Summary

Once the substantive upload is complete, small ad hoc changes to the bundle can be requested via email without an Excel load file on the basis the instruction: 

  1. Has 10 documents or less; and
  2. Only requires changes to the standard metadata fields on the platform i.e. Bundle/Tab, Document Name, Date or Document/Exhibit ID.

The template email (attached at the bottom of this article) should be used for ad hoc requests falling in line with the above. If the instructions fall outside this scope, a standard load file will be required to ensure tasks are actioned accurately and efficiently.

Preparing the Instruction

Completing the Table

The template contains two tables which should be completed in line with the following: 

Table 1

  1. Bundle Name(s) - The bundle(s) that are being changed;
  2. Document Count - The number of documents for the request;
  3. Out-of-office approved? - Whether out-of-office work has been approved or not.

Table 2

  1. Metadata - The metadata required for each document with the Task Typecolumn outlining whether the document is an:
    1. insert
    2. replacement
    3.  requires a metadata change; or
    4. for hyperlinks to be activated.

Email Preparation

We advise collating requests where possible for the most cost effective and efficient processing of changes. A new email chain should be started for each new instruction with the subject line Case Code – YYYYMMDD – Description of Task to prevent large chains building up and tasks being erroneously missed.

Document Transfer

Please note the corresponding documents for instructions will need to continue to be provided via Opus 2 Transfer or an alternative FTP site in line with our security policy. 

More information on Opus 2 Transfer can be found here. 

Instruction Types

Inserts

If you are inserting documents between two existing entries on the platform, numerical suffixes should be used to avoid disturbing the existing references around the inserts. As more inserts are added, you may find that it is not obvious what suffix value to use. 

More information on suffixed tab values can be found in our Inserts & Replacements guide here. 

Replacements & Metadata Amendments

If any documents are being provided to replace existing documents only (i.e., no metadata changes), the relevant files being sent can have the Bundle_Tab values of the document they correspond to as the Filename. For example, if you provide a document to replace A/6, the file should be titled ‘A_6’. 

In instances where the replacements then also require a metadata change, the change should be included and highlighted in the second table of your instructional email. The Task Type field in the instructional email should clearly indicate that a document is to be replaced and the metadata should be updated. In instances where they are not highlighted, there is a risk that they will not be actioned. If you are simply requesting a metadata change without a replacement, the Filename column can be left blank and the Task Type field should say 'Metadata Change' with the amendment being highlighted. 

If your replacement files are longer or shorter than the entries currently on the platform, existing notes/annotations may become orphaned and float on the new replacement as the original text they were anchored has either been removed or now sits elsewhere in the document. 

Similarly, if a document is replaced with a file that has different OCR data, existing notes may float as the data they were previously attached to has been amended. When replacing documents on the platform, annotations will never be deleted but as with the previous examples, they may become displaced.

Hyperlinking

When providing documents for the purpose of hyperlinking, in addition to 'Insert' or 'Replacement' being outlined in the Task Type field, please also outline that 'hyperlinks' need to be activated as the tool will need to be run across the file(s) post upload/replacement. If this is not specified, the links will not be activated.

Tracking Changes

Changes such as inserts and replacements can be tracked via our Bundle Updates feature which is not available by default. 

More information on how to enable and use the Bundle Updates feature can be found here.