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E-Bundle Preparation Guide

James M Turner QC

9 April 2020

Foreword

In the current crisis, remote working has become the new norm. Remote hearings are now taking place on a scale

unimaginable just a few weeks ago. For the most current guidance, see the website established in late March 2020 with

the blessing of the HM Courts & Tribunals Service at .

With photocopiers and reprographics departments suddenly unreachable, to say nothing of the impracticality of

circulating hard copy bundle additions at the last minute, we all need to be able to prepare an electronic bundle. Such

ability is, however, not yet widespread.

This Guide

The following is a short guide for using the widely-available Adobe Acrobat Pro, which should produce a bundle compliant

with the courts’ most current directive on the topic in relation to e-bundling in the Financial Remedies Courts and

Practice Direction 32, paragraph 27.

Best practice guidance on the content of bundles in the Commercial Court can be found in Appendix 7 of the Commercial

Court Guide.

Step 1 – Install the Software. If you have not already, install Adobe Acrobat Pro (not Reader).

Step 2 – PDF Your Documents. You need to have everything you want in the bundle in PDF format. To the extent that

they are not already:

» In the case of electronic documents, print to PDF.

It may be possible to skip this step and combine files (see Step 5 below) in their native formats. You will still need

to give them bookmark-friendly file names (Step 3 below) and some files may need a bit of work first (especially

Excel spreadsheets). I have not included this step because – depending on how your system is set up – it may not

work or work with all file types. It is also a faff with emails which have attachments.

»

In the case of hard copies, you will need to scan to PDF.

If you don’t have a scanner, there is a very good iPhone/Android scanner called Tiny Scanner. Get the paid-for

version, because it allows multiple pages. Don’t get too close to the page(s) you are scanning – the flash is usually

too bright if you do. It has a very good ‘framer’ in its workflow that you can use to make sure your pages don’t

include the carpet they were lying on. Set up a Dropbox folder or similar to make uploads easy, or just email the

resulting PDF to yourself.

NB Unfortunately, none of what follows works with locked PDF files. (To see if a file is locked, open the left-hand pane

as described in Step 7 below; if there is a padlock image, then the file is locked.) Print and scan is the only solution here

(printing to PDF will not cure the problem).

Step 3 – Name your PDFs. Give the PDFs a name that is short and starts with a number, e.g., “01 - Claim Subs”. The reason

for this will become clear, but in essence you need to give each PDF a name corresponding to its tab number and (a short

version of) its description.

Step 4 – Collect your PDFs. Get all the PDFs you want in the bundle into a separate folder.

Step 5 – Combine your PDFs. Select them all (CTRL+a works in Windows). Right-click and select “Combine Files in

Acrobat”. In the Combine Files window that opens:

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Click the List View button (much easier to work with than Thumbnails).

Click the Options button and ensure that “Always add bookmarks … ” is checked. (It’s sticky, which means that

once you’ve checked it, it should stay checked, so you should only need to do that once.) Click OK.

You can re-arrange the order of the documents within the PDF if you want, but if they all have names beginning

with a number, then they should already be in the right order.

Then Click Combine.

Step 6 – Save your Bundle. Clicking Combine in the previous step will generate what is called a “Binder”, but it’s just

another PDF. Save it with a useful name like “HrgBdl 310320”. (If you want to be super-organised, the best dating format

to allow sorting by name but in date order is of course YYYYMMDD, so, e.g., 20200323 for 23 March 2020.). Make sure

you keep saving your file as you work with it!

Step 7 – Viewing and Working with Bookmarks. To view the bookmarks, open the left-hand pane (click on the arrow

halfway down the left-hand side of the window) and then the bookmark icon (second one down). Clicking on the relevant

bookmark will take you to that spot in the PDF. You can add more bookmarks and arrange them into hierarchies – and

even colour-code them.

Step 8 – Page Rotation. If you need to, because they’re upside down or landscape documents are on their side, you can

rotate pages using the Page Thumbnails view. Select the page(s) to be rotated in the left-hand margin, right-click and

select Rotate Pages.

