Everything you send or receive during the course of the appeal or review 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, 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 appeal or review litigation process itself (i.e. formal litigation documents and correspondence about the case), you will have documents from the court/tribunal/administrative body which is being appealed from/reviewed. If you used Caselines before, for the matter now being appealed/reviewed, you will still have those Caselines cases and the documents in them. If you did not use Caselines before then selected documents from the court/tribunal case or administrative decision below would be stored in a Caselines case now.
A word about terminology. The whole of the litigation is referred to as a "case" and the court/tribunal will allocate a case number. But the Caselines system also uses the word "case" to refer to a collection of documents (from which a bundle can easily be produced). So there will be several Caselines cases for each court/tribunal case.
In the Caselines system, groups of documents are organised into what are called cases and, within each case, documents can be further divided into sections. As shown below, you will initially need to create one Caselines case, and you may need, later on, to create further cases to produce bundles for the final hearing and for any other hearings. First of all you need to register on https://civilcourtdcs.caselines.co.uk and get a password. Then to create a case, click Create New Case, then click Create a blank case. Type in the name of the case – e.g. Smith v Jones – Case Management - Court of Appeal and click Create. Other functions within Caselines, such as creating sections, should be fairly self-explanatory. How to load documents is explained here.
To allow me access to a case, click on People, click Invite New Participant. Type in “John Antell” for Person’s Name and my email address for Person’s Email. Tick Change This Case, tick Invite People, tick Update People’s Access and click Invite. On the next screen, where it says Invitation Sent, click Send Advisory Email.
The documents to be stored in the Caselines Case Management case are shown in the table below. As well as making sure you do store the key formal litigation documents in the correct sections in the Case Management case as soon as you send or receive them, it is equally important that you do not store, in a Caselines 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 Case Management 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.
Important Note It is important that you do not store, in the Caselines sections shown above, documents which do not belong there. If, for example, you were to store every piece of correspondence sent or received, into the sections of the Case Management case 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. You may need, when the times comes, to create a bundle containing documents directly relating to a particular forthcoming hearing but this should be done by creating a new and separate Caselines case, to contain the documents required for that hearing (some of which may be copied from the above sections), not by adding documents to the above sections which do not belong there.
As well as the Caselines case shown above – which is for general reference throughout the case - you may need, when the times comes, to create a Caseline case specifically to produce a bundle for the final hearing or for one or more shorter hearings before the final hearing.
As well as PDFs, you can also store audio and video files (e.g. mp3 and mp4 files) in Caselines, but Caselines charge for audio/video files by the MB so, in order to avoid the extra charge, most people store their own audio and video files, and any audio/video files from the other side, on a folder in cloud storage (named e.g. Smith v Jones - av files) outside of Caselines, and just load a small placeholder text file into Caselines containing the words e.g. “Placeholder for video dated 22/5/2016”. You should grant me read access to the folder on cloud storage where you store video and audio files. Keep the folder containing video and audio files separate from any other folders you may have for the case on cloud storage. Google Drive is a very convenient (and free) cloud storage system though you should note that it, like all Google systems (including Gmail), it is hosted outside the United Kingdom and so may not be subject to the same data protection standards as apply in the United Kingdom.
Virtually all correspondence you send or receive will be automatically stored in your email system. This even includes much correspondence received by post because (depending what it is) you will be scanning it in and emailing it to me to ask me to advise. 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.
Occasionally, if there is a query, you may need to search for past email correspondence about the litigation. It is best to use an email system - such as Gmail - which you will have access to at any time wherever you are because although many steps in litigation occur at predictable times there is always the possibility of something arising unexpectedly which may mean that you need to find old emails quickly. You can locate emails in your email system by date but it is also useful to group correspondence according to what it is about to make it easier to find. Most email systems allow you to create folders but Gmail has the advantage that instead of folders it uses "labels" and an email can be assigned to more than one Gmail label. So you can have one Gmail label for all litigation emails and further labels for particular subjects such as settlement.To distinguish emails for the current case before the current court/tribunal from emails for proceedings below, use a prefix for each label. For example if the current court is the Court of Appeal, you could use a prefix of CA. Here are some suggested labels to use:
You do not need to routinely provide me with access to all past litigation correspondence but, if a matter arises which you ask my advice on, I may ask you to quickly provide me with PDF copies of the relevant emails, particularly if an application is to be made for an interim order. To enable you to provide PDF copies of emails quickly it is a good idea to set up in advance a folder in cloud storage and use Cloud HQ to ensure that whenever an email is sent or received a PDF copy is automatically created.Note that using CloudHQ will result in your data being processed outside the United Kingdom. If you are concerned about this there is an alternative method of creating PDF copies of emails though it is more laborious.
A second folder should be set up in cloud storage to contain PDFs of full bundles of documents produced by Caselines - e.g. when a bundle is produced for a hearing or when seeking an Opinion from a barrister.
Cloud Storage folders
The original signed copies of court/tribunal documents which have been filed/served (e.g. Claim Form or Appellant's Notice) should be kept in a paper file in case the court/tribunal should require them to be produced.
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 February 2017 Disclaimer