Filing Documents

This practice notice relates to the filing of documents pursuant to Rule 12 of the Canadian International Trade Tribunal Rules (Rules).

In order to reduce the cost of filing documents and to improve parties’ access to justice, the Tribunal hereby gives notice that it is varying Rule 12 by application of Rule 6, as follows:

  1. Effective immediately, parties shall file their documents by one of the following means of electronic transmission (in order of preference):
    • secure e-filing, available at https://apps.citt-tcce.gc.ca/sftapp/CITT/html/transfer_e.html;
    • electronic mail to citt-tcce@tribunal.gc.ca should you accept the associated risks and you are filing information that belongs to you or your firm only;
    • digital media (e.g. CD, DVD or USB key) sent to the Registrar, Secretariat to the Canadian International Trade Tribunal, 333 Laurier Ave. W., 15th Floor, Ottawa, Ontario K1A 0G7. 

Please consult the appended technical requirements (e.g. format, file size limitations) for electronic filings.  

  1. In addition to the electronic filing, parties shall file paper copies as follows:
    • In Procurement Inquiries (PR), 3 copies of Government Institution Reports and replies to such Reports, but no copies of complaints;
    • In Customs, Excise Tax and Special Import Measures Act Appeals (AP, EA), 3 copies of case briefs, reply submissions, additional documents, and expert reports, but no copies of notices of appeal and no copies of any filings in Extension of Time (EP) proceedings;
    • In Interim Reviews (RD), 3 copies of  case briefs, witness statements, supporting documents, reply briefs, submissions, and reply submissions, but no copies of requests for interim review;
    • In Preliminary Injury Inquiries (PI), Public Interest Inquiries (PB), and Safeguards, Economic or Tariff Inquiries (GS, GC, MN), 4 copies of case briefs, witness statements, supporting documents, reply briefs, submissions, and reply submissions, but no copies of requests for public interest inquiries, exclusion requests or requests for information;
    • In Injury Inquiries (NQ) and Expiry Reviews (RR), 5 copies of case briefs, witness statements, supporting documents, reply briefs, submissions, and reply submissions, but no copies of exclusion requests or requests for information;
    • No paper copies are required in Expiries (LE) proceedings. 
  2. The electronic documents will constitute the original document for the Tribunal’s proceedings.
  3. The Tribunal may, if it considers that it is justified in the circumstances, allow paper-only filings upon request.

For more information, please contact the Registrar at 613‑993-3595.

 


Technical Requirements for Electronic Filing

Format Standards

The Tribunal requests document(s) to be submitted in PDF (Portable Document Format).

Documents converted to PDF from word processed text/spreadsheet program typically have far fewer megabytes than PDF documents that have been scanned. Additionally, searches of documents converted to PDF from word processed text/spreadsheet are more accurate than on PDF documents created from scanned documents.

This format was chosen because it allows a document to retain its pagination, formatting and fonts no matter what type of computer is used to view or print the document.

Note: Some special characters used in certain word processing applications may not convert easily to PDF. The conversion process to PDF may affect pagination as well as the conversion of special characters. Filers are responsible for the accuracy of the documents submitted. For more information please refer to the “PDF Conversion - Additional Instructions” section.

Documents are to be converted to Portable Document Format (PDF) prior to filing* electronically with the Tribunal. PDF files should, where possible, be created directly from a source document (word processing, spreadsheet and presentation programs such as Word, Excel, PowerPoint or any Microsoft Office Suite compatible format). Documents that exist only in paper format should be scanned to PDF in a searchable format to create a PDF file that supports keyword search.

*Tribunal questionnaires are to be filed in Excel format and PDF format.

Numerous programs exist for PDF conversion (such as Adobe), including some that are free. Many word processing, spreadsheet and presentation programs have built-in options that allow you to create/ download/export/save the document as PDF.

A single document of less than the file size limit described in the “File Size Limitations and Electronic Transmission” section below should not be broken into multiple documents. Tabs, bookmarks for example should be used to identify each section in a logical sequence. All paper copies and electronic versions which are accompanied by attachments must have a divider page or tab preceding each attachment. The divider page or tab must be properly identified/bookmarked.

