Loading your documents to the Documentary Evidence section



Introduction

During litigation the Bundledocs system can be used to store documents. The main Bundledocs bundle will will contain documents prepared during the litigation itself, such as the "pleadings" in which each side particularises what it will be arguing at trial. At the trial each side attempts to prove what it is arguing by using evidence. Witnesses at the trial are one form of evidence; another form of evidence is documents - photos, letters, emails, taken/written by you or by other people in the past which help to prove where the truth lies. The documentary evidence which you have you will be loading into a separate section named Documentary Evidence Disclosed by Claimant (if you are the Claimant) or Documentary Evidence Disclosed by the Defendant (if you are the Defendant) and this article explains how to load documents into your Documentary Evidence section.
One reason why your documentary evidence is loaded to a separate section, your Documentary Evidence section, is that at the Disclosure of Documents stage of the litigation you will be providing copies of relevant documentary evidence and a list, and although every document loaded to the bundle will have the Party Disclosing column set to C or D etc. so that it is clear which documents are the ones you will be disclosing, it is easier to produce a list if all documents you will be disclosing are in a separate section. After the Disclosure of Documents stage there will no longer be separate Documentary Evidence sections for each party.

You may find relevant documents, to load to your Documentary Evidence sectionon your computer or phone, or in your paper files, and you may be able to obtain some documents from elsewhere.


Date format

You should use a Display Date Format in Bundledocs of dd MMM yyyy  hh.mm.ss for timed documents such as emails and digital photos, and dd MMM yyyy for documents which have a date but not a time such as letters. You can alter the Display Date Format for each individual document after it has been loaded but that can be time-consuming if you have to do it a lot and you can save time by setting the default Display Date Format for the bundle to dd MMM yyyy  hh.mm.ss before you load a series of emails or digital photos and changing the default to dd MMM yyyy before loading a series of scanned documents such as letters etc.

Disclosing Party column

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 important to be able to identify which party has disclosed each document and you should select a Custom Column Name of Party Disclosing and select the Show Custom Column on Index Pages and Show Custom Column Text on Screen options and type in a C or D for each document (depending whether you are Claimant or Defendant) or A for Applicant, R for Respondent etc., as you load each document.


How to load documents - the normal procedure

Most document types other than photos can be loaded to Bundldocs just by signing on to Bundledocs (which you can do from any device - phone, tablet or computer) and tapping the Add Documents button and navigating to the document to be uploaded. It is important that the file to be loaded has the original date-modified date/time so if you are loading from a copy of the original file rather than from the original file (e.g. loading a copy on your computer of an original photo on your phone, rather than directly loading the photo from your phone) make sure that the copy was made by a method which preserves date-modified metadata. Not only is it important that copies are exact copies but having the correct date-modified date/time on the file which you load to Bundledocs ensures that the date/time initially set in Bundledocs is accurate thus saving you the work of retyping it. 


Special considerations for certain types of document

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, Bundledocs will initially set the Document Date to be the "date modified" date but you then need to change it so that it shows the correct date of the document using a Display Date Format of dd MMM yyyy like this:- 


Document Date  Document Title
 7 May 1920  Conveyance Smith to Jones


Loading 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 the Display Date Format for the document in Bundledocs should be blank so that no date is shown and the Document Title should describe the date range like this:-


Document Date  Document Title
    Historical Ordnance survey maps 1894 to 1996

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, 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 change the Display Date Format so 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 Title  Display Date Format  Document Date entered  Document Date shown
 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  June 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 in the Document Title after a brief description of the subject of the photo.

If you don't even know which year a photo was taken in then enter your best estimate in quotation marks in the Display Date Format field like this 'mid 1990s' as shown in the last example above. Don't enter approximate dates in the form 'about 25 years ago'. If you have completely no idea at all when a photo was taken you can simply enter 'unknown'


Loading JPG photos  

Use the procedure below to load a JPG photo to Bundledocs. The reason why the procedure is a little more complicated than you might expect is that 
Bundledocs does not automatically include the EXIF "date/time taken" and "phone/camera model" data in bundles it produces after you have loaded a JPG, but it is important that this information is included so a PDF copy of the JPG, showing the EXIF data underneath the image, needs to be created and loaded for JPGs. 


1. Using ViewNX on your computer, tap Browse at the top left and, in the left hand panel, tap on the folder containing the photo which you are going to load, and thumbnails of the contents of that folder will be shown.

2. Sign on to Bundledocs, tap the Add Documents button and the Upload Documents panel will appear. Click and drag the photo thumbnail from ViewNX into the Upload Documents panel of Bundledocs so that the JPG loads to Bundledocs. 

3. In ViewNX, with the photo thumbnail still selected, tap the Print button to bring up the Print panel. If you have used ViewNX before go to step 5. 

