Organising Documents on Caselines DCS for a Property Chamber (Land Registration) case


Introduction

Using DCS now that the case has been referred to the Tribunal

Everything you send or receive during the course of the litigation, including both correspondence about the case and formal litigation documents, will be automatically stored in your email system, but you will find that, as litigation proceeds over many months, you will end up with a large number of emails in your email system, so, whenever you receive, or send out, a key formal litigation document, you should store a copy of it in the appropriate location in Caselines Digital Case System (DCS), as described below, so that you can easily locate these important documents when needed as the case proceeds, and not have to search for them in your email system.

In addition to what is created by the litigation process itself (i.e. formal litigation documents and correspondence about the case), you will be sent by the other party, at the Disclosure of Documents stage, copies of their documentary evidence – e.g. photographs or documents which came into existence in the ordinary course of events in the past such as letters, invoices, written agreements, emails, diaries, logs etc. which are probative of issues in dispute in the litigation. These items of documentary evidence should be stored in as separate DCS “case” as should your own documentary evidence which you will be disclosing.

A word about terminology. The whole of the litigation is referred to as a "case" and the tribunal will allocate a case number. But the DCS system also uses the word "case" to refer to a collection of documents (from which, if necessary, a "bundle" can easily be produced). So there will be several DCS cases for your single tribunal case.  

Storing the above documents in DCS in the way described not only allows you to find key important documents quickly but also means that you can use the DCS system to generate a Disclosure list (at the Disclosure of Documents stage) automatically and, most importantly, will allow you to deal with the process of the production of a Trial Bundle. Because the process of production of the Trial Bundle is a collaborative task between the parties, and the other party might be inefficient, it is essential to have all documents which might need to be included in the Trial Bundle ready in Caselines so that, if necessary, the Trial Bundle (or a Supplementary Trial Bundle if the other side is producing the Trial Bundle and refuses to include documents you require) can be produced quickly in time to meet the deadline for delivery which will normally be a week or two before the trial.


Don't give me access to your cloud storage

The DCS system is where I will look, from now on once you have set it up, for certain key documents as the litigation proceeds and you ask me to carry out work at each stage. Now that litigation is continuing, it would not be cost-effective for me to search through your cloud storage, so don't give me access to your cloud storage, but instead you should put copies of the key documents and relevant documentary evidence, in DCS as explained below under Organising documents in Caselines DCS.  

You will be granting me access to the DCS Pleadings, Orders and Witness Statements case, Offers and Comments on Statements case and Documentary Evidence cases, as described below, so that I can use them for reference each time you ask me to do the next piece of work as the litigation proceeds. I do not need access to your own cloud storage such as Google Drive - indeed it it best if you do not grant me access to your own cloud storage as, because of the way the human mind works, if I have access to your cloud storage you may start to think - perhaps subconsciously - that when doing each piece of work you ask me to do, I will be considering everything contained in your cloud storage when, in fact, it will be to the DCS Pleadings, Orders and Witness Statements and Offers and Comments on Statements and Offers cases and documentary evidence cases that I will be turning to when carrying out each piece of work.

Apart from saving costs, a further reason why I use the documents in the DCS Documentary Evidence cases (and not your cloud storage) is that if key documents have been accidentally missed out of the DCS Documentary Evidence cases I am more likely to spot that if that is what I am working from. It is always your responsibility to ensure that the DCS Documentary Evidence cases (together with the DCS Pleadings, Orders and Witness Statements case for certain key litigation documents such as pleadings and tribunal directions/orders which are not actually documentary evidence) contain everything which will be needed at trial, and you should not rely on me happening to spot something missing, but if I work from the DCS documents that has the advantage that I might spot that something is missing if it happens be be something I am looking for as part of the particular piece of work I am doing at that point.       

When asking me to carry out each piece of work as the litigation proceeds, or in answering any questions I may have for you when I come to do each piece of work, there might be some additional document which you wish to show me and if, for example, the document is a recently received letter and it is not yet clear that that document is a relevant evidential document which needs to be used at trial - and so you have not yet loaded the document into the appropriate location in DCS - you might attach the document as a PDF to an email you send to me. Some people, particularly for large documents, find it more convenient to provide a temporary link rather than actually attaching the document to their email, and a temporary link to a specific document in your cloud storage in these circumstances is fine, but please do not grant me general access to your cloud storage. Ensuring that I do not have access to your cloud storage will remind you that it is your responsibility to ensure that the DCS Pleadings, Orders and Witness Statements and Offers and Comments on Statements cases are up to date with the key documents they are designed to hold (but no other documents) and that all relevant disclosed documents (but only relevant documents) are in the DCS documentary evidence cases.            


