Pleadings are considered to be submitted correctly once the Arbitration Board has received them by email. Any deadlines that apply will be based on the date of receipt, which means 11.59 pm at the latest. The office hours of the board are thus irrelevant at far as deadlines are concerned.
According to applicable rules, hardcopies of statements of claim and statements of defence (all pleadings) must also be sent to the board together with other documents serving as case exhibits (see below).
In order to reduce time spent on document management, the Arbitration Board has decided in a transitional period and as a general rule to allow submission of pleadings and supplementary documents ionly n electronic form by email or on a USB memory stick until the relevant rules have been amended. The board requires that all parties involved accept such submission, which means that an opposing party may demand to have hardcopies of pleadings and supplementary documents. See the Arbitration Board rules on this.
Pleadings and supplementary documents that are submitted electronically must be sent as a single email but as separate files. Accompanying supplementary documents may either be sent together as one file or as several files, each file containing a case exhibit. The latter is recommended if there a only a few case exhibits. Pleadings and exhibits must be appropriately named as well as numbered or lettered. The Arbitration Board accepts the following file formats for texts and numbers: PDF (Adobe PDF format), DOCX (new Word format), DOC (older Word format), TXT (pure text format), XLSX (new Excel format) and XLS (old Excel format). Pictures may be submitted in JPG, PeNG or TIFF format. Videos containing large amounts of date should be submitted on a USB memory stick.
Material that cannot be submitted in any of the formats listed above, for example drawings, will still have to be sent to the board by ordinary mail.
If the electronic material does not meet the above-mentioned formal requirements, the submitting party will be asked to ensure that it does or to submit hardcopies of the material. The Arbitration Board reserves the right to maintain the requirement of submission of hardcopies of pleadings and other documents in special cases.