4. In the ViewNX Print panel, tap the Settings button at the top right and select a printer of Microsoft Print to PDF and tap OK to return to the Print panel. Then at the bottom right of the Print panel, tick the Print Information box and tap the Settings button immediately to the right of the tickbox. Tap the Metadata tab and select a print size of 16 and tap OK to return to the Print panel. ViewNX remembers the settings so you only have to do this once.

5. In the ViewNX Print panel tap Print to create a temporary PDF copy of the photo. Then go to the photo on Bundledocs, tap Replace and load the PDF which you have just created.

6. Look at the document date/time on Bundledocs and, providing the date/time looks correct, enter a Document Description like this Photo of No 22 garden (with metadata shown) overwriting the filename which previously appeared in the Document Description

If, however, the date/time looks wrong given what is in the photo, or if you are in any doubt, read the guidance below.

If the date/time looks wrong

Tap Preview and look at the file information which appears underneath the image. This should include internal EXIF metadata including the camera/phone model and the date/time the photograph was taken. The date/time shown in Bundledocs as the Document Date is actually taken from the "date modified" time/date of the file which should be the same as the EXIF date/time taken. Certain computer operations, if not carefully carried out, can result in the "date modified" time/date being updated so that it is no longer the original time/date. It is also possible for certain computer operations to affect EXIF date/time taken but problems with EXIF data are less common and, when the do occur, invariably result in EXIF data being lost completely - not in the EXIF date/time taken data being incorrect. So if EXIF date/time taken is present, and it differs from the "date modified" time/date, it is the EXIF date/time which is almost certainly the more reliable. In this situation you could manually change the Bundledocs Document Date to be the same as the EXIF date/time taken but, even though the EXIF data may be more "important" than the "date modified" time/date, it is nevertheless important that the copy of the JPG on you computer, which you loaded, should be absolutely the same as the original including "date modified" data so you should check that the original digital image is still intact, with "date modified" date/time the same as EXIF date/time taken, and, if it is, recopy it by a method which preserves date-modified and EXIF metadata before deleting the copy on Bundledocs and reloading the good copy (using the procedure above). Only if an intact original is not available should you manually change the Bundledocs Document Date to be the same as the EXIF date/time taken. 

If, when you tap Preview and look at the file information which appears underneath the image, there is no EXIF data - i.e. the camera/phone model and date/time taken are missing - then again you should check that the original digital image is still intact, with EXIF phone/camera model and date/time taken data present. You should be able to check for the presence of EXIF data in whatever app you are using to look at the original JPG file by tapping a "properties" or "file information" tab. Check whether phone/camera model information is present - some apps do not distinguish clearly between EXIF date/time taken and file "date modified" - they show the EXIF date/time taken if present but otherwise show "date modified" in the same field. However if the phone/camera model information is absent then you know that any date/time cannot be EXIF date/time taken. If the original digital image is still intact, with EXIF phone/camera model and date/time taken data present, recopy it by a method which preserves date-modified and EXIF metadata before deleting the copy on Bundledocs and reloading the good copy (using the procedure above). If there is no original with the correct "date modified" date but there is at least an original with intact EXIF phone/camera model and date/time taken data, recopy it by a method which preserves date-modified and EXIF metadata, delete the copy on Bundledocs, reload the better copy using the procedure above, and then manually change the Bundledocs Document Date be the same as the EXIF date/time taken.

If, when you tap Preview and look at the file information which appears underneath the image, there is no EXIF data - i.e. the camera/phone model and date/time taken data are missing - and you cannot find an original with EXIF data, it could be that there never was an original with EXIF data. For example it might be that the photo was taken some time ago on a make/model of phone or camera which did not record EXIF data. Or it might be a JPG produced by scanning a non-digital photo. Another possibility is that it is a copy of a digital photo which, when originally taken, had EXIF data, but the EXIF data has somehow been lost. This could happen if, for example, the JPG was sent to you by email or as an MMS message some time ago and the original is no longer available to be resent. In this case the JPG's filename (which appears as part of the file information below then image in Preview) may yield some clue as to when it might have been taken (as many cameras and phones save JPGs with a filename which includes the date and time taken) and in this case you should amend the Document Title in Bundledocs to include the words No metadata along with the file name like this Photo of No 22 garden (filename 20080215124531.jpg No metadata) Even if the file name does not give any clue as too the date taken - e.g. if it is IMG001276.jpg - you should still include it because, at least, it is a useful reference to use as an identification of the photo.

You might come across a case where, although there is EXIF camera/phone model and date/time taken data in the file information which appears underneath the image when you Preview, nevertheless the image looks like a photo of a photo - for example there might be a white margin or the pixel density may appear to be so low that is seems unlikely that it is an original digital photo. Or the EXIF camera/phone model information may actually be a model of scanner, not a camera or phone, so you know it is a scanned copy of a non-digital photo. In this case you should amend the Document Title in Bundledocs to include the words No original metadata along with the EXIF date/time taken like this Photo of No 22 garden (digitised at 2018-10-22 16.45.31 No original metadata) to indicate that although there is some metadata present, which is useful as a reference, it is believed to relate to the digitisation process and not to the original taking of the photo .

