Summary
As an independent service provider, Opus does not align itself with any one party to a dispute and it is important to have an Upload Protocol in place to ensure all changes are agreed and final.
Whilst we can look to adopt a different approach if necessary, we've set out our default and recommended protocol for multi party matters below which ensures efficient processing, finality of instruction and minimises additional costs.
we have also set out below the recommended format of instructional emails to ensure they can be efficiently processed.
Our recommended upload protocol originates from Opus' previous experience, having been successfully followed by parties across 1,000+ hearings.
If your matter is not multi party and is only single party, the same steps should be followed albeit by including only the appropriate representatives from your own law firm.
Default Upload Protocol
It is crucial that once all Parties have access to the shared hearing bundle on the platform, the following default upload protocol is followed for all shared content instructions:
- All changes to the bundle should be agreed between all parties before being finalised and any documents should be sent securely to Opus.
- Once sent, please email Opus with the relevant instructions and appropriate party representatives in copy.
- Opus will then action the request on the assumption this has been approved by all Parties.
This will ensure that it is clear to all parties involved, what Opus has been requested to action.
Email Format
We request that a new chain of correspondence is created in respect of each separate request with a unique subject line as formatted below. It should indicate the changes to be made and will enable us to efficiently manage the requests, ensuring emails are not missed amidst a larger chain of correspondence.
Where possible, the requests should be grouped, as processing 1 email of 10 tasks is more efficient then 10 emails for 1 task each.
The body of the email should consist of general instructions and the Excel Index (Load File) should be attached which details the individual changes to be made (except if the changes relate to 10 documents or less).
- Subject of Email Format - Case Code – YYYYMMDD – brief description of task
- Example - For inserts into bundle A on case 10001A, the subject line would be: 10001A - 20250812 - Bundle A Inserts
- Body of Email - Brief description of what is required, highlighting any key information or requests that should be considered.
- Out of Office Confirmation - If a task is sent, in close proximity to, or during our out-of-office hours, we would need confirmation to proceed at the increased out-of-office rates, otherwise tasks will be processed during in-office hours.
- Email Attachment - Attach the agreed Excel Index (Load File).
- CC - Include the relevant Solution Operations team email address, which includes your Solution Operations Manager and Lead.
If parties would prefer to work using an alternative upload protocol, please reach out to the Solution Operations team to discuss.
More information on: - Changes relating to 10 documents or less can be found here. - Out of Office hours can be found here. - Preparing an Excel Index (Load File) can be found here.