Step 9 – Pagination. You can give the resulting PDF printable page numbers by clicking on the Edit PDF button on the

right-hand side of the window, and then the Header and Footer button. Click where you want to add the page number and

then on Insert Page Number. Fairly easy to use, but make sure you make the page numbers at least 12-point font size. (You

can save your settings, too, so that they are quicker to apply next time.)

NB Sometimes you may need to add a blank page, so that individual documents start on an odd-numbered page

of the PDF - which may not be the same as the printable page number, if you have added more pages or an index.

This can, e.g., be necessary if you are printing double-sided – the default under PD 32 para 27.15. You can do this by

clicking on the Page Thumbnails button on the right-hand side of the window; then right-click on the page where

you want to add the blank. Select Insert Pages > A Blank Page. You will be given the option to add it before or

after the page you clicked on.

Step 10 – Make it Searchable. If you need to make it word-searchable (always a good idea), click on the Scan & OCR

button on the right-hand side and follow the prompts.

NB The resulting file may well be quite large (over 100MB is common) and cannot therefore be shared by email.

For sharing (internally and externally), use Citrix Files (or your favourite file-sharing website – ensuring that you

comply with data protection requirements).

Step 11 – Adding More Pages. It is all-too-common to need to insert additional pages. You can do this by adding the

inserts as further PDFs to the file by (for example):

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Clicking on the Page Thumbnails button on the right-hand side of the window.

Dragging and dropping the additional file into the relevant place in the list of pages.

NB –

i) Bookmarks. This will usually (though sadly not always) add the filename (and any bookmarks it contains) at

the bottom of your bookmarks list in the existing file, regardless of where in the file you have inserted it. To

get the new bookmark(s) into the right place, just drag them there. (If the added file’s name and bookmarks

have not carried across, you will have to insert them manually.)

ii) Pagination. If the additional file is going to mess with the bundle’s existing (printable) pagination, paginate

it as above before you add it. Obviously, add the number of the page it is going to be added after (and a full

stop) as a prefix to the automatic number, e.g., “102.”

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Step 12 – Making PDF Page Numbers Match Printable Ones. This makes use of a feature called “Page Labels” and will

make navigating the document while viewing it on a screen much easier.

If you have added printable pagination to the file, use the “Page Labels” feature to make that pagination correspond

with the PDF page no. (i.e., the one displayed in the bar above the document). Say you want the index to the bundle to be

numbered i, ii, … :

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In the Page Thumbnails view, select the pages you want to number like that (click on the last one, hold down the

SHIFT key and – holding it down – click on the first one; release SHIFT).

Then right-click on one of the selected pages and select Page Labels. The resulting dialog box will allow you to

apply a different numbering to those pages.

You can use the same technique to relabel inserted pages so that they become, e.g., 302A- 302N.

You can then navigate to the relevant page just by typing that number into the box above the document. (Note,

though, that these numbers will not be used if you paginate the document in the manner described in Step 9

above.)

NB Page Labels has a bug/feature: if you add a file immediately after some “relabelled” pages, it will automatically apply

the relabelling to those new pages (which is fine, if you’re expecting it), but it won’t import the new file’s bookmarks.

James M Turner QC

”His work is sharp and focused, and his advocacy has a deservedly excellent

reputation.”

(Chambers UK, 2020)

James specialises in cross-border commercial disputes in international arbitration, energy,

shipbuilding, offshore construction, shipping and banking.

“A skilled tactician who can be entrusted with anything” (Chambers UK), as an advocate – with “a

deservedly excellent reputation” (Chambers UK) – he appears most often in arbitration, before

tribunals operating under LCIA, ICC, HKIAC or LMAA Rules, as well as in ad hoc matters. His

Court work is almost exclusively in the Commercial Court and on appeals up to and including

the Supreme Court.

Well-known for his ability “to crunch through the details of a very technical case” (Legal 500), much of James’s work

requires the co-ordination of a range of expert specialisms, ideally suited to his down to earth approach and team-

building skills that make him a “great pleasure to work with” (Who’s Who Legal). Reflecting the invariably international

character of his practice, James has extensive experience in dealing with foreign law and multi-jurisdictional disputes. He

has a particular eye for appreciating and addressing cultural barriers in international arbitration.

> view James’s full profile

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