All correspondence, submissions, pleadings, and exhibits in cases must be submitted digitally to the Arbitration Board, with a digital copy provided to the other parties. In exceptional cases, the Arbitration Board may require or allow written material to be sent in physical form.
Materiale anses for modtaget, når nævnet har modtaget det med e-mail eller uploadet på VBA Portalen. Eventuelle frister regnes i forhold til datoen for modtagelse, dvs. senest kl. 23.59, og ikke i forhold til nævnets kontortid.
Statements of claim, the expert report framework, and exhibits must be appropriately named and numbered or lettered.
The claimant's exhibits must be numbered consecutively (1, 2, etc.), while the respondent's exhibits should be lettered consecutively (A, B, etc.). If there are multiple respondents, the first respondent's exhibits are labeled Respondent 1-A, Respondent 1-B, etc. If there are third-party claimants, their exhibits are labeled Third Party-1, Third Party-2, etc., and the respondent's exhibits are labeled Third Party-A, Third Party-B, etc. It must be indicated which parts of the exhibit material the party intends to rely on.
Efter praksis stiller nævnet krav til format af skønstemaer, herunder at de indsendes i et dokument og ikke som f.eks. et led i en længere e-mail, ligesom både skønstema og bilag skal betegnes retvisende.
Digital submission via e-mail
Written pleadings and exhibits submitted electronically must be sent together in one email, but as separate files. Files with large data volumes should not be sent via links, USB sticks, or similar methods. The Arbitration Board requires the use of the VBA Portal if correspondence cannot conveniently take place via email.
The Arbitration Board receive the following file formats via email for text and numbers: PDF (Adobe PDF format), DOCX (newer Word format), DOC (older Word format), TXT (plain text format), XLSX (newer Excel format), and XLS (older Excel format). For image files, the accepted formats are JPG, PNG, and TIFF. Materials that cannot be submitted in these formats, including drawings, must still be submitted by regular mail.
If the electronic material does not meet the above-mentioned format requirements, a request will be made to either correct it or submit the material in paper form. The Arbitration Board reserves the right, in exceptional cases, to insist on the submission of documents and exhibits in paper form.
It is emphasized that it remains a requirement for the collection of exhibits or extract to be received in paper format prior to the main hearing.
Material that needs to be sent in encrypted form can be sent to sikkerpost@voldgift.dk.
Digital submission via the VBA Portal
Alt materiale til brug for en sag ved Voldgiftsnævnet, f.eks. klageskrift, svarskrift, bilag og skønstemaer, skal uploades elektronisk på sagen i VBA Portalen og placeres i mapper til de respektive dokumenttyper. Placeringen i mapper bestemmer, hvem som har adgang til det uploadede materiale, hvorfor det er vigtigt, at der sker en korrekt placering. Opmærksomheden henledes på, at skønstemaer skal uploades i mappen “G. Udkast til skønstemaer” and not in the folder "D. Final Expert Reports and Statements".and any associated expert appraisal exhibits should be uploaded in the folder "H. Draft Exhibits for Expert Reports."
When new material is uploaded in the VBA Portal, the party representatives will receive a notification email from the Portal. If there are no party representatives, the parties themselves will receive the notification. The Arbitration Board will still acknowledge receipt by email and encourage comments or further correspondence, as well as set deadlines, etc., as usual.
Materiale anses for modtaget, når det er uploadet på VBA Portalen. Fristerne for modtagelsen af processkrifter regnes i forhold til datoen for modtagelsen, og der skal således ikke tages højde for nævnets kontortider. Eksempelvis vil det sige, at et processkrift, der uploades på VBA Portalen på dagen for fristens udløb kl. 23.59, anses for modtaget rettidigt.
The VBA Portal supports the following formats:
Text files: PDF
Image files: .bmp, .jpg, .png og .tiff
Video: .mp4, .mow, .avi, .mpg, .mkv, .wmv, .mov
One or more files can be uploaded at a time, provided they do not exceed 500 MB individually or collectively. Files larger than 500 MB must be split. Folders cannot be uploaded to the VBA Portal, but this feature is under development.
Learn more about the VBA Portal here.
Submission of hardcopies
Material that cannot be submitted digitally, including drawings, must be sent by regular mail.
Archiving
The Arbitration Board does not store cases in physical form. Document collections, extracts, or other materials that may have been received in physical form are shredded immediately after the cases are concluded.
There is no legal obligation for the Arbitration Board to store concluded cases for a specific number of years. The Arbitration Board is not bound by the rules that apply to state institutions, as the board is a private entity.
As part of the establishment of the VBA Portal, guidelines have been adopted for digital communication and document handling in VBA, as outlined below.
The parties must submit an extract or exhibit collection four weeks before the main hearing.
The required number of physical copies must be delivered or sent to correspond with the number of arbitrators, plus one copy for the secretariat. This means two copies for a sole arbitrator, four copies for a panel of three arbitrators, and six copies for a panel of five arbitrators.
Please note that these can only be submitted during the Board’s office hours.
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