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Filing system meaning

What does Filing system mean?
In practice, a filing system is any organised set of records about identifiable individuals that allows retrieval of personal data by specific criteria, whether the records are electronic or on paper, and whether kept centrally, locally or dispersed. The term is defined in legislation. Both the UK GDPR and the EU GDPR (applicable in Ireland) define a filing system as “any structured set of personal data which are accessible according to specific criteria, whether centralised, decentralised or dispersed on a functional or geographical basis”. Key features are structure and criteria-based accessibility. Its practical significance is scope: non-automated processing is caught by UK/EU GDPR only if the personal data form part of a filing system. This brings many manual records within data protection law (for example, indexed personnel files, client matter files arranged by name or reference number), while ad hoc, unindexed papers typically are not. Usage is broadly consistent across England & Wales, Scotland, Northern Ireland and Ireland, with the UK Data Protection Act 2018 and the Irish Data Protection Act 2018 operating alongside the respective GDPR. The concept is central to compliance scoping, records of processing, retention schedules and responding to data subject access requests.
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CHECKLISTS
No-fault divorce procedure post-DDSA 2020: online applications, service, 20/6-week timetable, conditional/final orders, joint/sole applications, costs (England and Wales)

The Divorce, Dissolution and Separation Act 2020 (DDSA 2020) It took effect on 6 April 2022. Any divorce case issued by the court from that date falls under DDSA 2020 and the revised procedural regime in the amended Family Procedure Rules 2010 (FPR 2010), SI 2010/2955. For more detail, refer to Practice Notes: Introduction to the Divorce, Dissolution and Separation Act 2020 and Commencing and filing an application for a divorce, dissolution or judicial separation order (post-DDSA 2020). This note sets out the position for proceedings started on or after 6 April 2022 by the court. Matters issued by the court on or before 5 April 2022 will continue in line with the pre-DDSA 2020 framework, regardless of whether they were lodged via the digital system or using paper forms. Those applications are unaffected by the commencement of DDSA 2020, or by the resulting procedural amendments. See also Practice Notes: Commencing divorce proceedings and drafting the petition (pre-DDSA 2020) and Filing the divorce petition and supporting documents (pre-DDSA 2020)....

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CHECKLISTS
Arbitration pre-commencement strategy and project management checklist: case analysis, evidence, communications, technology and third-party funding

Checklist Case review: facts, both sides’ legal positions, award enforceability, commercial drivers, and desired outcome. One-page argument summary (diagrams if helpful); if it resists distillation, investigate further. Project plan: routes to objectives, issues, stakeholders, evidence and data handling, initial timetable for claim/defence and later steps, indicative timings, responsibilities, and timing risks. Update the summary and plan throughout. Use them to stay on track, build a staged budget and funding needs, and maintain a document/correspondence tracker. Communications plan: group email or shared repository, cybersecurity/data protection, privilege with the client (esp multiple clients), protocols with tribunal/opponent (incl co-counsel), external notices (eg market), and a retrievable filing system. Evidence plan: locate documents/witnesses, pause destruction policies, collect and code material in a searchable, access-controlled database, schedule witness interviews, and address cybersecurity/data protection. Cost-efficient third-party support: low-cost centres, document tools/review tech, translation and certification. Third-party funding: weigh cost versus benefit, suitability, settlement impact, and the funder’s share. ...

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NEWS
Dispute Resolution Weekly: CPRC reforms, junior advocacy guidance, cryptoasset injunctions, solicitor-client costs/CFA rulings, disclosure and appeals updates, consultations and key dates (England and Wales), 17 July 2025

In this issue Key DR developments Claims and remedies Costs and funding Litigation Applications—general Evidence and disclosure Appeals New content Dates for your diary Useful information Daily and weekly news alerts Key DR developments CPR Committee minutes Minutes of the CPR Committee meeting—6 June 2025: The Civil Procedure Rule Committee met on 6 June 2025 in a hybrid session at The Rolls Building (Royal Courts of Justice) and via video conference. The minutes confirm a forthcoming CPR 51 pilot enabling non-parties to obtain court documents, arising from the Supreme Court ruling in Cape Intermediate Holdings Ltd v Dring [2019] UKSC 38. They also record approved amendments to the e‑working pilot, progressing towards a permanent electronic filing system as part of ongoing court modernisation. Further topics included summary assessment of costs, arbitration updates, disclosure, civil restraint orders, closed material procedures, judicial review reforms for infrastructure projects, whiplash reforms, digital services and other procedural...

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NEWS
Weekly PI & Clinical Negligence (England & Wales): CPR PD 5C CE-File reforms, NHS Resolution 2024/25, silicosis claims, snowmobile claim dismissed, Open Justice objectives, County Court delays—24 July 2025

PI & Clinical Negligence weekly highlights—24 July 2025 In this issue: Key PI and Clinical negligence developments Occupational disease Accidents abroad Other PI and Clinical negligence news LexTalk® PI & Clinical Negligence: a Lexis®Nexis community Daily and weekly news alerts LexisNexis® Webinars Useful information Key PI and Clinical negligence developments SI 2025/893 (Civil Procedure (Amendment No 2) Rules 2025) modifies the Civil Procedure Rules 1998, SI 1998/3132, revising Rule 2.8 (time) and Rule 5.5 (filing and sending documents) to reflect the roll-out of new Practice Direction 5C covering the CE-File electronic filing and case management system, following its piloting under Practice Direction 51O (electronic working pilot scheme). The changes come into force in part on 12 September 2025, and in full on 1 October 2025. Refer to LNB News 22/07/2025 19 for details. NHS Resolution publishes Annual Report and Accounts for 2024/25 NHS Resolution has issued its Annual Report and Accounts for 2024/25,...