In No metadata and No original metadata cases you need to set the Document Date in Bundledocs 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 - and in some cases you may be able to ascertain the exact date (e.g. from a filename) but if, as is often the case, you do not know the exact date the photo was taken and so can only give an approximate date, you can change the Display Date Format so 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 second and third examples shown below.


 Document Title  Display Date Format  Document Date entered  Document Date shown
 Photo of No 22 garden (filename 20080215124531.jpg No metadata)

 dd MMM yyyy  2008-02-15   15 Feb 2008
 Photo of No 22 garden (filenamIMG001276.jpg No metadata)  yyyy  1999-01-01  1999
 Photo of No 22 garden (digitised at 2018-10-22 16.45.31 No original metadata)  MMM yyyy  2006-06-01
 June 2006
 Photo of No 22 garden (digitised at 2018-10-22 16.46.15 No original metadata)   'mid 1990s'  1995-01-01  mid 1990s



If you don't even know which year a photo was taken in then enter your best estimate in quotation marks in the Display Date Format field like this 'mid 1990s' as shown in the last example above. Don't enter approximate dates in the form 'about 25 years ago'. If you have completely no idea at all when a photo was taken you can simply enter 'unknown'.
 

Loading 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. 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, make sure the Date format is dd MMM yyyy not dd MMM yyyy hh.mm.ss then type in as the Document Date the date of the last message in the file you have loaded and type a Document Title like this:


Document Date Document Title
 25 Sep 2018 Texts between Smith and Jones


Loading Emails

First check that the Use Email Attachments Where Possible option is set in Bundledocs.

If you are using a well-known commercial email system such as Gmail or Yahoo the chances are it is supported by CloudHQ. You can use CloudHQ to copy selected emails to a cloud storage system such as Box and then tap the Add Documents button in Bundledocs, choose the Documentary Evidence section, and tap on Box etc. at the bottom of the panel to load them to Bundledocs.

If you are using Outlook on a computer then you can instead tap the Add Documents button, choose the Documentary Evidence section, and then click and drag emails from Outlook into the Bundledocs panel.

If you are using an Android device you should be able to save selected emails as EML files on the device and then load them to Bundledocs. Open an email and see if there is a "save email as file" option. If there is you can use it to save the email to a predefined folder on your device - usually a folder named Saved Email. Then sign in to Bundledocs, and load the EML files by tapping the Add Documents button and navigating to where the EML files have been saved on your device. 


Loading 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 (which you can do from your phone or your computer wherever the video file is) and tapping the Add Documents button. 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 and then drag the JPGs underneath the video. Bundledocs will initially set the date for each snapshot to be the date the snapshot was saved from the video so you then need to correct that by typing in to the Date box, for each JPG snapshot, the date of the video itself.  


Loading Audio files

Load the audio file to Bundledocs by signing in to Bundledocs (which you can do from your phone or your computer wherever the audio file is) and tapping the Add Documents button. 

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.
  

Loading 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 to your Documentary Evidence section in the usual way by tapping the Add Documents button in Bundledocs.

Bundledocs will initially set the Document Date to be the date you created the PDF so you then need to change it so that it shows the correct month and year using a Display Date Format of MMM yyyy 


Document Title  Document Date
 StreetView image of Rose Cottage  Mar 2018
  


Loading 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 your Documentary Evidence section in the usual way by tapping the Add Documents button in Bundledocs. 

Bundledocs will initially set the Document Date to be the date you created the JPG so you then need to change it so that it shows the correct year of the image using a Display Date Format of yyyy

Document Title  Document Date
 Google Earth Image of Rose Cottage  2019
  


Loading copies of web pages

Google Street View and Google Earth images are example of websites which are 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 of other websites. 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 your Documentary Evidence section in the usual way by tapping the Add Documents button in Bundledocs. 

 

Loading paper documents 

Each paper document should be scanned in as a PDF. The PDF can then be loaded to your Documentary Evidence section in the usual way by tapping the Add Documents button in Bundledocs. Various methods of scanning are explained below.

  

Method 1: Use your scanner to scan to a USB stick or SDcard

Many scanners have a slot for a USB stick and/or SDcard so that you can scan as a PDF direct to the USB stick or SDcard. You can then insert the  USB stick of SDcard in to your computer or other device and load the PDF to your Documentary Evidence section in the usual way by signing on to Bundledocs and tapping the Add Documents button in Bundledocs. For A3 and larger documents, you should select the Use original document in bundle option immediately after loading the document so that if you print that document from Bundledocs it is printed on the correct paper.


