Loading documents to Bundledocs

Introduction

Whether you are simply seeking initial legal advice or whether a legal dispute has materialised, you can use the Bundledocs system to store copies of relevant documents which you may find on your computer or phone, or in your paper files, or elsewhere. Documents are grouped together in a "bundle". Generally you only need one "bundle" for most cases as it can be sub-divided into sections as necessary.

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

Bundledocs Columns

When you list documents on Bundedocs there are two or three columns: Document Date on the left and Document Description on the right and, if legal proceedings have been issued, there will be a third column between those two columns named Disclosure Ref. When loading documents to Bundledocs you need to ensure that each column is correctly filled in.

Document Date column

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

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

Document Description column

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

Disclosure Ref column

If you are not yet engaged in legal proceedings then you do not need to use this middle column yet.

At the point when a legal dispute arises between two parties each party will have documents in their possession. Some documents both parties will have copies of (e.g. an email sent from one party to another) and some documents only one party or the other will have a copy of. If legal proceedings are commenced and continued until the eventual trial then, well before the eventual trial, each party will have "disclosed" to the other documents it has so that by the time of the trial every party will have a copy of every document which will (or might) be used at the trial. In the Disclosure Ref column you record the party which disclosed each evidential document - e.g. A for Applicant, R for Respondent. At the main Disclosure of Documents stage of litigation, you add a disclosure list number like this: R-22.

You tell Bundledocs to use this third column by selecting the Show Custom Column Text on Screen option for the bundle (see video for how to alter bundle options).

Loading Paper Documents

To load a paper (or card) document to Bundledocs, scan it in as a PDF and load the PDF by tapping the Add Documents button (see video). Keep the PDF (why?)

If a document includes pages which are larger than A4 size, select the Use original document in bundle option for the document immediately after loading it by tapping the Update Document button - see video. This is so that if and when you come to print that document from Bundledocs it is printed on the correct paper.

If you have an old scanner which can only scan in one page of a document at a time, you can load the pages of a document individually and then merge the pages together (see video).

If the document you are scanning is a letter, invoice, etc it will contain, on its face, information which can be used as a unique reference (e.g. date and names of sender and recipient) but if it is a photo or other document which does not have unique identifying information printed on its face, you should, when scanning it in as a PDF, apply a label (outside and below the document image) showing the date and time of scanning so that that can be used as a unique reference for the document.

Loading JPG Photos

To load JPG photos to Bundledocs, you sign on to Bundledocs from the phone where the photos are and load the JPGs by tapping the Add Documents button as shown in the video below. JPG photos have a time as well as a date which needs to be set in the Document Date column when loading photos to Bundledocs: see here for more detailed instructions.

Bundledocs - load photo.mp4

Loading Emails

In order to load emails to Bundledocs you first need to download them to your device as EML or MSG files. To do this log on to your email system on the web and download (save) the emails. Or if you are using an email app on your device that may have a save as file option.

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

Temporarily set the bundle default Display Date Format in Bundledocs to d MMM yyyy 'at' HH.mm.ss Then load the EML/MSG files as shown in the video below.

Bundledocs - Load emails.mp4

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

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

Document Date Document Description
27 Jun 2020 at 15.01.41 Email Smith to Jones

Note: If you have a number of emails you can save time by renaming the EML/MSG files before loading them (which you may be able to do in bulk using a renamer app) to already include sender and recipient names, so that you don't have to edit these names into the Document Description for each individual email after loading to Bundledocs.

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

Document Date Document Description
20 Sep 2018 at 15.28.23 Email Smith to Jones20 Sep 2018 at 02.04.45 Contract v3.219 Jul 2018 at 15.22.34 StdTerms1.2.4

You don't need to (and generally should not) edit the Document Description for these sub-documents: just leave them with the names they had when they were sent by email - Contract v3.2 and StdTerms1.2.4 in the above example.

Note: some email systems do not provide a date/time for each attachment to Bundledocs which causes Bundledocs to initially set the date/time for the sub-documents to the date/time that the email was loaded. If this problem occurs it is easy to spot because it results in attachments (sub-documents) showing a date/time which is later than the date/time of the email. If this happens you should blank out the Display Date Format for the sub-documents - see video.
Document Date Document Description
20 Sep 2018 at 15.28.23 Email Smith to Jones Contract v3.2 StdTerms1.2.4

Loading Documents obtained from Public Sources

You may be able to obtain some relevant documents to load from public sources

Loading Other Documents

To load any file to Bundledocs you tap on the Add Documents button and navigate to the document to be uploaded (see video) but there are some particular things to bear in mind about loading other evidential documents from your phone, tablet or computer, and when loading litigation documents.

Checking the documents' descriptions once you have loaded them

Check the Document Description and amend as necessary for each document you have loaded (see video). When typing in the Document Description, the objective is that the description should be concise but should be sufficient (in combination with the 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 Date Document Description
27 Jun 2020 at 15.01.41 Email John Smith to Paula Jones

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


Check dates as well

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

Sort into date order

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

Consider using a bookmarked PDF bundle to do the checking

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

Disclaimer

The information on this page about specific computer techniques is provided for information purposes only. Every reasonable effort has been made to ensure that the information is accurate and up to date at the time it was written but no responsibility for its accuracy, or for any consequences of relying on it, is assumed by me. You should satisfy yourself, before using any of the techniques, software or services described, that the techniques are appropriate for your purposes and that the software or service is reliable.

This page was lasted updated in September 2020. Disclaimer