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NEWS
US class action against Google over Imagen AI: artists allege unlawful training on LAION-400M and derivative work infringement; Google argues training on publicly available data is fair use.

The artists' complaint Filed in California federal court on 3 May 2024, the artists’ lawsuit focuses on Imagen, a text‑to‑image diffusion system that employs machine learning to create pictures from user prompts. Comparable legal actions have been brought against other artificial intelligence (AI) firms, this appears to be the first aimed at Google LLC’s iteration, their counsel told Law360 on 29 April 2024. Matthew Butterick, one of the solicitors for the artists, stated on 29 April 2024 that the pleading outlines another episode of a multi‑trillion‑dollar technology giant opting to train a commercial AI tool on others’ copyrighted material without consent, attribution or payment. The claim asserts that Imagen is trained by duplicating an enormous volume of digital images and extracting protected expression from those works. The artists said it relies on a dataset assembled by the non‑profit Large‑scale Artificial Intelligence Open Network, or LAION. They added: during model training, the images in the dataset are copied in their entirety and wholly absorbed by the system, such that protected...

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PRACTICE NOTES
MIPD 2021: CE‑filing timing for out‑of‑court administrator appointments and moratoria, and statutory declarations by video conference, in the Business and Property Courts (England and Wales)

Background The coronavirus (COVID-19) outbreak triggered unparalleled social distancing requirements and nationwide lockdowns. Consequently, courts—and those who use them—were severely hindered in performing routine functions both administratively and practically. In turn, the judiciary adopted fresh protocols and processes, with operational arrangements being reshaped at pace and hearings adjusted accordingly on an urgent basis. See Practice Note: Coronavirus (COVID-19)—Changes to the court process in insolvency proceedings [Archived]. To build on these steps, and to address particular difficulties arising in insolvency matters, a Temporary Insolvency Practice Direction (TIPD) came into force on 6 April 2020. It addressed COVID-19 issues including court procedure and permitting virtual statutory declarations for commencing administration proceedings where distancing rules applied, together with assorted insolvency points that were unclear under the Insolvency (England and Wales) Rules 2016 (IR 2016), SI 2016/1024 and affected by inconsistent authorities. These included questions about the validity and the precise effective time of applications and documents filed electronically via the CE-filing system when appointing an administrator by utilising the out-of-court route, and...

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PRACTICE NOTES
International merger control: April 2024—new regimes, thresholds, procedural reforms and enforcement

This month has seen multiple merger control milestones: in Aruba, a new competition law featuring a merger control regime commenced; the Australian government published proposals to amend its merger regime; Belarus announced that revised thresholds will take effect on 7 July 2024; Egypt issued implementing regulations for its newly established pre-merger regime; and the UK adopted a new phase 2 merger review process. Aruba—new competition law enters into effect In Aruba, the Competition Regulation is now in force. It spans the three principal pillars of competition law, including merger control, and establishes a mandatory filing system. A deal must be notified where: the parties’ aggregate annual turnover is at least Afl 125m (approximately €64m/US$69.3m); and at least two parties each generate turnover of Afl 15m (approximately €7.7m/US$8.3m). There is also a duty to report where the participants hold a market share of 30% or more in one or more relevant markets in Aruba. At this stage, notifications are required for information-gathering...

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PRACTICE NOTES
COVID-19: Insolvency court practice in England and Wales covering remote hearings, MIPD 2021, CE-file, winding-up petitions, commercial rent protections, and statutory declarations by video

This Practice Note is archived and no longer updated. It addresses the impact on restructuring and insolvency court business arising from temporary measures introduced due to coronavirus (COVID-19). For the implications for litigation more generally, see Practice Note: Coronavirus (COVID-19) implications for dispute resolution [Archived]. Are the courts operating normally? The Supreme Court continues to deal with cases, with both hearings and judgments taking place either in person or via remote participation. The Court of Appeal building is open during the hours of 10 am to 4.30 pm (Monday to Friday). From 14 February 2022, e-filing is compulsory for legally represented parties in the Court of Appeal—see LNB News 14/02/2022 58. The RCJ remains open, including the Fees Office. Fees can also be paid by telephone between the hours of 10 am and 4 pm, or by email (RCJfeespayments@justice.gov.uk)—see LNB News 01/03/2021 17. The appointment-based system is available; appointments can be booked by calling 0203 936 8957. The Fees Office has relocated to the West Green Building. ...

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Q&As
Tier 2 (General) ILR: 10-year Residence; Tier 1 PSW; PBS Dependant

Long residence and private life resources—overview The ten-year long residence route set out in the Immigration Rules, Part 7, does not allow dependants to submit applications alongside the principal applicant. This means joint filing is not available under this route. Dependants may, however, apply independently where they satisfy the criteria of the relevant rule. By way of illustration, if a husband and wife have each been lawfully present in the UK for ten continuous years, they must each file their own separate applications under the long residence provisions. See Immigration Rules, Part 7, para 276B–276C. When a Tier 2 (General) migrant secures indefinite leave to remain (ILR) through the long residence rules, their spouse may have scope to seek leave to remain as the spouse of a settled person under Immigration Rules, Appendix FM (see Practice Note: Partners applying for limited leave to remain under Appendix FM: eligibility tables)...

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