Organising documents in Caselines DCS

In the Caselines Digital Case System (DCS) groups of documents are organised into what are called cases and, within each case, documents are further divided into sections. As shown below, you will initially need to create four DCS cases for your tribunal case. How to load documents to DCS is explained here.

The documents to be stored in each DCS case are shown in the tables below. As well as making sure you do store the key formal litigation documents in the correct sections in the Pleadings, Orders and Witness Statements case as soon as you send or receive them, it is equally important that you do not store, in a DCS section, a document which does not belong there. If, for example, you were to store every piece of correspondence sent or received, into the sections of the Pleadings, Orders and Witness Statements intended for formal litigation documents, “just in case”, that would defeat the object because the important documents would be lost among the mass of more routine correspondence.

NOTE: If you are involved in both a tribunal case and a court case at the same time - for example if you are claiming an injunction in High Court proceedings and, having granted an interim injunction, the High Court has stayed the case so that you can apply to the Land Registry and the Land Registry has referred your case to the First-tier Tribunal - Property Chamber (Land Registration) then you will have two sets of DCS cases, one for the Court proceedings and one for the Tribunal proceedings, and it is important to name them distinctly so, for example, you might name one DCS case Smith v Jones - Court Pleadings, Orders and Witness Statements and the other one Smith v Jones - Tribunal Pleadings, Orders and Witness Statements.  


Smith v Jones - Tribunal Pleadings, Orders and Witness Statements case


Section Title  Section
Letter
  
 Section Order  Order Documents by What documents should be stored in the section

Applicant’s Statement of Case

 
CA
 
1
 
Title

 The Applicant’s Statement of Case is stored here together with the numbered documents accompanying it.


Applicant’s Statement of Case                                                                 15 May 18 

1. Transfer from (1) Jane Butler to (2) Edward Robinson                        23 Jul 88

2. Invoice Smart Fencing to Applicant                                                     30 Jun 97 

3. Letter Applicant to Respondent                                                           17 Jan 98 

4. Letter Respondent to Applicant                                                          22 May 99

5. Form ADV1 with plan                                                                             03 Jan 15 

6. Official copy register entries and title plans for title AB123456       28 Aug 14 

7. Official copy register entries and title plans for title CD987654        15 Sep 14 

8. Statement of Truth by John Smith                                                        11 Jun 14 

9. Form NAP received from the Objector                                                19 Aug 14 
 
Respondent’s Statement of Case
 
CR
 
2
 Title  The Respondent’s Statement of Case is stored here together with the numbered documents accompanying it.  

Respondent’s Statement of Case                                                      20 May 18 

1. Letter Applicant to Respondent                                                      17 Jan 97 

2. Letter Respondent to Applicant                                                      22 Oct 99

Tribunal Orders


 T
 
3
 
Date

 Orders and Directions made by the tribunal (e.g. about how the parties are to prepare for trial) and notices issued by the tribunal such as a Notice of Hearing - e.g.


Order                                                                                                27 Feb 16

Applicant's Witness Statements

 
WA

 
Title

 Signed witness statements of the Applicant and each of the Applicant’s witnesses, which have been served (or are about to be served).

Witness Statement of John Smith - 1st                 02 May 18

Witness Statement of Paul Davis - 2nd                  14 May 18


Any statutory declarations or Land Registry Statements of Truth made for the Land Registry application before referral to the Tribunal are not stored here. They (and any accompanying exhibits) would be stored in the appropriate Documentary Evidence case.

Likewise any witness statements (and exhibits) - or equivalent: statutory declaration, Land Registry Statement of Truth, etc - for other, previous litigation are not stored here. If they are relevant to the current proceedings they will be stored in the appropriate Documentary Evidence case.

Respondent’s Witness Statements

 
WR
 
5
 
Title

 Signed witness statements of the Respondent and each of the Respondent’s witnesses, which have been served (or are about to be served).

