Practice Direction on Format of Documents

What document format does the Tribunal accept?

Rule 1.5.2 requires all documents filed with the Tribunal to be in an electronic format. This Practice Direction provides information about formatting your documents, naming your documents, and filing them with the Tribunal.

What electronic format should I use?

The Tribunal encourages you to use the PDF format, but you may use other formats, such as .doc, .ppt and .xlsx. All electronic documents must be text searchable.

The complete document must be contained in a single electronic file

Do I need an index, table of contents, page numbers or bookmarks?

Factums, written submissions, books of documents and books of authorities must be page numbered and include an index or table of contents.

Page numbers must start from 1, beginning with the first or title page, so that numbers correspond with page numbers in the PDF file. This is best done using the Bates numbering feature in the Adobe Acrobat software, which is explained here (https://helpx.adobe.com/acrobat/using/add-headers-footers-pdfs.html).

If you have more than one document within a PDF file, for example a book of authorities or book of documents, you must number and bookmark each document. You must also bookmark the index or table of contents in written submissions or factums. See: https://www.adobe.com/acrobat/hub/how-to/learn-to-add-bookmarks-to-a-pdf.

If an electronic document is a scanned copy of a physical document, the scanning should be done at 300 dpi and in colour, not grayscale.

What do I name electronic documents?

File names for all electronic documents must start with one of the three letter document codes set out below, or a longer name describing the document if there is no applicable code. Include the Tribunal file number and indicate which party is filing the documents (College, Member, 3P or Joint). If the document is subject to a not public order or you will request one, “Not-Public” must be added immediately after the document code. Do not use spaces in the names of your files and instead use underscores.

The following format must be used:

CODE_Party_Filename_Filenumber

CODE_Not-Public_Party_Filename_Filenumber (for documents subject to a not public order or where one is requested)

Examples:

HBR_Not-Public_Member_Doe_21-103

FAC_College_Thibault_21-145

MBA_3P_Smith_20-234

SUB_Member_Singh_22-147

ASF_Joint_Schubert_23-243

OPSDT Document Codes

How do I file electronic documents with the Tribunal?

Rule 1.5.2 requires documents to be filed by email, secure file transfer service, or using another method as directed by the Tribunal.

Always describe the document in the subject line of your email and include the Tribunal file number and file name. Indicate that it is a filing

Examples:

Subject: Filing | Doe_21-103 | Member’s Notice of Motion

Subject: Filing | Doe_21-103 | College Factum and Book of Authorities

Are there any exceptions to the electronic documents rule?

In rare cases it may be necessary to produce the original physical document. Where a physical document is filed, an electronic copy must still be filed, if possible.

Effective January 1, 2023