Where to add documents in the Digital Case System for probation breach cases
Published 5 November 2024
Applies to England and Wales
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Use this guide to work out which sections of the Digital Case System (DCS) to add each type of case document to – for probation breach cases.
Once you have uploaded a case document, you must tell all parties who must be served with the document that you have uploaded it.
This guide lists the most common types of documents and is not exhaustive. If you cannot find a document type in this list, you may still be able to upload it.
Do not upload any indecent or pornographic material to DCS.
A – Summons, first instance warrant or application
Case documents to upload
- Copy of the summons of breach served on the defendant
Who uploads the documents
- HM Courts and Tribunals Service (HMCTS) uploads the summons and application
- HM Prisons and Probation Service (HMPPS) uploads the certificate of service
If the court serves the summons, HMCTS will upload any evidence or certificates as locally agreed.
B – Original charges
Case documents to upload
- Original charge sheet (MG4)
- Original indictment
Who uploads the documents
- HMCTS – if provided at point of summons request
- HMPPS – if provided after the summon request
C – Basis of plea
Case documents to upload
- Any agreed basis of plea from the substantive case on which sentence passed
Who uploads the documents
- HMCTS – if provided at point of summons request
- HMPPS – if provided after the summon request
D – Defence documents
Case documents to upload
Defence documents that are needed if the breach is being contested, such as:
- sick notes
- job offers
Who uploads the documents
- Defence
F – Original case summary
Case documents to upload
- Offence report (MG5) from the original proceedings
- Defence engagement log
Who uploads the documents
- HMCTS – if provided at point of summons request
- HMPPS – if provided after the summons request
G – Offender manager report
Case documents to upload
- Offender manager report
- Addendum reports
- Update reports
Who uploads the documents
- Probation service
H – Original order
Case documents to upload
- Community order or suspended sentence order from the original proceedings
- Any subsequent variations or amended orders
Who uploads the documents
- Probation service
I – Witness statements
Case documents to upload
Statements that are needed if the breach is being contested. For example:
- S9 statements
- exhibits in support
Who uploads the documents
- Probation service
J – Exhibits
Case documents to upload
Exhibits that are needed if the breach is being contested. For example:
- letters sent to the client, such as warning letters
- probation contact log
Who uploads the documents
- Probation service
M – Expert reports
Case documents to upload
- All reports that are needed, including intermediary reports
Reports for sentencing should be uploaded to section T.
Who uploads the documents
- Defence
- Probation service
N – Previous convictions
Case documents to upload
- Previous conviction details
Who uploads the documents
- Probation service
Q – Applications
Case documents to upload
- Extensions to time
- Skeleton arguments
- All other applications except bail applications
Bail applications should be uploaded to section V.
All decisions should be uploaded to section X.
Who uploads the documents
- Defence
- Probation service
T – Sentence
Case documents to upload
Any document prepared for the sentencing hearing to be considered by the judge, such as:
- applications for ancillary orders on sentence
- pre-sentence report
- psychiatric reports in relation to sentence
- references
- Court of Appeal case law
Who uploads the documents
- Defence
- Probation service
U – Representation
Case documents to upload
- Applications to transfer or extend
- Legal Aid Agency (LAA) orders
If the applications contain sensitive material, the party must request the document to be uploaded to section PJ.
Who uploads the documents
- HMCTS
V – Bail and custody
Case documents to upload
- Bail conditions and remand orders
- Custody time limits (CTL) including all applications relating to bail and custody
- Security information
- Surety information
- Ancillary orders (tagging)
- Bench warrants
- Prison record of refusal to attend
Who uploads the documents
- HMCTS
W – Court final orders
Case documents to upload
- Post sentence orders
Upload scanned or digital copies of all orders.
Who uploads the documents
- HMCTS
X – Judges’ orders and directions
Case documents to upload
- Case management orders – made in open court or administratively
- Written rulings
- Orders restraining publicity
- Any official transcript of a judicial ruling
Who uploads the documents
- HMCTS
Y – Transcripts (court rulings)
Case documents to upload
- Any transcripts arising from court ruling
- Sentence remarks
Who uploads the documents
- HMCTS
Private sections based on role type
The DCS contains private sections for the following user roles:
- defence
- probation service
- HMCTS admin and judiciary
These sections are only visible to the respective role type and can be used for documents specific to the role.
PJ – HMCTS private
This section is only visible to the judiciary and HMCTS.
Case documents to upload
Any material that should not be seen by other parties, such as:
- Correspondence with parties
- Trial record sheets
- Judicial correspondence
- Resulting checklist annex C
Who uploads the documents
- HMCTS
PJ1 – Court logs
This section is only visible to the judiciary and HMCTS.
Case documents to upload
- Court hearing logs
Who uploads the documents
- HMCTS