PDF Conversion - Additional Instructions

Font

You must use only the Roman and Cyrillic alphabets in PDF format. Documents in other foreign language alphabets must be scanned. Special characters must be checked on conversion to ensure that they were not changed during the distilling process.

Embedded Files

Do not attach any embedded files to your PDF document for electronic filing. This includes all comments (note tool, pencil tool, highlights tool, digital signature tool, embedded files, embedded sounds or other multimedia); forms actions; JavaScript actions; external cross references, web links and image alternates.

Document Properties

Filers must not incorporate in their PDF documents any properties that might restrict or prevent the Tribunal from viewing, printing or searching the documents. Document security setting must have a PDF file security setting of “none,” no password protection.

Page Numbering

The numbering on the electronic version and the paper version should be identical.

Page Size Format

Ideally each page of an electronically filed document should be in letter-sized format (i.e., 8.5 inches by 11 inches when printed out by the Tribunal). Other formats are also acceptable (8.5 inches by 14 inches for example).

Confidentiality

In a confidential version of a document, all confidential information should be highlighted by using shading, boldface characters or square brackets.

The public version of the same document with the confidential information must be fully deleted when filing electronically. It is not sufficient to simply mask or hide the confidential information, it must be deleted.

Every page of the confidential document must have a red “PROTECTED” watermark at the bottom right corner of every page. The Watermark should be font size 18 Arial and should be bolded.

Scanned Documents

Although the Tribunal prefers that PDF documents filed electronically be converted directly from the original source document, it is not always practical or feasible. If you must scan a document for filing, please follow these guidelines:

  • Scanned Resolution - Scan the documents at a minimum 300 dpi (dots per inch).
  • Size – 1:1 Resolution (Scan so that the document will be the same size as the original) or
  • Paper Size – Adjust paper size to the right format.
  • OCR (Optical Character Recognition Process) – Create a PDF file that supports keyword search.
  • Make the PDF document searchable by using the “paper capture” feature of Adobe Acrobat or its equivalent process in any alternative software you use.

Note: Your software may be different than Adobe Acrobat.  Please consult your technical support staff or software provider if you require additional help.

  • Compression - PDF compression should be set at “standard”.
  • Images/Photos – Set image quality at “standard”.
  • Quality Assurance:
    • Review the scanned document(s) to ensure that all pages were captured;
    • Review the scanned document(s) to ensure that smallest details have been captured, for example decimal points;
    • Review the scanned document for accuracy, scanner-generated marks that were not present on paper document;
    • Perform a quick keyword search to ensure the PDF is fully searchable.

File Size Limitations and Electronic Transmission

Documents filed using the Tribunal Secure E-Filing Service (Tribunal’s preference) uploads at approximately 5 megabytes per minute using a high-speed connection. Consequently, a 15 megabyte document (i.e. approximately 400 pages) may take at least 3 minutes to upload depending upon your Internet connection. See the table below for approximate times to upload.

Please note that upload times and number of pages shown in the table are approximate. Many factors may have an influence on upload times, such as the PDF conversion format and the resolution of a scanned document or if it has been scanned in colour or in black and white.

Upload Time (approximate)

Size (megabytes)

Number of Pages

Time to Upload

5

125

>1 minute

10

250

>2 minutes

25

600

5 minutes

50

1,130

10 minutes

100

1,600

22 minutes

150

2,475

30 minutes

 

The Tribunal Secure E-Filing Service can accept up to 10 files to a maximum of 250 megabytes per transmission. Therefore the limit cannot exceed 250 megabytes per document.

A document that is in electronic form but exceeds the 250 megabyte limit may be/need to be filed on electronic media, such as DVD or USB key. Please contact the Registrar at (613) 993-3595 for more information or additional instructions.

More than one document can be submitted at a time as long as the total transferrable size of the transmission does not exceed 250 megabytes.

Resource Type

Status

Publication Date

Monday, February 13, 2017

Modification Date

Friday, October 6, 2017