Witness Statement of Jeremy Jones 1st                03 May 18

Witness Statement of Pamela Jenkins 1st             10 May 18

Any statutory declarations or Land Registry Statements of Truth made for the Land Registry application before referral to the Tribunal are not stored here. They (and any accompanying exhibits) would be stored in the appropriate Documentary Evidence case.

Likewise any witness statements (and exhibits) - or equivalent: statutory declaration, Land Registry Statement of Truth, etc - for other, previous litigation are not stored here. If they are relevant to the current proceedings they will be stored in the appropriate Documentary Evidence case.

 Exhibits  
E
 
6

 Title
 
Exhibits referred to in the witness statements stored in the above two sections. (Separate copies of the documents in exhibits will also be stored in the appropriate Documentary Evidence case.)

Exhibit JJS1 - Photos
Exhibit JJS1-01 Photo of Garden        05 Dec 17
Exhibit JJS1-02 Photo of Garden        27 Apr 18

Exhibit JJS2 - Correspondence

Exhibit PJD1 - Correspondence


Choose the No Page Numbers option and untick Include Front Page and Index in Complete Bundle in the Master Bundle options for this case



Smith v Jones - My Documentary Evidence case

This case, which contains your documentary evidence, has one section with a section letter of A, if you are the Applicant, or R if you are the Respondent. 

Usually each document has a bates number prefix. The first document, for example, would have a prefix of A1 or R1.


 Section Letter  Section Title Section Order  Order Docs by Examples of documents which might be stored in section
 
A

Applicant's Documents
 
1
 
Date


Photo of Orchard                             17 Feb 1954

Conveyance Mardon to Hillfield     10 Apr 1982

AB123456 Transfer                           15 Jun 1998

Photo of Orchard                              17 Jun 1999

Letter Mardon to Hillfield                17 Aug 2002

XY654321 Transfer                          25 Nov 2010

Letter John Smith to Lucy Jones   15 Aug 2012

Agreement Smith and Jones          20 Sep 2012

Email at 10.20 Smith to Jones        15 Aug 2013

Photo of Orchard                             23 May 2014

Photo of Garden                                05 Dec 2017

Video of Orchard                              24 Mar 2018

AB123456 Register of Title              31 Mar 2018

AB123456 Title Plan                         31 Mar 2018


XY654321 Register of Title              31 Mar 2018

XY654321 Title Plan                         31 Mar 2018

Photo of Garden                                27 Apr 2018




Choose the No Page Numbers option and untick Include Front Page and Index in Complete Bundle in the Master Bundle options for this case



Audio and Video file placeholders

Your documentary evidence includes not only written documents but also any relevant audio or video files (e.g. mp3 and mp4 files). You should store copies of these on cloud storage such as, for video files, Canon Irista. For each video or audio file, create a one page placeholder, and paste a read/download-only link into the placeholder page so that the placeholder page looks something like this:


then store only the placeholder file in the My Documentary Evidence case.

Note: the reason why you should load any audio/video files to cloud storage (with just a placeholder page, containing a view/download link, loaded to the My Documentary Evidence DCS case) rather than loading the audio/video files themselves to the My Documentary Evidence DCS case, is as follows. There can be serious consequences of not disclosing documents you should have disclosed. For example you may be barred from using, at trial, a document which is important to your case if you have not disclosed it by the deadline directed by the tribunal. If there is a dispute about exactly what you disclosed and when, you need to be able to check and prove what was disclosed. If copies of documents have been provided to the other side only by giving them read access to the My Documentary Evidence DCS case, and inviting them to log on to that DCS case and download any documents they require copies of, it can sometimes be difficult to prove, later on, what was provided and when. At the time when the dispute arises you can see what the My Documentary Evidence DCS case then contains but what did it contain months earlier when you gave the other side read access, and at what point did they actually check it and download documents from it? To avoid these problems, you should not grant the other side read access to the My Documentary Evidence DCS case. This means that the audio/video files you allow them to read/download must be elsewhere accessible by clicking a link which you have pasted into a placeholder page in My Documentary Evidence DCS case. That placeholder page, with clickable link, will be disclosed, together with all the other documents in the My Documentary Evidence DCS, case when you download them in bulk as a bookmarked PDF and send them to the other side at the Disclosure of Documents stage.



