Where to add documents in the Digital Case System for trial and committal for sentence 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 trial and committal for sentence cases from the magistrates’ court.
Once you have uploaded a case document, you must tell all parties who must be served with the document that you have uploaded it.
If the party that must be served is the Crown Prosecution Service (CPS), you can select the ‘Send to CPS’ button after uploading the document. A green tick will be displayed when you do this – if it does not then it has not sent so you should try again.
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 – Magistrates’ sending sheet
Case documents to upload
- Notice or court extract of sending to the Crown court
- Memoranda of convictions
- Better case management (BCM) sending questionnaire
- Summonses
- Certificates of service
Who uploads the documents
- HM Courts and Tribunals Service (HMCTS)
B – Indictment
You do not need to submit a hardcopy.
Case documents to upload
- Original indictment
- Proposed amended indictments
- Further preferred indictments
- Jury abstract indictments
- Schedule of summary offences
- Taking into consideration tables (TICs)
Who uploads the documents
- HMCTS
- Prosecution
C – Basis of plea
Case documents to upload
- All versions of bases of plea
- Prosecution responses
Who uploads the documents
- Defence
- Prosecution
D – Defence statement
Case documents to upload
- Defence case statement
Who uploads the documents
- Defence
E – Charges
Case documents to upload
- Charges (MG4)
Who uploads the documents
- HMCTS
- Prosecution
F – Case summary
Case documents to upload
- Offence report (MG5)
- Defence engagement log
Who uploads the documents
- HMCTS
- Prosecution
G – Key witness statements
Case documents to upload
- Initial details of the prosecution case (IDPC)
- Service for plea and trial preparation hearing (PTPH)
- Victim personal statement
Who uploads the documents
- HMCTS
- Prosecution
H – Key exhibits
Case documents to upload
- Initial details of the prosecution case (IDPC)
- Service for plea and trial preparation hearing (PTPH)
Who uploads the documents
- HMCTS
- Prosecution
I – Witness statements
Case documents to upload
- Full service of prosecution case
- Victim personal statement
Who uploads the documents
- Prosecution
J – Exhibits
Case documents to upload
- Full service of prosecution case
Who uploads the documents
- Prosecution
UND1 – Unused (notices and schedules)
This section is only visible to the prosecution, defence, judiciary and read only users.
Case documents to upload
- Disclosure notice
- Unused material disclosure schedule
- Disclosure management documents
Who uploads the documents
- Prosecution
UND2 – Unused (disclosed)
This section is only visible to the prosecution, defence and read only users.
Case documents to upload
- Unused material
- Disclosure schedule
- Any material being disclosed
Who uploads the documents
- Prosecution
K – Transcripts of achieving best evidence (ABE) interviews
Case documents to upload
- Edited transcripts, clearly labelled
Who uploads the documents
- Prosecution
L – Streamlined forensic reports (SFR)
Case documents to upload
- SFR 1 reports
SFR 2 statements should be uploaded to section G if served with IDPC or to section I otherwise.
Who uploads the documents
- Prosecution
M – Expert reports
Case documents to upload
- Reports for trial, including intermediary reports
Reports for sentencing should be uploaded to section T.
Who uploads the documents
- Defence
- Prosecution
N – Previous convictions
Case documents to upload
- Previous conviction details
Who uploads the documents
- HMCTS
- Prosecution
O – Trial documents
Case documents to upload
- Standard witness tables
- Certificates of readiness
- Case summary and drafts
- Opening speech
- Schedules
- s10 admissions
- Ground rules hearing forms
- Draft questions where ordered
- Ineffective trial forms
- Written directions
- Routes to verdict
- Written assistance on the evidence
MG5 should be uploaded to section F.
Jury notes that have been disclosed to the parties should be uploaded to section PJ2.
Who uploads the documents
- Defence
- HMCTS
- Prosecution
P – Jury material
This document type is currently not used. Do not add any documents here.
Q – Applications
Case documents to upload
- Special measures
- Hearsay
- Bad character
- 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
- HMCTS
- Prosecution
R – Witness information
This section is only visible to the prosecution, judiciary and HMCTS.
Case documents to upload
- Witness non-availability (MG10)
- Witness summons
- Live link confidential annex or confidential witness information (prosecution witnesses only)
Who uploads the documents
- HMCTS
- Prosecution
If documents relating to defence witnesses contain sensitive material, you must email the Crown court to request they upload the document section PJ.
S – Plea and trial preparation hearing (PTPH) form
Case documents to upload
- PTPH form only
Who uploads the documents
- Defence
- HMCTS
- Judge
- Prosecution
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
- HMCTS
- Probation service
- Prosecution
U – Representation
Case documents to upload
- Applications to transfer or extend
- Legal Aid Agency (LAA) orders
If the applications contain sensitive material, you must email the Crown court to request they upload the document 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
- Defence
- HMCTS
- Prosecution
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
- Ground rules orders or records of adjustments for a vulnerable participant made after PTPH
- Written rulings
- Orders restraining publicity
- Any official transcript of a judicial ruling
Who uploads the documents
- HMCTS
- Judge
Y – Transcripts (court rulings)
Case documents to upload
- Any transcripts arising from court ruling
- Sentence remarks
Who uploads the documents
- HMCTS
POCA – Proceeds of crime applications and documentation
This section is only visible to the prosecution, defence, judiciary, HMCTS and read only users.
Case documents to upload
- Applications under section 6 of the Proceeds of Crime Act 2002 (POCA) only
- Enforcement applications under section 11 (application to extend time), section 22 (application to reconsider) and section 23 (application to reduce confiscation order)
The ‘Send to CPS’ button is disabled for these document types. Email the party due to be served to tell them you have uploaded the documents.
Who uploads the documents
- Defence
- HMCTS
- Prosecution
CACD1 – Court of Appeal Criminal Division (CACD) documents
This section is only for the Court of Appeal’s use.
Case documents to upload
- Appeal documents
Who uploads the documents
- CACD
Private sections based on role type
The DCS contains private sections for the following user roles:
- prosecution
- defence
- probation
- Criminal Appeal Office and judiciary
- 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
- Live link confidential annex or confidential witness information (defence witnesses only)
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
PJ2 – Disclosed jury notes
This section is only visible to the judiciary and HMCTS.
Case documents to upload
- Jury notes that have been disclosed to the judge and the parties
- Notes of an administrative nature, such as requests for breaks, that do not contain sensitive personal information
Do not upload any note unless the trial judge authorises it.
Any undisclosed jury notes or sensitive administrative notes must be kept securely outside of DCS.
Who uploads the documents
- HMCTS
PJ3 – NG (notice of grounds) appeals
This section is only visible to the judiciary and HMCTS.
Case documents to upload
- Form NG
- Grounds of appeal
- List of authorities
- Unreported cases
- Supporting documents
- Correspondence served when appeal lodged
Who uploads the documents
- HMCTS
CACD2 – CACD private
This section is only for the Court of Appeal’s use. It is only visible to the judge and HMCTS administrative officers.
Case documents to upload
- Appeal documents
Who uploads the documents
- CACD