Summary

Once documents have been uploaded with Bundle and Tab metadata, we would advise that they are not changed where possible as this can cause some practical issues when changing the document pagination references.

With that being said, there may be occasions where restructuring is is unavoidable and so we've set out some points to consider alongside how to instruct the restructuring below. 

Points to Consider

Hyperlinks

  1. Existing Hyperlinked Documents - If there are documents containing hyperlinks to the amended Bundle/Tab references, the existing hyperlink will continue to function, albeit the reference on the face of the document will not match the destination of the link.
  2. Replacing Hyperlinked Documents - If we are instructed to replace and re-link a hyperlinked document, previous hyperlinks to old Bundle/Tab values would be removed and when the Autolink tool is re-run, would likely return as broken links because the Autolink tool would be searching for references that no longer exist. Alternatively, they may link to a different document (if a different document has been placed at the old Bundle/Tab) and therefore no longer match the intended destination. 
    1. To remedy this, the old Bundle/Tab values contained within the references in the PDF would need to be updated to reflect the new Bundle/Tab values, then provide the updated PDF for replacement and re-linking. 
  3. Existing Transcript Hyperlinks - Whilst any references in the transcripts from previous hearings will still function, the text of the reference within the transcript will show the old Bundle/Tab values. The links will only continue to work if the transcript is not replaced with an amended version.

Offline Work Product

  1. Outdated Offline Work Product - Amendments to Bundle/Tab values would mean that any offline work product (e.g. in a notebook or preparing further hyperlinked documents) will become outdated once the Bundle/Tab values are updated. values.
    1. Users would need to manually updated any offline work product to ensure it matches the online bundle. 

Movements

  1. Placeholders - Where documents are being moved and a gap in the tab numbers has been left behind, upon instruction we can create and insert one of two placeholders depending on the requirements: 
    1. Intentionally Left Blank - A basic placeholder stating the reference has intentionally left blank, so the user knows it isn't an error. 
    2. Hyperlinked - A hyperlinked placeholder stating that the document has been moved to a new Bundle/Tab, with the reference being hyperlinked so that a user can quickly navigate to the moved document. 
  2. Movement Restrictions - There may be instances where it is not possible to move documents across different top-level folders due to security permissions applied, however, we will flag this should the issue arise from an instruction.

During Proceedings

  1. Counsel Referencing - Where references have been amended, it will be the responsibility of the parties to ensure that Counsel are using the most up to date values during the hearing when instructing the EPE Operator in order to show the correct documents on screen.

Instructing the Restructure

  1. Export Excel Index - Export an Excel index of the metadata so that it can be updated, ensuring Magnum ID is included and unchanged as this is a unique ID assigned to all documents on the platform and therefore can easily be used to instruct us. 
More information on how to export an Excel Metadata Index can be found here.
  1. Update Index with New Bundle/Tab Values - Insert two new columns titled New Bundle and New Tab in to the index. Populate with the new values to be applied.
    1. Leave the existing Bundle and Tab columns untouched as they can be used if you need to refer back to how the bundles previously existed.
  2. Update Index with New Folder Path Values - Insert one new column title New Folder Path in to the index. Populate with the new Folder Path where documents are moving across folders so that we can move the documents accordingly (and create any new structures if required).
    1. If the documents are not moving between folders or are simply moving to a folder based on the Bundle value, the New Folder Path column does not need to be included as we can use the Bundle value for the movements.