Method 2: Use your scanner connected to your computer

Alternatively you can connect the scanner to your computer, tablet or phone and scan documents as PDFs that way. Most scanners have a variety of ways to connect to all kinds of devices using Wifi or cable and you can use whichever is most convenient. Once you have the document in PDF form on your device, load it to your Documentary Evidence section in the usual way by signing on to Bundledocs and tapping the Add Documents button in Bundledocs. For A3 and larger documents, you should select the Use original document in bundle option immediately after loading the document so that if you print that document from Bundledocs it is printed on the correct paper.
 

Whichever method of scanning you use it is important that all pages of a single document should should be scanned into a single PDF

Whichever method you use, 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 as it makes it very difficult if you have to keep closing one PDF and opening another to read through the document. 

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) 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 it knows whether or not to include the next page in the same PDF as the preceding pages.  

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 


Do not include more than one document in a single PDF

The only exception to this is that for a letter with enclosures, the PDF should contain all pages of the letter followed by all pages of the enclosures.    


Naming the PDF copies

Each paper document should be scanned in as a PDF. The PDF can then be loaded in the usual way by tapping the Add Documents button in Bundledocs. 

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 as it makes it very difficult if you have to keep closing one PDF and opening another to read through the document. And do not include more than one document in a single PDF - the only exception to this is that for a letter with enclosures, the PDF should contain all pages of the letter followed by all pages of the enclosures.

Most paper documents (unlike e.g. emails) only have a date, not a time as well, so, once you have loaded the document to Bundledocs, make sure the Date format is dd MMM yyyy not dd MMM yyyy hh.mm.ss Then type in the Document Date and Document Title like this:


Document Date Document Title
 25 Sep 2018 Letter Smith to Jones


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).



Loading 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, 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.        


Go through each document now on Bundledocs, type in a Document Title and check that the Document Date is correct

When you load a document to Bundledocs the Document Date is automatically set to the file date-modified date so if you are loading from an original file - e.g. a video file on your phone - the date automatically set in the Bundledocs date box should be correct. Similarly if you are loading from a copy of the file which you previously made (e.g. if you are loading from a copy on your computer which you previously made by copying the video from your phone) and the copy was made by a method which preserves date-modified metadata then Bundledocs should set the correct date.

For certain kinds of documents (see above under Special considerations for certain types of document) you will have needed to create a PDF copy and load that to Bundledocs and then you will have needed to manually set the correct date of the original document in Bundledocs, but providing you have done that, all dates in Bundledocs should now be correct. But as you go through typing in the Document Titles, do double-check that the appropriate Display Date Format is set for each document in Bundledocs. Timed documents such as emails and digital photos should have a Display Date Format of dd MMM yyyy  hh.mm.ss Documents which are not timed, such as letters sent through the post, should have a Display Date Format of dd MMM yyyy It is sometimes the case that only the month and year of a document is known. In that case a Display Date Format of MMM yyyy can be used.  


Amend the Document Title as necessary for each document. 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 an email a concise description would indicate that the document is an email and give the names of the sender and recipient:

Document Title  Document Date
  
 Email John Smith to Paula Jones
 
 20 Sep 2018  
15.28.23


If there is only one person with the surname Smith and only one person with the surname Jones you can shorten the document title to Email at Smith to Jones, but don't use just initials - Email JS to PJ - as the document title you enter is the title 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 DPD or BT.  

Here are some other examples:

 Document Title  Document Date
 
 Letter Smith to Jones


 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 

 AB123456 Register of Title

 
Photo Rose Cottage garden (with metadata shown)

 
15 Dec 1998

 22 Jan 2015

 30 Jan 2015

 1 May 2015

 30 Jun 2015

 30 Jun 2015

 1 Jul 2015

 2 Sep 2020

 
15 Aug 2015   10.23.41  



Date of receipt of documents

The date entered into Bundledocs 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.

 Document Date Disclosing Party  Document Title
 7 May 1998  C  Agreement (obtained on 05 February 2016 from Land Registry)


Emails with attachments

For emails with attachments, the attachments will appear, in Bundledocs as sub-documents of the main email document with their own Document Titles and Documents Dates. You change the Document Title of the main document to be descriptive but generally you should not change the Document Titles of the attachments - just leave them as they are with the original file names. The Document Date of each attachment should be either the original "date modified" date/time of the document which was attached to the email or else the date/time of the email itself. If the date/time of any attachment has defaulted to the date/time that it was loaded to Bundledocs you should change it so that it is the same as the main email document.

  

Document Title  Document Date
  
 Email John Smith to Paula Jones

            Contract v3.2
 
 20 Sep 2018  
15.28.23

 20 Sep 2018  15.28.23


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 May 2020. Disclaimer