Smith v Jones - Documentary Evidence Disclosed by Other Side case

This case is for documents you have recently received from the other party (or their solicitors) as part of disclosure (voluntary or compulsory). It has one section with a section letter of A, if the other side is the Applicant, or R if the other side is the Respondent. 

Note: If the other side have provided copies of the disclosed documents in PDF form, one PDF per document with suitable names, it may be simpler to load them all, rather than check which ones are exactly identical (e.g. without extra annotations) to ones you already have, but if there are a large number of documents provided in less convenient form (e.g. on paper or all in a single PDF without suitable bookmarks) most of which are identical to ones you already have, it may be easier to first check them against your documents (in the My Documentary Evidence case) and only load up those which are additional or different. In this case the DCS case should be renamed Smith v Jones - Additional Documentary Evidence Disclosed by the Other Side. 



 Section Letter  Section Title   Section Order  Order Docs by Examples of documents which might be stored in section
 
R

Respondent's Documents
 
1
 
Date

Photo of Orchard                          17 Feb 1999

Conveyance Lloyd to Briggs       10 Apr 1999

Letter Williams to Jenkins           13 Jul 2007

Letter Smith to Jones                   15 Aug 2012

Agreement Smith and Jones        20 Sep 2012

Email at 10.20 Smith to Jones      15 Aug 2013

Photo of Orchard                           23 May 2014

Choose the No Page Numbers option and untick Include Front Page and Index in Complete Bundle in the Master Bundle options for this case


Usually each document has an bates number prefix. The first document, for example, would have a prefix of A1 or R1.

Even if a document was attached to the other party's Statement of Case it is good practice, for completeness, for that documents to still be included in the party's Disclosure List (at the Disclosure of Documents stage) but, in case this is not done, you should create a section AX (if the other side are the Applicant) or RX (if the other side are the Respondent) in the Documentary Evidence Disclosed by Other Side case and store those documents there.


Audio and Video files

If the documents disclosed by the other side include any audio or video files (e.g. mp3 and mp4 files) you should store the audio/video itself on cloud storage and create your own placeholder page with a link and store just that placeholder page in the Documentary Evidence Disclosed by Other Side DCS case. When doing this create one placeholder page for each video or audio file and paste the link for the video/audio file into the placeholder page so that the placeholder page looks something like this:



Remember that:- 
  • you have an obligation to keep new documents disclosed by the other side confidential and not use them except for the purposes of the tribunal case they are disclosed in (unless you have the other side's permission, or the tribunal's permission to use them more widely)
  • Google Drive is hosted outside the United Kingdom and so may not be subject to the same data protection standards as apply in the United Kingdom so check with the other side that they agree to you loading audio/video files disclosed by them in this way. If they do not agree, create a placeholder file without a link just indicating how the video/audio files are stored - e.g. "Video of Farm Buildings 17 June 2017 - on USB Drive".


How to Arrange Your Exhibits

If a document is to be used as evidence before the tribunal then, unless the rules made special provision, the normal starting point would be that every document has to be vouched for by a witness who gives evidence saying what the document is. This, however, would be hugely inconvenient and time-consuming, so normally the tribunal gives directions which should mean that for the vast majority of documents, this is not necessary. For example, in most cases each party is required to disclose in advance the documents it will (or may) use at the trial and the other party has the opportunity to dispute the authenticity of a disclosed document if they do not believe it is genuine. This means that the vast majority of documents do not need to be exhibited by a witness but can simply be referred to, as necessary, in the witness statement, by some obvious identifying feature (e.g. "the email from from John Smith to Peter Jones timed at 13.10 on 10 July 2017"). There are, however, some instances where it is necessary or desirable for specific documents to be exhibited by a witness:

1. If the authenticity of a document is disputed it will need to be exhibited by a witness who can speak to its authenticity (e.g. a witness who wrote and sent a letter can give evidence of that, exhibiting a copy of the letter).

