Direct Upload Frequently Asked Questions

  1. What does "Direct Upload" mean?
  2. Is any specific software required to upload evidence?
  3. What types of evidence can be uploaded?
  4. Can I still mail evidence after my company is set up for the Direct Upload option?
  5. Will the other party be able to see my evidence?
  6. How will I know you received the upload?
  7. What do I do if I upload the wrong evidence? How do I change it?
  8. When evidence is submitted via Direct Upload, how quickly will AF receive it?
  9. Is there a way to verify that AF received the uploaded evidence?
  10. Is there a charge for using these methods?
  11. Will AF still accept paper evidence, and if so, will there be a charge to convert it to an electronic format?
  12. Do I have to use a Document Coversheet with Direct Upload?
  13. What if I do not have all my Evidence items ready to send at the time I create the case?
  14. How do I delete an item if I no longer want the arbitrator to review it?
  15. Do the arbitrators print the evidence at the hearing? How do they view it?
  16. What happens to the evidence after the hearing?
  17. Is everything presented exactly as I send it? For example, if I upload a color photo, will the arbitrator see it that way?
  18. Am I able to upload evidence, save my work, and not actually submit the case until a later date?
  19. Is there a file size limitation for the evidence documents we upload?
  20. Can I list and submit as evidence a link to an external Web site (i.e., YouTube) that has a video of how the accident/loss occurred?
  1. What does "Direct Upload" mean?
     
    • Direct Upload is simply the ability to submit evidence electronically from your claim system to our case docketing system. It is similar to attaching a document to an e-mail.
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  2. Is any specific software required to upload evidence?
     
    • There is no software that needs to be added or purchased to upload your evidence electronically. As long as your company is configured for Direct Upload, you will be able to electronically submit your evidence to AF.
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  3. What types of evidence can be uploaded?
     
    • Direct Upload only supports the following file types: Document - (PDF), Images - (BMP, JPEG, TIFF, PNG, GIF), Webpage - (HTML, HTM), Presentation - (Microsoft PowerPoint), Word Processing - (Microsoft Word, Microsoft Works, Rich Text, Plain Text), Spreadsheet - (Microsoft Excel, Lotus 1-2-3). At this time, we only accept video evidence in TRS.
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  4. Can I still mail evidence after my company is set up for the Direct Upload option?
     
    • AF strongly recommends that all evidence be submitted via Direct Upload. That said, we recognize there may be instances where it may be impossible to submit a piece of evidence in this manner. In these situations, you may fax the evidence item(s) using the Document Coversheet printing process.
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  5. Will the other party be able to see my evidence?
     
    • Like today, the adverse party will only see your evidence list for the items that were submitted directly to the arbitration docket. It will not be able to see the actual item(s). However, it is important to note that any evidence that was originally submitted as part of a subrogation demand within E-Subro Hub, and was viewable at the time it was sent to arbitration, will remain viewable within E-Subro Hub.
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  6. How will I know you received the upload?
     
    • After you complete the Direct Upload process and allow sufficient time for the document to be coverted to the PDF format, you can view the Docket Details page for the specific case to confirm the evidence images have been processed.
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  7. What do I do if I upload the wrong evidence? How do I change it?
     
    • If, for example, you mistakenly submit a police report for an unrelated case, you can edit or delete the item as needed from the Docket Details page.
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  8. When evidence is submitted via Direct Upload, how quickly will AF receive it?
     
    • Once you upload evidence electronically, it is typically available immediately following the conversion of the document to the PDF format from the applicable case.
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  9. Is there a way to verify that AF received the uploaded evidence?
     
    • After you complete the Direct Upload process and allow sufficient time for the document to be converted to the PDF format, you can simply return to the Docket Details page of the specific case to confirm the evidence images appear.
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  10. Is there a charge for using these methods?
     
    • No, the ability to submit evidence electronically is a free service AF provides that helps our members reduce their arbitration costs by eliminating the need to copy and mail evidence.
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  11. Will AF still accept paper evidence, and if so, will there be a charge to convert it to an electronic format?
     
    • It is strongly recommended that all evidence be submitted via Direct Upload once a company is configured for this electronic evidence submission process. That said, we recognize there may be instances where it may be impossible to submit a piece of evidence in this manner. In these situations, you may fax the evidence item(s) using the Document Coversheet printing process.
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  12. Do I have to use a Document Coversheet with Direct Upload?
     
    • The Document Coversheet is used only when faxing evidence items to AF. It is not used nor should you print one when you submit evidence via Direct Upload.
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  13. What if I do not have all my Evidence items ready to send at the time I create the case?
     
    • You can still list or declare all the evidence you intend to submit when you create your case via AF's Online Filing process. When you begin the Upload Evidence step and the "Upload Evidence" box appears, simply deselect the evidence item(s) that you do not yet have and submit the remaining. When the outstanding evidence item(s) are ready to be submitted, follow the Upload Evidence step again. The item(s) previously deselected should now be selected. (The items previously uploaded should automatically be deselected and noted as "Received.")
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  14. How do I delete an item if I no longer want the arbitrator to review it?
     
    • Once an evidence item has uploaded, it can be removed or marked to be disregarded using the edit or remove functions located on the Docket Details page.
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  15. Do the arbitrators print the evidence at the hearing? How do they view it?
     
    • Arbitrators view the evidence online. They do not print it.
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  16. What happens to the evidence after the hearing?
     
    • Evidence is stored for 70 days from the decision publication date, pending any issues that may require a rehearing (i.e., clerical or jurisdictional error, Appeal - Property and Special forums).
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  17. Is everything presented exactly as I send it? For example, if I upload a color photo, will the arbitrator see it that way?
     
    • Yes, the image will appear just as you sent it. AF strongly recommends that you view evidence after upload to ensure it appears as you intended.
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  18. Am I able to upload evidence, save my work, and not actually submit the case until a later date?
     
    • The Direct Upload process becomes available only after a case or response is submitted.
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  19. Is there a file size limitation for the evidence documents we upload?
     
    • There is a file size limitation of 20MB per upload. If you upload each evidence item individually, each upload may not exceed 20MB. Likewise, if you upload multiple evidence items together, the file size for that upload may not exceed 20MB. Adhering to this file size limitation ensures your evidence loads correctly and all documentation is accessible at the hearing.
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  20. Can I list and submit as evidence a link to an external Web site (i.e., YouTube) that has a video of how the accident/loss occurred?
     
    • AF does not currently accept audio or video files via direct upload or links to external Web sites like YouTube as evidence. AF, as well as our member companies whose arbitrators hear cases remotely, prohibits access to external links as part of its IT security policy to prevent the spread of viruses, malware, etc.

      If a party wishes to have video evidence viewed by the Arbitrator, it must declare the tape, DVD, etc. as evidence. The member must also request a personal appearance, and note in the Administrative Request field that there is physical/video evidence. AF will contact the Member Representative to schedule a videoconference for the Arbitrator to view the declared evidence.

      In the event a member is unable to participate or share evidence via videoconferencing, AF will make arrangements with the member to provide the evidence to be viewed by an arbitrator, or the member may present the video evidence in person and must arrange for equipment to be available to present the evidence to the arbitrator.

      In the case of audio evidence (such as recorded statements), AF requires the written transcript of the recording be declared and provided as evidence for the arbitrator to view.
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