Guidance

Secure File Exchange

A platform for the online transfer of information and documentation.

From:
Legal Aid Agency
Published
11 June 2020
Last updated
3 November 2022 — See all updates

Applies to England and Wales

Overview

Secure File Exchange (SFE) has been certified by the National Cyber Security Centre. It allows you to submit large files digitally rather than by post or email. SFE is supplied by Galaxkey, an online platform. You do not need to download any software to access it.

SFE can be used to submit supporting documents in the following areas:

  • Advocates Graduated Fee Scheme claims including special preparation
  • Litigator Graduated Fee Scheme claims including special preparation
  • High cost family cases
  • Proceeds of crime applications
  • Central funds claims
  • Exceptional cases (clinical negligence, child abuse, housing, discrimination, employment, terrorism)

SFE can also be used to submit escape cases in the following areas:

  • Actions against the police
  • Mental health
  • Immigration / asylum
  • Family
  • Housing

Escape cases

You should upload claims (except for CRM18 and CRM18A) with the relevant documents in this order:

  1. Completed EC CLAIM1 form and case summary
  2. Controlled Work Application form (CW1 / CW2)
  3. Means assessment evidence
  4. Disbursement vouchers
  5. Running record of costs / cost ledger
  6. Any other information / documents you feel are relevant for the assessor to consider

Accessing SFE

Email [email protected] to request access. You will need to provide the following information:

  • your name and firm domain email address
  • the name and firm domain email address of the person who will act as administrator for the system for your firm (if this is not going to be you)
  • firm name
  • account number
  • details of what you’d like to use SFE for

Registration process

You will receive an email from [email protected] including a link to register with Galaxkey.

We recommend that you access Galaxkey using Google Chrome (v58+) as your internet browser, but the following internet browsers are also compatible:

  • Firefox v58+
  • Edge 13+
  • Safari v9+
  • IOS v9+
  • Android v4.4+

If you do not register straightaway, you will receive reminders from [email protected].

Galaxkey uses identity-based security so it is important that you do not share your login details with others.

If you registered with Galaxkey previously, you can continue to use your existing login details to connect to the LAA workspaces you have requested.

Using SFE

Once you have registered you can access SFE from the Galaxkey login page.

Administrator role

If you requested to be the administrator for the system you will be able to add and remove members to your workspace. You can only add members who work at the same firm as you.

If you want to add a member who does not work at the same firm as you, such as a costs draftsman, you will need to contact [email protected] to request that they have access.

You will have one Galaxkey account which will show all the workspaces that you have access to.

Accessing additional workspaces

If you have already registered with Galaxkey but need to submit documents to a different team, email [email protected] to request access and include the same details, you included initially.

You will receive an email from [email protected] once you have been added to the additional workspace you have requested. The link provided in the email will direct you to the new workspace.

Workspace properties

  • Write (purple pencil icon) – this allows a workspace member to edit a file within a workspace.
  • Delete (green cross icon) – this allows a workspace member to delete a file within a workspace.
  • Upload (pink plus icon) – this allows a workspace member to add a new file to a workspace.
  • Download (orange arrow icon) – this allows a workspace member to download a file from a workspace.
  • View Members (red magnifying glass icon) – this allows a workspace member to see all other members of a workspace, except for those members who are LAA staff or have been granted special review rights such as an independent third party.
  • Edit Members (blue person icon) – this is only displayed if you requested to be the administrator for the system. This role allows you to be able to control the addition and deletion of members within a workspace, providing they are using the same domain.
  • System Notifications (blue bell icon) – this allows members within a workspace to receive system notifications.

Submitting documents

We have created a step by step guide called ‘Submitting documents using Secure File Exchange’. This can be downloaded from the LAA Training and Support Website.

Ensure that files and folders are named appropriately so they can be matched up with the relevant case. The following special characters can be accepted in file names: ! @ # $ ^ & * ( ) _ + - = , . ¬ {} [] ; £ € ö ä ©

Files will be deleted from Galaxkey once reviewed. The following file types can be submitted: .docx, .doc, .pptx, .xlsx, .ppt, .xls, .pdf, .txt, .htm, .html, .zip, .png, .jpg, .jpeg, .bmp, .gif, .mp4, .avi, .csv, .json, .eml, .thumb, .vcf, .mov, .gcache, .m4v, .tts, .m49, .caf, .mp3, .opus, .gz, .log, .m4p, .dylib, .exe, .ufdr, .ini, .msg, .xry, .rtl, .xml

There is no limit to the size of the file you can submit but the larger the file the longer it will take. You should compress large files or folders into smaller .zip files.

Submitting full files of papers

It is important to try and replicate the structure of a paper file.

You should number or upload files in chronological order and give them meaningful titles.

You should use sub folders to organise files. For example:

  1. Correspondence and communications with client
  2. Correspondence and communications with third parties
  3. Court documents
  4. Legal aid papers

You can upload a single PDF document containing hyperlinks to different sections of the file.

If you are uploading a full file of papers for Peer Review purposes you do not need to upload any video or audio files.

Technical support

If you have any technical issues, please email [email protected].

If you have forgotten your Galaxkey password, please follow the link on the login page to create a new one.

Updates to this page

Published 11 June 2020
Last updated 3 November 2022 + show all updates

  1. Under registration process, removed Opera and Internet Explorer as this is no longer supported.

  2. New guidance added about workspace properties and submitting full files of papers.

  3. Updated to show which special characters are accepted as part of file names and to remove CRM18 and CRM18A from the type of work that can be submitted using SFE.

  4. Link to SFE Step by Step Guide updated.

  5. Updated to clarify that the email address used to register must be a firm domain email address.

  6. Details from links added to the page and contact email addresses updated.

  7. Revised to remove CRM7 forms from the list of files that will be accepted for Secure File Exchange uploads.

  8. 'How to register' guidance and 'What can I use secure file exchange for' guidance have been updated.

  9. Updated How to Register guidance.

  10. Addition of guidance under "How do I register?".

  11. Addition of provider account number to "How to Register Guide".

  12. First published.

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