2. Non-digital photographs should normally be exhibited. This is partly because there is often no convenient way of identifying a non-digital photograph other than by exhibiting it. Also evidence is needed of when the photo was taken and what it is a photo of

3. Some other documents may not contain obvious identifying features - e.g. a unsigned undated handwritten note  - and these also need to be exhibited

When assembling Exhibits sight should not be lost of how documents will eventually, at trial, be arranged in a Trial Bundle and referred to. The Exhibits may be in a section at the end of the Trial bundle, for reference, but generally copies of individual documents will also need to be in chronological sections and it is the copy of the document in the chronological section which will generally be referred to at trial, so documents in the chronological sections need to be readily identifiable without having to refer to the Exhibits section. In the case of documents such as emails and letters, the document itself identifies what it is, but this is not the case for non-digital photographs (2 above) of for other documents without an obvious feature (3 above) and in the case of disputed authenticity (1 above), whilst the document may purport to identify itself, that is in dispute.
Taking all this into account, generally the best way of arranging Exhibits is as follows:-

Non-digital photographs (category 2 above) exhibited by you should be collected together in a single Exhibit with each photograph having a page number at the bottom centre prefixed by the Exhibit mark. E.g. if the Exhibit mark is JJS1, the first photo in the Exhibit should be marked bottom centre with JJS1-01, the next photo JJS1-02, etc. Each page of the Exhibit would be in an individual PDF named - e.g.

Exhibit JJS1 - Photos

Exhibit JJS1-01 Photo of garden 23-02-2018

Exhibit JJS1-02 Photo of garden 27-04-2018


Similarly all non-digital photos exhibited by another witnesses should be similarly collected together in a single Exhibit for that witness with each photograph having a page number, and other documents exhibited by that witness would be in two or three further Exhibits according to document category.   
   

There will, of course, be an individual PDF copy (without any bottom centre prefixed pagination mark) of every document which is Exhibited by you or one of your witnesses, in the My Documentary Evidence case. All documents from the My Documentary Evidence case will be copied to the chronological Photographs and Other Documents sections of the Complete set of Case Documents for Trial case (see below) but, in addition, copies of non-digital photographs with bottom centre prefixed pagination mark which make up photo Exhibits already in the Exhibits section, will be placed in the chronological Photographs section. This allows a  photograph with pagination mark to be selected for inclusion in the chronological Photographs section of the Trial Bundle, when this is eventually produced, rather than including the copy of the photo which does not have the pagination mark, so that when a witness statement refers to an exhibited non-digital photograph by pagination mark e.g. "The photograph of the garden marked JJS1-07" the photograph referred to can be identified in the chronological Photographs section of the Trial Bundle without having to refer to the copy in the Exhibits section.       

Smith v Jones - Complete set of Case Documents for Trial case

Initially it is important to have the My Documentary Evidence case separate from other DCS cases so that it can be used at the Disclosure of Documents stage but, once the further stage of Exchange of Witness Statements has been reached and passed, it is convenient to rename the Pleadings, Orders and Witness Statements case to be named Complete set of Case Documents for Trial and for extra sections to be created in it for the documentary evidence (both documentary evidence from the My Documentary Evidence case and the Documents Disclosed by Other Side case. The documents from the latter two cases are then copied into the new sections in the Complete set of Case Documents for Trial case.
         

Section Title  Section
Letter
  
 Order Documents by What documents should be stored in the section

Applicant's Statement of Case

 
A
 
Title

The Applicant’s Statement of Case is stored here together with the numbered documents accompanying it.


Applicant’s Statement of Case                                                                 15 May 18 

1. Transfer from (1) Jane Butler to (2) Edward Robinson                        23 Jul 88

2. Invoice Smart Fencing to Applicant                                                     30 Jun 97 

3. Letter Applicant to Respondent                                                           17 Jan 98 

4. Letter Respondent to Applicant                                                          22 May 99

5. Form ADV1 with plan                                                                             03 Jan 15 

6. Official copy register entries and title plans for title AB123456       28 Aug 14 

7. Official copy register entries and title plans for title CD987654        15 Sep 14 

8. Statement of Truth by John Smith                                                        11 Jun 14 

9. Form NAP received from the Objector                                                19 Aug 14 

 
Respondent's Statement of Case
 
B
 
Title
 The Respondent’s Statement of Case is stored here together with the numbered documents accompanying it.  

Respondent’s Statement of Case                                                      20 May 18 

1. Letter Applicant to Respondent                                                      17 Jan 97 

2. Letter Respondent to Applicant                                                      22 Oct 99

Tribunal Orders


 C
 
Date

 Orders and Directions made by the tribunal (e.g. about how the parties are to prepare for trial) and notices issued by the tribunal such as a Notice of Hearing - e.g.


