Tuesday Tips for Legal Professionals: Working With the New Filing Directive (From Your Printer’s Side)

The Court of Appeal’s updated Filing Directive changes how you file, but one thing hasn’t changed: for most civil appeals you now have to think in two formats at the same time – electronic and paper.

From the print side, we’re already seeing where this creates stress: tight timelines for stamped paper copies, large PDFs bumping into size limits, and big appeal records that need to be managed well before the hearing is set.

This Tuesday Tip looks at the new directive from a printer’s perspective and how you can build it into your workflow so you’re not scrambling at the last minute.

1. Plan for two tracks: e-filing and paper

Under the directive, counsel in civil appeals are required to e-file, with limited exceptions. At the same time, for key documents (like records and factums) you still have to provide stamped paper copies after you e-file.

In practice, every major filing now has two tracks:

• Track 1 – Electronic Prepare your PDF to meet the Court’s e-filing rules: searchable, properly numbered, bookmarked where required, and within the size limit.

• Track 2 – Paper Plan the bound sets you’ll need: appeal records, factums, chambers materials, condensed books, and any extra sets for counsel or the client.

From a printer’s perspective, the best time to bring us in is as soon as your e-filed PDF is final. When you receive confirmation that the filing has been accepted, send:

• The exact PDF you e-filed

• The number of paper sets required under the directive

• Any additional internal copies you want

That way the paper and electronic versions match, and you’re not rebuilding the job from an old draft.

2. Respect the two-week window for stamped paper copies

For key documents like appeal records and factums, the directive requires stamped paper copies to be delivered to the registry within a set time after e-filing (for example, within two weeks).

That means the paper copies are not an optional “later” step. Once your document is accepted for e-filing, the clock is running.

A simple approach:

• Treat “send to printer” as part of your e-filing checklist, not a separate task.

• When you get the e-filing confirmation, forward the file and instructions to your print partner the same day.

It’s much easier to meet the Court’s deadline when printing starts early instead of at the end of the time window.

3. File size limits and big PDFs

The directive sets a maximum file size for each e-filed document (for example, 200 MB). If you’re dealing with large records or extensive authorities, this matters.

Instead of discovering at upload that your file is too large, plan ahead:

• Use structured volumes for big matters.

• Combine, paginate, bookmark, and index each volume properly.

• Keep a high-quality master PDF of each volume for printing, even if you create a slightly compressed copy for e-filing.

From our side, the smoothest jobs are the ones where:

• Volumes are clearly labelled (e.g., “Volume 1 of 3”, “Volume 2 of 3”).

• Each volume has a title page and index that match the internal page numbering.

• The version we receive is the same as the accepted filing, or a clearly-marked high-quality master that matches it.

4. Large appeals: involve your printer early

If your appeal involves a very large record (the directive may use a threshold such as more than 4,000 pages), you’re expected to seek case management directions from the Registrar early.

That’s also the point where it helps to talk to your printer about:

• How to divide the record into practical volumes

• Appropriate binding methods

• Realistic production timelines for the number of sets you’ll need

A short conversation up front can save you rush charges, rework, and last-minute problems with volumes that are physically awkward to use.

5. Condensed books as a separate workstream

The directive strongly encourages paper condensed books for larger appeals, especially where there are long transcripts or bulky materials. These can be handed up at the hearing or filed in advance if counsel is appearing by video.

From a production perspective, condensed books are their own project:

• They are separate from the main record or authorities

• They should be slim, focused, and easy to handle in court

Good practice:

• Decide early which excerpts will go into condensed books.

• Prepare a separate, clean PDF for each condensed book, with its own cover and index.

• Make sure tab labels and headings match how counsel will refer to the material during argument.

That gives the bench a focused tool instead of another heavy binder to navigate.

6. Media exhibits and other non-paper material

If your appeal involves sound or video exhibits, the directive may require them to be filed on specific media (for example, identical USB sticks) with clear labelling.

Even though that’s not a print job, it connects directly to your printed materials:

• The index in your record should clearly identify any audio/video exhibits and how they are labelled.

• Labels on the media should use the same descriptions that appear in your books and factums.

A print partner can help with labels, insert cards, or simple cover sheets so the paper and electronic components of the record stay aligned.

7. Think about how judges will actually read your material

The directive (and related practice materials) set out how your books must be bound – for example, using specific types of binding such as Cerlox or similar plastic combs.

From a handling point of view, it’s not just what you use, but how full each volume is.

Over-stuffed Cerlox (or any comb-bound) volumes:

• Don’t lie flat on the bench

• Are harder to flip through quickly

• Put extra stress on the spine and punched holes

Whenever you’re working within the court’s binding specifications, it helps to:

• Keep volumes to a sensible thickness instead of packing in every possible page

• Split a very large book into additional volumes if needed (within the rules)

• Choose a comb size that allows pages to turn easily and the book to rest reasonably flat

The result is the same compliant binding the court requires, but in volumes that are actually comfortable for judges and counsel to use during a long hearing.

8. Where your print partner fits into the new directive

Under the new Filing Directive, your printer isn’t just “the last stop before the registry.” We’re part of the filing workflow.

A good print partner can help you:

• Work from the same PDFs you’ve e-filed, so paper and electronic copies match

• Turn large electronic records into clearly labelled, properly bound volumes

• Produce the required stamped paper copies within the directive’s timelines

• Create condensed books that make the hearing easier for counsel and the court

As e-filing becomes standard and paper remains essential, the smoothest appeals are the ones where courts, counsel, and printers are working from the same expectations about what needs to be filed, when, and in what form.

If your firm is still adjusting to the new directive, this is a good time to review your internal checklist and coordinate with your print partner, so the process from e-filing to paper books is repeatable and predictable.

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You can read the full directive here: https://www.bccourts.ca/Court_of_Appeal/documents/new_rules_filing_directive_how_to_file_materials_final.pdf