Printing out and assembling an Exhibit


Introduction

Exhibits accompanying witness statements to be used on an Application are generally larger than Exhibits accompanying witness statements produced for a Trial. This is because there are procedures for documents to be disclosed in advance of production of the Trial Bundle and only documents whose authenticity is disputed (or perhaps which do not identify themselves on their face - e.g. old photographs) need to be exhibited for trial, whereas on an application generally all documents referred to in witness statements need to be formally exhibited.

An exhibit will have a frontsheet giving it a number - for example an exhibit referred to in the witness statement of John James Smith might be numbered JJS3 - so that it can be referred to by that number in the statement. An exhibit might contain a single document, a few documents, or it might contain quite a number of documents. Usually there is one large exhibit containing, in chronological order, most documents referred to in a witness statement, and possibly one or two additional smaller exhibits. If an exhibit contains a number of documents the pages of the exhibit will be numbered bottom centre (generally in black lettering in the form JJS3-1, JJS3-2, JJS3-3 etc. so as to be clearly distinguishable from the page numbering used throughout the Application Bundle, which will contain a copy of the witness statements and exhibits, and which generally uses numbering in red in the bottom right hand corner) and the second page of the exhibit (i.e. the page immediately after the frontsheet) would normally contain an index listing each document and its page number (or if there are not many documents in the exhibit the index could be on the lower half of the frontsheet rather than on the next page).

How to print out, assemble, and bind an exhibit is explained below. Depending on the size of the exhibit and the time available you may want to use your own colour printer and/or use a reprographics shop. Colour printing is needed because invariably there will be some pages containing photographs or colour-coded plans.    

How to print out and assemble the original copy of an exhibit

1. Print out the exhibit frontsheet. 

2. Open the Exhibit PDF and look at the index pages at the start and check whether there are any documents listed which are greater than A4 size. DCS always generates bundle PDFs with all pages set to A4 (irrespective of what page size the document had when initially loaded to DCS). If, when originally loading documents to DCS, you added A3 or A2 to the end of the document title I may, depending on how urgently I am having to prepare the Exhibit, be able to amend the PDF produced by DCS so that those documents are set to A3 or A2 before I send it to you, but you yourself always need to check the page sizes of all documents in the Exhibit not least because (a) there may be documents the originals of which are A3 or A2 which are not flagged up by the addition of A2 or A3 to the file name but which you recognise as documents to be printed as A3 or A2 (they may, for example be maps of drawings which you recognise), and (b) occasionally it is sensible to print a document as A3 even if the original is A4, for example if it has small writing which is difficult to read - this may only become apparent when you do a test print. So you yourself need to check each document. 

If there are one or more documents which are to be printed greater than A4 size, load the Exhibit PDF to the Resize facility in Sejda, choose the Change Page Size option and a panel like that shown below will be displayed. Select those documents which are to be printed greater than A4 size and make sure the page size set is correct by changing it to A3 or A2 as appropriate.  


Save the PDF containing the corrected page sizes and email a copy to me. You will be using this PDF to print from instead of the original Exhibit PDF.

3. If you have a suitable fast colour printer which can print double-sided A4 and A3 and has two paper trays you might choose to print out the Exhibit pages on your own printer using the "choose paper by PDF page size" option or, alternatively, you might use a reprographics shop. Print the PDF in the following steps

4. Once you have printed the sheets, assemble the sheets together, folding each A3 or A2 sheet into A4 size, and checking that the page numbers are consecutive and put the frontsheet on the top of the pile.

5. Now fasten all the sheets together with the frontsheet on top. Depending how many pages there are and on how heavy-duty your stapler is you may be able to fasten the sheets of the exhibit together simply with a staple in the top left hand corner. Another way to fasten the exhibit is to use a hole punch to punch two holes in the left hand side and then pass ribbon (or string if you do not have ribbon) through the holes and tie securely. This is the original copy of the exhibit which, once signed by the witness, needs to kept safely so that it can be produced if there is a query, so it must be securely fastened and not simply filed in a ring binder. Comb binding is another form of binding which can be used but unless you have the equipment you will need to have comb-binding done at a reprographics shop which may not be convenient when assembling this original copy for the witness.  

6. If there is more than one exhibit referred to in a witness statement, repeat the above process for the other exhibits. Before the witness checks and signs their witness statement they should sign each exhibit on its frontsheet. This is to confirm that when they refer, in their witness statement, to an exhibit number, it is that bound set of documents, the top page of which they have signed next to that exhibit number, which is being referred to. 

7. To enable you to create further copies of an exhibit, place the original copy of the exhibit face down on the scanner glass and scan in the signed frontsheet as a PDF.  Email the PDF to me.

How to print out and assemble further copies of an exhibit

8. Print out the signed frontsheet PDF.

9. Next you need to print out the exhibit pages from the exhibit PDF. If the exhibit contains any documents which are greater than A4 size this will be the amended PDF which you created in step 2 above with corrected page sizes. 

10. If you have a suitable fast colour printer which can print double-sided A4 and A3 and has two paper trays you might choose to print out the Exhibit pages on your own printer using the "choose paper by PDF page size" option or, alternatively, you might use a reprographics shop.

11. Once you have printed the sheets, assemble the sheets together, folding each A3 or A2 sheet into A4 size, and checking that the page numbers are consecutive and put the frontsheet on the top of the pile.

12. All sheets must then be bound together. If there are not many pages in the exhibit this can be done by simply stapling them in the top left hand corner. If there are too many pages in an exhibit to be stapled together in that way they should be comb bound with a transparent front cover. If one exhibit accompanying a witness statement has to be comb bound it is usually convenient for all the exhibits accompanying that witness statement to be comb bound even smaller exhibits which could have been stapled.     

13. Repeat steps 8 to 12 above to produce any further copies of exhibits required. If the witness is someone other than you (the litigant) you should keep their original signed witness statement and original signed exhibits safe and give the witness a copy of the exhibits (as well as a copy of the witness statement) to keep. 


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. 


This page was lasted updated in April 2019. Disclaimer