Order                                                                                                27 Feb 16

Applicant’s Witness Statements

 
F
 
Title

 Signed witness statements of the Applicant and each of the Applicant’s witnesses, which have been served (or are about to be served).


Witness Statement of John Smith - 1st                 02 May 18

Witness Statement of Paul Davis - 2nd                  14 May 18


Respondent’s Witness Statements

 
G
 
Title

 Signed witness statements of the Respondent and each of the Respondent’s witnesses, which have been served (or are about to be served).

Witness Statement of Jeremy Jones 1st                03 May 18

Witness Statement of Pamela Jenkins 1st             10 May 18
 

Photographs

 
H

Date
 
A1 Exhibit JJS1-01 - Photo of Orchard     17 Feb 1954

A4 Exhibit JJS1-02 - Photo of Orchard     17 Jun 1999

A15 Exhibit JJS1-03 - Photo of Orchard     10 Apr 2018

R7 Exhibit PJ01-01 - Photo of Orchard       23 May 2014

 

Other Documentary Evidence

 
I
 
Date

A2 Conveyance Mardon to Hillfield     10 Apr 1982

A3 AB123456 Transfer                          15 Jun 1998

R2 Conveyance Lloyd to Briggs          10 Apr 1999

A5 Letter Mardon to Hillfield                17 Aug 2002

R3 Letter Williams to Jenkins                13 Jul 2007

A6 XY654321 Transfer                           25 Nov 2010

A7 Letter John Smith to Lucy Jones    15 Aug 2012

R4 Letter Smith to Jones                       15 Aug 2012

A8 Agreement Smith and Jones            20 Sep 2012

R5 Agreement Smith and Jones            20 Sep 2012

A9 Email at 10.20 Smith to Jones          15 Aug 2013

R6 Email at 10.20 Smith to Jones          15 Aug 2013

A11 AB123456 Register of Title              31 Mar 2018

A12 AB123456 Title Plan                         31 Mar 2018


A13 XY654321 Register of Title              31 Mar 2018

A14 XY654321 Title Plan                         31 Mar 2018

 
All Exhibits
 
J
 
Title

 Exhibits referred to in the witness statements. (Separate copies of the documents in exhibits will also be stored in the appropriate Documentary Evidence case.)

Exhibit JJS1 - Photos
Exhibit JJS1-01 Photo of Garden        05 Dec 17
Exhibit JJS1-02 Photo of Garden        27 Apr 18

Exhibit JJS2 - Correspondence

Exhibit PJD1 - Correspondence


The following Bundle settings should be used for this case:

Page Number Position in the Bundle - Right
Page Stamping Colour - Red
Section Numbering Restarts in the Bundle - ticked
Display Document Dates in the Index - ticked 
Display Section Numbers in the Index - ticked
Include Front Page and Index in Complete Bundle - ticked
Include Front Pages and Indexes in each Section - unticked

The above DCS case should contain all documents which might, in theory, be needed in the Trial Bundle. In practice some documents - particularly some documents in the Other Documentary Evidence section - will not need to be included in the trial bundle (e.g. duplicates in this section would not be included in the trial bundle and it may be that some documents neither party wishes to rely on) and for these documents the Included tickbox would be unticked so that the document does not appear in the generated Trial Bundle PDF.

If it is the other side, rather than you, which has been directed to assemble a trial bundle, you will need to tell the other side what documents you require to be included in it and the above DCS case is used for that purpose. 




Important Note It is important that you do not store, in the DCS cases and sections shown above, documents which do not belong there. If, for example, you were to store every piece of correspondence sent or received, in sections intended for formal litigation documents “just in case” that would defeat the object because the important documents would be lost among the mass of more routine correspondence. 


               

Extra DCS Cases for Hearing Bundles

As explained above, a Trial Bundle - to be used at the trial at the end of the case - is created from the above DCS case by ticking/unticking the Included box for documents as appropriate. 

Sometimes it is agreed that there will be a formal mediation, conducted by a professional mediator, to see if a settlement is possible, and, if there is a mediation, usually a mediation bundle is produced, to be used by the parties and the mediator, by setting up a new and separate DCS case.

