Download Bundle button to download the PDF.


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.

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 August 2020. Disclaimer