Once the trial has ended and the judge has pronounced judgment, that it normally the end of the litigation (barring any enforcement action which may be necessary, and any assessment of costs if that was not carried out at the end of the trial) but occasionally one side or the other may appeal to the Upper Tribunal and, in that case, a new and separate DCS case is set up to produce an appeal bundle.




Smith v Jones - Comments on Statements case

This case is for confidential notes and documents which will be used by your barrister at trial but which are not to be included in the Trial Bundle.
  
Section Title  Section
Letter 
 
 Order Documents by What documents should be stored in the section

 Comments on Witness Statements

 
Z
 
Title
 
 Your witness statement, and the statements of your witnesses (which are stored in the Pleadings, Orders and Witness Statements case) should cover everything relevant which you/the witness has knowledge of. However sometimes, after witness statements are exchanged (towards the end of the litigation process not long before the trial) additional comments need to be made by your or by your witnesses about what the other side's witnesses have said in their witness statements. The other side's witnesses may have described an event in a different way from you and your barrister will need to know to what extent what they say is essentially correct (and maybe just a matter of different words or emphasis) and to what extent you disagree with the substance of what they say. Such confidential comments are stored here for use by your barrister in cross-examination at the trial.

John Smith - comments on statement of Jeremy Jones 
  15 Jun 17

John Smith - comments on statement of Phillip Murray   16 Jun 17

Paula Smith - comments on statement of Jeremy Jones   16 Jun 17


If a witness statement has been taken from a witness whom it is decided not to use as a witness (i.e. neither use as a live witness nor on the basis of putting forward just their statement) then the statement should be stored here (and not in the Pleadings, Orders and Witness Statements case) to ensure that it is not accidentally exchanged.


Choose the No Page Numbers option and untick Include Front Page and Index in Complete Bundle in the Master Bundle options for this case

Smith v Jones - For Costs Arguments case

This case is for documents which might be used in arguments about costs at the end of a hearing once the judge has given judgment. 
  
Section Title  Section
Letter 
 
 Order Documents by What documents should be stored in the section

 Open Offers

 
XA
 
Date
 
 Open offers (i.e. offers from one party to the other which are not Part 36 offers, without prejudice offers, without prejudice except as to costs offers, nor Calderbank offers) and any open responses (e.g. explaining why an offer is not accepted, requesting further information, etc) are stored here.


 Other documents relevant to costs

 
XB
 
Date
 
 This section is not for documents which may be useful for assessment of costs (deciding how much a party ordered to pay costs should pay) but rather for documents which may be relevant to arguments about who should pay costs or whether they should pay the costs (whatever they are after assessment) for the whole period of the litigation or for a particular part of the litigation. An example of documents stored here would be correspondence pointing out that a party's conduct in the litigation process itself has unnecessarily increased costs.

 Without Prejudice offers  WOP  Date  Any Part 36 offers, without prejudice except as to costs offers, and Calderbank offers, and any responses (e.g. explaining why an offer is not accepted, requesting further information, etc) are stored here. If one party proposes mediation but mediation does not take place then the letter proposing mediation, and any reply declining mediation, should be stored here.

Letter Defendant to Claimant                             28 Feb 18

NB Offers and responses which are unqualifiedly without prejudice (i.e. without prejudice rather than without prejudice except as to costs) are not stored here because these cannot be shown to the judge even after judgment. Initial letters proposing/or refusing mediation are normally without prejudice except as to costs and so would be stored here, but any documents produced during, or in preparation for, mediation itself will be unqualifiedly without prejudice (even if they do not explicitly say so) and are not stored here.  


As well as the Master Bundle, a sub-bundle named OPEN should be created containing all the documents for all sections except the WOP section. The Bundle Settings for both Master bundle and OPEN sub-bundle should be set as follows

Page Number Position in the Bundle - Right
Page Stamping Colour - Red
Section Numbering Restarts in the Bundle - ticked
Display Document Dates in the Index - ticked 
Display Section Numbers in the Index - ticked
Include Front Page and Index in Complete Bundle - ticked
Include Front Pages and Indexes in each Section - unticked  


A hardcopy bundle is then created as follows:

1. Print out the entire OPEN sub-bundle

2. Print just the WOP section from the Master Bundle.

3. File the pages of the WOP section after all the pages printed from the OPEN sub-bundle

The above procedure results in a bundle having a main index at the front which lists documents in all sections except the WOP section. The purpose in doing this is as follows. The general idea of a Costs Arguments bundle is that it should not need to be used until after the judge has given judgment (decided who wins) but occasionally some documents in it may need to be shown to the judge before judgment. However the documents in the WOP section must not be seen by the judge until after judgment. By excluding the documents in the WOP section from the index it is possible, if necessary, to remove the WOP documents (each one of which will be identified by the letters WOP in red as part of the page number on the bottom right) and for the remainder of the bundle - including the main index - to be seen by the judge.      


Important Note: The above DCS case is not for documents which may be useful for assessment of costs (deciding how much a party ordered to pay costs should pay) but for documents which may be relevant to arguments about who should pay costs or whether they should pay the costs (whatever they are after assessment) for the whole period of the litigation or for a particular part of the litigation. An example of documents stored here would be correspondence pointing out that a party's conduct in the litigation process itself has unnecessarily increased costs. Interim costs schedules (if there are any) are included in the case only for the purpose of giving a rough assessment of the proportion of costs incurred at different stages of the litigation process (not for the purposes of assessment of costs).
    


Saving PDF copies of Bundles

As explained above, whenever there is a tribunal hearing a hearing bundle will need to be produced, either by you or by the other side. If the hearing bundle is produced by you using Caselines DCS it will be produced in PDF form before it is printed and you should save the bundle PDF (on your computer or in cloud storage). Although, once used for a hearing, a bundle should be kept intact and unchanged in DCS, there is always the possibility of it being changed by mistake (you might amend it by mistake when you intended to update one of the general reference cases for example), so you should retain the bundle PDF as it was when you printed it out and created the hardcopy bundle, so that for each hearing you have an exact copy of what the hardcopy bundle contained.   

               

Organising Your Email Folders

Virtually all correspondence you send or receive in the course of litigation will be automatically stored in your email system. This even includes much correspondence received by post because some of that you will be emailing to me and asking me to advise you on. Likewise you will be emailing to me PDF copies of any signed letters you send out by post which you have asked me to draft. Because searchable email folders are so convenient, people sometimes, even if they have no other reason to send by email, scan things in as PDFs and email them to themselves so that they can store them in a convenient email folder. For example if you receive an invoice for a disbursement by post, you could scan it in, email it to yourself, and store it in the CostsDisbursementsEvidence folder (as well as keeping the paper original).  

I would suggest that you have a high-level folder for emails relating to the case (named - e.g. Smith v Jones) to keep them separate from other emails, such as your personal emails, and that below that high-level folder you have at least the following sub-folders.    


 Service 

 Any emails from me advising how to validly file and serve formal documents. Also any correspondence sent by you or received by you which notifies an address for service or a change of address for service of formal documents (including any correspondence notifying a change of solicitor representing the other party). 
 Disclosure   Emails by which you provide copies of documents to the other side during the disclosure process and emails received from the other side.

 Advices

 Opinions and Advices written by me.

 Settlement

 Correspondence between parties which aims to achieve a settlement. 
 

 CostsDisbursementsEvidence

 Supporting evidence of disbursements in the case. 

This may include invoices from barristersmediators and from any commercial document scanning or printing service you use. Also any invoices associated with obtaining evidence – e.g. charges for copies of historical aerial photographs. 

 CostsBehaviour

 Any correspondence in which one party accuses the other of unreasonable litigation behaviour. Most cases are about behaviour which could be described as unreasonable but if the way a party behaves in the litigation itself is unreasonable (e.g. missing deadlines or bombarding the other party with long repetitive emails) relevant emails would be stored here as they may be relevant to the order the tribunal eventually makes about who should pay the costs of the litigation itself. 


Paper files you should keep

Original signed formal litigation documents

The original signed copies of formal documents which have been filed/served (e.g. statements of case and witness statements) should be kept in a paper file in case the tribunal should require them to be produced.

Disclosure Documentation in two ring binders





Disclaimer

This information page is designed to be used only by clients of John Antell who have entered into an agreement for the provision of legal services. The information in it is necessarily of a general nature and is intended to be used only in conjunction with specific advice to the individual client about the individual case. This information page should not be used by, or relied on, by anyone else.

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 2018 Disclaimer